To manage the project, a steering committee (SC) will be determined during kick-off to which every partner will send one contact person as equal partner. The SC member will then manage local project implementation effectuated by local teams. To support SC and local team efforts with facilitated data sharing and decision-making, a project management platform will be subcontracted (17.000€) from the company Datastation. This platform was successfully used within the WBCInno Tempus Project, so specific project requirements are already included. The platform offers file sharing and traceable document modifications. Furthermore, quality gates are included where e.g. all SC members or certain (freely defined) partners may make a go/no-go decisions. Approving technical or financial reports by work package leaders or the coordinator will be used as well.
Good reporting is a key factor in monitoring project success, affecting both, technical and financial reporting. Therefore, communication structure works in a very flat hierarchy where all partner universities will be responsible to regularly check timetables and compare them to the actual implementation. Work package leaders will review implementation with a certain distance, yet, triggering events to be performed and reports to be delivered. As last project-internal instance, the coordinator will monitor implementation and will note deviations from schedule within the quarterly management reports (incl. a three months deliverables outlook) distributed among partners. For any reasonable arguments, schedules might be adopted (if necessary with prior EACEA authorization). The most important communication mean is the regular SC meeting, offering time to discuss outcomes, future deliverables, and schedules.
dditional online meetings may take place upon request (with all SC members or only as one-to-one meeting). The online platform offers several functionalities and will therefore be used as main communication tool.
For high-quality financial reporting, the coordinator will prepare two financial seminars to familiarize the partner’s administrative staff with the new Erasmus+ reporting rules. Those financial seminars will take place the first time in combination with the kick-off meeting and the second time linked to the third year’s SC meeting to prepare for the final report. Financial reports will be due every 12 months and will be submitted to the EACEA twice (both reviewed by an external auditor). A guideline that is based on the seminars supports the partners in report elaboration.
The described communication and reporting structure will be included into the Consortium Agreement.