This work package aims to ensure that the overall objectives of the ERAMCA project will be achieved within the foreseen time and budget. The work to be performed in this Work Package includes the implementation of management structures and procedures that will be collected in the Project Management Handbook.
In particular, the project coordinator will be in charge of the organization of periodic meetings and the day-to-day execution of project administration and monitoring.
The project coordinator will identify potential risks linked with the development of the project also assessing the performance of the project partners. In particular, appropriate recovery plans will be identified as well as the implementation of corrective actions to cope with possible misbehaviours of some partners.
Finally, the coordinator will elaborate the guidelines and will supply standards, procedures and conventions for the preparation of documentation and reports to deliver to the European Commission. Moreover, the project coordinator will be responsible for the organization and preparation of the project review meetings.
All project partner meetings are included in this Work Package.
Task 9.1 Operative and financial management
The project coordinator will set-up and implement the necessary project management structures in order to manage activities such as the communication and information exchange with European Commission and Consortium. In particular, the management board will be set up and an internal partnership agreement will be stipulated. Finally, the Project Management Handbook will collect all information about management and monitoring. Both project partners and the External Quality Expert will use it as a reference document.
Task 9.2 Performing of plenary and virtual meetings
The Coordinator will be responsible for all reporting and financial management activities required by the EACEA, including the coordination of meetings and production of minutes. Including the kick-off meeting and the final project meeting, an overall of 7 meetings will be organized during the project period (approximatively one every six months). In particular:
- Kick off meeting in Turin (organised by POLITO);
- First mid-term meeting in Tashkent (with the cooperation of the hosting partner TTPU) at the end of the Strategy Forum Workshop (WP1)
- Second mid-term meeting in Osijek (with the cooperation of the hosting partner UNIOS)
- Third mid-term meeting in Dushanbe (with the cooperation of the hosting partners SamSACII)
- Fourth mid-term meeting in Weimar (with the cooperation of the hosting partner BUW)
- Fifth mid-term meeting in Khujand (with the cooperation of the hosting partner KPITTU)
- Final meeting in Samarkand (with the cooperation of the hosting partner SamSACII)
At least 2 delegates from each EU partner institutions and 2 from each Partner Country Institutions will attend the meetings. Additionally, an administrative staff member from POLITO will attend the kick-off meeting in Turin and the final meeting in Samarkand. Meetings are intended to last in three/four days, including travels. The First mid-term meeting will be scheduled at the end of the Strategy Forum Workshop; Strategy Forum Workshop and First mid-term meeting will last in 5 days, including travel. In between meetings, partners communicate by means of videoconference.