Date
10-15 in Stockholm, Wallingatan 2
Attendees
Goals
- Quality Audit of WP4 and WP3/SE
Agenda and notes WP4
Roles, responsibilities and resources including contingency planning for key staffers
Lotten and Nadin left the project by New Year and was replaced by Karin Nordgren. It is also possible to call in a communications staffer if needed.
Tor is engaged in his present role in the consortium only until the summer but he will continue working with EMREX through the Project.
There is no contingency planning for the key staffers (Pamela and Tor). Staffing is the responsibility of the Ladok consortium.
Pamela have so far had no problems putting in the hours for the project, but the leaving of Lotten and Nadin might have consequences in the spring. Karin (who is co-located with Pamela) has had a handover with Lotten and Nadin and she is added to mail lists etc. She will be participating in coming project activities and have been involved in the development of the Swedish SMP.
Lotten and Nadin are still working at their respective universities and can be made available if needed.
Planned activities, their goals and time plans (and how these relate to the overall goals and time plans)
Deliverables lists, incuding the status and expected delivery dates, on the project wiki needs to be cleaned up and updated. Activities are defined in multiple tables and lists which needs to be sorted out.
Risk analysis is discussed regularly at the project meetings.
We want to see the potential EMREX-users as well as the actual ones.
Potential users statistics is based on lists of students from the partners.
Set dates for delivery of statistics from partners.
Risk analysis with action points
WP4 has a clear purpose and all deliverables relate to the finishing of the field study.
Dates needs to be updated and in some cases defined.
List of institutions to work with
List needs to be updated (WP4 main page), partners has contact with their respective institutions.
List of students to work with
Some partners are not allowed to share contact information to students. We have adapted our processes of how to contact students to the fact. We do believe that the impact of information about EMREX is improved if sent by the HEI.
Ladok is the sender of information to Swedish students.
Information material
Mainly in the first project year, available through wiki and homepage (emrex.eu).
Action list from internal evaluation
Informal process for follow-up and improvements. User experience of students as well as the number of short surveys gives input to improvements. Comments in the surveys is another source for improvements.
System running live for a period of two semesters
Field test has been extended to the end of August(?) 2017 in order to cover exchange in the spring semester.
Remaing field trial
- List of students to work with
- Quality can be checked against the national Erasmus offices.
- Main risk lies in the lack of delivery from the participating institutions
Final report
- Quality secured by a internal review, can be done at a review workshop
- Content needs to be planned (technical solution, method….)
- Risks and dependencies
- Deliveries of content from ?
- Participation from WP4 partners
- Engaged partners needed
Monitoring and reporting of progress
Project group meetings
Quality indicators and procedures for assessment
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Risk analysis, monitoring and reduction activities
Lack of students
- Target needs to be clarified; 100 unique pdf’s
- WP5 defines targets
Mitigation
- Need DK and IT activated
- Updates of progress and more information activities if necessary
- Improvements in the solution that increases the user benefits
How stakeholder acceptance has been ensured
WP5 is the main stakeholder, communication between the WP’s.
- Discussions with Tomasz who discusses internally in WP5
Participating institutions and students are stakeholders when it comes to practical use of the solution.
- Contact info on emrex.eu for the institutions
- Students feedback through the surveys
- Interviews with administrators, to be improved due to WP5 requirements
Agenda and notes WP3/SE
Roles, responsibilities and resources including contingency planning for key staffers
Mattias is acting project manager, Mikael Berglund architect and two developers (Tom och Håkan). Had UX (Göran Lundin) and Wordpress (Christoffer) and some other resources.
Contingency secured by overlapping competencies between present staffers. There is also resources within the organization (ICT) if needed. Göran and Christoffer are no longer available but there are other staffers at ICT with the corresponding qualifications. No contingency risks for the remaining Project.
Deliverables
NCP and SMP in production but there is some issues with the delivery of single subject course results due to problems in the system solution the retreival is based upon.
Will be fixed in a February release of Ladok Ping.
The problem has had consequences for the field trial as there are students who have hade problems using Emrex due to this. The size of the problem is unknown.
The pdf created by the SMP will autmatically be searchable and available for local administrators. Needs to be verified that this is legally correct.
Deliverables so far
Comment the problem with single item courses in the WP3 deliverables page on the wiki.
No issues with stability or availability.
Emrex development is done according to Ladok QA routines.
WP5 has reviewed and tested the solutions, including security testing.
Planned activities, their goals and time plans (and how these relate to the overall goals and time plans)
Update of the NCP in February with a single individual courses.
Presentation of the pdf created in the SMP available to administrators in the same delivery.
No more WP3 activities planned in 2017 except for maintenance and some documentation.
Monitoring and reporting of progress
Update the WP3 page with new information and correct errors (done).
Quality indicators and procedures for assessment
-
Risk analysis, monitoring and reduction activities
Main risk lies in system stability and availability, mitigated by the Ladok operations in Umeå according to normal procedures.
General risks for security etc mitigated by WP5 testing.
How stakeholder acceptance has been ensured
WP4 is the main stakeholder for WP3, ITS and the Ladok consortium are used to co-operating. Problems are normally easily solved by personal contacts.
EMREX is embedded in the ordinary Ladok activities.
Project related issues are solved within the project group.