boosting engagement of serbian universities in open...

Boost ing Engagement of Serbian Universit ies in Open Science Quality Control and Monitoring Manual

Boost ing Engagement of Serbian Universit ies in Open Science Kick-of f Meet ing, Novi Sad, 12-13 December 2016

Quality control of project act ivit ies

Project quality monitoring and cont rolling includes following set of act ivit ies:

Q1 - Qua lity re p orts on p ro je ct act ions Evaluat ion of all the Project achievements and outcomes in the form of evaluat ion Q2 - Evaluat ion reports on project achievements by EU partner Developed set of recommendat ions, inst itut ional st rategies and guidelines evaluated in accordance with the recommendat ions of EU partner inst itut ions with valuable experience and expert ise in the applicat ion of Open Science principles Q3 - Fine tuning of university procedures and regulat ions The progress of f ine-tuning act ivit ies related to university procedures and regulat ions conducted in line with feedback f rom all the stakeholders and evaluated Q4 - External audit The subcontracted external audit ing agency will perform external evaluat ion of the project expenditure periodically


Quality Control and Monitoring Manual

This manual def ines procedures for: Quality e xp e cta t ions of p ro je cts d e live rab le s

In te rna l m onitoring , q ua lity and risk m anag e m e nt

Exte rna l m onitoring and

Partne rs’ te chnica l and financia l re p ort ing

Anne xe s


Quality Exp e cta t ions of p ro je cts d e live rab le s and m e thod olog y of e va lua t ion p lan :

Work package

Quality Indicators Type of indicator Annexes to be used

Mapping of the current Open Science potentials at Serbian Universities

• Report on the existing open science legislatives and incentives

• Report on the current open science practice and related information infrastructures

• Written set of preliminary directions and standards regarding the open science principles

• IT Equipment purchased and used

• Report

• Report

• Report and Training material

• Service

• Annex_7 Check List for review of deliverable

• Annex_8 Check list of deliverables per WP

• Annex_9 Deliverable document template

• Annex_4 Minutes Developing and adjusting guidelines, policies, and incentives

• Study visit reports on EU open science practices and transfer of knowledge and skills

• Written guidelines for implementation of open science policy

• Written institutional policies of open science

• Written set of recommendations for the national open science policy

• Event/Report

• Product

• Report/ Product

• Report/ Product

• Annex_7 Check List for review of deliverable

• Annex_8 Check list of deliverables per WP

• Annex_9 Deliverable document template

• Annex_4 Minutes

• Annex_3 Event report template

• Annex_5 Participant feedback form




Quality of document based deliverables: Anne x_ 1 Ag e nd a Anne x_ 2 Atte nd ance te m p la te Anne x_ 3 Eve nt re p ort te m p la te Anne x_ 4 Minute s Anne x_ 5 Part icip ant fe e d b ack form Anne x_ 6 Ste e ring Com m it te e risk m onitoring she e t Anne x_ 7 Che ck List for re vie w of d e live rab le Anne x_ 8 Che ck list o f d e live rab le s p e r WP Anne x_ 9 De live rab le d ocum e nt te m p la te Anne x_ 1 0 Se lf-asse ssm e nt ana lysis Anne x_ 1 1 Me m o Anne x_ 1 2 Ne ws te m p la te Anne x_ 1 3 Pre se nta t ion te m p la te



Def ines the min. quality expectat ion's for: Quality of BE-OPEN e ve nts Quality of p rom otiona l m a te ria ls Quality of we b site s and o the r e le ct ronic too ls Quality of Pro je ct Manag e m e nt involve s: • Task le ad e r and WP le ad e rs • Contact p e rsons • Coord ina tor • Ste e ring Com m it te e (SC) • Quality Assurance Pro je ct Te am (QAPT)



Project Quality Assurance Strategy has four levels of quality control: De live rab le au thors, Task le ad e r and WP-le ad e rs Are the 1 st le ve l of contro l and the y p re se nt a “fina l d ra ft o f the d e live rab le ” to the QAPT Quality Assurance Pro je ct Te am (QAPT) or the d e live rab le re vie we rs Are the 2 nd le ve l of control and the y re sp ond b y se nd ing the com m ents using Annex_7 Che ck List for re vie w of d e live rab le Coord ina tor le ve l Is the 3 rd le ve l of contro l, Coord ina tor che cks the d e live rab le revie w for fina l com m e nts, and if no t p leased , re turns it b ack to the 2 nd le ve l of contro l Ste e ring Com m it te e le ve l, and fina l ap p rova l Is the 4 th le ve l of control and take s the fina l d e cisions for ap p roval b y using the Annex_6 Ste e ring Com m it te e risk m onitoring she e t The q ua lity assurance b ot tom -up ap p roach is ap p lie d



Def ines the quality responsibilit ies of : Task le ad e r

Othe r p a rtne rs involve d in the act ivity

Work Packag e le ad e r Quality Assurance Pro je ct Te am

Proje ct Coord ina tor

Ste e ring Com m it te e



Pract ical approach to risk ident if icat ion: Work p ackag e le ad e rs id e nt ify p ossib le risks and fill in the te m p la te Anne x_ 7 Check List for re vie w of d e live rab le

m onitoring she e t

The n the risks m onitoring she e t is com m unica te d to Qua lity Assurance Pro je ct Te am ; Work p ackag e Le ad e r and Pro je ct coord ina tor

Quality Assurance Pro je ct Te am ; WP Le ad e r and Pro je ct Coord ina tor re g iste r, ana lyse s and p riorit ie s the risks

QAPT Te am ; Work p ackag e Le ad e r and Pro je ct Coord ina tor p lans and im p le m e nts risk re sp onse s Ste e ring Com m it te e m e e t ing s will b e use d to org anize a risk b ra instorm ing se ssions using Anne x_ 6 Ste e ring

Com m it te e risk m onitoring she e t te m p la te



External Monitoring has three types of monitoring: Pre ve nt ive (in the first p ro je ct ye a r)

Ad visory (a fte r the first p ro je ct ye a r)

Contro l (a fte r the e nd of p ro je ct – susta inab ility che ck)



Partners’ technical and f inancial report ing: 6 financia l re p orts of p a rtne rs 2 te chnica l re p orts Sup p ort ing d ocum e nts for financia l re p ort ing a re se n t to the Pro je ct Coord ina tor a s ha rd cop ie s twice a ye a r. The Coord ina tor che cks sup p ort ing d ocum e nts for financia l re p ort ing and fina l ap p rova l of the b iannua l re p ort .

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