Program Management,Quality Assurance

andSustainability

Pascal ChardonnetUniversité de Savoie -EMJD Coordinator

1 18-21 January 2012 Tallinn/Estonia

1

Erasmus Mundus Joint Doctorates

Despite the financial recession in Europe, investing in knowledge remains a high priority

The relative success or failure of a project often depends on program management and on the quality assurance done pr io r to implementation

The sustainability is a key question for all EMJDs

22

3

Program Management

3

4

The award of a new EMJD is always associated with the creation of a new consortium centred on a new project.

The program management is the translation of this new idea called «strategic plan» into a well defined set of activities and managing the delivery in a successful completion

Key question: can we identify a «good project management» ?

EMJDs

4

As we will see, I have identified some (known) of the core elements of successful program management and this topic should be implemented before : Governance and Organization, Strategy and Framework Processes, Assessment and Continuous Improvement

Program management requires objectives oriented budgeting

Like any endeavour, success starts with a good foundation

55

EMJDs : high complexity. Many actors : HEIs, Students, Agency EACEA, Local authorities. We need a strategy

What are the good processes and practices required for success ?

What are the key ways we are going to achieve the defined strategic program

6

I- Strategy and Framework Processes

6

But Strategy doesn’t pre-exist, rather it takes form by the resources available and with the external actors and factors

7

Students ResourcesStrategy

Example : European Phd School in Astrophysics

Objectives

7

We initiated a PhD Program in 2002 with an International Agreement (our objective)Only (!) 6 partners: University of Nice, Observatoire de la Côte d’Azur, University of Savoie, University of Roma, Freie University of Berlin and ICRANet

Fellowships given by each institution

But a Joint PhD diploma

8

Our Example :

8

Three meetings per year

Often contacts via email, tel

Creation of an international faculty

The scientific cooperation is essential as well as an efficient staff

9

Our primordial IRAP PhD gave us experience in management

9

14

Black Sand

Volcano

Hapuna

Kealakekua

North Shore

RIO

SHANGHAI

KOLKATA

TARTU

POSTDAM

Our next step: EMJD Consortium

14

Who decides?

How and What?

How the organization evolve through program phases ?

Could we define a «culture of the program»?

15

II- Governance and Organisation

15

16

Leadership by senior management: in our case the Director of IRAP PhD, Prof. R. Ruffini

Early and direct involvement of all partner members: host organization as well as external (Préfecture, CAF, CROUS...)

Appropriate resourcing of program management with sufficient flexibility

Programmatic and timely reports

16

17

Governance

Strategy

EMJDs

17

The scientific goal is at the core of our project management. We have built a team in Nice to organize and to solve all the technical details related to our project (Governance)

Our consortium is composed of 13 partners and it is not weaken by this high number (Organization)

1818

19

Governance

Strategy

EMJDs Organization

19

20

Emmanuel Losero Administrator

Alain Reboul Accounting officer

Prof. A. Marouani President Nice University

Legal Representative

Prof F. Vidal Dean of the Science Faculty

Marie-Noelle Champetier Director of the personnal

Prof. Pascal Chardonnet Coordinator

EMJD Students First Cycle

The Faculty

Prof Remo Ruffini Director of IRAP PhD

Partner 12

Partner « i »

Partner 1

Pina Barbaro Assistant

Julie Coquin Manager of the

agreement

Annie Vidal Head of

Financial Service

Cathy Siveri Financial manager

Julien Chabert Financial manager

Véronique Gallo Manager payments

EMJD Students Second Cycle

EMJD IRAP : Our Organization chart

20

21

Being assigned to the Office of International Projects Erasmus Mundus, Mr Emmanuel Losero deals with the "EMJD International Relativistic Astrophysics" in taking care of orders, mission’s orders and refunds or bills payment as well as verifying that the students are paid every month and by maintaining the budget. This project is under the supervision of the Faculty of Science directed by the Professor Vidal.

At the accounting office, Mrs. Julie Coquin is responsible for collecting EACEA revenue in order to place the dates of opening and closing of the agreement. She manages the "project builder", that is to say that she organizes the credits in 2 parts: one part “operating costs” and one “payroll” in accordance with the convention established by the EACEA.She also establishes thresholds limiting expenditures and the financial center where the credits are.

On the other hand, Emmanuel Losero closely works with the Finance department of the Faculty of Sciences, led by Mrs. Annie Vidal, through Mrs. Cathy Siveri who checks the expenses, then Mrs. Veronica Gallo from accounting agency makes payments.Finally, Julien Chabert saves providers records on the software “SIFAC” so that banking informations could be stored in the database.The Accounting office also performs the grants’ payment.

Pina Barbaro is in close contact with the students for Bank account, Social security problem, booking rooms in Nice

Organization : many parts of the project need to be structured simultaneously

21

22

Visa problem : «Convention d’accueil» centralized in Nice -> residence permit

Insurance: Social + Mobility

Employment contracts signed by the President of Nice University

Student card: our students are registered in all universities

Collective determination of key performance indicators and their application

22

What is the cursor that allow us to measure the ability to achieve the strategic program

How we are capturing and sharing lessons learned

Are we improving how we manage?

23

III- Assessment and continuous improvement

23

24

Constant dialog with the coordinator (thermometer)

Each year the students wrote freely : «suggestions for improvement».

A student delegate per cycle

Annual report for each student

questionnaires from web-survey

Feedback from students

24

25

Our Faculty

PhD School in Astrophysics: high profile professors invited

Consortium meeting : 2 meetings per year

Frequent contact by phone or emails

Feedback from Experts

25

26

Governance

Strategy

EMJDsProject Management Organization

ContinuousImprovement

26

27

Quality Assurance

27

Investing in Knowledge: competitiveness

Attracting experts from around the world

Attractive environment: different European countries

Competence: the reason for success

Success through quality

Wide and specialized knowledge28

2008: Harvard University Opens Office In Shanghai

28

The relative success or failure of a project often depends on the project management and the quality assurance done prior to implementation

ICRANet is a leading international center for research within the Relativistic Astrophysics

We have created a Faculty in charge of Quality Assurance of our program

3030

Observatoire de la Côte d’Azur J. Pacheco

F. Mignard

F. Vakili

 

University of Nice Sophia-Antipolis

P. Coullet

G.L. Lippi

V.Belinski

 

University of Roma La Sapienza

R.Ruffini

G.Amelino Camelia

S.Frasca

 

International Center for Relativistic Astrophysics Network

G.Vereshaghin

S.S. Xue

C.Bianco 

University of Savoie

P.Chardonnet

31

University of Stockholm J.Rosquist

Freie University of Berlin H. Kleinert

Albert Einstein Institute

H. Nicolai

 

University of Ferrara F.Frontera

 

Tartu Observatory

J.Einasto

 

Brazilian Centre for Theoretical Physics M. Novello

 

Indian Center for Space Physics S. Chakrabarthi

 

Shanghai Astronomical Observatory J. Yipeng

Our Faculty

31

«The Faculty monitors the scientific progress of each Doctoral Candidate. In agreement with the Thesis Adviser and, if necessary, of additional experts sought for this purpose, the Faculty may suggest ways of improving the Candidate's overall progress.» from the doctoral Candidate Agreement.

32

Quality Board

32

Very successful initiative (feedback from our students and from Professors)

The transfert of knowledge through training courses and conferences is a major element of our Program

We reinforce the international dimension of the career of PhD students

Important for employability (future employers)

33

European PhD Schoolin Relativistic Astrophysics

33

European PhD Schools

34

Nice: september 2010

Les Houches october 201134

35

Visit of CERN LHC : October 2010

Nice Observatory : september 2010

Les Houches : April 2011

35

36

1. Nice, France (Lectures): from 6th – 30th September 2010 -

2. Pescara, Italy (Conference, Lectures): from 1st – 13th October 2010

3. Pescara, Italy (Conference, Lectures): from 21st – 26th March 2011

4. Les Houches France (Workshop): from 3st – 8th April 2011

5. Nice, France (Conference, Lectures): from 25st May – 10th June 2011

PhD Schools (I)

36

37

1. Nice, France (Lectures): from 1th – 30th September 2011

2. Les Houches France (Workshop): from 2st – 7th October 2011 -

3. 3rd Galileo-Xu Guangqi Meeting : October 11-15, 2011 Beijing, China

4. Les Houches April 15 - May 5, 2012

5. 13 th Marcel Grossmann Meeting in Stockholm University, July 1-8, 2012 Sweden

6. Nice France (Lectures) September 1-21, 2012

PhD Schools (II)

37

38

Sustainability

38

The sustainability is the long-term maintenance

Important to create network synergies: opportunity for improve collaboration between Institutions (PhD Students ->Post-Doc)

Key question: is it a natural consequence of a good program management and a high quality assurance ?

3939

The program management and quality assurance guarantee a part of sustainability (good foundation)

Joint Diploma: long-term visibility and stability

European PhD School: unique research experience include ECTS

We need promotion. Communication is essential

We need other funds. Each university partner will assign a dedicate grant to this program

4040

42

Website: www.irap-phd.eu

Posters: 1500

Mailing lists

Adverts: CERN, Nature, Science

International meetings

But we need students: Promotion is essential

42

The field of relativisticastrophysics is rapidly becomingone of the strongest area ofscientific development due to thefortunate interaction of a vastnumber of observational facilitiesin space, on the ground andunderground, and a verypowerful theoretical frameworkbased on General Relativity andrelativistic quantum fieldstheories. While the observationaland experimental activities in thisarea have been the result of a pullof successful internationalcollaborations, paradoxically nocomparable effort has been donein promoting coordinated actionsin the theoretical field. In 1995the International Center forRelativistic Astrophysics (ICRA)has promoted the creation of aninternational Network of centersoperating in the field ofastrophysics (ICRANet) with themain task of collaborating in thevery fast developing domain ofresearch of theoretical relativisticastrophysics. Some of the leadinginstitutions in North America, inEurope and in Austral-Asia arecollaborating in the ICRANetwhich has his coordinating centerin the town of Pescara Italy. As abyproduct of this activity, adedicated PhD program has beencreated by the ICRANet aimed atforming a restricted and highlyqualified number of PhD studentsable to approach research in thisnovel field of research. TheUniversities and Research Centersparticipating in this program, theInternational RelativisticAstrophysics Program of Ph.D. orfor short the IRAP pH, are: theETH Zurich, the Free University ofBerlin, the Observatoire de laCote d’Azur, the University ofNice- Sophie Antipolis, theUniversity of Rome “LaSapienza”, the University ofSavoy,.

The Ph.D. degree will be grantedby the five rectors of theparticipating Institutions. EachIRAP PhD cycle last three yearsand its based in a Host Institutionselected among the onesparticipating in the program. TheIRAP PhD courses and scientificactivities will take into dueaccount that research in the fieldof relativistic astrophysicsencompass the knowledge of avery broad number of scientificareas ranging from themathematical and geometricalstructures of space-time, therelativistic field theories offundamental interactions both ata classical and a quantum leveland their verifications, as well asthe knowledge of astronomicaland astrophysical observationaltechniques and their associatedphenomenological theoreticalmodels. This new style ofresearch is by its own natureinterdisciplinary andinternational. In order to optimizethe teaching, the students willfollow their courses organized bythe faculty in all five participatingInstitutions. The Statute of theIRAP PhD. can be found onwww.icra.it/IRAPPhD

The Courses• Lectures on theoretical physics delivered

at University of Roma “La Sapienza“ by Prof. Remo RUFFINI:special emphasis on LATE PHASES OF THERMONUCLEAR EVOLUTIONOF STARS, GENERAL RELATIVITY ANDCOSMOLOGY.

• THE PHYSICS OF GRAVITATIONALINTERACTION; an advanced course onthe mathematical and physicalfoundation of general relativity withspecial attention to its generalization inunified field theories. Lectures held at the University of Roma “La Sapienza” by Donato BINI,Giovanni MONTANI and Remo RUFFINI.

• PHENOMENOLOGICAL ASPECTS OF HIGH ENERGY COSMIC RAYS.Lecture delivered at University ofSavoy by Pascal CHARDONNET

• SELECTED THEORETICAL MODELS INASTRONOMY AND ASTROPHYSICS.Lecture delivered at Observatoire de laCôte d’Azur by Prof. Jose PACHECO.

• THE THEORETICAL UNDERSTANDINGOF SHOCK WAVES IN PHYSICS ANDASTROPHYSICS. Course delivered atETH Zurich by Prof. DemetriosChristodoulou

• SELECTED TOPICS IN QUANTUMRELATIVISTIC FIELD THEORIES. Lecturedelivered at the Free University of Berlinby Prof. Hagen Kleinert.

• SELECTED TOPICS ON OBSERVATIONIN ASTRONOMICAL SYSTEMS. Lecturedelivered at University of Nice by Prof.Julien Borgnino.

In addition the students will be able tofollow courses in the Physics andAstronomy Ph.D. programs in theparticipating institutions.

The FacultyJulien BorgninoUniversité de Nice-Sophie Antipolis

Pascal ChardonnetUniversité de Savoie

Demetrios ChristodoulouETH Zurich

Jacques ColinObservatoire de la Côte d’Azur

Hagen KleinertFreie Universitat Berlin

Jose PachecoObservatoire de la Côte d’Azur

Ugo Moschella Università della Insubria Como

Remo Ruffini (Director)Università di Roma “La Sapienza”

The Host Institution for the call in 2002-2003 and the 2003-2004 cyclesis the: University of Nice Sophia AntipolisGrand Château 28 Avenue Valrose B.P. 2135 06103 NICE CEDEX 2

Application and Fellowships: In 2002-2003 four positions will beopened, two of which with fellowships.The deadline for application is the 30 ofApril 2002. For the session 2003-2004,six positions will be opened three ofwhich with fellowships, the deadline forapplication is the 30 of September 2003.Please contact Prof. Julien Borgnino at:borgnino@unice.fr

Invited Lectures

The courses will also include invitedlectures by: Prof. Riccardo Giacconi, Nobel laureatein Physics 2003, as well as V. Belinski, C. L. Bianco, G. Bisnovati Kogan, E. Costa, D. Blair, T. Damour, P. De Bernardis, N. Deruelle, F. Everitt,H. Gursky, V. Gurzadyan, R. Janzten, P Lipari, S. Masi, E. Pian, L. Piro, B. Punsly, K. Sato, V. Tchetchekine, S.S. Xue

the International Program (IRAP PhD)

Relativistic Astrophysics Ph.D.

Abel Cluster 1689 and background galaxies. Credit: NASA, N. Benitez (JHU), T. Broadhurst (The Hebrew University), H. Ford (JHU), M. Clampin(STScI), G. Hartig (STScI), G. Illingworth (UCO/Lick Observatory), the ACS Science Team and ESA.

ICRANet

43

2002

43

Invitation for Applicants 2006

The field of relativistic astrophysicshas become one of the fastest pro-gressing fields of scientific devel-opment. This is due to the fortu-nate interaction of a vast numberof international observational andexperimental facilities in space,on the ground, underground, inthe polar ice caps, and in the deepocean, supported by a powerfultheoretical framework based onEinstein’s theory of general rela-tivity and relativistic quantum fieldtheory. In 1995, the InternationalCenter for Relativistic Astrophysicsin Rome (ICRA) initiated an Inter-national Network of Centers in thefield of Relativistic Astrophysics(ICRANet) which acquired the sta-tus of an International Organiza-tion in 2005. The ICRANet com-bines the research powers of lead-ing institutions in the Americas,Australia, Asia and Europe. Thecoordinating center is located inthe town of Pescara, Italy. In par-allel with these activities, the In-ternational Relativistic AstrophysicsPh.D. Program (IRAP PhD) hasbeen created with the goal of train-ing a highly qualified number ofPh.D. students in this exciting fieldof research. So far, the participat-ing institutions are: ETH Zurich,Freie Universität Berlin, Institut desHautes Études Scientifiques, Ob-servatoire de la Côte d’Azur, Uni-versité de Nice-Sophia Antipolis,Università di Roma “La Sapienza”,and Université de Savoie. The

the International IRAP PhD

Relativistic Astrophysics Ph.D.

44

the International IRAP PhD

Relativistic Astrophysics Ph.D.

Dar

k M

atte

r R

ing

in G

alax

y C

lust

er C

I 00

24+

17 ©

NA

SAan

d Th

e H

ubbl

e H

erit

age

Team

(A

UR

A/S

TScI

)

Invitation for Applicants 2007

The field of relativistic astrophysicshas become one of the fastest pro-gressing fields in science.This is due to the coordinated in-teraction of a vast number of in-ternational projects of observationsand experimental facilities inspace, on the ground, under-ground, in the polar ice caps, andin the deep oceans. The fortunatecircumstance occurs in these yearsof a considerable support to thisendeavor by a powerful theoreti-cal framework based on Einstein’stheory of general relativity and rel-ativistic quantum field theories.Many international collaborationshave been dedicated to the de-velopment of new experimentaland observational facilities. Since1995, the International Center forRelativistic Astrophysics in Rome(ICRA) initiated an InternationalNetwork of Centers in the field ofRelativistic Astrophysics (ICRANet)dedicated to foster internationalcollaboration in the theoreticalfield of Relativistic Astrophysics.Since 2005 ICRANet has acquiredthe status of International Organi-zation with a coordinating Centerin Pescara (Italy). ICRANet com-bines the research powers of lead-ing institutions in the Americas,Asia and Europe. Prof. Remo Ruffi-ni is the ICRANet Director, Prof.Fang Li Zhi President of the Boardand Prof. Riccardo Giacconi Chair-men of the Scientific Committee.The International Relativistic As-trophysics Ph.D. Program (IRAPPhD) is the academic branch ofICRANet, has been created withthe goal of training a highly qual-

The field of relativistic astro-physics has become one of thefastest progressing field of scien-tific development. This is due tothe fortunate interaction of a vastnumber of observational and ex-perimental international facilitiesin space, on the ground, under-ground, in the polar ice caps andthe deep ocean, with a powerfultheoretical framework based onEinstein’s theory of general rela-tivity and relativistic quantum fieldtheories. In 1995, the InternationalCenter for Relativistic Astrophysicsin Rome (ICRA) initiated an Inter-national Network of Centers in thefield of Relativistic Astrophysics(ICRANet) which has this year ac-quired the status of InternationalOrganization. The ICRANet com-bines the reseach powers of lead-ing institutions in the Americas,Australia, Asia and Europe. Thecoordinating center is located inthe town of Pescara, Italy. In parallel to these activities, theInternational Relativistic Astro-physics Ph.D. Program (IRAP-PhD)has been created with the goal oftraining a highly qualified numberof Ph.D. students in this excitingfield of research. So far, the par-ticipating institutions are: ETHZurich, Freie Universität Berlin,Observatoire de la Côte d’Azur,Université de Nice-Sophia An-tipolis, Università di Roma “LaSapienza”, Université de Savoie.The IRAP-PhD is granted by allthese institutions .Each program cycle lasts threeyears.The courses and related scientif-ic activities cover a broad scien-

the International Program (IRAP PhD)

Relativistic Astrophysics Ph.D.

44

45

Example of posters

2010

2011

2012

45

9 PhD positions available with funding in Relativistic Astrophysics -

International Relativistic Astrophysics PhD Program

Job Description:

PhD Admissions and Funding at the International Relativistic Astrophysics PhD ProgramConsortium (IRAP PhD). The coordinating Institution is the University of Nice Sophia-Antipolis located in the FrenchRiviera.

The Partners of the Consortium are:UNIVERSITE DE NICE - SOPHIA ANTIPOLIS, France (Co-ordinating institution) SHANGHAI ASTRONOMICAL OBSERVATORY, China FREE UNIVERSITY OF BERLIN, Germany AEI - POTSDAM, GermanyTARTU OBSERVATORY, Estonia STOCKHOLM UNIVERSTIY, Sweden UNIVERSITY OF FERRARA, Italy UNIVERSITY OF ROME - LA SAPIENZA, Italy BRAZILIAN CENTRE FOR PHYSICS RESEARCH, Brazil OBSERVATORY OF THE CÔTE D'AZUR, France INDIAN CENTRE FOR SPACE PHYSICS, India INTERNATIONAL CENTER FOR RELATIVISTIC ASTROPHYSICS NETWORK, Italy UNIVERSITY OF SAVOIE, France

Director of the course: Prof. Remo Ruffini

PhD students will receive a very competitive salary (gross salary 2800 Euros per month anda 7500 Euro installation grant for non-European students), computing facilities and supportfor travel, and comprehensive benefits including paid vacation, health care insurance andretirement benefits. To be eligible, applicants should have obtained a Masters degree inastronomy, astrophysics, theoretical physics or a related field. We encourage applicationsfrom the best candidates irrespective of nationality, gender or background. Student researchwill be carried out in the framework of the IRAP PhD Consortium.

Consult the web page : http://www.irap-phd.org for details and application instructions.All inquiries should be directed to Prof. Pascal Chardonnet: chardonnet@lapp.in2p3.fr.

Applicants are requested send a curriculum vitae, an application form, a list of all universitycourses taken and transcripts of grades obtained, brief statements of research interests andexperience, and the contact information for at least two referees. Applications received bythe deadline of February 28, 2011 will receive full consideration.

46

Advertisement in Nature

46

Reinforce our research team between professors

Looking for an European Erasmus Mundus Visa

We have created our European Student Card

We have created our facebook page IRAP PhD Program

Patience and flexibility are also very important in such high complex projects (to work against viscosity)

But the key is to delegate and to control 48

Always imagine new ideas

48

49

conclusion

49

Europe is facing up to extraordinary challenges in terms of securing sustainable economic growth

Yet in spite of the financial situation in Europe, there are definite reasons to be optimistic

«Knowldge is limited, imagination encircles the world» A. Einstein

5050