EMREX ERASMUS+ – 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 ERASMUS+ 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 – – – – – 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 – – 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 – – including feedback, post-it session reporting, workshops, common tools etc 15.30 Wrap-up 16 Kick-off ends ERASMUS+ 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 ERASMUS+ What we want to do ERASMUS+ 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 ERASMUS+ ERASMUS+ 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 – – – – – – – Project mgmt. Consortium & financial mgmt. Internal communication Risk mgmt. Performance monitoring Quality assurance Project hand-over Team = Project group, i.e. WP managers ERASMUS+ 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 ERASMUS+ WP 1 Next steps ERASMUS+ 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 – – – – – Plan field trial Use cases Technical architecture Technical specifications Legal issues ERASMUS+ WP 2 Tasks Plan field trial – ready autumn 2015 – – – – 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 ERASMUS+ WP 2 Team members so far ERASMUS+ 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? ERASMUS+ Way of working Info sharing Reporting Tools What else? ERASMUS+ Info sharing ERASMUS+ 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” ERASMUS+ 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? ERASMUS+