Date: 04 August 2025 Location: Paris
In-person attendees: Jean Lemaitre [JL], Aurélien Corroyer-Dulmont [ACD], Patricia Martin Maderuelo [PMM], Erik Brundermann [EB], Julian Gethmann [JG], Sergio Zaera Mata [SZM], Adnan Ghribi
Zoom attendees: Maurizio Mongelli [MM], Vittorio Rampa [VR], Sara, Celia Carvajal [CC], Ruben Lorenzo [RL], Petra Rudolf [PR], Oxana Ivanova [OI], Guillermo Rodriguez Llorente [GRL], Imène Sellami [IS]
Absent (distribution): Carsten Welsch [CW], Jonas L’Haridon [JLH], Courtney Alison [CA], Adrian Oeftiger, Matteo Bunino, Frederic Jurie, Luigui Serio, Callison, Sabrina Lecerf, Timothee Moutel, Vitterio Rampa, Sara Narteni, Carine Laurent, Maria Girone, Steiner Stapnes, Anne Marie Frelin, Manssour Fadil, Marek Lewitowicz, Sabrina Appel, Stefan Dinu, Lebhertz Dorothée, Dellattre Fary, Mathilde Lechevrel, Cyril Moignier, Anthony Vela, Stephanie Gente, Victor Barraux, Hayg Guler, Kevin Cassou, Penny Madysa, Emuelas Elena, Iluengo Inmaculada,
🌍 Global Summary / Key Outcomes
The purpose of this workshop was to advance the definition of detailed content and budgets for each work package, strengthen inter-WP interactions, and provide substantial input for the drafting of both Part A and Part B of the proposal. Each WP was reviewed individually, with collaborative discussions held around tasks, leadership, partner roles, and strategic alignments. Presentations are available on the Indico site, and supporting documents are stored in the shared Box folder. Key outcomes of the meeting include agreement on the structure and responsibilities for each work package, progress in task consolidation (especially in WP3), decisions regarding data management and governance, and clarity on potential new partners and collaborators. The team aligned on the expected budget framework, defined immediate action points, and set a timeline for updates and confirmations by August 8th. Significant emphasis was placed on ensuring inter-WP synergies and industrial relevance, especially regarding technical development and deployment readiness.
📌 Detailed Minutes
Purpose
• Accelerate progress on defining work-package content and budget.
• Encourage synergies across work-packages.
• Provide substantial material for Part A and Part B of the proposal.
• Presentations available on Indico; documents stored on the shared Box.
• To provide some information on budget-related aspects and the general conditions concerning eligible costs.
WP1
[AG] Presentation Highlights:
• Overview of WP1 objectives and team roles.
• Governance structure presented. Each partner is requested to nominate candidates for the External Advisory Board. Please complete the shared document: Name of contact in consortium | Expert name and contact | Contacted: yes/no | Accepted: yes/no Example: Maurizio Mongelli proposes Matteo Rucco (matteo.rucco@biocentis.com) | Contacted: no | Accepted: waiting
• Updated proposal draft to be prepared.
• Current status: 13 partners across 6 countries.
• Potential addition: HOPSWORKS (SE) under discussion.
• AI Factories in France and Germany to join as associate partners.
• Ongoing discussions with Barcelona Supercomputing Center (BSC), led by HI IBERIA, to determine if BSC will be a beneficiary or associate partner. Connections to Other Projects Identified:
• Intertwin, RF2.0, PredMRI, ELLIPSE, ACCESS, OPTIMA, DONES-FLUX, REXASI-PRO, PERLE, MYRRHA, F4E, EUROLABS, FCC-IS, EuPRAXIA, EOSC, PANOSC, ENGAGE, I-FAST
WP2
Task 2.3 – Data Quality
• [AG]: Question raised about the location of the DMP (Data Management Plan): WP1 or WP2?
• [MM]: Clarified that there’s a general DMP for the project and specificities for training data.
• [EB]: Suggested placing the initial DMP in WP1, then transferring responsibility to WP2 for updates and refinement.
• [AG/MM]: Agreed on this approach.
Task 2.4 – EU AI Act
• [AG]: Suggested broadening the scope beyond the AI Act and clinical cases—e.g., addressing social and scientific deployment barriers. To be discussed further.
WP3
• [AG]: WP3 currently lacks a designated leader. Awaiting a response from GREYC. If not confirmed, HI IBERIA may lead WP3, with a university-based deputy. In that case, Cosylab would take over the deputy role in WP5.
• [EB]: Supports a company leading a core technology WP to demonstrate industrial relevance and impact.
• [MM]: Flagged an excessive number of tasks—suggested streamlining.
• [AG]: Proposed two interoperability strategy options:
– Option 1: Technical contribution to extend the Digital Twin Engine (DTE), including MCP (Model Context Protocol).
– Option 2: Blueprint-based approach leveraging outcomes from Intertwin.
• Decision to be made following a meeting with Jülich. Next Steps:
• Review and refine all tasks and associated resource estimates.
• [AG]: Requested HI IBERIA to consolidate Tasks 3.7–3.9 into a unified task with technical and management aspects, connecting WP2 and WP5.
WP4
Task 4.1 – Feature Store & Data Pipelines
• Ongoing discussions with Hopsworks regarding their role in feature store deployment and plugin development.
Use Cases:
• Use Case 1: Interdisciplinary focus—medical, materials for fusion, and radiation safety.
– Requires careful coordination.
– Integration of deterministic and Monte Carlo simulations.
– Licensing of Netro Alya (via BSC) to be considered.
– Involvement of PhD/postdoc students planned.
– ULIV’s participation and resources need confirmation.
• Beam Transport: Merged into one use case. Confirm participation/resources from UOX and GSI.
• Control Resilience Case: Now includes multiple partners, combining data from current and planned RIs.
• New Task: “Fine-tuning for Foundation Models” added. Specific deliverables, milestones, and risks to be defined (HI IBERIA).
WP5
• Ensure interactions with WP6 (Carsten) and WP2 (Maurizio) are included in tasks—meetings to be scheduled by [PMM].
• Task 5.4: Contact EOSC representatives. Set up a meeting between CFB [ACD] and Cosylab (Tilen) regarding medical domain deployment.
• Task 5.5: Update based on Subtask 4.3(a) – Use Case 1.
WP6
• [CW] and [CA] were unable to connect.
• Request to receive WP6 task and resource updates.
• Discuss plans for hackathons, sessions in existing summer schools, and the exchange program.
• A meeting between ULIV [CW] and GREYC [FJ] to be scheduled regarding the summer school contribution.
Budget
• Work-package content and staff efforts reviewed.
• Assumptions were made regarding person-month (p.m.) costs to align with the EC target budget.
• Provisional assumption: €500k each for WP1 and WP6.
• Exercise shows alignment with budget targets, pending confirmation of the following:
Open Budget Points:
• Missing junior scientist p.m. cost from: UOX, ULIV, HI IBERIA
→ Action: [CW], [AE], [G]
• Additional costs (to be estimated): instrumentation, computing, storage, beam-time
→ Action: [All]
• Updated baseline budget to be completed by August 8.
Consortium
• six countries
• twelve confirmed partners
• two associated partners
• one beneficiary currently under discussion
• another consortium (Barcelona Computing Center) to be discussed.
Part. A + Letter of Understanding (LOU)
• CNRS will complete the online “Funding and Tenders” portal for partners who wish to do so, by using Part. A forms sent to you
• However, should you prefer to complete the portal on your own, please contact Jean Lemaître (jean.lemaitre@cnrs.fr) to be added directly to the portal,
• Part. A form must be completed and returned by Monday 18th August
• LOU will be sent to you (if not already), and must be signed by the legal representative of your institution by Friday 05th August
✅ Summary of Action Items
|
Action Item |
Responsible |
Deadline |
|
Nominate members for the External Advisory Board |
All partners |
– |
|
Prepare an updated short draft of WP1 |
[AG] |
– |
|
Decide on HOPSWORKS participation |
Coordination |
– |
|
Determine status of BSC (beneficiary or associate partner) |
Coordination |
– |
|
Finalize DMP structure and responsibilities (WP1 → WP2) |
[AG], [MM], [EB] |
– |
|
Clarify leadership for WP3 (GREYC/HI IBERIA) |
[AG], [FJ] |
– |
|
Consolidate tasks 3.7–3.9 into one |
[SZM], [GRL] |
– |
|
Confirm ULIV participation in Task 4.1 |
[CW] |
– |
|
Confirm UOX and GSI resources for beam transport case |
[AE], [SA] |
– |
|
Define deliverables/milestones for foundation model task |
[SZM] |
– |
|
Set up meetings for WP5 interactions with WP2 and WP6 |
[PMM] |
– |
|
Contact EOSC and arrange medical domain deployment meeting |
[ACD], Cosylab (Tilen) |
– |
|
Update WP6 tasks and resources |
[CW], [CA] |
ASAP |
|
Schedule summer school meeting (ULIV + GREYC) |
[CW], [FJ] |
– |
|
Confirm p.m. cost for junior scientists |
[CW], [AE], [GRL] |
08 August |
|
Estimate other costs (instrumentation, storage, etc.) |
All partners |
08 August |
|
create the first draft of the budget |
coordination |
Next week |
|
|
|
|
