VEPR Pilot Task Matrix and Timeline
Task
Primary
responsibility
Start work
Deadline
for
circulating
1st draft
Deadline
for
completion
Comments
PO + input from ---EES and UKES
working group
members
19 May
31 May

First draft completed; will
continue to be a ‘work in
progress’
PO + EES WG
15 July
30 July

Pam to write first draft of
all
roles
except
‘Reviewer’,
for
circulation by no later
than 15/7
Derek to fine-tune the
application form, after
the process has been
finalised
Pam to write first draft of
all
roles
except
‘Reviewer’,
for
circulation by no later
than 15/7
2015
Description of the VEPR system – all components
and features
 Purposes and benefits
 Authorisation
 Operational features and policies
 Personnel
(governance,
management,
administration, reviewer ‘pool’) – role
descriptions,
ToR,
relationships,
and
appointment processes for each
 Applicant eligibility
 Ethical protections for applicants
 Outcomes
 Applicant fees
 How/where to apply
 Contact information
VEPR application process
 Applicant information (how the process
works)
 Application form
 Outline of applicant ‘portfolio’ requirements –
(e.g. contents; sample document; selection of
issues, capabilities and ‘case’ scenarios;
confirmation/affirmation from third parties?)
ToR/job descriptions all VEPR personnel – PO + EES WG
governance (VEPR Committee), management
(Review Coordinator), administration, reviewers
1 July

1 July
15 July
30 July


Pilot communications
 Promotion to EES/UKES members
 Call for volunteers
 Progress updates for the membership
 Recruitment of pilot participants
DP
+ MG- 1 July
G/WF/CV
Reviewer recruitment and approval
DP +
WG
 The reviewer role and functions
 Reviewer eligibility criteria and standards;
exclusions
 Conflict of interest statement and processes
 Reviewer payment
 Reviewer ethical protections
 Applying to become a reviewer
o Application process
o Approvals process
o Who
reviews
the
reviewer
applications
o Reviewer registration
o Reviewer profiling
o Duration of approval status
 Allocation of reviewers to applicants
UKES 1 August
15 July
15 August
Maria and Weronika to
write first draft of
‘Reviewer’ role,
for
circulation by no later
than 15/7
30 July, and  UKES
have
already
on-going as
produced some valuable
needed
promotional documents
e.g. Derek’s PPT slides,
and called successfully
for volunteers
 UKES
will
contact
everyone
who
has
expressed interest to keep
them
informed
of
progress.
31 August
Derek to ask Dione to lead
development
of
these
systems
NOTE Reviewer role to be
undertaken by EES WG
(Maria and Weronika)
VEPR process systems
 Determining the review focus
 Undertaking the review
 Leading the review process
 Communications
 Timing
 Complaints and concerns process
VEPR outcomes systems
 Content and structure of the review report
 Reporting processes
 Reaching reviewer/applicant consensus
 Resolving disagreements and complaints
 Agreement to upload the report
 Uploading the report
Inclusion on the VEPR ‘index’ – draft systems
for:
 Structure of the index
 What information should be included (e.g.
applicant demographics?)
 Duration of listing
 Removal of listings on expiry (e.g. notice to
‘applicant’)
Management of pre-pilot trial
 Advertising
 Recruitment of pilot participants
 Briefing for all parties
 Structure for obtining feedback
 Reporting to the WG, SC and Board
PO + EES WG
15 August
31 August
UKES 1 Sept
15 Sept
31 Sept
TBD
1 Sept
15 Sept
31 Sept
Both WGs
1 October
Both WGs
1/12/15
DP +
WG
1 August
2016
Management of pilot trials
 Advertising
 Recruitment of pilot participants
 Briefing for all parties
 Structure for obtining feedback
 Reporting to the WG, SC and Board
30 October
Evaluation of the pilot
 Data collection
 Reporting
Setting up the VEPR
 !!!! LOTS OF TASKS
TBD
1/5/16
TBD
1/6/16