UZDOC 2.0. midterm reporting, WP management & project’s financial overview

3rd Consortium meeting, Politecnico di Torino, 14 May 2018

Marta BRELIH-WASOWSKA, Project Officer, UNICA

Project’s midterm report

Project’s midterm report

- Online report submitted on 13 April 2018, evaluation not known yet

Midterm reporting & timesheets: lessons learned

Filling timesheets…

• New template (NOT the same as in Tempus!!)

• Reporting days and not hours

• Reference to concrete Work Packages

• Categories (Manager, Researcher/Trainer, Technical, Administrative) confusing for everyone

Guidelines for the Use of the Grant

Timesheets: common mistakes

• Lack of sufficient knowledge of the project proposal and Inconsistencies in using the names of project activities

• Reporting activities of UZDOC 1 Tempus project (time overlap, October-November 2016)

• Several people reporting exactly the very same (specific) activities

• Reporting all preparatory activities under Work Package 1: Preparation

• Reporting activities not related at all to project activities (even if topic-related)

Timesheets: DOs

• Study the project proposal if you haven’t done it yet!

• Refer to the concrete reporting period and project activities (and Work Packages) conducted within it

• Make sure you report real project work and that the number of days is realistic

• Dissemination? Be able to prove it

• Be ready to send additional information on demand

Correct timesheet examples

Financial overview

Financial overview Budget category Amount in the

budget

Amount declared/spent

and accounted as of 13

April

Percentage of

spending

Comment

Staff costs (UC) 259.947,00

85.267,00 33% Not all universities reported

staff costs on time

Travel costs (UC) 146.110,00

27.660,00 20% On right track – only 3

activities reported (+ 1

ULCB meeting), more to

come (5/6 meetings)

Costs of stay (UC) 154.780,00

39,950,00 26% On right track – only 3

activities reported (+ 1

ULCB meeting), more to

come (5/6 meetings)

Equipment 65,000 65,000

0% URGENT!!!

Subcontracting 25,180 4,840 20% Some costs transferred to

staff costs

Work Package management: Where are we with deliverables?

WP1: Preparation (lead organisation: TFI)

1.1. Optimised Work Plan (related to the Joint Doctoral

Centre)

To be completed taking account the

changes following the new

legislation (government decrees,

new decree establishing the

Ministry for Innovative

Development)

1.2. Raised stakeholders awareness on the benefits for

structured support for doctoral education

ongoing

WP2: Development (part 1) –lead: UGR

2.1. Guidelines for the Joint Doctoral Centre

implementation

Ongoing – to be discussed on Tuesday

2.2. Established Joint Doctoral Centre in

Uzbekistan

To be implemented – discussion on

Tuesday,including the discussion on Equipment

2.3. Shared best practices between European and

Uzbek partners on doctoral education

Knowledge sharing event at POLITO – coming up

Knowledge sharing event at ELTE – March/April 2019

2.4. Raised awareness on quality assurance in

doctoral education in Uzbekistan (Consultation

workshop and seminar)

Ongoing

WP2: Development (part 2) –lead: UGR

2.5. Performed exercise in designing a model of a

new joint doctoral programme

Completed

2.6. Developed and performed trainings for

supervisors and doctoral candidates

Tashkent

Lead: ULB

Next training: May 2018? Namangan?

Participants: Same as for the Tashkent one?

Continuation or a new start?

WP2: Development (part 3 – most to be developed during the project’s last year) – lead: UGR

2.7. Performed job shadowing events Lead: ULB together with the Hosts

Turin

Coming up: Granada

2.8 Raised awareness on the need of career development and

career planning for doctoral candidates

• roundtable with industry/business sector (30 participants)

• 2 surveys – employment expectations and level of

transferable skills

• Recommendations (based on survey & roundtable)

Lead: POLITO

Roundtable planned for October 2018

2.9 2-day Training for career development of doctoral

candidates (20 participants) & Final conference

Lead: POLITO

Planned for October 2019, Nukus

WP3: Quality plan–lead: ELTE

3.1. Internal quality assurance plan and

evaluation reports

Plan approved

3.2. External quality assurance plan and

evaluation reports

Next report to be presented in October in Tashkent

WP4: Dissemination & Exploitation (Lead: UzSIAC)

4.1. , 4.2. Produced dissemination plan &

exploitation plan

Plan submitted with the midterm report

4.3. Produced website content Website to be further developed and fed with

information!

4.4. Promotional materials Leaflet in 3 language versions put online

4.5. Media coverage Ongoing

4.6. Dissemination reporting Ongoing – dissemination template to be sent out

soon

Dissemination reporting

www.uzdoc.eu

WP5: Management (Lead: UNICA)

5.1. Produced Project Management and (internal)

communication plan

Included in the Partnership Agreement

5.2. Organised kick-off meeting, Consortium

meetings, Final event

Two Consortium meetings took place

Third one NOW (Turin)

3 more to go (Tashkent, Budapest, Nukus)

5.3. Local Coordination Board meeting 1st meeting

2nd and 3rd meeting planned

5.4. Project reporting Ongoing, midterm report submitted

Upcoming meetings

Upcoming meetings in 2018 & 2019

Date Activity

Date to be confirmed ASAP 2nd Uzbek Local Coordination Board meeting (QQSU Nukus?) – May

or June 2018

5-9 September 2018 Job shadowing week at the University of Granada

1-2 October 2018 Monday, 1 October: Consortium meeting + short training on the role

of administrative staff in doctoral education

Tuesday, 2 October:

Roundtable with business/industry sector

December 2018 3rd Uzbek Local Coordination Board – Karshi State U.?

March-April 2019 Knowledge-sharing event at ELTE Budapest

UZDOC 2.0. intranet

Go to:

http://new.uzdoc.eu/user

User: intranet

Password: alhambra

Reimbursements for trips

1.Fill in the Individual Mobility Report

(Intranet)

2.Collect all your boarding passes, travel

tickets and receipts

3.Scan everything and send it as one

document in PDF

4. You will be reimbursed for all eligible

expenses

Thank you! Questions?