Compleap steering committee meeting
Date: 24 October 2019
Time: 15-17 (Finnish time)
Location: virtually in Zoom: https://cscfi.zoom.us/j/857087930
Steering committee:
- Stina Westman, Director, CSC – IT Center for Science (Chair)
- Raakel Tiihonen, Director, Finnish National Agency for Education
- Susanna Pirttikangas, Professor, University of Oulu
- Dik Van Der Wal, Manager International Services, Dienst Uitvoering Onderwijs
- Rauni Gylden, Student service manager, Gradia Jyväskylä (left after accepting deliverables)
- Tomi Kytölä, Senior officer, Ministry of Education and Culture
- Antti Laitinen, Project manager, CSC – IT Center for Science (Secretary)
Visitor:
- Anu Märkälä, CSC – IT Center for Science (assistant)
Agenda (+supporting material)
- Welcome and opening
- The meeting was opened by the chair at 15:02
- Greetings and presence
- Susanna Pirttikangas, Dik van der Wal and Tommi Kytölä were unable to attend.
- As a general comment, it was noted that the final seminar and Skills week were successful. Everything went as planned. From now on, the focus is on finalization of the project and reporting.
- Susanna Pirttikangas, Dik van der Wal and Tommi Kytölä were unable to attend.
- Approval of the agenda
- The agenda was approved as such. It was agreed to shorten the meeting so it would close at 16 o'clock.
- The agenda was approved as such. It was agreed to shorten the meeting so it would close at 16 o'clock.
- Approval of the previous meeting memo
- The previous meeting memo was approved.
- Management update
- Remote review status
- Feedback and action points
- To be taken into account in the deliverables reporting
- Feedback and action points
- Steering committee decision log review
- No decisions in progress
- Financial matters
- Finance reports
- Financial reports show figures of September 2019 and earlier.
- Oulu´s financial figures are missing. Their spending in August was quite high. DUO´s budget will go over and they will take care of this.
- Oulu´s financial figures are missing. Their spending in August was quite high. DUO´s budget will go over and they will take care of this.
- Some WPs are over their budget but this is acceptable as long as partner budgets are kept.
- Final financial figures will be collected before the final review (23.1.2020) and finalized after it.
- Financial reports show figures of September 2019 and earlier.
- Financial plan and monitoring until the end of project
- Finance reports
- Current issues
- State of the art of the project activities for information
- Road map
- Framework architecture design
- Analytics prototype
- Learner plan prototype and modules
- Europass case study
- To be reported as part of deliverable D39 but the case study will be a stand-alone document as well
- Engaging communications
- Effective project management
- External evaluation: Comments to Karvi on their initial findings in external review
- Changes are asked to be made directly to the document above. The numbers below refer to the seven comments given by Annica in the document.
- 1) Should this refer to framework architecture, not only software architecture (which is one part of the EA) We need to have a shared understanding with Karvi about these two concepts. It was proposed that Annica could be the contact point for Karvi to discuss about the meanings.
- 2) It is possible to utilize the framework architecture in countries where there are no centralized data bases or other data sources available. On the contrary, the prototype requires data sources. So, the EA is agnostic when it comes to technology and data sources. Data sources should be integrable even if there are multiple, as long as they are designed in an interoperable way. Of course the prototype currently utilizes a single data source.
- 3) Good. Engagement of stakeholders was central to our ways of working.
- 4) Managing the expectations has been challenging: Framework architecture design is difficult to promote and prototyping might be easily misunderstood as it is meant to be just a prototype and not a ready product. We have to ask Karvi where they have found the sentence in parentheses. It was certainly not listed in the Annex I as one of official goals of the project. Managing expectations has not been successful if there are such expectations.
- 5) It remains to be seen, what is the legacy of the framework architecture. It is probably true that it cannot be used in each and every EU state.
- 6) It is true that using the prototype requires language and digital skills because it is a digital service after all. However, the user does not need to use it alone but with his/hers guidance counselor. Usability of a digital service is a general challenge and it is not limited to CompLeap only. The user has been in the center of the development period all the time.
- 7) There should be no question about the ownership as the National Agency for Education is steered by the Ministry of Education and Culture
- 1) Should this refer to framework architecture, not only software architecture (which is one part of the EA) We need to have a shared understanding with Karvi about these two concepts. It was proposed that Annica could be the contact point for Karvi to discuss about the meanings.
- Anttti has a meeting with Karvi on Monday 28th to discuss the points above.
- Deliverables reporting - timeline for reporting
- To be reported in October - for approval
- D22 Final seminar in cooperation with WP4 and WP5
- Stina thanked the National Agency for Education for excellent arrangements of the final seminar and noted that using Mentimeter was good idea.
- People who have not registered - are they included in D22?
- How will the feedback be processed?
- Final seminar feedback and further actions to be reported in D22
- Stina thanked the National Agency for Education for excellent arrangements of the final seminar and noted that using Mentimeter was good idea.
- D23 Sustainability Plan
- Extensions and development ideas of the current PoC should be reported somewhere else as they are suggestions for future work rather than sustainability issues.
- To be published in GitHub or as part of 2nd year periodic report, best way to be discussed and decided by project team
- To be added how practical things are going to be solved after the project ends e.g. will website stay online or where the contents will be moved to.
- What can be published in Github so that the software code can be used to maximum, e.g. user profiles, AP EDUFI
- Extensions and development ideas of the current PoC should be reported somewhere else as they are suggestions for future work rather than sustainability issues.
- D30 Report on the pilot deployment of the architecture
- Abbreviations should be explained e.g "EA"
- D31 Report on the pilot deployment of the analytics
- D32 Report on the pilot deployment of the learner plan prototype
- D30-D32 should have the same structure as previous reports D27-D29
- Deployment issues in Netherlands should be described as delivered by DUO (text)
- The deliverables were accepted with the comments above.
- Rauni left the meeting at 16:03.
- D22 Final seminar in cooperation with WP4 and WP5
- To be reported in November - for information
- To be reported in October - for approval
- Road map
- Upcoming events and activities
- Dissemination events - for information
- Edufutura forum on November 16 in Jyväskylä, Finland
- Feedback session at FINEEC´s office + project team´s final event on November 28th
- External evaluation fact check taking place between November 15th and19th
- AP PMC to prepare fact check for steering group
- External evaluation fact check taking place between November 15th and19th
- Final review
- January 23rd - WP leaders joining
- Preparations to be documented to this wiki page
- 9.1. final report to be sent
- State of the art of the project activities for information
- Steering committee meetings
- Next meetings
- Meetings in November 18th to accept last deliverables and external review fact check
- Steering committee to close off in early January? Let's agree on this in the meeting on November 18th .
- Next meetings
- Any other business
- Closing the meeting
- Closed at 16:07.
Background material:
• Project website: https://www.compleap.eu/
• Shared working area in Eduuni: https://wiki.eduuni.fi/display/csccompleap/CompLeap+Home
• Project plan: https://wiki.eduuni.fi/display/csccompleap/Application+documents?preview=/54692026/58187308/Annex%20I.docx