disclaimer: the views expressed are purely those of the ... · o research ethics expertise o...
TRANSCRIPT
Disclaimer: the views expressed are purely those of the writer and may not in any circumstances be regarded as stating an
official position of the REA.
Project Meetings and Reporting, RISE 2018 Coordinator’s Day –Brussels, January 17th 2019
Dr Alison Pearce
Associate Professor, Strategic Management & International Business
Project Leader, Global Entrepreneurial Talent Management 3 (Research & Innovation Staff Exchange)
Suzanne Crane
Project Co-ordinator, Global Entrepreneurial Talent Management 3 (Research & Innovation Staff Exchange)
Newcastle Business School, Northumbria University
Highlights so far…
o Both GETM3 and Hublinked projects receive funding offers
o Launch event in Jan 2017
o Receipt of match funding from the Korean Research Foundation
o Working across multiple faculties, disciplines, organisations, countries and cultures
o Welcoming incoming secondees
o All 8 sandpit events!
o Formation of a formal Research Interest Group at Northumbria University
o Watching the network grow and develop in person and on-line…
Biggest Challengeso The standing start
o Understanding institutional and cultural differences
o Managing multiple, multiple, multiple stakeholders
o Working between academia and industry
o Capturing the learning
o Ensuring quality of extremely diverse secondments
o Change of key people
o Controlling…and setting free!
Implementation Excellence
o Dedicated administration and financial management
o Mobility management software and expertise
o Lean Six Sigma Green Belt: Total Quality Management
o Project Planning specialist
o Corporate Risk Manager with 25 years experience
o Gender Equality Experts
o Digital Marketing Expertise
o Passionate Impact Champion
o Technical input from partners
o Research ethics expertise
o Multidisciplinary innovation focus
o Experienced partner development
Governance MechanismsConsortium Agreement signed by all beneficiaries and partners
Stable Project Steering Committees◦ Core (Work Package Leads)◦ Full Team (+ all beneficiaries & partner reps)◦ Extended Team (+ Work Package 1 team)
Meetings in person every 6 months: fully funded◦ Jan 2017, May 2017, Sep 2017, Apr 2018, Sep 2018…all scheduled
Agenda of Standing Items◦ Chaired and minuted◦ All strategic and financial decisions◦ Policy and operational processes
Interim Informal and Skype meetings
Project Management Structure: PSC Dr Alison Pearce
Project & WP1 Lead
Dr Katarzyna Dziewanowska
Dr Aleksandra Wycisk
WP2 Leads
Industry Liaison: Poland
Dr. Brian Harney
WP3 Lead
Dr Katja Mihelic
WP4 Lead
Industry Liaison: Slovenia
Dr Deirdre Lillis
WP5 Lead
Industry Liaison: RoI
Dr Brenda Stalker /
Dr Rose Quan /
Dr Dimitra Skoumpopoulou
WP6 Leads
Mr Ian Shovlin
WP7 Lead
Suzanne Crane
Project Co-ordinator
Ian Shovlin
Financial Manager
Work Package 1
Peter Pease
Susan O’Donnell
Craig Moore
Angela McGrane
Work Package 1
Dr Alireza Shokri
Dr Vignesh Yoganathan
Dr Nicola Patterson
Dr Jenny Davidson
Launch Event: January 2017, Newcastle
Launch Event
o Plan in during the set up phase (challenging due to uncertainty)
o 2 days: PR presentations, Operational meeting, celebration!
o Host in co-ordinating partner – allocate funds
o Invite senior supporters
o Photographer and video maker
Mid-Term Meeting: April 2018, Warsaw
Mid-Term Meetingo Fix date and venue early as possible
o Make it part of a greater networking event
o Invite specialists in person
o Invite partners in person
o Talk to your Project Adviser well beforehand
o Produce a presentation template and delegate
o Photos and videos
o Have a rehearsal the day before – and double the time allowed
o Meet the brief
o Plan a celebration that evening
Sandpits
Mobility and Data Management Challenges
Challenges being faced by Management Team in following areas:
o Multiple platforms being used to store/share information
o Difficulty in accessing – username/password issues and slow systems
o Need for secure storing of data
o Mobility tracking – are we achieving the plan? Who/what/where/when?
o How do we track split secondments?
Office 365 SharePoint siteCreated a dedicated Office 365 SharePoint site for GETM3 participants;
o Permission is granted by owners of the site – 4 levels of access dependent on role within the Project (Owner/Member/Secondee/Visitor);
o Can be accessed by participants own institutional email address – no need to create additional username and passwords;
o All Project information included – Deliverables, Secondments, key documentation –cross referenced to EC Portal on a regular basis;
o Sub-site created for Data Repository – list of all data collected as part of the Project, and a Library of the data with restricted access;
o Sub-site for Learner Platform
o https://livenorthumbriaac.sharepoint.com/sites/H2020-GETM3/
Office 365 SharePoint site
Secondment ManagementSecondment Tracker created on Office 365 site – 272 secondment months as per the original plan
Secondment Mobility Tracker Secondment Application Form
Secondment Application Process;
o Secondee submits an online application form;
o Automatically emailed to relevant sending and host organisations and WP leads;
o Secondment agreed between all parties;
o Quality Management, Ethics and Data Management processes set in motion;
o Tracker used to ensure all relevant evidence received and that EC Portal completed accordingly;
o Track activity against plan.
Office 365 SharePoint site
Online application form
Risk Management: Objectives
o Keep the project on time and on budget
o Focus on quality and impact of project deliverables
o No surprises > early warning of possible problems
o Efficient, economic use of resources
Key Risks
Project Risk Register
Keeping in TouchTo enable the team to keep the continuous reporting up to date, relate secondments to the project outputs and deliverables, and to collate information for periodic and progress reports, we:
o Communicate regularly through emails;
o Interim Skype meetings;
o WhatsApp groups;
o FaceTime;
o Sandpits (quarterly);
o Facebook – GETM3 Fun & Friendship Group;
o Use the SharePoint platform to share information;
o Evaluate through ISME’s Virtual Team 360 assessment pilot.
Questions?
This project has received funding from the European Union’s Horizon 2020 research and innovationprogramme under the Marie Skłodowska-Curie grant agreement No 734824