MANAGEMENT PLAN OF THE PROJECT

Estimated Start Date: 15/11/2019 (M1)
Estimated End Date: 14/11/2022 (M36)

Lead Organization:
P1- AU-Plovdiv– BG
Co- leaded by 1 contact person in each partner institutions in EG

Participating Organization:
All partners

Description

Project Management is the planning, organizing, scheduling, leading and controlling of a work activity to reach an objective on time and within budget.

The methodology of this project management will be discussed – agreed at kick off ‎meeting. A democratic decision-making process will be respected. Central management team ‎consisted of coordinator; beneficiaries from each partner will held meetings: the first one ‎organized as official kick-off meeting and the other meetings during implementation of the ‎activities. The proposal itself already had specified all required actions to be ‎performed for realization of activities to reach the outcomes of the project. ‎ As coordinator was participated in a former Tempus and Erasmus projects and skilled with ‎experiences on best case studies projects with high impact; We will adopt the best from this successful projects and strictly respect the agreement and contract articles with ‎EACEA.‎

Project Management will be conducted in a participative style, with designated WP leaders who will become part of the Project Management Team(PMT) overseen by the Coordinator. Various methods of communication will be employed to ensure the project runs smoothly and successfully.

The project coordinator with the rest of the consortium will produce timely, on budget and on target project results as detailed in the work plan.

The willingness to travel several times a year to meet partners in understanding and in getting help. Additional meetings will be seemed easier via remote resources (e.g., computer issues). As video conferencing tools or programs (e.g., Adobe Connnect, Webex, Skype, Google Hangout, Zoom) will be the primary means for the remote communications to discuss project issues and management instructions among partners, to overcome the feelings of disconnection. Actively listening to the faculty and students during the conversations helped understand their information needs. This served as the basis to initiate any targeted stakeholders.

Tasks

# Tasks and responsibilities of the coordinator (P1) i.e.

‎Setting and assuring the work-plan, time schedule, and the budget for each activity and ‎ensure that they match the declared objectives.‎
To receive and distribute the overall grant proportionally to the costs incurred
To function as a contact point for help and information for all partners.‎
To ensure successful realization of planned milestones for project activities. ‎‎
To collect and keep necessary documentation of the project. ‎
‎
To draft and submit the project reports to the European Commission.‎
Install and conduct steering committee meetings
Ensure day to day management, communication and transparency
Realise administrative and financial grant agreement rules

# Tasks and responsibilities of the coordinator (P1) i.e.

The project management team consists of each partner contact person supported by one ‎project administrative staff assistant to follow up the project progress and ‎evaluation. ‎

# Tasks of Steering Committee (SC) are

To undertake all overall decisions on strategy, schedule and management,
Handling, reporting of the project tasks implementation,
Confirming quality control procedures and
Realizing the requirements of the grant agreement.

# Tasks of Steering Committee (SC) are

To fulfil the activities described in the work plan;‎
To implement tasks on time by the staff.‎
To submit regular reports about the progress of the project.‎
To assure dissemination of the outcomes to all mentioned target groups
To organize different mobility’s of staff and trainees.

Expected Deliverable/ Results/ Outcomes

Work Package and Outcome ref.nr	8.1.
Title	Technical Coordination Plan (Kick-off meeting for Financial and administrative) of the project and Steering Committee appointed
Type	☐ Teaching material ☐ Learning material ☐ Training material	☒ Event ☒ Report ☐ Service/Product
Description	An initial meeting of the Consortium Committee will take place in project coordinator country at the beginning of the project implementation. This meeting will serve as a valuable opportunity to discuss future project implementation, partner responsibilities and all technical and financial details pertaining to the following project conduction. On these meetings, the actions required for project activities will be approved. Several decisions will be made about issues related to financing of the project. Coordination of workgroup and other related dissemination activities. Coordinator and regional contact persons of the project will organize project activities. Election of Steering committee To define tasks and responsibilities of the coordinator, Management Team and full the full partner’s roles INPUTS: Cost of—Project leader staff representative from each Egypt and EU partners = -x xx partners x 5 days + facilities + and international travel and stay costs. + costs of invited key persons to need domestic travel and stay costs Venue: P1- AU-Plovdiv –BG
Due date	One week / M1 (Nov. -Dec. 2018)

Work Package and Outcome ref.nr	8.2.
Title	Preparation of 1st; 2nd and 3rd year work Plan for implementation and Day to day management implementation in project sites
Type	☒ Teaching material ☐ Learning material ☐ Training material	☐ Event ☒ Report ☐ Service/Product
Description	Panel of contact persons administrative staff and accountant X 3 meetings Expected Deliverable: reports (En) Program objectives, short and long-term goals. Management goals and milestones Performance indicators will be used in: To assist coordinator and team in focusing on the achievement of development results To provide objective evidence that results are being achieved To orient and motivate staff and partners toward achieving Results To communicate DPCP achievements other partners and stakeholders To more effectively report results achieved to stakeholders, including the EACEA.
Due date	2nd week / M13/Y2 –2nd week / M25/Y3

Work Package and Outcome ref.nr	8.3.
Title	Project steering committee meetings
Type	☐ Teaching material ☐ Learning material ☐ Training material	☐ Event ☒ Report ☐ Service/Product
Description	Steering committee (SC) meetings (every 6 months) will be organized to evaluate the current project progress and make decisions for further actions. These are extremely important to address the key decision-making personnel in project realization and implementation. Steering committee makes decisions on activities to be taken to fulfil the project outcomes encountering the performance indicators. The meetings will focus on realized activities and eventual reschedule; analysis of results and outcomes. SC composed out of 3 EU partners and 6 PC institutions, is elected after project approval including all WP leaders, First SC meeting is scheduled for M1 to clarify roles and responsibilities and tasks for the project start phase during Kick off meeting (WP 8.1). The main tasks of SC are: 1) to undertake all overall decisions on the project strategy, schedule and management, 2) Handling, reporting of the project tasks implementation, 3) confirming quality control procedures and 4) realizing the requirements of the grant agreement. During the 3 years of the project life time 6 meeting will be held at EU and partner country institutions. Year 1 milestones: After preparation phase in M4-M5; milestones are planned for outputs 1.1., 1.2. and M6 for activity 1.3.to trace delivery in respect of timeline & cost overrun. Also for outputs: New Web site of DPCP Program launched and updated New training centre established / equipped with facilities; Recent books periodicals purchased Year 2 milestones: After M 12 and M18 for the following outcomes: Acad. Staff Trained on ECTS by EU experts from EU institutes Trainers of plant clinic techniques trained by EU and local experts Technicians trained on new equipment’s and maintenance. Administrative staff trained on ECTS and new program rules e-learning developers trained on ICT. Year 3 milestones: After M 22 and M28 for the following outcomes: New and updated courses (~20) with practical training developed New teaching methodologies/environment developed Integrated e-learning modules., network at PC. New accredited prog. in Plant Clinic launched by late 2020 Students internship training undertaken Admission of first new diploma students Academic staff assigned for teaching and training. After M30, M34 for project outcomes and impact Highly qualified graduates with academic and practical skills. Dissem. events seminars and symposia on Plant Clinic Exploitation plan elaborated.
Due date	1 week / M6, M12/Y1- / M17, M23/Y2 – M28, M34 in Y3

Work Package and Outcome ref.nr	8.4.
Title	Preparation of first project report
Type	☐ Teaching material ☐ Learning material ☐ Training material	☒ Event ☒ Report ☐ Service/Product
Description	– Representative of each partner of the consortium and audit will meet one month at coordinator before to prepare the first report to be submitted to EACEA headquarter by the grant applicant. The meeting will cover and report the following subjects: Report on the action’s implementation Summary Report for publication Financial report Statement on the costs incurred Summary statement of the receipts and expenditure of the action Panel of contact persons X 1 meeting Venue: P1
Due date	2 wks/M18

Work Package and Outcome ref.nr	8.5.
Title	Preparation of final project report
Type	☐ Teaching material ☐ Learning material ☐ Training material	☒ Event ☒ Report ☐ Service/Product
Description	– Representative of each partner of the consortium and external audit/ accountant will meet one month before to prepare the final report to be submitted to EACEA headquarter by the grant applicant. The meeting will cover and report the following subjects: Report on the action’s implementation Summary Report for publication Financial report Statement on the costs incurred Summary statement of the receipts and expenditure INPUTS: Panel of contact persons + financial Audits represent all partners (Egypt and EU partners) X 5 days meeting Venue: P1- AU-Plovdiv-BG
Due date	M32-M36/ 2021