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09. Management and Coordination
Type: LLP-ERASMUS
Category: LLP Transfer of Innovation
Parent: EQLEARN- Learning for Equality and Empowerment-Learning for ALL
Period: December 2009
Workpackage Description:
The aim of this package is the development & implementation of a project management (PM) system that will enable the consortium to deliver the project according to the technical description in the application, within the right time frame, of a high level of quality & within budget.
In order to do that the consortium will develop a PROJECT MANAGEMENT REFERENCE GUIDE in which the following will be clearly stated:
1. Role & responsibilities of the coordinator
2. Role & responsibility of core partners
3. Management Structure
The management structure for this project will be clearly specified in the guide & will consist of the dedicated project manager, and the WP leaders. This guide will be the reference point for the Project Manager.
As far as communication issues are concerned the following will be used:
1. Day to day communication
E-mail/SKYPE/Windows messenger will be the preferred method for communication between partners on day to day matters, although telephone & fax will also be used as appropriate. Each project partner will need to keep a correspondence file.
1) Steering committee meetings: Formal progress meetings will be held for specific w.p. intervals throughout the project period. The Project Manager and project partners will be invited to attend these meetings. Attendance will be obligatory for project partners. A project meeting agenda will be send to the partners well in advance & Minutes of the meetings will be produced after the meeting completion that will record decisions taken and actions required.
2) Ad-hoc meetings: Ad-hoc meetings will be arranged to deal with specific technical, contractual or other issues as they arise. Participation at these meetings will be dependent on the issue under discussion. Formal minutes of these meetings will be prepared and decisions and actions recorded.
All PM documents (agendas, minutes, signed participants list) will be kept by all partners in a Steering Committee file.
Description of activities:
The following activities are included in this workpackage:
1. Development of a project management reference guide
The guide will include:
- role & responsibilities of the coordinator:
a) Methods of communication & related documents
b) Procedures for the certification of deliverables
b) Procedures for overall Quality Assurance;
c) overall follow-up & evaluation
e) financial and other reporting to EU
- role & responsibility of core partners:
a) Deliverable achievement
b) progress and financial reports to coordinator
d) Interim reports
e) Requirements for data kept by partners in terms of financial issues
2. Implementation of other project management activities such as:
a) Day to day communication through email/skype/msn/telephone etc
b)Implementation of steering committee meetings
c) Implementation of ad hoc meetings
d) Interim reporting from partners to the coordination
e)Reporting from the coordinator to the national agency
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