reporting: experiences from a multi-lateral project
DESCRIPTION
Reporting: experiences from a multi-lateral project . Alison Bullock Cardiff University Erasmus Co-ordinators’ meeting, Brussels 23-24 January 2012. Overview. How we arrive at the content of the project and financial reports How we use the reporting forms provided by the Agency - PowerPoint PPT PresentationTRANSCRIPT
Reporting: experiences from a multi-lateral project
Alison BullockCardiff University
Erasmus Co-ordinators’ meeting, Brussels23-24 January 2012
Overview
1. How we arrive at the content of the project and financial reports
2. How we use the reporting forms provided by the Agency3. How we complete the "public" and “confidential” parts of
the Agency reports4. How we use the public part of the reports for
dissemination purposes5. How we organise project book-keeping6. How we involve partners in reporting7. How we use the feedback of the Agency
Harmonization & Standardization of European Dental Schools' Programs of
Continuing Professional Development for Graduate
Dentists Education, Audiovisual and Culture Executive Agency Lifelong Learning:
ErasmusPROJECT NUMBER – 509961-LLP-1-2010-1-UK-ERASMUS-EMHE
€300K (plus €100k own contribution) – 2 years duration
Collaboration between six organisations:– Cardiff University, UK– National and Kapodistrian University of Athens, Greece (EL)– Rīga Stradiņš University, Latvia (LV)– University of Helsinki, Finland (FI)– Academic Centre for Dentistry, Amsterdam, Netherlands (NL)– Association for Dental Education in Europe based in the University
of Dublin dental school in Ireland (IE)
7 Work Packages (WPs)
WP1 ManagementWP2 Quality Planning
WP6 Exploitation Promotion & utilisation of project outcomes
WP7 DisseminationPublicity Activities
Development WPsWP3 CPD Survey & Inventory. Core topicsWP4 Guidelines: organization and quality
managementWP5 Teaching Module - Core CPD topic.
Module guidance
Management (WP1)Q1 Project Content & Financial Reporting
• Project Handbook - finance information- DentCPD Financial Handbook - aide memoire
• Follow Timeframes• Set Tasks
Face-to-face Task Group meetings (2 per year) - focal point- Content/outlines of reports are discussed - Roles are clarified - who's taking forward?
F2F meetings - complemented by tele/videoconferences (3/year) and- very regular email exchange.
Draft documentation is emailed prior to meetings – specific actions. Requests for financial information - driven by the co-ordinator.
•Project Manager•Co-ordinators meeting - right time, know questions to ask, agency staff approachable
January February March April May June July August September October November December January February March April May June July August September October November December January February March April May June July August September October November December January February March April May June July August SeptemberQ1 - 2010 Q2 - 2010 Q3 - 2010 Q4 - 2010 Q1 - 2011 Q2 - 2011 Q3 - 2011 Q4 - 2011 Q1 - 2012 Q2 - 2012 Q3 - 2012 Q4 - 2012 Q1 - 2013 Q2 - 2013 Q3 - 2013
1.1 Creation oftask group
CU 01-11-10
2.1 Identificationof the evaluatorACTA 01-11-10
1.2 Project workbookand financial handbook
CU 01-12-10
2.2 Indicator to assessprogress and quality
ACTA 01-12-10
3.1 Taskgroup
meetingCU
06-01-11
3.2 Questionnaire andliterature/Internet
searchCU 20-02-11
3.3 Database ofCPD for graduate
dentists in EuropeCU 30-04-11
4.2 Task Group MeetingUHID 25-08-11
4.3 Presentation to a Europeanmeeting/conference
UHID 25-08-11
4.1 Draft guidelines forCPDmanagers and educators
UHID 25-08-11
3.4 Agreement on corecomponents of CPD
CU 30-09-11
3.5Inventory of
CPD forgraduate
dentists inthe EU
CU 31-10-11
4.4 Guidelinesfor CPD
Managers andEducators
UHID01-12-11
4.5 Publication ofthe Guidelines
(EJDE , Internet)UHID 31-01-12
5.1 Task groupmeeting
NKUA 06-01-12
2.3 Interim reportACTA 01-04-12
5.3 Electronic educationalinteractivewebsite
NKUA 29-08-12
5.4 Teaching module guidelinesNKUA 29-08-12
6.2 Presentation at European MeetingsADEE 29-08-12
5.2 Development of anexemplar teaching module
NKUA 29-08-12
5.5 Final task group meetingNKUA 29-08-12
6.1 Project website managementADEE 30-09-12
6.3 Website uploadsADEE 30-09-12
6.4 PublicationsADEE 30-09-12
7.1 Promotion of the Publicationat European level
RSU 30-09-12
1.3 Final Project ReportCU 01-10-12
2.3 Interim reportACTA 01-04-12
2.3 Interim reportACTA 01-09-11
Buy SmartDraw!- purchased copies print this document without a watermark .
Visit www.smartdraw.com or call 1-800-768-3729.
Time Line
co-ordinators meeting
* You are HERE *
Management (WP1)Q1: Project Content & Financial Reporting
• Project Handbook - finance information- DentCPD Financial Handbook - aide memoire
• Follow Timeframes• Set Tasks
Face-to-face Task Group meetings (2 per year) - focal point- Content/outlines of reports are discussed - Roles are clarified - who's taking forward?
F2F meetings - complemented by tele/videoconferences (3/year) and- very regular email exchange.
Draft documentation is emailed prior to meetings – specific actions. Requests for financial information - driven by the co-ordinator.
•Project Manager•Co-ordinators meeting - right time, know questions to ask, agency staff approachable
Quality Assurance (WP2)Q2 Reporting FormsQA – Evaluator
• QA template – measures against project timelines
• Provide interim progress report – 6/12 (April 2011)
• Confidential Report as a template
• Monitoring tool - throughout the project
• Follow-up at each Task group meetings Tele/video conferences
Q3 Confidential & Public Reports (WP2)
• Confidential report – prepare draft July/August- TG meeting (Sept) – run-in 6 weeks- Products & Outcomes / Supporting Documents
• Public report- Confidential report information- Application form - Dissemination/Exploitation focus
Q4 Dissemination/Exploitation (WP6&7)
• Website (www.dentcpd.org)- Initially broad-based information on the project- Takes off year 2 (when WP3 & 4 are completed)
• Project presentations – orals, posters• Publications• Links to wider issues
- EU directives- Journal EHEA – bologna handbook- Dental Regulatory body directives
• Sustainability
• Follow up projects
• Build on the project promote the impact
•DentEd
Q4 Dissemination/Exploitation (WP6&7)
Q5 Project Book-keeping (WP1&2)• Requirements are discussed at meetings • Lead partner models what's required – Actions agreed • Common template for recording time Staff Costs.• Invoices
funds delegated to Co-beneficiaries?- Trust- Responsibility / facilitates management of project
• Dissemination activity - logged centrally - updates requested at meetings
Q5 Project Book-keeping (WP1&2)• Time line• Actions/tasks – meetings• Progress reports
- Evaluator- Co-ordinator and lead Co-ben project team
• Finance1. EACEA financial spreadsheet (FS)2. Local (FS) (hours to staff days)
- Currency issues- EU financial situation- Vire funds within staff/non-staff and across: 10%
rule3. Timesheet – hours
*****1. 2.3.*****
EACEA FS Timesheet
?? Produce local financial spreadsheet which then defines the timesheet
Q6 Involving Co-beneficiaries• Contribute to the drafting of the reports for the Agency• Ensure you receive the necessary contributions from the partners
on timePartners' contributions depend on their activity within WPs. Timing: regular reminders – email/phone to specific partners; verbal
updates at meetings - any delays are explained. Culture of sharing and openness in the group
- where delay is looming – discussed with lead partner, help offered
• Responsibility• Timesheets – co-beneficiary• Local (FS) – co-ordinator/administrator in lead project team• EACEA (FS) – finance officer and lead project team
Work-packages – Co-beneficiary Interaction
Management (WP1), QA (WP2), Exploitation (WP6) and Dissemination (WP7)
Development WPs 3,4,5
WP Lead Main support
WP1 Cardiff (UK) LV
WP2 ACTA (NL) UK, LV
WP6 ADEE (IE) EL
WP7 Riga (LV) NL, IE
WP Lead Main support
WP3 Cardiff (UK) FI
WP4 Helsinki (FI) UK, EL, IE
WP5 Athens (EL) FI, IE
Q7 Feedback from the Agency
Progress reports • submitted mid-October – due 31.10.2011• EACEA approval December 2011
- Management - Finances - maintain vigilance!!- Quality of Outputs
- Remember to address Sustainability - Website – slippage but moving forward since October - Dissemination – expand – not done ourselves justice
Q7 Feedback from the Agency• Distributed immediately to Co-beneficiaries• Discussion at Task Group meeting January 2012
Concentrate on ProgressWhat’s been achieved & what can be achieved
- Remainder of project- Beyond project- Future projects
USE YOUR Erasmus Project Manager – MISIA COGHLAN - Questions- Alterations- Suggestions
Rapid Feedback
In conclusion Use the hand books Use reporting templates early on Use a quick reference summary
time line Communicate frequently with co-
beneficiaries: clarify expectations, set deadlines
Use Agency link
Every day brings a new dawn
Cardiff University, UKJon Cowpe, Alison Bullock, Jan Davidge, Hannah Thomas, Sarah Bailey, Emma Barnes,Richard Thomas, Suzanne PhillipsNational and Kapodistrian University of Athens, GreeceArgyro Kavadella, Anastasia Kossioni , Kostas Tsiklakis University of Helsinki, FinlandTerhi Karaharju-Suvanto, Kimmo Suomalainen Academic Centre for Dentistry (ACTA), Amsterdam, NetherlandsHenk Kersten, Eva PovelAssociation for Dental Education in Europe (ADEE), Dublin, IrelandMajella Giles, Damien Walmsley Rīga Stradiņš University, Latvia Una Soboleva, Andra LiepaIlze Akota
DentCPD – The Team