Project Management Methodology The case of Entr Inn

Project Management Methodology The case of Entr. Inn. O: “Online Game for Entrepreneurship & Innovation” Dr Maria Solomou maria. solomou@cardet. org Dr Charalambos Vrasidas pambos@cardet. org 12 September 2018 Cleopatra Hotel

CARDET Competitive Programmes • EU & International Funding • Proposal Writing • Project Design and Management • Research & Evaluation • Quality Assurance • Networking Education • Instructional Design • Curriculum Development • Vocational Training • Educational Technology • Online Education • Lifelong Learning • Literacies Social Justice • Sustainable Development • Civic Participation • Democratization • Awareness Raising Entrepreneurship • Foresight and Innovation • Strategic Planning and Visioning • Organizational Assessment • Capacity Building • Start-Ups Inspire innovation, and to promote education, research, and development through evidence-based practices, cutting-edge research, and empowered people.

Contents 1. 2. 3. 4. 5. 6. 7. 8. About the project Project implementation Role of the coordinator Communication plan Method of operation Deliverables and timing Reporting Quality assurance and indicators

About the project Sept 2015 (M 1) May 2017 (M 21) Oct 2017 (M 26) Title: Online Game for Entrepreneurship and Innovation (Entr. Inn. O) Program: Erasmus + Key Action: Cooperation for innovation and the exchange of good practices - Strategic Partnerships for adult education National Agency: Foundation for the Management of European Lifelong Learning Programmes Cyprus Lead Partner: Centre for the Advancement of Research and Development in Educational Technology – CARDET (CY)

About the project – Objectives Develop an online game designed to equip young adult learners with skills Validate gaming as a novel form of non -formal learning practice Provide an innovative ICT-based educational practice that will motivate young adults to commit to active learning Strengthen cooperation & exchange of information and good practices between different areas of Europe Support the development of EU as a knowledgebased society

Project implementation Partners’ Code of Conduct Cooperation Transparency Commitment Respect to the target groups, stakeholders and partners Confidentiality Contractual Obligations Code of Conduct Data Protection and Copyrights

Role of the coordinator 1. Monitors that the project is implemented in accordance with the Agreement 2. Intermediary for all communications with the NA a) Immediate, fast and frequent communication with the agency. 3. Makes arrangements for providing all financial guarantees required under the Agreement 4. Regulates Contractual and Legal Issues 5. Copyrights 6. Establishes the requests for payment 7. Ensures that all appropriate payments are made to the other beneficiaries without any delay 8. Responsible for providing all the necessary documents in the event of checks

Communication plan • Partners assign roles to their staff members and are responsible to inform them about any changes. • Setting up an online space – Google Drive in the case of Entr. Inn. O • All project documents must have the project logo and the respective EU logo and disclaimer. Guidelines should be included in the project’s dissemination plan and were in accordance with the regulations on the EC website.

Communication plan • A partnership email account can be created. • E. g. entrinno@googlegroups. com • Rules to be established in terms of the use of the common email. • E. g. confidential information only to the lead partner • Project preface at the title of each email. • E. g. Entr. Inn. O Agenda for upcoming partner meeting

Communication plan Communication Type Objective of Communication Medium Frequency Audience Deliverable Kickoff Meeting Introduce the project team and the project. Review project objectives and management approach. Face to Face Once Project Team Stakeholders Agenda Minutes Project Team Meetings Review status of the project with the team Face to Face 3 Project Meetings Project Team Agenda Minutes status of the project Conference Call Bi - Monthly Project Team Agenda Minutes Overall project Implementation E-mails N/A Project Team Communication Records Bi -Monthly Project Status Meetings Day-to-Day Progress

Method of operation 1. For each deliverable, guidelines are sent ahead of time and agreed upon by all partners. 2. All deliverables are produced using specific templates and include the relevant logos. 3. A deadline reminder must be sent to partners at least 7 days in advance (or as agreed). 4. Any deadline that leads up to completing a deliverable should be met on time. 5. If a partner misses a specific deadline, they have the responsibility to inform the consortium.

Method of operation Documents Coding Rule (to be agreed within the consortium): Project acronym_topic _version _ name initials Example: Entr. Inno_IO 1 _Needs. Report_v 1_MS

Method of operation Documentation 1. Agreement of documents to be collected by each event 2. Templates sent to partners ahead of time Reporting Requirements and Evidence: 1. Agenda 2. Invitations 3. Attendance list (name, email, institution, signature) 4. Presentation(s) 5. Certificate of attendance 6. Pictures

Deliverables and timing • Project Management Project Plan (M 2 -4) Guidelines and • Internal Progress and Financial Reports (Every six months) • Memorandum of Understanding and Code of Conduct – Partnership Agreements (M 2) • Impact Monitoring Tools (M 4)

Reporting • Every 6 Months • E. g. : • • 1 st February 2016 Interim – May 2016 (10 Months) 3 rd February 2017 Final – August 2017 Partners provide: • Narrative reporting table • Copies of final deliverables • Dissemination activities form update

Quality assurance and indicators • Complete all deliverables within agreed timeframe and budget. • Meet the quality standards set for each deliverable. • Meet the expectations of the stakeholders and the needs of the target groups. • Add value to the work of the partners and the stakeholders. • Sustainability

Challenges and things that worked well Challenges Things that worked well Understanding the nature of the Intellectual Outputs Time management for all IOs and multiplier events Some partners that take up specific roles in the IOs might not deliver as expected (need for Plan B). Communication among partners Coordinate with partners and deadlines so that the outputs are completed in time Final deliverables were of high quality

Thank you! Questions?