Project Manual - 1 -
EduMECCA
Educational Models that Encourage Creative transfer of Competence and Acquaintance in Lifelong Learning
LLP - ICT project 2008-10
Project Manual
Circulation: Public
Partners: Smartcom (Sweden), MHtE (Hungary), VuZ (Slovakia), IzV (Slovenia), HiST Contract Research (Norway), University of Huddersfield (UK)
Authors: Miro Uran
Doc. Ref. N°:
Version: 01
Stage: Final
Date: 25/10/2009
Executive Summary
This Project Manual covers the topics and tasks to be covered in this project. It aims at giving a simple, yet flexible way of reporting the activities and ensures a robust system for non-conformance and corrective action. By doing this it should be possible to document all actions taken throughout the project life cycle.
The system also ads a simple structure for defining responsibilities and identifying the key personnel in the project.
In order to obtain a uniform way of addressing non-conformities, a simple document layout and structure for this purpose has been added.
Introduction
This Project Manual has been developed with the intention to meet the minimum requirements for managing Leonardo da Vinci project with 5 -7 participating organizations each with a limited number of participants.
The tools proposed for the projects are therefore limited in scope and functionality, but on the other hand they are easy to manage with a low cost profile.
The manual utilize “negative” reporting techniques. This means that it is expected that the original plan and time schedules given in this manual, are followed. Only simple confirmations are therefore required when it comes to deliveries and milestones.
Reporting systems comes into action when an occurrence or non-conformance happens.
Scope for this manual
This Project Manual covers the needs for a simple yet effective way of managing a Leonardo da Vinci project with a limited number of participants, both as organizations as well as number of personnel.
The manual covers the topics from planning, scheduling, reporting as well as non-conformance and corrective actions.
A set of report forms are included and a set of management tools are specified as relevant tools for the Project Manager
Terms and definitions:
In this Project Manual (PM) the following terms and definitions are used:
Contact person:
Is the Contact Persons belonging to the project member organization. Their name, responsibilities and contact data are listed in Annex B.
Deliverables:
Are documents, text, video or other material containing the results in different phases of the project for each working packages.
Documents and reports:
When an occurrence happens, or non-conformance, then the documenting and reporting system which is specified in this PM comes into action. A report and document are papers that are used for documenting a non-conformance followed by a corrective action activity
Non-conformance:
Is the failure to conform to accepted quality, behaviour or any agreed delivery. The non-conformance is described and detailed in a non-conformance report.
Corrective action:
Is a report which will address how to deal with a finding highlighted in a non-conformance
Work package manager:
Is the person within a project organization responsible for the coordination of the activities and deliverables of the work package
Lead Organization:
The Lead Organization is the organization which has signed the project contract with the Leonardo Office.
Milestone:
Are planned time schedules for activities and deliverables, or time schedule for a reporting point.
Participating organization:
Is the name of the project organization participating in the project. The project participants are listed in Annex A
Participant:
Is the name of the personnel working for the participating organization. Each Participant shall have a defined role which is listed in Annex A.
Project Manager:
Is a defined person from the Lead Organization responsible to be liaison for communication and reporting to the Leonardo da Vinci office and for coordination of the activities of the project partners.
Project Contract:
Means the contract agreed between the Lead Organization and the Leonardo Office.
Subcontractor:
Is a company hired by a participating organization to perform work of a task or work package.
Work Package:
Is a list of activities which has been defined as a separate task or activity. Each Work Package shall have a defined Work Package Manager.
Expressions:
Shall
Shall is an absolute requirement which shall be followed strictly in order to conform with the contract requirements.
Should
Should is a recommendation. Alternative solutions having the same functionality and quality are acceptable.
May
May indicates a course of action that is permissible within the limits of the contract (a permission).
Can
Can is conditional and indicates a possibility open to the user of the contract.
Project Policy
The projects quality policy is to achieve sustained, high quality deliveries by providing services which consistently satisfy the defined activities in the Project Proposal and the needs and expectations of the target user group for the project.
• EduMECCA is Transfer Activity Based Training (ABT) methods to training of welders and welder engineers.
• Develop new mobile student response services at iPod Touch and iPhone for industrial production process training.
• Use problem based training methods to expand student learning skills
Achievement of this policy involves all project members and staff, who are individually responsible for the quality of their work, resulting in a continually improving working environment for all.
The objectives of the Project Manual
1 To achieve and maintain a level of quality which maintain and enhances the reputation of the project.
2 To ensure compliance with the project requirements.
3 To ensure that the project is running according time schedules and with a positive cooperation between the participating organizations.
4 To ensure that any corrective actions are taken when required.
Project Organization
* The project consists of one Lead Organization and a number or Participating Organizations.
* Each organization has one or more individual Participants which either shall be an employee of the organizations or are hired to an organization with a written work contract.
* Individual personnel is NOT allowed to participate in the Project Organization or in the project work.
* Subcontractor should be used only when this is specified in the Project Contract.
* A Subcontractor shall be an organization. Individual personnel can not be used as subcontractor.
* Each Work Group in the organization shall have a Work Group Manager. The Work Group Manager shall be a Participant.
* The Work Group Managers organize the work according their responsibilities and reports to the Project Manager.
* Project Meeting is agreed upon in the first Project Kick-off meeting. The meeting schedule is defined in Appendix C.
Responsibilities
Project Manager
- Approval of the Project Manual
- Management Review of the project
- Defining time schedules
- Management of resources and money transfer
- Approval of Work Package Deliveries
- Create interim and final reports
- Organize Project Meetings
- Circulate Minutes
- Release non-conformance reports
Work Group manager
- Organize the time schedules for work packages
- Create content and deliverables for the work package according contract
- Management of work package resources, time schedules and deliverables
- Organize work package meetings
- Report to project Manager current status for work package
- Create detailed work description and schedules for project participants
- Submit time sheets and cost reports to Project Manager at within defined time schedules
- Organize and follow up subcontracting where relevant
- Submit corrective action reports
Participants
- Carry out tasks according time schedules and descriptions submitted by Work Group Manager
- Submit time sheets and cost claims according requirements of the Work Group Manager
Subcontractor
A subcontractor is a company hired by a project organization to perform a task. A subcontractor must be a separate juridical entity with an organization number.
The subcontractor shall be bound with the same contractual requirements as the project organization.
The Project organization may include a separate none-disclosure agreement as a part of their contract with the subcontractor
Hired personnel
Hired personnel must have a work contract with the project organization. Hired personnel shall be bound by the contract of the project organization. A separate none-disclosure contract shall be signed.
Meetings
Project Meetings
The objective of the project meetings are to provide a forum for communication among all team members so that they can inform others of their status, share experiences, provide suggestions, raise concerns, and resolve problems. The meeting shall also motivate participants to meet delivery schedules by reviewing the status.
Project Meetings are regularly scheduled meetings for the project organizations and their participants. The Project manager is organizing the meetings and submits a meeting agenda minimum 30 days ahead of the meeting.
Each Work Group Manager shall submit a written status report for their within 2 weeks ahead of the meeting. Such status report shall be accompanied with an overview of the resources used and a reference to the planned time schedule.
The Project Manager is responsible for scheduling and conducting Project Meetings.
Minutes of Meeting shall be written. The Minutes shall contain a list of actions, if any, with time schedules.
Intermediate Meetings
The Work group manager may choose to schedule intermediate Work group meetings, given consent by the Project manager.
The objective of an intermediate meeting is to provide a forum for communication among relevant participants for open discussion in order to solve questions that has been raised, share experiences, provide suggestions, raise concerns, and resolve problems.
The Work Group Manager is responsible for scheduling and conducting the meeting.
Minutes of Meeting shall be written. The Minutes shall contain a list of actions, if any, with time schedules.
Intellectual Property
The Intellectual property issues for the project resides by the Lead Organization unless otherwise is agreed upon.
The copyright issues for the material published during the project period resides by the Lead Organization unless otherwise is agreed upon. A copyright statement shall be included in the relevant reports an documents.
If any of the Project Organizations want to claim Intellectual property or copyright to the project results, then this should be notified to the Project Manager and an appropriate agreement shall be signed.
The Creative Commons licenses are model Licenses for such agreements: http://creativecommons.org/
General procedures
Time schedules and deliveries
A time schedule list covering activities deliveries shall be created by the Project Manager and agreed upon by the Work Group Managers. Such a list may be divided in two sets, one for activities with meeting, courses, conferences and so forth, and one covering deliverables.
This list will be the basis for later reporting and verification activities and it shall be reviewed at each Project Meeting. If any deviations occur from the time schedule a non-conformance notice may be submitted by the Project Manager.
Time schedule for this project
Time schedule covering activities, meetings, courses, conferences, for this project is documented in the Project Management Plan (PMP).
List of deliveries and responsibilities
List of deliveries, time schedules and responsibilities are a part of the PMP.
Transferring of responsibilities
If a actions occur and the actions means that an organization is not fulfilling the requirements, then the Project Manager may choose to transfer the responsibility of a defined task to another project organization. Transfer of responsibilities shall be submitted with registered mail the organizations involved.
If such a transfer of responsibility is decided, then this will have budget consequences for the organizations involved.
Documents format to be used
All preliminary documents shall be submitted in the following format: Word with .doc format.
Final documents shall be delivered as Adobe .pdf format
Document identifications and revision handling.
All documents have to be identified with the following elements:
- Document name
- Document revision, staring from 0.1 and moving upwards in steps of 0.1.
- Date for the current revision
- Page numbers
- Author(s)
Communication
E-mail shall be submitted to the contact addresses given in Appendix B
Visual communication
Visual communication can be done through the use of Skype and/or video conference system with addresses as specified in Appendix B.
Documents
Documents for economic reports can be downloaded from:
Documents can be shared through the use of a download as defined in Appendix B
Calendar
Project Workplan is given in Appendix B
Creating presentations and papers
Use of logo
All official reports, papers, presentations, articles and so forth shall contain the logo of the Leonardo da Vinci program. The correct logo can be downloaded for the project web site.
The logo shall minimum be visible at the front page of the reports.
Logo:
Use of reference to project
All official reports, papers, presentations, articles and so forth shall contain a reference to the Leonardo da Vinci project.
The reference shall be as follows:
“”The work presented in this paper is partially supported by European Community under the Leonardo da Vinci program.””
Project administrative routines
Time sheets, travel reports and cost claim reports shall be submitted from each project organization to the Project Manager at the specified report dates.
Travel reports and Cost Claim reports shall be reported on the specified documents which can be downloaded from the project web site. Napaka! Ne najdem nobenega vnosa v kazalo vsebine.Cost elements to be used are found in the Financial Handbook, available through the project Web site.
Please Note: All cost elements must be documented with an original receipt or invoice when possible or by photo copy.
Evaluation
Evaluation of the project will take place during the project life time and according to an evaluation plan following the time schedules in Appendix C.
A standardized set of evaluation documents have been developed in order to ensure that the evaluation follows the same pattern and that it becomes unified in form and presentation.
A set of evaluation forms, questionnaires, are presented in Appendix D.
Appendices
Appendix A / Project participantsAppendix
Appendix C / Time schedules
Appendix D / Non-conformance report
Appendix E / Checklist
Appendix F / Status Report
Appendix G / Report Survey
Appendix H / Time sheet-hours
Appendix I / Cost Claim travel
Appendix J / Cost Claim
Appendix A List of Participants: