Compleap steering committee meeting

Date: 27 September 2019

Time: 10 - 12 (Finnish time)

Location: National Education Evaluation Center FINEEC office (Mannerheiminaukio 1 A, 6th floor)


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
  • 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)

  1. Welcome and opening 
    1. The meeting was opened at 10:05.
  2. Greetings and presence
    1. All members of the steering group were present.
    2. The Chair informed the group on the schedule of the day.
      1. Lunch will be served downstairs in Fazer restaurant after the meeting.
      2. Antti and Anu will leave after lunch for EAIE fair at Expo and Convention Centre in Pasila.
      3. FINEEC´s representative will present the basic structure of the evaluation interview at 12:45-13:00
      4. The interview of the steering group will take place 13:00-14:00.
  3. Approval of the agenda
    1. No new items were added to the agenda. 
    2. The agenda was approved.
  4. Approval of the previous meeting memo 
    1. The previous meeting memo was circulated on September 3rd. No comments were made.
    2. The meeting memo was approved.
  5. Management update 
    1. Remote review status
      1. Feedback and action points
        1. Europass work is still underway but there is time to report it till end of November.
        2. KPIs should be clear for the final report. The report has to be ready two weeks before the final review which will tentatively take place on the second or third week of January.
        3. Other action points were discussed shortly as they pertain to deliverables.
        4. All in all, this table gives a good overview of the project´s current state.
    2. Steering committee decision log review
      1. Decision 38: Impact evaluation study
        • Evaluation is in process and FINEEC will present their work to the steering group today before the interview.
          • The impact evaluation study will be reported as part of D33.
        • Antti has sent the interview questions to the steering group in advance.
          • The steering group members noted that they have familiarized themselves with the questions and are prepared to provide answers.
        • Susanna asked what they can say about the impact of the project. 
          • It was discussed that the group should think about it what has been done in the project and reflect it to the goals of the project both on national and international levels.
          • In order to avoid double work, Dik asked whether this is same as EuroPass study.
            • No, it´s not. CompLeap´s technique could be integrated into the EuroPass portal in the future once it is ready.
      2. Decision 37: Final seminar
        1. The panel discussion will focus on four different countries: Finland, the Netherlands, Germany and Estonia
        2. The roles of the members of the steering committee in the final seminar need to be clarified. 
          1. AP for EDUFI to contact steering group
      3. Decision 36: Deliverables reporting
        • Process of approval of the documents during the end of the project should be streamlined with the steering committee´s meeting timetable.
        • No separate weekly timeline in graphic format has been done. Instead there is a table with color codes: https://wiki.eduuni.fi/x/wAVyB
          • AP for CSC to update the dates when steering committee need to react and change the color codes accordingly 
      4. Decision 34: Possible Amendment No.4
        • Project officer suggested that the consortium should focus now on the finalization of the project. No new amendments will be done anymore.
    3. Financial matters 
      1. Finance reports
        • Updated financial figures from the end of August are available. DUO´s information is still missing because of Vera is on holiday. 
        • The resources planned for WP1 and WP5 are used. In other WPs, there are still resources left.
          • This should not be a problem according to the Commission as the total budget is in line with what was originally planned.
          • No need to return money in the payment of balance
      2. Financial plan and monitoring until the end of project
        • In the previous steering group meeting in August, it was decided that project management committee (PMC) should make a spending plan for September-November 2019. It was also decided that this plan should be circulated with standard management report at the end of August and discussed in the steering group meeting on September 27th. (See decision log Nr. 33)
          • This has been accomplished.
  6. Current issues
    1. State of the art of the project activities for information
      1. Road map
        1. Framework architecture design
          1. Pilot deployment is finished.
        2. Analytics prototype
          1. Next reports to be delivered in October
        3. Learner plan prototype and modules
        4. Europass case study
          1. Dik noted that the study looks really good.
        5. Engaging communications
          1. Work is ongoing. There are still some big events ahead.
        6. Effective project management
          1. Final report is the next big effort in this area.
        7. In general, it was noted that dissemination and reporting activies are in the focus now.
      2. Deliverables reporting 
        • The deliverables below are to be reported in September and they have been brought to the steering committee for approval.
        • For information, the following deliverables are to be reported in October
          • D22 Final seminar in cooperation with WP4 and WP5
          • D23 Sustainability Plan
            • The contents of this deliverable were discussed and following remarks were made:
              • The deliverable should be connected to the goals and results of the project. Ways of working should not be reflect too much in this text.
                • Adaptability of the results in the future
                • What is needed for sustainability?
                • Who can control the materials produced in this project e.g. the web page after the project ends?
                • What are the next steps and strategic endeavors?
                • Both national and international contexts should be taken into account.
                • What is the situation of the project team members after the project ends?
                • Is there a following project(s)?
                • Commercialization based on open source.
                  • The code is extendable and scalable: Linux of learning analytics - gift to the future
            • Comments from steering group are needed in Mid-October.
          • D30 Report on the pilot deployment of the architecture
          • D31 Report on the pilot deployment of the analytics
          • D32 Report on the pilot deployment of the learner plan prototype
        • To be reported in November - for information
          • D8 Project road map
          • D9 Project management and steering group meetings
          • D11 Final report
            • This is actually due few weeks before the final review but the aim is to have it as ready as possible in November.
          • D33 Impact evaluation study incl. the external evaluation by FINEEC
          • D38 Presentations and publications
          • D39 Targeted workshops and seminars in cooperation with WP2
    2. Upcoming events and activities 
      1. Dissemination events  - for information
        • IAEVG conference September 11-13, Bratislava, Slovakia
          • Digital issues were not so prominent here, told Antti.
        • HEL we can September 23, Helsinki
          • Ca. 40 people visited CompLeap´s stand in the lobby and all of them were very eager for the prototype.
        • EAIE September 24-27, Helsinki
          • CompLeap had a shared booth with EMREX and EuroPass. Once again people were very enthusiastic about the prototype.
        • Learning by leaving October 7-9, Cagliari, Italy
          • Dik and Erik will participate
          • Representatives of Euroguidance are present as well.
          • This event will become an annual or biannual.
        • Skills week: final seminar, October 14th + VETexpo, October 15th-16th in Finlandia hall
          • Julia Jousilahti from think tank Demos Helsinki will act as the moderator and host the panel. She needs to be briefed in advance.
          • The section called What kind of map for the future? should refer to architecture.
          • Also the next steps in the panel should be brought up as ideas for the future, not as definitive plans.
        • Edufutura forum November16, Jyväskylä, Finland
          • Organized by the University and the University of Applied Sciences of Jyväskyuni and Gradia
          • Antti and Annica will participate at least.
        • Feedback session in FINEEC + project team final event November 28th 
          • Steering group will be invited to the closing event
          • Place is still to be agreed.
        • Final review date is due 60 days after the end of the project. It will be set for the 2nd or 3rd week of January.
          • The report is due two weeks before the review. Finalization of reporting in December
          • Final financial figures are needed by end of January.
          • Availability of key persons in January, which is after the project´s official ending, is to be discussed in each organization.
            • If staff moves way or to another project before this, it is each organization´s responsibility to transfer the earlier knowledge.
  7. Steering committee meetings
    1. Next meetings
      1. 24.10. 3-4 PM online
      2. 18.11. 12 AM online
        1. 28.11. impact evaluation study & dinner with the project team
          1. Time with Karvi to be agreed
          2. Preliminary results ready by the final seminar 14.10.
          3. 31.10. (slides)
          4. Fact checking 15.-19.11.
  8. Any other business
    1. Review of the final seminar programme
      1. Next steps need to be formulated carefully in order to avoid misunderstandings.
      2. What kind of map for the future section need to defined more clearly.
      3. Meeting with the moderator Julia Jousilahti in advance
  9. Closing the meeting
    1. The meeting was closed at 11:58.
    2. Lunch is served downstairs. Reconvening in the same room after lunch at 12:45.


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



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