An Industry Oriented MSc. Program in Telecommunications Engineering- Towards and EU Approach (MTE-EUA)

How to become a Grant Holder A PC Perspective Experience From JordanDr. Khaled GharaibehGrant holder of Tempus Project No. 511074Yarmouk University27/11/2012ContentsProject SummaryAn Industry Oriented MSc. Program in Telecommunications Engineering- Towards an EU ApproachProject TitleMTE-EUAProject AcronymThe Education, Audiovisual and Culture Executive Agency (EACEA) - European UnionFunding AgencyTEMPUSProgrammeJoint ProjectsSub-programme EACEA No. 28/09Programme guide /Call for proposals Curricular ReformActionObjectives/OutcomesObjectives: To reform and modernize the existing Master programme in Wireless Telecommunications and introduce new study programs that areRelevant to local market needs Have international dimensionOutcomesEstablishment of 3 Master programs at YUMSc in Wireless CommunicationsMaster of Telecom ManagementMaster of Telecom TechnologyBuilding capacity at Department (Labs, QC system, Management)Professional Development of academic staff of JO partnersA network of collaboration with EU institutions and local industry

Main Management Activities

Management processes required to achieve project objectives:Agreement between partnersManagement meetingsQuality Control PlanManagement of documentationFinancial ManagementProgress ReportingFinancial ReviewsManagement of The Project

Agreement between partners(an MOU signed by legal persons of partners)

Agreement between partners specifies:Role of Partners Management HierarchyFinancial IssuesBudget distribution among partners and among deliverablesMechanism of money transfers to partnersStaff ratesMechanism of paying staff cost to staff at each partnerMechanism for mobility of staff and studentsManagement of The Project

Management Hierarchy (MTE-EUA)Project CoordinatorProject ManagementFinancial ManagementAdvisory Committee Vice President-Yarmouk UniversityDean of Hijjawi FacultyA representative of student body External Financial Monitoring(Private Auditor)

External MonitoringYU Vice PresidentDean of Hijjawi FacultyFinancial Manager of YUAdvisory Committee (Representatives of Stakeholders)Tempus Monitoring

Work Group 2LeaderWork Group 1LeaderWork Group 28LeaderWork Group 1Work Group 2Work Group 28E-ReportingManagement CommitteeCoordination Meetings

Physical Meetings for:Milestones and progress to dateAssignment of workgroups for different activitiesResolve conflicts and obstaclesCould be used for discussing technical activities (other staff than MC can join)Management of The Project

Quality Control and Monitoring

A QC Manual Specifies:Progress reportingIndicators of progressMonitoring activitiesBudget ReviewsQC of programsCompliance with Tempus guidelines on the use of grantManagement of The Project

ContentsFinancial Management

Process specified by Agreement Between Partners and QC Plan, includes:Payments of staff costMobility arrangementsTransfers to partnersEquipment purchaseFinancial Documentation (convention forms, budget tables)Annual Financial ReviewsUsually done by Financial Dept staff and the project coordinator

Management of The Project

ContentsManagement of documentationPaper DocumentationSystem

All original paperwork kept and organizedTime sheetsConvention formsRequests for paymentsProgress reportsMOMFinancial reportsNeeded for reporting to TempusManagement of The Project

Management of documentationElectronic documentationSystem

An electronic image of paper documentation-web-basedEnables easy dissemination of project documentation among partnersFacilitates documentation of activities carried out by staff from different countriesFacilitates financial documentationTime sheetsConvention formsRequests for paymentsSpeeds up coordination processesManagement of The Project

Electronic Documentation System http://mte.yu.edu.jo/Pages/E-DataBase.aspxMain Page

Project CoordinatorHead of Deliverable-1Head of Deliverable-2Head of Deliverable-NMemberMemberMemberMemberMemberMemberElectronic Documentation System http://mte.yu.edu.jo/Pages/E-DataBase.aspxPermissions to Users

Electronic Documentation System http://mte.yu.edu.jo/Pages/E-DataBase.aspxPermissions to Users

ContentsBiannual Progress Reports

Progress made on project activities Based on Deliverable reports written by workgroup leadersApproved by an external committee (external to the MC) Used to write Intermediate Report and Final Report to EACEAManagement of The Project

Annual Financial Review

Summary of spending on each budget headingEnables checking compliance of partners spending with the Tempus guidelinesCheck that documentation of all spending is completeApproved by an external committee (external to the MC) Management of The Project

ContentsTaming local financial system to accommodate Tempus guidelines

Takes a lot of convincing to the financial staffTraining of financial and administrative staffHandy system for documentationHelp of the NTOPrevious experience on Tempus projects Fixed exchange rates may cause problemsSeparate project bank accountChallenges

Budget Spending

Wrong estimation of costs of some activitiesReview proposed budget continuouslyUse local sources where possibleReport any changes to project officerMaking sure your spending is eligibleContact project officer and NTOReview tempus guidelines and the grant agreement continuously

Challenges

Mobility of staff from the EU

Instability of the region always creates concerns at EU partners about mobility to JordanTake care of EU staff: transportation- accommodation and companyAvailability of staff, different academic calendars (JO and EU)Use doodle for scheduling meetingsPlan mobilities ahead of time at MC biannual meetings or Skype meetingsChallenges

Mobility of staff to the EU

Visa problemsPlan mobility ahead of timeInsufficient cost of stay for JO staff travelling to EUNo control- Tempus rulesConvince staff of other benefits of mobilityChallenges

Work plan and timeline of activitiesDelays from underestimation of time required for certain activitiesGood QC plan and QC workgroupReview the workplan continuouslyAssign workgroups ahead of timeFollow up aggressivelyReport delays to project officerDelays related to response from stakeholders (outside the project)Administrative support from legal person specially in eventsGood dissemination strategy

Challenges

DocumentationToo much documentationDistribute tasks- technical reporting/progress reporting is responsibility of each workgroup leader not a single personHave a good QC plan for checking documentation continuouslyHave a good coding/numbering scheme for all documentsHave an easy-to-use electronic system-available from everywhereChallenges

EquipmentLong ProcessPlan ahead of time Process takes monthsInvolve EU partners in preparation on specificationsOnly purchase equipment that serves objectives (e.g specific curriculum component)Abide by Tempus guidelines

Challenges

Utilize Opportunities and Spin-offs

Partnerships with industryAgreements with EU partners (outside project)International accreditation of developed programs Challenges

Further Advice!Distribute management tasks to all staff involved: workgroup leadershave all your partners involved in all activities as possibleTake good care of financial management Follow up on daily basisRead carefully and in good time the Tempus guidelinesConsult your project officer regularly and invite them to your activitiesConsult your NTO regularly

For More InformationVisit our project website: http://mte.yu.edu.joYou can find information about our project, objectives, activities, dissemination material, reports, etc. Consult me or my colleagues by email: kmgharai@yu.edu.jo