Wiki-Skills » WP7 Quality management » Performance Process and Tools

Performance Process and Tools

Last modified by Pascal Echardour on 2014/03/01 19:36

1  - Main performance processes

1.1 - Introduction

The WikiSkills project is covering the area of cooperation of universities with the non-academic sector and external stakeholders. The project is divided into WorkPackages (WPs). Each WP has a WP leader, a planned start and end date and expected Outputs.

The above are defined in the WikiSkills original application

1.2 - Process to initiate / planning of WPs and tasks

  • Project Coordinator requests WP leaders to initiate tasks
  • WP leaders upload in Ycampus working document/detailed plans

1.3 - Process for WPs and tasks performance

  • Each responsible person for performing part of a task notify the results obtained to the WP leader by email as soon as the task finishes.
  • WP partners send comments, if any, on this report within 10 days. The author revises the results and submits the final ones to the WP leader.
  • If one or more tasks result into a deliverable, the deliverable main author synthesises the internal tasks into the expected deliverable.
  • The deliverable main author submits the deliverable for review.
  • As soon as all deliverables in a WP are submitted to the European Commission through the Coordinator, the WP is completed.

2 - Process for meetings organisations

2.1 - Transnational Meeting

  • At least 1 month before each scheduled Transnational Meeting, the Coordinator with the Host Partner prepares a draft agenda (using the format of TEMPLATE THEO) and sends it to expected participants.
  • Recipients should send comments on the agenda within 10 working days.
  • The agenda author (Coordinator) updates the agenda and sends final version at least 10 working days before the meeting.
  • During the meeting, the named Project Secretary is responsible for keeping minutes, which are then written by all throughout a WebCollaborative Tool (Etherpad of Framapad. The Host Partner will be in charge of finalising version in the relevant format for upload in YCampus WP1 area.
  • The Coordinator is in charge of reading final version before uploading in YCampus within 10 working days after the meeting end.
  • Recipients should comment on the minutes within 10 working days.
  • The Coordinator sends the final revised meeting minutes to the whole Consortium within another 2 working days and upload it.

2.2- WebMeetings

  • At least, 10 days before each scheduled WebMeeting, the Coordinator or the WebMeeting Organisator  prepares a draft agenda and sends it to expected participants.
  • Recipients should send comments on the agenda within 10 working days.
  • The agenda author (Coordinator) updates the agenda and sends final version at least 5 working days before the meeting.
  • During the meeting, the named Project Secretary is responsible for keeping minutes, which are then written in the template of(TO BE UPLOADED IN WP1 Docs).
  • The Coordinator upload in YCampus the meeting minutes to the expected participants within 3 working days after the meeting end.
  • Recipients should comment on the minutes within 5 working days.
  • The Coordinator sends the final revised meeting minutes to the whole Consortium within another 2 working days and upload it.

2.3 - Bilateral Meetings

Each bilateral meeting should be closed by producing a Minutes of decisions and related Action Plan.

3 - Reporting and monitoring

Within 10 days after the reporting period completion, all WP leaders are requested to provide, in addition to all formal work and cost reports, mentioned in the Description of Work, a brief progress and cost report to the Coordinator.

In addition, inside the reporting period the WP leaders may raise at anytime warning alarm if any of the following deviations is found out for any of the activities or the project deliverables:

The deviation monitoring related to budget and timescale established will be reviewed every 6 months.

4 - Internal Communication Strategies

Internal communication strategies regarding the documents circulation are established between the Partners and available in the shared platform.

Out of these, a permanent communication will be established within the project team and the coordinator for:

  • Technical reports on WPs
  • Outputs;
  • Financial statements;
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Created by Pascal Echardour on 2012/04/04 16:23

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