Work package 9
Related assumptions and risks
A: The project communication functions well
A : Agile principles are effectively applied in management activities
R: Limited experience of Chinese partners in CBHE projects, limited experience in working according to AGILE principles
Project management WP will be implemented to ensure effective, efficient and timely:
– Management of the project which will be predominantly based on AGILE principles, within time and budget constraints and at quality levels specified in the Quality Plan.
– Communication and collaboration between project partners and stakeholders
– Financial control and administrative management including contractual and legal aspects.
– Investment in sustainability of outputs and outcomes and upscale of activities in future projects
9.1 Overall project supervision
9.2 Bi-annual project meetings
9.3 Administrative and financial management
9.4 Training of all project staff in the agile workflow
9.5 Development of follow-up plan
Estimated Start and End Date (dd-mm-yyyy)
15-11-2019 – 14-11-2022
Work package outcome 9.1Overall project supervision
Overall project supervision will be carried out by the principal coordinator (RU) according to AGILE principles (http://agilemanifesto.org/principles.html), and within time and budget constraints and at quality levels specified in the Quality Plan (7.2). AGILE principles applied will direct focus on: systematic online reporting over paper reporting, use of standards (e.g. EU Erasmus+) rather than extensive procedures to provide the framework for overall management, financial control and administration, use of ongoing regular informal communication to warrant efficiency of task implementation, as well as short feedback loops and quick reaction to altered circumstances, focus is on simplicity and transparency in management task implementation.
Supervision tasks include guiding efficient and timely implementation of tasks, communication and information transfer to and between partners and stakeholders, and reporting on project progress.
A Steering Committee, chaired by the principal coordinator, will be established in which all partners’ WP leaders will participate, and will meet at each biannual network meeting. In between, relevant issues will be discussed by phone, wechat, or e-mail, skype/ videoconference meetings. WP teams will work predominantly in a self-organizing manner, supervised by the WP leader, and utmost care will be given to selection of highly motivated individuals capable of working in this manner. Data on project progress and task implementation will be systematically collected every 3 months from the WP leaders through on-line queries. Immediate issues will be reported instantly to the project coordinator; quick feedback loops are warranted . The project coordinator will report on progress and other relevant issues in the network domain of the website and during the bi-annual project meetings.
Work package outcome 9.2Bi-annual project meetings
Six monthly transnational meetings will be held with all steering committee and boards’ members to monitor progress and quality of the project and to discuss relevant implementation issues and any deviations from the project plan. A total of 7 transnational project meetings of 3 days each are scheduled with the following purposes and participants:
1. Start up meeting (Nov 2019/ Preparation):
Participants: Steering Committee (including all WP leaders), Partner Board members, Quality Control Board members and Advisory Board Members, ICT company, Technicians of all partners (responsible for platform implementation)
Purposes: Meeting the network, informing partners on implementation plan, needs and risk analysis, (further) identification of parties that are useful to involve in the project, Agreement on: 1. Legal framework and contracts; 2. Ingredients of Quality Plan, 3. Online campus concept and technical requirements, 4. Didactical approach. 5. Course content. The meeting is followed by a workshop on agile training (for Steering Committee members) and a meeting of the contracted ICT Company and technicians of all partners (responsible for platform implementation)
2. Progress and Taskforce instruction (May 2020/ Development) Participants: Steering Committee (including all WP leaders), WP3, WP4 and WP5 team members
Purposes: Review project outputs, discuss progress and planning. Instruction topics: online didactics, didactical and course formats, selection and production of course content and tools.
The meeting is preceded by a workshop on course- and template development for WP3 team members
3. Progress and review 1 (Oct 2020/ Development) Participants: Steering Committee (including all WP leaders), Partner Board members, Quality Control Board members and Advisory Board Members
Purposes: Review project outputs including course prototypes, discuss progress and planning, quality assessment.
4. Progress, pilot testing review, WP5 Taskforce instruction (May 2021/ Development).
Participants: Steering Committee (including all WP leaders), WP5 team (staff and students)
Purposes: Review project outputs, discuss progress and planning. Instruction topics: online teacher, online student, intercultural dental campus
5. Progress and review 2 (Oct 2021/ Qual Control)
6. Participants: Steering Committee (including all WP leaders), Partner Board members, Quality Control Board members and Advisory Board Members, WP6 and WP8 members
Purposes: Review project outputs, discuss progress and planning, research, finetune dissemination plans, decide on workshops/presentations, dissemination outputs, quality assessment
6. Progress and review 3 (May 2022/ Dissemination) Participants: Steering Committee (including all WP leaders) Purposes: Review project outputs including the evaluation pilot results, dissemination plan and planning of dissemination conference, progress and planning, follow-up plan
7. Progress/ Dissemination/ End Evaluation (Nov 2022/ Management)
Participants: Steering Committee (including all WP leaders), Partner Board members, Quality Control Board members and Advisory Board Members
Purposes: Review all project outputs, project implementation according to Quality Plan, final agreement on follow-up plan
Work package outcome 9.3Administrative and financial management
The roject coordinator (RU) will supervise adequate financial control and administration. Financial departments of all partners work with quality controlled financial control procedures. All universities use a day-to-day hour administration which is directly linked to the internal project management and administration. Assistance with the legal management of the project will be obtained through the legal advisors of RU and partner universities. The funds directed to the Coordinator by the EU will be distributed to the partners according to the final EDEMTET budget. Payment to partners will occur in adherence to the Erasmus+ program guidelines for financial management. Details of financial management will be laid down in the Consortium Agreement that will be drawn up at the start of the project. Each partner institution will be required to manage its own funds, provide all necessary reports and information (e.g. cost statement), at the appropriate time, and submit these to the coordinator for compilation and submission to the EU. The Management Office/ office coordinator will provide all partners with clear instructions for administration and financial management (again, AGILE principles are implemented where feasible (see 9.1)) and will closely monitor the expenditure of the partners, and will intervene when necessary. Substantial deviations from expenditure against time will be addressed and appropriate actions discussed during half yearly board meetings or at instantly organized meetings if need arises.
Work package outcome 9.4Training of all project staff in the agile workflow
A four hour workshop on Agile management principles will be held directly after the kick-off meeting. A certified coach from Radboud Health Academy (RHA) will lead the workshop targeting the Steering committee members. An online training program in Chinese and English will be made available through the RHA, targeting all project staff. WP leaders will ensure timely completion of this online course.
Consortium (WP leaders and management team)
Work package outcome 9.5
Development of follow-up plan/dt_highlight]
A follow-up plan will include: a description of envisaged follow up projects and project topics including 1. Extension of the project content to include more medical disciplines and departments; 2. Extension of the project to include courses on PhD level; 3. Extension to other regional and national HEI’s and
further parties; 4. new course content/ patient cases; 5.new functionalities for the eCampus system; 6. train the trainer certificate courses; 7. continuing dissemination to third parties in Asia and EU; 8 future research with project data; 9. embedding in a new organizational structure. Each partner will contribute to the description of the follow up plan according to their specific needs.