AnNa Meetings

The following lists per Activity indicate the AnNa meetings in the period 2012-2015:

ACTIVITY 1 MASTER PLAN 2015

     

Activity 1

Meeting dates

Meeting/Event 

Place

Start Date

End Date

1

09/11/2012

09/11/2012

1st Data Harmonisation Workshop 

Hamburg

1

11/12/2012

11/12/2012

2nd Data Harmonisation Workshop 

Brussels

1

07/02/2013

07/02/2013

3rd Data Harmonisation Workshop 

Brussels

1

19/03/2013

19/03/2013

4th Data Harmonisation Workshop 

Brussels

1

23/04/2013

23/04/2013

5th Data Harmonisation Workshop Meeting

Brussels

1

18/06/2013

18/06/2013

6th Data Harmonisation Workshop Meeting

Brussels

1

10/07/2013

11/07/2013

7th Data Harmonisation Workshop Meeting

Brussels

1

09/09/2013

09/09/2013

8th Data Harmonisation Group

Brussels

1

10/09/2013

10/09/2013

eMS Subgroup data mapping presentation

Lisbon

1

28/04/2015

28/04/2015

1st AnNa Working Group meeting Data Harmonisation Annex 1, Part C

Brussels

1

29/06/2015

29/06/2015

2nd AnNa Working Group meeting Data Harmonisation Annex 1, Part C

Brussels

Activity 2 PILOT PROJECTS

   

Activity 2

Meeting dates

Meeting/Event 

Place

Start Date

End Date

2

24/04/2013

25/04/2013

1st Activity 2 (General) Meeting

Brussels

2

26/09/2013

27/09/2013

2nd Activity 2 (General)l Meeting

Arkö

2

13/11/2013

13/11/2013

1st MIG Group

Rotterdam

2

10/12/2013

10/12/2013

1st Security Common Pilot  meeting

Brussels

2

22/01/2014

22/01/2014

2nd EU MIG Common Pilot

Amsterdam

2

18/02/2014

18/02/2014

2nd Security meeting/GUI

Madrid

2

06/03/2014

06/03/2014

3rd MIG meeting

Amsterdam

2

14/05/2014

14/05/2014

4th EU-MIG Group

Brussels

2

23/05/2014

23/05/2014

3rd Activity 2 Meeting

Brasow

2

01/10/2014

01/10/2014

4th Activity 2 (General) Meeting

Sofia

2

17/02/2015

18/02/2015

1st MSW2MSW meeting

Riga

2

22/04/2015

22/04/2015

NL - AnNa meeting MIG

Amsterdam

2

29/04/2015

29/04/2015

AnNa MS Excel Spreadsheet meeting

Brussels

2

29/04/2015

29/04/2015

2nd MSW2MSW meeting

Brussels

2

30/04/2015

30/04/2015

1st AnNa MIG Steering Group meeting

Brussels

2

30/04/2015

30/04/2015

AnNa MS Excel Spreadsheet meeting

Brussels

2

17/06/2015

17/06/2015

Sweden – AnNa meeting

Stockholm

2

09/07/2015

09/07/2015

NL – AnNa meeting

Rotterdam

2

27/08/2015

27/08/2015

Common pilot Spreadsheet meeting

Copenhagen

2

31/08/2015

03/09/2015

5th Activity 2 (general) meeting

Tulcea/Bucharest

2

14/09/2015

14/09/2015

WCO -AnNa meeting - MIG

Brussels

2

27/10/2015

27/10/2015

Common Pilot Spreadsheet 2 meeting

Brussels

2

27/10/2015

28/10/2015

AnNa MS Spreadsheet meeting

Brussels

2

28/10/2015

28/10/2015

AnNa - MIG meeting

Brussels

         

Activity 3 EXTENDED COLLABORATION

   

Activity 3

Meeting dates

Meeting/Event 

Place

Start Date

End Date

3

03/03/2014

05/03/2014

Regional Conference "Development of sustainable intermodal Transport"

Rijeka

3

18/12/2014

18/12/2014

AnNA Steering Group Act 3

Paris

3

30/01/2015

30/01/2015

1st AnNa Activity 3 Meeting

Rome

3

02/04/2015

02/04/2015

2nd AnNa Activity 3 Meeting

Brussels

3

15/04/2015

17/04/2015

Activity 3 Subgroup meeting business process

Lille, Paris

3

01/06/2015

03/06/2015

Subgroup meeting report development Interim Master Plan Extended Collaboration

Milan

3

28/10/2015

28/10/2015

Working group harmonization maritime declaration message format (MIG Technical Committee)

Brussels

3

12/11/2015

12/11/2015

AnNa - Spain meeting

Madrid

3

17/11/2015

17/11/2015

Bilat Working group harmonization maritime declaration message format (MIG Technical Committee)

Lisbon

3

18/11/2015

19/11/2015

AnNa Activity 3

Antwerp

3

19/11/2015

20/11/2015

Bilat Working group harmonization maritime declaration message format (MIG Technical Committee)

Rottterdam

3

23/11/2015

23/11/2015

AnNa - PT meeting

Lisbon

3

24/11/2015

01/11/2015

Bilat Working group harmonization maritime declaration message format (MIG Technical Committee)

Linkoping

3

27/11/2015

27/11/2015

Bilat workingg group harmonization maritime declaration message format 

Genova

         

Activity 4 CONSULTATION

   

Activity 4

Meeting dates

Meeting/Event 

Place

Start Date

End Date

4

25/07/2013

25/07/2013

1st Consultation Panel

Brussels

4

24/10/2013

24/10/2013

AnNa - CESMA

Brussels

4

29/10/2013

01/11/2013

AnNa - ECSA and WSC

Brussels

4

04/11/2013

04/11/2013

AnNa - ESPO

Brussels

4

05/11/2013

05/11/2013

AnNa - CLECAT

Brussels

4

03/12/2013

03/12/2013

AnNa - WCO

Brussels

4

18/02/2014

18/02/2014

2nd Consultation Panel

Brussels

4

29/04/2014

29/04/2014

3rd Consultation Panel

Brussels

4

15/12/2014

15/12/2014

AnNa -FEPORT

Brussels

4

21/01/2015

21/01/2015

3rd AnNa Consultation Meeting

Brussels

4

06/05/2015

06/05/2015

4th AnNa Consultation Platform meeting

Brussels

4

27/08/2015

27/08/2015

AnNa - WSC meeting

Brussels

4

12/11/2015

13/11/2015

Meeting Final Event

Madrid

4

02/12/2015

04/12/2015

AnNa Final Event

Athens

         
         
         

Activity 5 PROJECT MANAGEMENT

   

Activity 5

Meeting dates

Meeting/Event 

Place

Start Date

End Date

5

24/01/2012

24/01/2012

1st Consortium Meeting

Brussels

5

20/02/2012

20/02/2012

1st Task Force Meeting

Amsterdam

5

26/04/2012

26/04/2012

2nd Task Force Meeting

Amsterdam

5

04/07/2012

04/07/2012

3rd Task Force Meeting

Lisbon

5

19/08/2012

22/08/2012

Task Force Editing team

Rome

5

12/09/2012

12/09/2012

4th Task Force Meeting

Brussels

5

02/10/2012

02/10/2012

2nd Consortium Meeting

Lisbon

5

11/12/2012

11/12/2012

3rd Consortium Meeting

Brussels

5

11/03/2013

12/03/2013

5th Taskforce Meeting

Brussels

5

19/03/2013

19/03/2013

4th Consortium Meeting

Brussels

5

10/07/2013

10/07/2013

1st Project Board

Brussels

5

16/07/2013

16/07/2013

Informal meeting TEN-T CD preparation

Brussels (TEN-T)

5

05/09/2013

05/09/2013

5th Consortium Meeting

Brussels

5

04/10/2013

04/10/2013

2nd Project Board

Brussels

5

20/11/2013

20/11/2013

3rd Project Board

Lisbon

5

21/11/2013

21/11/2013

6th Consortium Meeting

Lisbon

5

21/11/2013

21/11/2013

MSW Day

Lisbon

5

17/01/2014

17/01/2014

1st AnNa Peer Review Group

Brussels

5

25/02/2014

25/02/2014

1st Activity Leaders

Rappalo

5

17/01/2014

17/01/2014

1st AnNa Peer Review Group

Brussels

5

09/02/2014

10/02/2014

France - AnNa meeting

Paris

5

11/03/2014

12/03/2014

Latvia -- AnNa meeting

Riga

5

25/03/2014

25/03/2014

DG MOVE, EMSA & AnNa on eMS data mapping and AnNa data elements.

Brussels

5

03/04/2014

04/04/2014

2nd Activity Leaders

Paris

5

28/04/2014

29/04/2014

AnNa - UK meeting

London

5

12/05/2014

12/05/2014

4th Project Board

Paris

5

13/05/2014

13/05/2014

7th Consortium Meeting

Paris

5

25/05/2014

25/05/2014

Open Day for stakeholders

Brussels

5

06/06/2014

06/06/2014

DG MOVE and MS to discuss eMS SW Guidelines

Brussels

5

02/07/2014

02/07/2014

3rd Activity Leaders

Brussels

5

07/07/2014

07/07/2014

DG MOVE – AnNa on SW Guidelines

Brussels

5

23/07/2014

25/07/2014

AnNa - Bulgaria meeting

Sofia

5

15/09/2014

15/09/2014

4th Activity Leaders

Barbaresco

5

30/09/2014

30/09/2014

5th Project Board

Sofia

5

01/10/2014

01/10/2014

8th Consortium Meeting

Sofia

5

26/10/2014

29/10/2014

AnNa - PT meeting and 13th eMS meeting

Lisbon

5

21/11/2014

21/11/2014

6th Project Board

Brussels

5

28/01/2015

28/01/2015

7th Project Board

Rome

5

29/01/2015

29/01/2015

9th AnNa Consortium Meeting

Rome

5

26/02/2015

26/02/2015

2nd AnNa Peer Review Group Meeting

Brussels

5

26/02/2015

26/02/2015

5th AnNa Activity Leaders Meeting

Brussels

5

19/05/2015

21/05/2015

UK - AnNa meeting

Liverpool

5

11/06/2015

11/06/2015

AnNa – EC / DGMOVE

Brussels

5

16/06/2015

16/06/2015

8th AnNa Project Board meeting

Stockholm

5

06/07/2015

07/07/2015

Meeting AnNa – IMO – US Coast Guard

Rome

5

08/07/2015

08/07/2015

WIDERMoS Customs Activity 4 meeting

Rome

5

20/07/2015

20/07/2015

UK – AnNa meeting

London

5

12/10/2015

13/10/2015

9th AnNa Project Board meeting

Ghent

5

27/10/2015

27/10/2015

AnNa presentation 16th  eMS

Brussels

5

28/10/2015

28/10/2015

10th AnNa Consortium Meeting

Brussels

         
         
             

Activity 1 - Masterplan 2015

Objective

The aim was to develop the framework Master Plan – also in close cooperation with the European Commission services - outlining the short and medium-term actions required to ensure a harmonised implementation of the national Maritime Single Window solutions, further elaborate on specific aspects concerning the functional and technical specifications as well as legal, organisational and operational aspects, and result in an Implementation Plan June 2015 outlining the final blueprint for cooperation between participating countries in implementing the Maritime Single Windows.

Activity 1 comprised of 3 sub-activities:

SuAc1.1: Functional and Technical Requirements 

SuAc1.2: Interim Master Plan 2015

SuAc1.3: Master Plan 2015

The following actions were foreseen and have been executed:

  1.  Establish consensus amongst the participating countries, in consultation with the EC, on the data requirements (data sets) required to implement the EU Directive 2010/65/EU (establishing validation criteria)
  2. Realise an inventory of key characteristics of (existing and proposed) “national” Maritime Single Window solutions per individual EU Member State (and participating neighbouring country), including an inventory of (existing and proposed) links to other systems (e.g. SSN, Customs). This is a concerted action with the EC Roadmap to implement Directive 2010/65/EU.
  3.  Form consensus on “interpretation” among the participating countries, preferably with all EU Member States and the EC, and set out the future scope of cooperation in order to meet the considerations and requirements as set out in the Directive 2010/65/EU with respect to “multilateral” harmonisation and standardisation, ultimately to secure the wider goals of the Maritime Single Window;
  4.  Setting out the status and actions to be undertaken to ensure the implementation of the minimum requirements of the Directive by 1st June 2015
  5. Identify particular issues requiring additional attention (e.g. legal, organisational, technical, …) that should be addressed through further study and/or pilot actions;
  6.  Identify areas of common development beyond the minimum requirements as set out in the Reporting Formalities Directive in support of further harmonisation efforts post 1st June 2015 (to be further elaborated in the second half of the Action for inclusion in an eventual Master Plan “Extended Collaboration”);
  7.  Develop a roadmap setting out the short- (2012-2013) and medium-term (2013-2015) steps to implementation and detailed work programmes for the specific issues/activities as required
  8. Identify topics and clusters benefitting further elaboration regarding cooperation and eventual harmonisation for the long-term (2016-2020);
  9.  Evaluation criteria for national deployment
  10. Establish a risk assessment method concerning European interconnectivity;
  11.  Establish a method to determine the possible benefit for public investments in Maritime Single Window development
  12. Establish a platform whereby the significant positions and contributions of EC DG(s), agency(ies) and expert groups (e.g. DGMOVE, EMSA and eMS) and other stakeholders can be represented in the interest of harmonisation and national deployment plans.

Tasks to be executed:

Following is a brief outline of the sub-activities that were to be conducted to achieve the objectives stated above. Further elaboration is provided in the separate sub-activity descriptions.

SuAc1.1 Functional and Technical Requirements

The aims was to:

  •  Define the requirements to be fulfilled to ensure the implementation of the minimum Maritime Single Window (MSW) features (sub activity 1.2).
  •  Develop agreed functional and technical specifications for such requirements.

This sub-activity has been co-ordinated with the work of the expert group on maritime administrative simplification and electronic information services (the "eMS" group) and had as a result:

  •  Outline of minimum requirements (Functional and Technical Requirements, legal Operational and Organisational issues).

The results have been incorporated into the report covering Milestone 3.

SuAc1.2 Interim Master Plan 2015

The aims were to:

  •  Reach a consensus within ANNA’s beneficiaries and Institutional Stakeholders on the minimum necessary MSW features necessary in order for all participating countries have the basic capability to receive and exchange data in a harmonised manner where necessary and achievable within the available timeframe until implementation of Dir. 2010/65/EU.
  •  Deliver the Interim Master Plan 2015 specifying the agreed actions to be carried out so as to implement Dir. 2010/65/EU including the related schedule and responsibilities.

The result of the sub-activity were:

  • Minimum MSW features and capabilities (Technical interim report to be discussed with Institutional Stakeholders);
  • Technical Background (Technical report providing background and justification);
  • Interim Master Plan 2015 (Technical document).

The results have been incorporated into the report covering Milestone 5.

Further, the results have been based on the results of consultation with institutional Stakeholders (connection with Activity 4) and where necessary issues raised have been deferred to SuAc 1.3 within the studies defined in the Interim Master Plan 2015

SuAc1.3 Master Plan 2015

The aim was to provide recommendations for final implementation of the MSW in the various EU Member States and where (direct) data exchange between EU Member States, and possibly EU neighbouring countries, is required. Therefore the interim Master Plan 2015 has been reviewed based on the results of the pilots and obtained insights from the consultation processes. The functional and the technical specifications have been presented to the e-MS group on 27 October, after validation by the AnNa Project Board on 13 October 2015 before final validation by the AnNa Consortium Meeting on 28 October 2015.

The result of the sub-activity are the Master Plan 2015 incorporating:

  •  The assessed results of the pilots (best practice and/or lessons learnt from each pilot (Activity 2).
  •  The input provided with the various stakeholders within the project (activities 4 and 5).

The results have been incorporated into the report covering Milestone 12.

Activity 2 - Pilot projects

Objective

The aim was to plan, execute and actively support the pilot projects in all participating countries, possibly in cooperation and in cooperation with non-AnNa participating countries, to assist the EU Member States to effectively implement 2010/65/EU.

The main objectives were:

  • To identify and trial various technical solutions for countries to effectively implement the EU Directive 2010/65/EU.
  • To identify potential synergy between solutions in the event that individual countries have the ambition to further the functionality or level of service to be provided.

Activity 2 comprised 3 sub-activities, namely:

  • Sub-activity 2.1: Pilot Definition and Prototyping
  • Sub-activity 2.2: Pilot Implementation
  • Sub-activity 2.3: Pilot global reach

This Activity had as major goals to:

  • To assess viability and confirm final scope of national implementation plans;
  • To expand pilot implementation in order to further assess viability and test prior to full implementation;
  • To monitor the effects of the pilot execution on fulfilment of the requirements established by the 2010/65/EU.

A series of pilots have been defined representing as a minimum the following scenarios:

  • Category 1: Front Office - From ships or agents to a Maritime Single Window

From the ship’s or its agent’s aspect, a common message format has been considered and tested as to if and how it works in different scenarios. Various (harmonized) machine-machine interfaces have been developed and tested and also man-machine interfaces have been tested. Within this focus area, the ANNA project partners collaborated with ship owners and operators to find the best way to meet common requirements.

  • Category 2: Mid Office - Inside a Maritime Single Window

The work within a country, between different stakeholders, were anything from linking customs and border control to setting up technical solutions for data flowing between ports and authorities. This focus area differed between the countries participating in the ANNA project. The co-ordination of this area was condidered to be very important since the ANnNA partners tried to make it easier for the shipping industry.

  • Category 3: Back Office - Between Maritime Single Windows

This focus area was condidered to also be a very important input to future collaborations within, and perhaps outside the EU. ANNA looked into the opportunities to move information from one national MSW to another national MSW, e.g. a departure from a port in Sweden will become an arrival to a port in Portugal.

Different techniques have been identified and evaluated to find the most appropriate way for this international communication, within the context of EU legislation. This required a common dataset and messages to be agreed before exchange of data can be established. The cooperation of two or more EU Member States has been defined in the course of the project, i.e MSW2MSW

Also a number of “common pilots” will be developed in order to assess and promote the identification of similarities and agreements between the Member States, security, spreadsheet and Message Implementation Guide (MIG).

At least 55 pilot projects have been executed of which at least 16 have been demonstrated at the AnNA FInal Event on 3 and 4 December 2015 in Athens..

Tasks to be executed:

1. Sub-activity 2.1: Pilot Definition and Prototyping

The objective was to develop scenarios in order to define pilot actions to validate the integrity of the identified options. The pilots demonstrate the viability of the proposed actions and contribute to the final scope of the Master Plan as well as the (potential) impact analysis. Some countries have developed some prototyping activities to translate the requirements of the Master Plan 2015 into concrete pilot projects. Specifications have been drawn up for each pilot by the respective participants and referenced to the Master Plan 2015.

The result of the sub-activity were:

  •  The identification of all pilots to be run in the period mid 2012-2015. This sub activity focused on identifying opportunities for the category 2 pilots to cluster efforts where standardization and/or harmonization may be achieved within the category 1 and 3 pilots.
  • An elaborated project plan for the full pilot implementation by each participant.

2. Sub-activity 2.2: Pilot Implementation

The Pilots have been initiated with a view to gaining initial insight in the proof of the added value of the proposed measures and the viability for implementation in the short and medium term.

The result of the sub-activity were:

  •  The category 2 pilots implementation and, in identified cases, attempt to validate the measures in the interest of standardization and harmonization through Category 1 and 3 pilots.
  • A substantial number of pilot projects of which a substantial number crossing national borders.

3. Sub-activity 2.3: Pilot global reach

This sub-activity monitored the progress of the pilots and provide organisational, operational and/or technical assistance as required in order to allow the various national solutions to communicate with each other.

In addition this sub-activity collaborated with and connected to:

  • Sub-activity 1.3 in facilitating the Validation Process and ensuring input for the Implementation Plan 2015;
  • Sub – Activities 3.1, 3.2 and 3.3 in aligning with the development of the Framework Master Plan post-2015 where deemed necessary;
  • Sub – Activities 4.1 and 4.2 in reporting to the Consultation Panel on progress and (interim) results;
  • Sub – Activity 5.2 on dissemination.

The result of the sub-activity was an evaluation on the prospects of MSW2MSW effective communication, also taking into account the interest of standardisation and harmonization through Category 3 pilots and the review of (re-) use of available standardized solutions.

 

Activity 3 - Masterplan extended collaboration

Objective

The aim of this activity was to develop a framework Master Plan “Extended Collaboration” (post-2015) to include the identification of (different) approaches of the participating countries towards further expansion of the Maritime Single Window concept with respect to other transport modes, trade facilities and logistics sector. In addition, potential specific topics to be addressed may include, for example, the potential for further harmonisation with respect reporting procedures for Master et al irrespective of the EU Member State to be reported to, interfacing with non-EU Member States, and the potential for further development of “single reporting”.

Activity 3 comprised of 3 sub-activities:

  • SuAc3.1: Framework Master Plan Extended Collaboration - strategy paper
  • SuAc3.2: Transport and logistics, Trade Facilitation
  • SuAc3.3: Master Plan Extended Collaboration – Project Book

This Activity had as major goals to:

  1. Integrate the various applications of a national Maritime Single Window to allow for advanced user interfaces, sustainable interconnectivity and user friendliness
  2. Synergize the national Maritime Single window applications within the context of the EC transport policy and customs policy goals, i.e. e-Freight agenda, TEN-T Connecting Europe Facility, Horizon 2020, Customs Code Networks.
  3. Develop a perspective on how to upgrade the various national Maritime Single Windows onto a European Maritime Single Window.

The outcome of the activity is a Masterplan “Extended Collaboration”. The Masterplan “Extended Collaboration” provides a roadmap for the future development of national Maritime Single Windows post-2015, including a clear identification of the necessary steps to be undertaken.

The following actions were foreseen and undertaken:

  1. Identify and elaborate on the business processes relating reporting formalities
  2. Identify the position of the various stakeholders relating the business process on reporting formalities
  3. Describe the various vulnerabilities within the current reporting formalities procedures
  4. Identify the variety of MSW solutions
  5. Describe MSW bottlenecks for the longer term
  6. Identify user needs for an integrated supply chain management approach on reporting formalities and ICT
  7. Describe scenarios on the optimal role of the public and private domain in maritime single window
  8. Assist the EC in developing a sustainable e-Maritime policy through providing input as appropriate
  9. Seek for integration of various ICT related MoS projects in connection to MSW developments
  10. Elaborate on the various options of potential measures for realising (post-2015) further simplification, harmonisation and cooperation between authority sectors having a direct influence on the movement of goods and passengers, such as Customs, cross-border, health, sanitation, etc.
  11. Identify the relationship between trade facilitation and single window developments
  12. Describe the benefits of MSW for the EU neighbouring policy
  13. Describe possible ways of hinterland connections to maritime single window applications
  14. Identify projects that foster a harmonised multimodal one stop shop approach making use of MSW applications

Tasks  executed:

Following is a brief outline of the sub-activities that have been conducted to achieve the objectives stated above. Further elaboration is provided in the separate sub-activity descriptions.

SuAc3.1 Framework Master Plan Extended Collaboration - strategy

The aims were to:

  • Define the wide range of reporting formalities from the business process in correlation with Directive 2010/65/EU and opportunities for synergy
  • Identify the potential aspects for further cooperation and harmonisation post-2015, also in collaboration with Sub-activities 1.3 and 2.1 and 2.2, and allocate the further elaboration hereof to the respective Sub-activity (Sub–activities 3.2 and 3.3).

This sub-activity was co-ordinated with the work of the Commission Services, originally on e-Maritime and eMS policy developments and resulted in:

  • An assessment of the potential for interconnectivities between the various applicable ICT networks for transport, also in connection to current relevant policy initiatives.

The result have been incorporated into the report covering Milestone 8.

SuAc3.2-Ac1.ones flat rate financing. ts Transport and logistics, Trade Facilitation

The aims were to:

  • Identify the potential measures proposed or considered by the EU Member States for realising (2015+) further simplification, harmonisation and cooperation:
    • across transport modes and having a direct consequence for the logistic sector in enabling improved allocation of resources and ultimately a more reliable and transparent service;
    • between authority sectors having a direct influence on the movement of goods and passengers, such as customs, cross-border, health, sanitation, etc.
  • Define a common strategy towards synergies in ICT related maritime and land transport freight flows – supply chain integration.

The result of the sub-activity was:

  • An evaluation on the measures on transport, logistics and trade that could be further elaborated in order to develop Maritime Single Windows as effective tools for the development of integrated ICT transport networks.

The results have been incorporated into the report covering Milestone 13

Further, the results are based on the results of consultation with institutional Stakeholders (connection with Activity 4) and where necessary issues raised will be deferred to SuAc’s 1.3 within the studies defined in the Interim Master Plan 2015.

SuAc3.3 Master Plan Extended Collaboration – Project Book

The aim are to:

  • Identify feasible project proposals for the enhancement of interoperability and the placing of data exchange in the neighbouring States (third countries) and global context.

The result of the sub-activity was:

  • A Master Plan “Extended Collaboration” identifying the ambition, goals and actions (projects) required for further study, pilot and implementation (the possible execution is outside the scope of this Action).

The results have been incorporated into the report covering Milestone 16

 

Activity 4 - Consultation panel (Platform)

Objective

The aim and major goals of this activity was to consult with the various stakeholders organizations and the Commission Services in order to establish interaction, involvement and commitment on the ANNA activities.

To this end a Consultation Panel (platform) has been established ojn EU level. A platform served as an actual or virtual place in which the representative stakeholder organizations, all participating countries and observers and Commission Services have been goven the opportunity to discuss, monitor and advise on the execution and progress of the project.

The members of the Consultation Panel have regularly been requested to provide input on the application and the impact of the measures foreseen in the Master Plan in the participating countries.

The Panel has commented on various building blocks including (not limited to): the Minimum Requirements, Expansion, the Impact Studies and relevance to other initiatives such as EU Digital Single Market, Customs and other relevant regulations, directives and guidelines.

Activity 4 comprised of 3 sub-activities:

SuAc4.1: Stakeholder Directive 2010/65/EU strategy

SuAc4.2: Interaction and commitment

SuAc4.3: Final Event

The following actions were executed: 

  • Establish a working relation with the various stakeholder organisations and coordinate the activities of the Consultation Panel;
  • Deliver organisational and administrative support to the participating countries in order to execute activities on consultation in the Member States
  • To gain knowledge of the specific objectives related to Directive 2010/65/EU from the stakeholder organisations and to report the similarities and differences between them;
  • To deliver a business position paper on the opportunities, bottlenecks and risks relating to the implementation of the EU Directive 2010/65/EU;
  • Deliver  orientation to the required effects of the Master Plan 2015 identifying the ambition, goals and actions for the various stakeholders and participating countries;
  • To develop a consensus building mechanism to foster interaction between the various stakeholder organisations in the participating countries and engaging their participation towards shared objectives;
  • The creation of a platform to discuss, monitor and advise on issues described in the Masterplan activities 1 and 3;
  • To develop and organise various consultation meetings, national as well as EU-wide, with the stakeholders as well as the research institutes relating Maritime Single Window issues and ICT issues concerning transport, logistics and trade.

Tasks to be executed:

Following is a brief outline of the sub-activities that were conducted to achieve the objectives stated above. Further elaboration is provided in the separate sub-activity descriptions.

SuAc4.1 Stakeholder Dir. 2010/65/EU strategy

The aims were to:

  • establish a working relation with the various stakeholder organisations and coordinate the activities of the Consultation Panel.
  • deliver a business position paper on the opportunities, bottlenecks and risks relating to the implementation of the EU Directive 2010/65/EU.

This sub-activity could only be successsfully executed in close coordination and with respect to the opinions of the stakeholders. For the business position paper depth interviews will be conducted.

The results have been incorporated into the report covering Milestone 6.

SuAc4.2Interaction and commitment

The aims were to:

  • Support communication between all Consortium partners and representative stakeholder organizations to discuss, monitor and advise on the progress of the project.
  •  On the national or regional level Project Pilots (activity 2) various issues can be addressed like the organisational, operational and technical aspects of the pilots execution, as well as the legal issues that are involved in the exchange of information between the various administrations.
  • Contribute towards the effective (re-)use of work already carried out by EU funded activities and international organisations for the harmonisation of the various reporting formalities and on the re-use of available standardised solutions.

The result of the sub-activity were:

  • a platform for an interactive consultation with the various stakeholders also to further involve and commit them for a successful implementation;
  • establish an effective working relationship with the stakeholder organisations.

The results have been incorporated into the report covering Milestone 14.

SuAc4.3Final Event

The objective of this sub-activity was to present the work of the AnNa consortium to a brought public, not only to the authorities on national and EU level and other Maritime TEN-T projects, but also representatives of the Maritime transport, Maritime logistics and trade organisations.

In addition to national dissemination activities, AnNa joned various major events organised by the TEN-T MoS project managementb on a Consortium-wide level in combination with other maritime TEN-T projects, ie B2MOS and WIDERMOS. The final event took place in December 2015 whereby all relevant issues addressed during the project have been addressed and all countries showed demonstartions of their pilot project results.

The results presented in the Final Event covered Milestone 15.

Activity 5 Project management

Objective

The aim was to provide comprehensive project management for the monitoring and management of technical progress, resources and quality, including the dissemination of the project results.

The Maritime Single Window Master Plan project is complex not least considering the large number of countries involved. The project required for effective management both on the individual country level, in order to effectively coordinate and manage the activities between the various authorities, on the project-wide level in order to coordinate and manage the activities between the participating countries and their national stakeholders, and on the consultation level with the European Commission.

The NL Ministry of Infrastructure and the Environment, Rijkswaterstaat coordinated the ANNA consortium. The focus was on the project as a whole in the relations between the participating countries and towards the European Commission. Also connection with relevant other projects was taken into consideration. The tasks are vided between Sub-Activities 5.1 and 5.2 and the tasks relate to:

  • Management of the project (coordination);
  • Administrative issues;
  •  Financial issues;
  • Dissemination.

Each participating country will coordinate their own (national) aspects through a “national contact” under Sub-Activity 5.3. The national contact is familiar with the national status of the maritime policy and operations. The responsible organisation acts as the Single Point of contact for the management team and needs to be the intermediary between the consortium and the national maritime related stakeholders and organisations.

Activity 5 comprised 3 sub-activities:

  • SuAc5.1: Project Management
  • SuAc5.2: Dissemination
  • SuAc5.3: National Coordination and Project Management

Tasks being executed:

Following is a brief outline of the sub-activities being conducted to achieve the objectives stated above:

SuAc5.1 Project management

This activity covers the management and organisation activities of the Action that is required throughout its duration. Adequate coordination, control procedures, quality and risk management and monitoring mechanisms have been provided.

The work comprised amongst others:

  • Project coordination;
  • Project management and control of timetable and expenses making use of the organisational structure;
  • Control technical progress and results of the project versus spent resources and time schedule compared to the work plan and set corrective actions if required;
  • Elaborate the project status report(s) according to the requirements of the EC;
  • Elaborate a final report of the project;
  • Consultations with the European Commission and the TEN-T Executive Agency (especially mid-term review, regular status meetings);
  • Establish Brussels Project Office (Rue de la Loi 223, 1040 Brussels) to allow intensive exchange between all parties concerned and engage effectively with EC policy development and other relevant EU projects, also hosting events;
  • Participation in European Meetings (i.e. on invitation by the EC and other relevant EU projects) in order to ensure that the project is in line with the European developments and conforms to the requirements.

The project management work has been shared with all participating countries. Several groups are established to safeguard the quality of the outcome of the work. An effective and tailored project management organisation structure was developed making use of ICT tools like social media.

The bodies making up the organisational structure of the Action were: the Coordinator, the Consortium Meeting, the Project Board, the Activity Leaders, the Peer Review Group and the Project Office.

The results of this activity include dthe development of a Project Management Plan, the Action Status Reports, Financial Statements and will also deliver the Final Report for the Action.

SuAc5.2 Dissemination

To disseminate the project results to the national and international stakeholders.

The work comprised of:

  • Meetings with relevant commercial and governmental stakeholders. During the meetings, the status of the project as well as related national and international activities in the field of (Maritime) Single Windows and electronic data reporting were communicated
  • Presentation at conferences: In order to disseminate the results of the project to a broader international scientific community, presentations at conferences took place;
  • Project website: A project website has been set up (www.annamsw.eu). This website provided details on the objectives of the project, the project partners, news on interim results and upcoming events and has a secure area for the distribution of project reports and additional information. Additional features like comics and short movies were developed during the project;
  • Dissemination material: The dissemination of project results in written (leaflet, folder) and electronic format (multimedia, internet, email) was executed;
  • Dissemination and exploitation of project results towards political stakeholders;
  • Dissemination and exploitation of project results within the participating countries;
  • Liaison with relevant projects on a National, European and International level inside the scope of the project to strive for a mutual understanding on the issues, which are study subjects of the Maritime Single Window Master Plan project.

In addition to national dissemination activities two major events were organised on a Consortium-wide level:

  • November 2013 – maritime SIngle Window Day - Event focussing on the national pilot project developments;
  • December 2015 – Final Event focussed on the Master Plan “Extended Collaboration”, pilot project results and priorities for further development.

These two events have been organised in close co-operation with other relevant EU projects, in order to obtain maximum synergies. Also clustering events of the MoS programme have been actively participated in.

SuAc5.3 National Coordination and Project Management

In addition to the project management activities towards the consortium as a whole it is necessary for each EU Member State to conduct coordination of their own activities and towards their national authorities and organisations. To this end a separate sub-activity was defined in which the participating EU Member States could organise this national coordination as well as conduct the project management activities falling under their responsibility according national needs.

Tasks in this sub-activity included:

  • Coordination of national authorities and organisations involved in the specification and eventual implementation of the Maritime Single Window per participating EU Member State;
  • Project and financial management including the conduct of audits where required.

Figure 1 Organisation scheme

The project management work has been shared with all participating countries and several groups have been established to safeguard the quality of the outcome of the work. The following table provides an overview of the roles and responsibilities for the Stakeholders identified in the diagram above.

Stakeholder

Role and Responsibility

Consortium Meeting

The Consortium Meeting will be the supervising body of the Action. All participating EU Member States are members and have a voting right. Observer countries can participate in the meeting.

All participating Member States

Project Coordinator & Management

The project management is led by the Coordinator and supported by the project manager and his team.

The Coordinator, the NL Ministry of Infrastructure and the Environment/Rijkswaterstaat, is the single point of contact between the European Commission and the Consortium and responsible for the daily operations. The Coordinator will prepare all work for the Consortium Meeting and the Project Board, will be in direct contact with all participating countries, and will organise the work in the ANNA Project Office. The coordination work will be actively supported by the NL Ministry of Finance/Customs division.

The Coordinator is responsible for reporting to the Commission (finances, payments, progress), monitoring the compliance of the beneficiaries with their obligations under the EC Decision and reporting to the Steering Committee.

The project manager is responsible for the monitoring of technical and administrative progress, identifying risks and compiling mitigating measures. The project manager will monitor the progress of the Tasks according the time planning, achievement of milestones and submission of deliverables. The project manager is responsible for appropriate internal communication between activities ensuring the exchange of relevant information between the activities and reporting on potential bottlenecks.

Coordinator:

The Netherlands (MinIandM) / Rijkswaterstaat

Project Manager:

The Netherlands (MinIenE) / Rijkswaterstaat

Project Board

The Project Board shall be responsible for the overall direction of the Project and will validate the technical execution of the project internally prior to referral to the Peer Review Group, ensuring that the work executed by each partner proceeds at all levels.

The Project Board will:

  •  Assist the project coordinator in periodically reporting to the Consortium Meeting, e.g. the Action Status Reports, Financial Statements and delivery of the Final Report for the Action.
  • Validate the progress and results of the ANNA activity, including the development of a Project management plan, the Strategic Action Plan, the Action Status Reports, Financial Statements and delivery of the Final Report for the Action.

The Project Board will meet 4 times a year. The membership also covers the Activity and Task Leaders

Netherlands, Sweden, France, Italy, Spain, Bulgaria and Greece. Norway (as Observer)

Peer Review Group

The Peer Review Group will monitor and validate the Activities carried out in the Action.

External experts have been invited to participate in the Peer Review Group to safeguard the integrity of the work and its compatibility with the work achieved in various relevant fora. At least two peer review reports will be delivered; the first to review the functional and technical requirements for implementation set, the definition of all Pilots set, the interim Master Plan 2015 while the second will review the implementation of the recommendations of the first report as well the Extended Collaboration strategy paper and the pilot global features report.

 

Dissemination Team

The dissemination team is responsible for the organisation of workshops with governmental and non- governmental stakeholders and presentation of the action in conferences and public events.

The dissemination team (sub-activity 5.2) will have direct links with all sub-activities in order to ensure the appropriate communications.

The Netherlands (MinIenE) / Rijkswaterstaat and Activity Leaders

Project Office

The Project Office will provide all necessary day-to-day back-up support to the Project Coordinator and management team in organising meetings, updating the website and informing all partners with respect to administrative and financial formality requirements.

The Netherlands (MinIenM) / Rijkswaterstaat

Activity Leaders

Each Activity leader is responsible for coordinating the execution of the works of the related Tasks. They will:

  •  Coordinate the tasks to be executed among the participants;
  • Monitor the progress of the assigned Task;
  • Report the status and next steps to the Project Management Team and the Coordinator;
  • Participate in Activity Leaders and Project Board Meetings;
  • Organise relevant meetings (create agenda, meeting minutes, etc.)

Furthermore, depending on the nature of the Task, the Task leader has additional duties:

  • Elaborate and /or coordinate the elaboration of documents (concepts, reports, test plans, etc.) if applicable
  • Coordinate the implementation and testing of relevant systems and services if applicable.

The Activity leaders are participants of the Project Board.

 

Authorized Representatives (National Contact Points)

In order to facilitate communication between the AnNa partners and the Coordination activities, both for project management and (sub-)activities (such as pilots), each Beneficiary has nominated one Authorized Representative (or national contact point).

 

Coordination Team

Coordinator:                Roeland van Bockel (The Netherlands)

Project secretary:        Dominic Jarvis

 

 Project Board

Chairman:                   Roeland van Bockel (The Netherlands)

Bulgaria:                     Zlatko Kuzmanov

France:                       Clara Benz

Greece:                       Ilias Sofikitis

Italy:                            Mario Dogliani

Norway (Observer):    Jarle Hauge

Spain:                         Jaime Luezas Alvarado

Sweden:                      Mikael Renz

The Netherlands:        vacant

 

 Activity Leaders

Activity 1:                   Mario Dogliani (Italy)

Activity 2:                   Mikael Renz (Sweden)

Activity 3:                   Clara Benz (France)

Activity 4:                   Roeland van Bockel - interim (The Netherlands)

Activity 5:                   Roeland van Bockel (The Netherlands)

 

 Peer Review Group

Harald Halterman (chairman)

Aniram Heidecker

John Erik Hagen

Jari Salo

Willem Aberson

Patrick Norroy

 

Authorized Representatives

The following table contains the designated authorized representatives per Beneficiary, also being the national contact points and representatives in the Consortium Meeting:

No.

Beneficiary

National Contact Point

1

Kingdom of the Netherlands

Ronald van den Heuvel

2

United Kingdom of Great Britain and Northern Ireland

Tom Pullin

3

Kingdom of Belgium

Yves Maekelberg/Gilbert Bentein

4

Republic of Bulgaria

Zlatko Kuzmanov

5

Kingdom of Sweden

Jorgen Sjöholm

6

Puertos del Estado (Spain Ministry of Public Works and Transport)

Jaime Luezas Alvarado

7

Hellenic Republic

Ilias Sofikitis

8

Instituto da Mobilidade e dos Transportes, I.P.  (IMT)

Heloisa Cid

9

Republic of Latvia

Deniss Bickovs

10

French Republic

Clara Benz

11

Italian Republic

Mario Dogliani

12

Ministry of Infrastructure and Spatial Planning, Slovenian Maritime Administration

Miran Bordon

13

Romanian Naval Authority

Razvan Trandafir

14

Cyprus Ports Authority

Yiannos Lakkotrypis