====== EU Project Delivery ======

[[pub:processes:start|← Back to Core Processes]]

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===== Purpose =====

To deliver EU-funded project obligations (deliverables, milestones, reporting) on time, with clear internal ownership, and without disrupting core platform work.

===== Owner =====

**Predrag Tasevski** — Stakeholder & EU Projects Management

===== Trigger =====

This process starts at the beginning of each active EU project reporting period, or when a new deliverable milestone is due within the next 60 days.

===== Steps =====

  - **Deliverable mapping** — At the start of each project period (or quarter), Ksenija maps all upcoming deliverables and milestones into OpenProject. Each deliverable becomes a task with: title, due date, assigned contributor(s), and project code. \\//Tool: OpenProject//
  - **Contributor assignment** — For each deliverable requiring input from Predrag, Peter, or Alexander, Ksenija assigns the task in OpenProject and notifies via Matrix (#eu-projects channel). \\//Tool: OpenProject, Matrix//
  - **Weekly status check** — Each Monday (before the L10 meeting), Ksenija updates the ''EU project deliverables on track (%)'' [[pub:company:scorecard|Scorecard metric]] in OpenProject. Any deliverable at risk goes on the [[pub:company:traction#issues_list|Issues List]]. \\//Tool: OpenProject//
  - **Deliverable drafted** — The assigned contributor produces the deliverable content. Format follows the project consortium's template. Stored in the project folder in Nextcloud under ''/EU Projects/[Project Name]/Deliverables/''. \\//Tool: Nextcloud, relevant EU project template//
  - **Internal review** — Alexander reviews the draft for completeness and compliance with the grant agreement requirements. Predrag reviews for strategic alignment if the deliverable is public-facing. \\//Tool: Nextcloud//
  - **Consortium review** — Draft shared with consortium partners via the project's communication channel (email or project platform) for partner review and input. Incorporate feedback. \\//Tool: Email / project consortium platform//
  - **Submission** — Final deliverable submitted via the EU project portal (e.g., PPMI, Funding & Tenders) by the due date. Ksenija confirms submission and saves the submission confirmation in Nextcloud. \\//Tool: EU project portal, Nextcloud//
  - **Milestone reported** — Alexander marks the task as complete in OpenProject and updates the project tracker. Notifies Predrag for financial/reporting records if the milestone triggers a payment. \\//Tool: OpenProject//
  - **Financial claim (if applicable)** — If the milestone triggers a payment claim, Predrag prepares the financial report in coordination with the project's financial controller and submits via the portal. \\//Tool: [[https://erp.unicis.tech|Dolibarr]] (time tracking), EU project portal//

===== Output =====

The process is complete when:
  * The deliverable is submitted and confirmed in the EU project portal
  * The task is marked complete in OpenProject
  * The deliverable is archived in Nextcloud
  * Any triggered payment claim is submitted

===== Tools =====

  * **OpenProject** — deliverable tracking, milestone management, Scorecard metric source
  * **Nextcloud** — document storage and internal review
  * **Matrix** — internal coordination (#eu-projects channel)
  * **EU project portal** — formal submission (varies by project: Funding & Tenders, PPMI, etc.)
  * **[[https://erp.unicis.tech|Dolibarr]]** — time tracking for financial reporting
  * **Email** — consortium partner communication

===== Active EU Projects =====

^ Project      ^ Role     ^ Coordinator  ^ Portal  ^
| OSCRAT       | Partner  | Predrag      | TBD     |
| VIC          | Partner  | Predrag      | TBD     |
| CyberSec4OT  | Partner  | Predrag      | TBD     |
| SAFE SPORT   | Partner  | Predrag      | TBD     |

//Update this table when projects are added or completed.//

===== Notes / Exceptions =====

  * **Confidential deliverables:** Some deliverables are marked confidential in the grant agreement. Store these in a restricted Nextcloud folder; do not publish publicly.
  * **Platform deliverables:** When a deliverable requires a specific platform feature (e.g., OSCRAT incident module), coordinate with Peter to ensure the feature is on the roadmap as a Rock.
  * **Consortium conflicts:** Any disagreement with consortium partners on deliverable scope or content goes on the Issues List and is raised with Predrag.

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==== Revision History ====

^ Date        ^ Change           ^ Updated by        ^
| 2026-05-25  | Initial version  | Predrag Tasevski  |

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[[pub:processes:start|← Back to Core Processes]]

{{tag>processes eu-projects operations compliance}}