WP1 - Project Organization and Management
Aims
Start-finish dates and overall duration
Partners included
The total number of staff days
The role and the tasks of each partner involved
Working Methods and Techniques
Expected results
Work plan
Aims
- To ensure a successful management and valorization of the project in all stages
- To make work, quality, finance and evaluation plan of the project
- To manage the project work package in the context of quality approach; to plan, apply and maintain an effective quality approach at all stages of the project work packages
- To manage, control and review the project financial resources
- To check that the project package are being conducted in accordance with the quality targets and policies of F4ST
- To ensure an effective and sustainable communication between partners
- To ensure the sustainability and evaluation of the project
- To submit the interim and final report to the National Agency
- From 1 month to 24 months
- Duration: 24 months
Partners included
P1, P3, P4, P5, P6, P7, P8, P9, P10, P11
The total number of staff days
1310.5
The role and the tasks of each partner involved
Tasks of the project coordinator P1 (KSML-TR) are as follows
- To ensure overall coordination of the project
- To organize the preperation of the interim and final reports and present these to the National Agency
- To ensure overall coordination of the project
- To make election of the committee and personel at the kick-off meeting who will have responsibility in the project management
- To be an executive board member
- To attend the periodical meetings of the executive board
- To review of all WPs appointed to himself and summarize progress and submit to the auditing partner in every month
- To apply and maintain the work, quality, finance and evaluation plans and to present these in the first kick-off meeting to the partners
- To control the applicability and sustainability of these plans with auditing partner
- To execute the work packages, in which he is involved, in line with the total quality approach
- To work with the work package leaders in coordination and share the results with him
- To present the necessary information to the auditing partner
- To ensure communication between auditing partner and partners
- To organize and evaluate the surveys for student satisfaction and satisfaction measurement within the WP5
- To provide connection to the expert individuals and establishments in Food Safety for valorization of the project and to inform the project partners on this subject
- To assign the financial budgets coming from the National Agency to the project partners
- To audit whether the financial project resources are utilized effectively (according to financial documents submitted to himself by partners every 3 months)To ensure regular sharing of the project outputs with the project partners
- To ensure communication between partners during the project life-time
- To inform National Agency and Committee about the changes recommended for the project needs by the project partners
- To transfer information coming from the National Agency and Committee to the project partners
- Agency
- To make and apply plans for project valorization tasks
- To organize meetings and conferences if they are held in his country
- To attend kick-off meeting, two project exhibitions and two thematic network conferences
- To attend review meeting, interim and final report meeting
- To be an executive board member
- To attend the periodical meetings of the executive board
- To review of all WPs appointed to himself and summarize progress and submit to the auditing partner in every month
- To execute the work packages, in which he is involved, in line with the total quality approach
- To work with the work package leaders in coordination and share the results with him
- To present the necessary information to the auditing partner
- To utilize the project budget, transferred from the project coordinator, within the plans and provide the documents needed for financial audit
- To send financial and other documents which are necessary for coordinator to prepare interim and final report in every 3 moths during the project
- To organize and evaluate the surveys for student satisfaction and satisfaction measurement within the WP5 work package
- To provide connection to the expert individuals and establishments in Food Safety for valorization of the project and to inform the project partners on this subject
- To provide necessary data to the project coordinator for interim and final report preparation
- To make and apply plans in Estonia for project valorization tasks
- To attend the meetings and travels that determined by the coordinator
- To organize the meetings, if the meetings are held in his country
- To be an executive board member
- To attend the periodical meetings of the executive board
- To review of all WPs appointed to himself and summarize progress and submit to the auditing partner in every month
- To execute the work packages, in which he is involved, in line with the total quality approach
- To work with the work package leaders in coordination and share the results with him
- To present the necessary information to the auditing partner
- To utilize the project budget, transferred from the project coordinator, within the plans and provide the documents needed for financial audit
- To send financial and other documents which are necessary for coordinator to prepare interim and final report in every 3 moths during the project
- To organize and evaluate the surveys for student satisfaction and satisfaction measurement within the WP5 work package
- To provide connection to the expert individuals and establishments in Food Safety for valorization of the project and to inform the project partners on this subject
- To provide necessary data to the project coordinator for interim and final report preparation
- To make and apply plans in partner’s country for project valorization tasks
- To attend the meetings and travels that determined by the coordinator
- To organize the meetings, if the meetings are held in his country
P10(AdV-TR), shall ensure that the web site shall become widespread by the use of as many portals as possible, for the valorization of the project, shall create the information sharing andCommunication environment on the same platform for the students being trained, shall ensure the regular update of the web site for the information sharing and project sustainability.
The tasks of P7(Chamber of Crafts-PL), P9( MARA-TR) as the silent partner are
- To attend the kick-off meeting
- To provide connection to the expert individuals and establishments in Food Safety for project evaluation and to inform the project coordinator on this subject
- To make and apply plans for dissemination of the project
- To provide necessary data to the project coordinator for interim and final report preparation
- To check that the work, quality, finance and evaluation plans introduced are being applied and to submit reports to the project coordinator on this subject
- To get a monthly work plan or schedule from WP leaders about WPs they are appointed to.
- To meet with the work package members on a monthly basis and to inform project coordinator and WP leaders about the results in the form of reports
- To check whether projects has met the quality target and policy
- To establish and apply the auditing program with the predefined criteria with preset periods and to present the reports to the coordinator country
- To be involved in the planning and application of valorization activities
- To organize the meetings, if the meetings are held in his country
- To attend the meetings and travels that determined by the coordinator
Working Methods and Techniques
The management chain as given below has been planned in order for the successful management of the project. The detailed job descriptions of each position are presented in “Jobs describtion”.
The Project General Coordinator is to be appointed coordinator organization (P1 KSML-TR), as soon as the project starts and this person becomes the first order authority for the National Agency and Commission. The main task of the General Coordinator is to ensure that the project is applied and sustained according to the preset target and quality. The Project General Coordinator is responsible for the allocation of the budget transferred from National Agency and for checking the project budget. This person gets into connection with the establishments authorized in Food Safety for valorization tasks and informs the Project Manager on the results. Project General Coordinator spent 1 day per week during WP1 and spend days in kick-off meeting, the review meeting, final report meeting and days in regular meetings of executive board. Project General Coordinator shall attend the project exhibitions and thematic conferences.
The Project Manager is appointed by the Project General Coordinator. He ensures that project work package achieve the preset targets and quality.
He gets the information on the achievements of predetermined targets and sustainability from the auditing partner and informs Project General Coordinator. He communicates with the project partners to share the project results. Project Manager spent 1.5 days per week during WP1 and spend days in kick-off meeting, the review meeting, final report meeting and days in regular meetings of executive board. Project Manager shall attend the project exhibitions and thematic conferences.
The Executive board member shall be elected at the kick-off meeting headed by the Project General Coordinator.
The Project Executive Board comprises the Project General Coordinator, Project Manager, a financial supervisor, work package leaders, and chief of executive of promoting organization and a representative from each partner if they do not have any WP leader. It is planned to have experts from Ministry of Agriculture. The Executive Board organizes a half-day meeting every month where the project execution, financial situation, valorization activities, preparation of the training modules, IT activities are reviewed.
Executive Board organizes a meeting with their members; these meetings are held with the teleconferencing system and the minutes of meetings will be recorded and sent to board members by the Technical Secretary.
An effective communication between the partners is obtained by the intranet established on the web site. The reports and outcomes of the projects are published there. In order to establish the communication between the partners a kick-off meeting, the review meeting and then an interim report and final report meeting are held. Attention is to be paid to organize meetings in the partner countries as well.
The Project Manager selects the technical and administrative secretary and have the agreements made. The coordinator gives the CVs, roles and responsibilities and job descriptions of key-personnel to be involved in the project to all project partners (see Jobs Description).
Each work package member will present monthly work plan or schedule about the work packages which he or she is appointed to. After submitting monthly work plan or schedule to related WP leaders, he or she will check his or her progress very month with the auditing partner according to these work plans or schedule.
WP Leader will coordinate the activities in WP. Work Package Leader will collect the monthly work plans or schedules from WP members and transmit them to the auditing partner and technical secretary. After evaluation of monthly progress by the auditing member, WP leaders will get the results and inform the WP members to re-organize their activities if it is necessary.
The auditing partner will get the monthly work plans or schedules of each work package from WP leaders and meets every WP members monthly to check the progress according to their own work plan or schedule. The auditing partner will present an evaluation report to WP leaders and technical secretary.
Technical Secretary will communicate these documents to Project Manager and Project General Coordinator: Monthly work plans or schedules of each work package member that transmitted by WP leaders and the Evaluation reports of auditing partner.
For the valorization activities, 2 project exhibition and two thematic network meeting are to be attended within WP6. The aim of the web page is to reach large audiences. E-bulletin and e-forums are arranged.
Work plan
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Work Plan 01
