EMREX
ERASMUS+
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Field trial on the impact of enabling easy
mobility on recognition of external studies
EMREX kickoff 13.1.2015
Purpose of kick-off
To get to know each other and have fun !!
A common understanding of the project
scope
To talk about the work packages and get
them started
Discuss our way of working in the project
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EMREX kick-off agenda
9.30 Introductions and coffee
9.45 Emrex from the ministry's perspective - Kaisu-Maria Piiroinen
10.00 Project scope - Mats
10.15 Demo of Norway-Finland prototype - Richard and Ulf?
10.30 - 12 WP1 - WP7 - summary and next steps
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WP 1-2: Mats Lindstedt
WP 3, 6: Geir Vangen, Richard Borge
WP 4: Tor Fridell, Pamela Henriksson
WP 5: Janina Mincer-Daszkiewicz
WP 7: Anders Bøgebjerg Hansen
12-13 lunch
13-14 WP discussion
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including feedback and post-it session
please think about which WPs you want to contribute to, we will collect names here
14 Way of working
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including feedback, post-it session
reporting, workshops, common tools etc
15.30 Wrap-up
16 Kick-off ends
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EMREX - Project scope
“Field trial on the impact of enabling easy
mobility on recognition of external studies”
What does this mean?
Policy field trial, not an IT-project as such
Aim is to increase student mobility
By electronic transfer of study records
..for which we’ll need an IT solution
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What we want to do
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Test the hypothesis that student mobility
will increase when using EMREX
We need real students that use EMREX in
a field trial
We need to plan and build the EMREX
solution
We want to ensure its widespread use also
after the project (standards and
dissemination)
When we want to do it
H1/2015 is for planning and agreeing on
the technical solution
H2/2015 implementing the solution (can of
course be more agile) and planning the
field trial
2016 is for the field trial, but in sync with
student exchange programs
2017 is for analysing the results and
scaling-up
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EMREX example
Oodi
ELMO (XML)
FS
(Oslo)
NCP
VIR
TA
Winha
HA
KA
jne
SMP
EMREX
reg?
SMP = Student Mobility Plug-in
NCP = National Contact Point
7
WP 1 Project management
Ensures that Emrex reaches its goals within the
time frame and budget
Continuous activities, key milestones from other
WPs and EU reporting
Activities from proposal
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Project mgmt.
Consortium & financial mgmt.
Internal communication
Risk mgmt.
Performance monitoring
Quality assurance
Project hand-over
Team = Project group, i.e. WP managers
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WP 1 Tasks (Project Group)
Project mgmt. tasks, including change
management
Steering group reporting, EU reporting, monthly
progress reporting
Consortium management, financial control
Project plan and milestones
Maintaining a risk matrix/register
Quality reviews
Tools and methods used in project
Hand-over and closing the project
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WP 1 Next steps
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Finalize and sign the consortium agreement
Ensure completion of grant agreement
Financial statements and first payments
First SG meeting (February 17th?)
A project group (consortium) workshop (Feb 19th)
Update and refine time schedules/milestones
Set-up risk matrix/register
Reporting templates
Organization chart, emailing lists etc
WP 2 Planning
To design the EMREX solution and agree
on all the details. To plan the field trial
Activities from proposal
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Plan field trial
Use cases
Technical architecture
Technical specifications
Legal issues
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WP 2 Tasks
Plan field trial – ready autumn 2015
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Find suitable universities and students
Ensure there are enough potential participants
Marketing material, guidelines
In cooperation with WP 4
Use cases – ready spring 2015
– Agree on processes supported
– List use cases supported (and not supported)
– Starting point for rest of project
Technical architecture and specifications – ready spring
2015
– Based on use cases
– Needed for IT Dev RFP
– In cooperation with WP 3
Legal issues
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WP 2 Team members so far
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Finland: Mats, Ulf, Jorma
Norway: Geir, Richard
More needed. Technical experts and study
administration experts
WP 2 Next steps
Planning workshop 28.1 in Oslo
– Overall architecture
– Use cases
– Security
Writing req. specs
Need to have spec ready for RFP round
Field trial planning – when?
Legal issues – how to tackle?
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Way of working
Info sharing
Reporting
Tools
What else?
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Info sharing
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After every workshop/meeting a summary by lead
partner
– Key decisions, findings, progress (bullet points)
– Email to everybody
– Also notes and documents in wiki
Email lists preferred
– Emrex-internal as default distribution
Working material in wiki, also work in progress
Monthly progress reporting
“Rather too much than too little”
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Financial and status reporting
Based on EU requirements (not clear yet)
Monthly reporting on spending
– Time reporting per WP? Explanations?
Monthly progress reporting
– What did we do last month
– What will we do next month
– Status, traffic lights (green, yellow, red)
CSC
Jan 15
Staff
Travel
Equipment
Subcontracting
Others
SUM:
Feb 15
0
Mar 15
Apr 15
May 15
Jun 15
Jul 15
Aug 15
Sep 15
Oct 15
Nov 15
Dec 15
Tools used by CSC
Confluence wiki
Mailing lists & adobe connect
Balsamiq – for wireframes
Lucid chart – technical drawings
Jira – do we need?
(other development tools, version control,
archiving etc)
How about document sharing? Version
control? Googledocs+wiki?
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