# VaultMesh Consortium Tracker

**Purpose:** Centralized tracking system for all consortium partners across 8 EU funding proposals (€15.8M+ total)

**Location:** `~/vaultmesh-core/funding-roadmap/consortium/`

---

## Files

- **consortium-tracker.csv** — Master spreadsheet (importable to Excel/Google Sheets)
- **consortium-summary.md** — Human-readable snapshot (auto-generated)
- **partner-communications/** — Email templates and correspondence logs
- **loi-received/** — Signed Letters of Intent (PDF/scanned)

---

## Column Definitions

### Core Identity
- **Partner Name:** Official legal entity name
- **Country:** ISO 2-letter code (DE, FR, CZ, etc.)
- **Partner Type:** Academic | SME | Large Industry | Public Admin | Research Infra | Non-profit
- **Proposal Track:** Which of the 8 funding proposals this partner participates in

### Work Package Assignment
- **WP Lead:** Work package(s) where partner is lead (e.g., WP2)
- **WP Contributions:** All WPs where partner contributes (e.g., "WP2,WP3,WP5")

### Budget & Effort
- **Budget (€):** Partner's total budget allocation
- **Budget %:** Percentage of consortium budget
- **Person-Months:** Total effort commitment (1 PM = 1 FTE for 1 month)

### LOI Tracking
- **LOI Status:** Pending | Under Review | Approved | Rejected
- **LOI Date:** Date LOI was received (YYYY-MM-DD)

### Administrative
- **PIC Code:** 9-digit Participant Identification Code from EU portal
- **Primary Contact:** Name of technical/project lead
- **Email:** Contact email
- **Phone:** Contact phone (optional)
- **Admin Status:** Overall admin completion (Pending | In Progress | Complete)
- **CV Status:** CVs submitted (Pending | Complete)
- **Capacity Check:** Financial capacity statement (Pending | Complete)
- **Ethics Forms:** Ethics self-assessment if applicable (N/A | Pending | Complete)
- **Gender Plan:** Gender equality plan if required (N/A | Pending | Complete)
- **Consortium Agreement:** Signed CA status (Pending | Draft | Signed)

### Strategic Assessment
- **Notes:** Free text for internal coordination notes
- **Strategic Value:** Why this partner is critical (1-2 sentence summary)
- **Complementarity:** What unique gaps they fill in consortium
- **Last Updated:** Timestamp of last tracker update (YYYY-MM-DD)

---

## Usage Workflows

### 1. Adding a New Partner

```bash
# Open tracker in editor
nano ~/vaultmesh-core/funding-roadmap/consortium/consortium-tracker.csv

# Or use spreadsheet software
# Import CSV into Google Sheets/Excel
```

**Required info at LOI stage:**
- Partner Name, Country, Partner Type, Proposal Track
- Primary Contact, Email
- Estimated Budget, Person-Months
- WP assignments (lead and contributions)

**Can be TBD initially:**
- PIC Code (collect during admin phase)
- Phone, detailed admin status
- Exact budget % (finalize during proposal freeze)

### 2. Tracking LOI Progress

**Status workflow:**
```
Pending → Under Review → Approved
                      ↘ Rejected
```

**Actions by status:**
- **Pending:** Send LOI template, follow up weekly
- **Under Review:** Steering committee evaluates complementarity, budget fit
- **Approved:** Add to active consortium, request admin docs
- **Rejected:** Archive, note reasons in "Notes" field

### 3. Administrative Collection Phase

**Checklist per partner (post-LOI approval):**
- [ ] PIC Code submitted
- [ ] 2-page CVs (EU format) for key personnel
- [ ] Legal Entity Form signed
- [ ] Financial Capacity Statement (last 2-3 years)
- [ ] Ethics self-assessment (if research involves human subjects/data)
- [ ] Gender Equality Plan (if institution requires)

**Update tracker:**
```csv
Admin Status: In Progress
CV Status: Complete
Capacity Check: Complete
Ethics Forms: Pending
...
```

### 4. Consortium Agreement Negotiation

**Status progression:**
```
Pending → Draft → Signed
```

**Draft phase:** Circulate CA template, collect comments
**Signed phase:** All partners sign before proposal submission (or within 30 days of grant award)

### 5. Budget Reconciliation

**Run budget sanity check:**
```bash
# Sum all Budget (€) values per proposal
# Verify total matches target (e.g., €2.8M for PQC, €10M for Digital Twins)
# Check Budget % sums to 100% per proposal

# Example for PQC Integration:
# VaultMesh (70.4%) + Univ Brno (10%) + Cyber Trust (12.5%) + France (7.1%) = 100%
```

**Flag if:**
- Total budget exceeds call limit
- Any partner >30% (may trigger coordinator dependency risk)
- Budget % doesn't sum to 100%

### 6. Generating Partner Summary Reports

**Create snapshot for steering committee:**
```bash
# Count partners by status
grep "Approved" consortium-tracker.csv | wc -l
grep "Pending" consortium-tracker.csv | wc -l

# List partners by proposal
grep "PQC Integration" consortium-tracker.csv | cut -d',' -f1,2,4
```

**Auto-generate summary doc:**
```bash
python3 << 'EOF'
import csv
from collections import defaultdict

proposals = defaultdict(list)
with open('consortium-tracker.csv') as f:
    reader = csv.DictReader(f)
    for row in reader:
        if row['Partner Name'] != '[Template Row]':
            proposals[row['Proposal Track']].append(row)

for proposal, partners in sorted(proposals.items()):
    print(f"\n## {proposal}")
    print(f"Partners: {len(partners)}")
    approved = sum(1 for p in partners if p['LOI Status'] == 'Approved')
    print(f"LOIs Approved: {approved}/{len(partners)}")
    total_budget = sum(int(p['Budget (€)']) for p in partners if p['Budget (€)'].isdigit())
    print(f"Total Budget: €{total_budget:,}")
EOF
```

---

## Proposal-Specific Tracking

### Tier 1 Proposals (High Priority)

**1. PQC Integration (€2.8M) — HORIZON-CL3-2025-CS-ECCC-06**
- **Target consortium size:** 4-6 partners (achieved: 4)
- **Country diversity:** ≥3 countries (achieved: 4 — IE, CZ, GR, FR)
- **Submission deadline:** 2025-12-15
- **Critical path:** All LOIs approved ✓, Admin collection by 2025-11-30

**2. Digital Twins (€10M) — HORIZON-CL4-2025-DIGITAL-03**
- **Target consortium size:** 8-12 partners (current: 6)
- **Country diversity:** ≥4 countries (current: 3 — DE, IE, ES)
- **Submission deadline:** 2026-01-20
- **Critical path:** Need 2-4 more partners (Italy, Poland, or Nordics)

### Tier 2 Proposals (Strategic)

**3. GenAI Health (€3M) — HORIZON-HLTH-2025-CARE-01**
- **Target:** 4-5 partners (current: 4)
- **Gap:** Need 1 more clinical partner (FR or IT hospital)
- **Deadline:** 2026-02-10

**4. Quantum Communications (€1M) — HORIZON-CL3-2025-CS-QT-02**
- **Target:** 3-4 partners (current: 2)
- **Gap:** Need telecom operator (Deutsche Telekom, Orange)
- **Deadline:** 2025-12-20

---

## Partner Engagement Cadence

### Pre-LOI Phase (Weeks 1-2)
- Send Partner Onboarding Kit (1-pager)
- Schedule intro call (30 min)
- Clarify WP assignments and budget

### LOI Review Phase (Weeks 3-4)
- Steering committee evaluates fit
- Check complementarity matrix
- Approve or request revisions

### Admin Collection Phase (Weeks 5-8)
- Request PIC, CVs, capacity docs
- Weekly check-ins on admin progress
- Escalate blockers to institutional leadership

### Proposal Drafting Phase (Weeks 9-12)
- Share relevant Part B sections for review
- Incorporate partner feedback
- Finalize budget distribution

### Final Approval Phase (Week 13)
- Full proposal review by all partners
- Sign consortium agreement
- Submit to EU portal

---

## Red Flags & Risk Mitigation

### 🚨 Red Flags
- **No response to LOI request after 2 follow-ups** → Move to backup partner list
- **PIC code invalid or organization not in EU registry** → May be ineligible, verify immediately
- **Budget request >30% without clear justification** → Coordinator dependency risk
- **Ethics/gender forms marked N/A when research involves human subjects** → Compliance gap
- **Past H2020/Horizon Europe project had audit issues** → Check LEAR (Legal Entity Appointed Representative) history

### ✅ Mitigation Actions
- **Maintain backup partner list** (2-3 alternatives per key role)
- **Set hard deadlines** for admin collection (2 weeks before proposal freeze)
- **Bi-weekly steering committee calls** to review tracker status
- **Assign VaultMesh PM as single point of contact** per partner (reduce coordination overhead)

---

## Export & Reporting

### For Steering Committee (Weekly)
```bash
# Generate executive summary
cat consortium-tracker.csv | grep -v "Pending" | \
  cut -d',' -f1,4,9,10,16 > approved-partners-summary.csv
```

### For EU Submission (Part A — Partner Table)
```bash
# Extract required fields for EU portal
cat consortium-tracker.csv | \
  cut -d',' -f1,2,3,7,9,12 > eu-partner-table.csv
# Columns: Partner Name, Country, Type, Budget, Person-Months, PIC
```

### For Consortium Agreement
```bash
# List all approved partners with signatory info
cat consortium-tracker.csv | grep "Approved" | \
  cut -d',' -f1,13,14 > ca-signatory-list.csv
# Columns: Partner Name, Primary Contact, Email
```

---

## Version Control

**Backup tracker daily:**
```bash
cp consortium-tracker.csv \
   consortium-tracker-backup-$(date +%Y%m%d).csv
```

**Track changes in git:**
```bash
cd ~/vaultmesh-core
git add funding-roadmap/consortium/
git commit -m "consortium: update tracker [X partners approved, Y pending]"
```

**Generate receipt:**
```bash
python3 << 'EOF'
import json, hashlib, datetime
from pathlib import Path

tracker_path = Path.home() / 'vaultmesh-core/funding-roadmap/consortium/consortium-tracker.csv'
content = tracker_path.read_text()
hash_val = hashlib.sha256(content.encode()).hexdigest()

receipt = {
    "kind": "consortium.tracker.update",
    "ts": datetime.datetime.now(datetime.timezone.utc).isoformat(),
    "file": str(tracker_path),
    "hash": hash_val,
    "description": "Consortium tracker modification"
}

receipt_path = Path.home() / '.vaultmesh/receipts' / f'consortium-tracker-{datetime.datetime.now().strftime("%Y%m%d%H%M%S")}.json'
receipt_path.write_text(json.dumps(receipt, indent=2))
print(f"Receipt: {receipt_path}")
EOF
```

---

## Contact & Coordination

**Tracker Owner:** Karol Stefanski (guardian@vaultmesh.org)

**Access:**
- VaultMesh steering committee (read/write)
- Consortium partners (read-only snapshot on request)

**Updates:** After every LOI received, admin milestone, or budget change

---

**Document Control:**
- Version: 1.0
- Created: 2025-11-06
- Last Updated: 2025-11-06
- Classification: Consortium Internal (Non-Public)