Minutes of the EES VEPR Pilot Working Group Meeting 200815

Minutes of the EES VEPR Pilot Working Group Meeting 200815

Item

Action needed / Responsibility

Deadline

• Use and management of Dropbox
• Update on progress on the various systems
• Aligning the systems - collaboration and sub-groups
• What still needs to be developed
• The 'pre-pilot stage' - what will it involve?
• Schedule
• Time for next Skype meeting

• Nil

• The DropBox system needs adjusting for better use
• Derek will draw up an improved system with clear rules for us by WG members
• Each WG member with key responsibility for particular documents will name those documents and we will all use those names consistently
• Only good versions for WG input will be put into DropBox
• Each folder will have a subfolder for earlier drafts
• Every new version will have the date (dd/mm/yy) and the person’s initials

• Good progress being made on systems and processes
• Confirmedthe adjusted allocation as set out in Table 1 below

• Good drafts to be completed by 7 Sept and sent to Pam for initial screening to ensure that each system component aligns with the others

• Recommended that WG members trial the applications systems once they are in a ‘rough but ready’ form, for fine-tuning before the pre-pilot

• Agreed that UKES and EES subgroups should collaborate on a pre-pilot workshop, to be held in the UK, probably in early October
• EES subgroup members may be able to attend that
• Pam is willing to attend by Skype for part of the workshop if considered necessary (but happy not to)
• Some funds needed for the pre-pilot, e.g. to cover travel, venue, catering
• A draft workshop plan needs to be developed

• Some funds needed for the pre-pilot, e.g. to cover travel, venue, catering

• Noted that these do not need to be finalised until early October, after the pre-pilot

• Use of Dropbox
• Review all systems docs
• What still needs to be developed
• The 'pre-pilot’ planning
• Schedule
• Funding for the pilot
• Pilot communications and promotion
• Time for next Skype meeting
• Planning for language issues
• Evaluation of the pilot
• Other business

Table 1: Task allocation (adjusted 220815) – systems development

System component

Documents to be developed

Who

• JDs
• Systems for keeping administrative records

• Application information for applicants
• Application form
• Template for applicant portfolio
• Guidelines for applying

• Application information for reviewer applicants
• Reviewer application form
• Template for reviewer applicant portfolio
• Guidelines for applying
• Guidelines for selectors (VEPR Committee)
• Approval or decline communications
• Written instructions for selecting reviewers, including (1) draft communications for each step and (2) Conflict of Interest statement

• Training information for reviewers

• Set of instructions for: setting the review schedule; compiling and finalising the portfolio, in negotiation with the reviewers; setting a time for the review meeting; undertaking the review meeting
• Guidelines for the review meeting, e.g. ‘hosting’ Skype call-in; who chairs the meeting; time-keeping; debriefing; audio-recording; closing the meeting; checking all meeting requirements completed [e.g. next steps agreed]; disseminating the MP3; notifying the Administrator/Coordinator; etc.)
• Set of instructions for submitting and finalising the report and advising the Administrator/Coordinator, including timeline
• Review completion checklist

• Guidelines for reporting
• Reporting template

• Listing process and guidelines for Administrator/Coordinator
• Protocol for obtaining applicant agreement to make Index listing and upload CV and review report
• Index structure (headings etc)

• Draft ToR

• Calculation of:

• Funding plan

• Plan for promoting the pilot and seeking volunteers
• Volunteer communications