Deliverable D3.3.4b Month 21 Version 0bestsdi.eu/wp-content/uploads/2020/03/D3.3.5... · Deliverable D3.3.4b – Month 21 Version 0.1 Author(s)/Organisation(s)/Partner number: Joep

BESTSDI – Western Balkans Academic Education Evolution and Professional’s Sustainable Training for

Spatial Data Infrastructures

With the support of the Erasmus+ program: Higher Education – International Capacity Building N° 574150-EPP-1-2016-1-HR-EPPKA2-CBHE-JP

T3.3 Monitoring project success indicators

Deliverable D3.3.4b – Month 21

Version 0.1

Author(s)/Organisation(s)/Partner number:

Joep Crompvoets / KU Leuven / Partner number P1.2

Work Package / Task:

WP3 – Quality Plan / T3.3 – Monitoring of project success indicators

References:

Project Management Plan

Short Description:

This document monitors the progress of the organization of activities within the project for month 21 ensuring that the activities comply with planned results, milestones and budget consumption.

Keywords:

Monitoring, indicators, project success

The European Commission support for the production of this publication does not constitute endorsement of the

contents which reflects the views only of the authors, and the Commission cannot be held responsible for any use which

may be made of the information contained therein




Revision History:

Revision Date Author(s) Status Description

V0.1 15.07.2018 Joep Crompvoets Draft Initial draft




Page 3 of 16

Table of Contents

1. Introduction ............................................................................................................................... 4

2. Monitoring task performance ................................................................................................... 5

3. Monitoring status .................................................................................................................... 11

4. Risks ........................................................................................................................................ 12

5. Risk status .............................................................................................................................. 16

BESTSDI – Western Balkans Academic Education Evolution and Professional’s Sustainable Training for Spatial Data Infrastructures

With the support of the Erasmus+ program: Higher Education – International Capacity Building

N° 574150-EPP-1-2016-1-HR-EPPKA2-CBHE-JP

Page 4 of 16

1. Introduction

This deliverable D3.3.4b is the Monitoring report after 21 months of BESTSDI project execution

making use of the result indicators as presented in Deliverable D3.1.1 Quality Assurance Plan.

The overall objective of work package 3 is to define and implement quality assurance measures,

which ensure that the project meets its goals in the given timeframe and that the results will have

the expected impact. The work package is organised into three tasks, as follows:

- Task 3.1 Development of Quality Plan

- Task 3.2 Evaluation of project progress and results

- Task 3.3 Monitoring of project success indicators

This report refers to the execution of Task 3.3 of 21 months of BESTSDI. The main objective of

task 3.3 Monitoring of project success indicators is to continuously monitor through internal 3-

monthly reporting schemes and the procedures specified in D3.1 the progress of the project. Each

six month the current status of impact monitoring will be published.

The monitoring results are used by the project management to see how the aims of the project are

being fulfilled. It is the responsibility of the project management to promptly respond to any

indication of risk or deviation from the project plan and to initiate corrective actions.

Figures published in the final reports are used to assess the overall impact of the project and will

indicate whether the overall project aims were met. The overall score at the end of the project

should be 100% for each indicator.

The Quality Assurance Plan document was prepared by Task group 3.1 introducing the followed

procedures as well as listing the relevant result indicators. The monitoring reports are prepared by

the Task group members based on 3-monthly reports provided by the work group leaders/deputy

leader and task group leaders/deputy leaders. Draft monitoring reports are internally reviewed by

the task group and submitted by the task group leader to the Project coordinator. Adopted

monitoring reports will after approval by the PMB become public documents.

This report is structured as follows: Section 2 briefly presents the performance of monitoring with

the scores; Section 3 briefly reflects the status of the scoring results; Section 4 briefly presents the

performance of the risk assessment, and Section 5 briefly presents the status of the risks.




Page 5 of 16

2. Monitoring task performance

The followed procedures of the monitoring of the project success indicators are well introduced in

Deliverable 3.1-1 Quality Assurance Plan.

The monitoring is based om the scoring of Results Indicators. The aim of scoring the Results

Indicators is to support the objective of the Quality Assurance Plan to ensure that the project

results and outcomes are achieved. As such, they provide an indication of the project progress.

They are expressed as percentages of completion of each project result, to be measured on a

quarterly (3 months) basis. So, 100% means that the task has been fully accomplished.

Tables at the next pages present the scores of each accomplishment of each deliverable as part

of specific task. The tables clearly present the expected result type, Result due date, as well as

the percentages per 3 months. The tables group those tasks that are relevant for the execution of

each Work Package.

The result name** refers to those deliverables that are not accomplished on time and so need

attention for successful accomplishment.




Page 6 of 16

Results indicators

WP WP Leader

TG TG Leader

Result ID

Result name Result type Result due date

Percentage of completion PQ1* PQ2 PQ3 PQ4 PQ5 PQ6 PQ7 PQ8 PQ9 PQ10 PQ11 PQ12

WP1 UNSA FCE

Task 1.1

UNIZG FOG

D1.1.1 Survey analysis

Report M4 30 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.1

UNIZG FOG

D1.1.2 Repository Repository M6 30 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.1

UNIZG FOG

D1.1.3 Task Report Report M6 30 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.2

HBO D1.2.1 Survey Report M4 30 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.2

HBO D1.2.2 Repository Repository M6 30 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.2

HBO D1.2.3 Task Report Report M6 0 90 100 100 100 100 100

WP1 UNSA FCE

Task 1.3

KU LEUVEN

D1.3.1 Survey analysis Report M4 30 100 100 100 100 100 100

WP1 UNSA FCE

Task 1.3

KU LEUVEN


WP1 UNSA FCE

Task 1.4

KU LEUVEN

D1.4.1 Core curriculum in GI-N2K CDTool

Report M8 0 20 40 90 90 100 100

WP1 UNSA FCE

Task 1.4

KU LEUVEN


WP1 UNSA FCE

Task 1.5

UKIM D1.5.1 Adaptation specification report

Report M10 0 0 10 50 50 100 100

* PQx = Project quarter number WP WP

Leader TG TG

Leader Result ID



WP2A UKIM Task

2.1

UNIZG

FOG

D2.1.1 Project curricula**

Report M18 0 0 0 10 25 50 70

WP2A UKIM Task

2.2

UNIZG

FGE

D2.2.1 Project LLL

courses**

Repository

M20 0 0 0 10 10 30 50

WP2A UKIM Task 2.3

UNIZG FOG

D2.3.1 Status analysis

Report M6 0 100 100 100 100 100 100

WP2A UKIM Task 2.3

UNIZG FOG

D2.3.2 Equipment specification

Guidelines M11 0 50 100 100 100 100 100




Page 7 of 16

WP WP Leader

TG TG Leader

Result ID



WP2A UKIM Task

2.3

UNIZG

FOG

D2.3.3 Equipment

procurement (13

procurements)**

Documents

/Delivered

goods

M17 0 10 20 40 50 80 85

WP2A UKIM Task 2.4

UNIST D2.4.1 Summer school Split

'17

Report M7 0 10 100 100 100 100 100

WP2A UKIM Task 2.4

UNIST D2.4.2 Summer school Split

'18

Report M22 0 0 0 10 15 25 100

WP2A UKIM Task 2.5

UPZ

D2.5.1 Tailored curricula for each partner (15 tailored curricula)

Repository

M22 0 0 0 0 0 10 25

WP WP Leader

TG TG Leader Result ID



WP2B KU LEUVEN

Task 2.6

UNSA FAFS

D2.6.1 Adoption of new curricula, courses & parts of courses

Formal documents/ Reports

M36 0 0 0 0 0 15 20

WP2B KU LEUVEN

Task 2.7

PUT FGM

D2.7.1 Execution of study courses

Reports on execution

M30 (M36)

0 0 0 0 0 0 0

WP2B KU LEUVEN

Task 2.7

PUT FGM

D2.7.2 Execution of LLL courses

Reports on execution

M30 (M36)

0 0 0 0 0 0 0

WP2B KU LEUVEN

Task 2.8

KU LEUVEN

D2.8.1 Analysis reports on satisfaction

Report M31 0 0 0 0 0 0 0

WP2B KU LEUVEN

Task 2.9

HBO D2.9.1 Finalized of new

curricula, courses & parts of courses

Report M34 0 0 0 0 0 0 0

WP WP Leader

TG TG Leader

Result ID

Result name Result type

Result due date


WP3 HBO Task 3.1

UNIZG FOG

D3.1.1 Quality Assurance Plan

Document M11 0 0 10 70 100 100 100

WP3 HBO Task 3.1

UNIZG FOG

D3.1.2 Evaluation Plan

Document M11 0 0 10 100 100 100 100

WP3 HBO Task 3.2

HBO D3.2.1 Moodle platform for

reporting Website M12 0 0 0 20 100 100 100




Page 8 of 16

WP WP Leader

TG TG Leader

Result ID

Result name Result type

Result due date


WP3 HBO Task 3.2

HBO D3.2.2.1 Evaluation

Year 1 Repository

M12 0 0 0 0 50 100 100

WP3 HBO Task 3.2

HBO D3.2.2.2

Evaluation Year 2 Repository

M24 0 0 0 0 0 0 0

WP3 HBO Task 3.2

HBO D3.2.2.3

Evaluation Year 3 Repository

M34 0 0 0 0 0 0 0

WP3 HBO Task 3.3

KU LEUVEN

D3.3.3.1 Quality Assurance Monitoring Report

Report M6 0 0 0 30 100 100 100

WP3 HBO Task 3.3

KU LEUVEN


Report M12 0 0 0 30 100

100 100

WP3 HBO Task 3.3

KU LEUVEN


Report M18 0 0 0 0 50 100 100

WP3 HBO Task 3.3

KU LEUVEN


Report M24 0 0 0 0 0 0 50

WP3 HBO Task 3.3

KU LEUVEN


Report M30 0 0 0 0 0 0 0

WP3 HBO Task 3.3

KU LEUVEN

D3.3.3.6 Final Quality Assurance Monitoring Report

Report M36 0 0 0 0 0 0 0

WP WP Leader

TG TG Leader

Result ID

Result name Result type Result due date Percentage of completition PQ1* PQ2 PQ3 PQ4 PQ5 PQ6 PQ7 PQ8 PQ9 PQ10 PQ11 PQ12

WP4 UNS FTS

Task 4.1

UNIZG FOG

D4.1.1 Communication plan developed

Document M12 0 10 30 100 100 100 100

WP4 UNS

FTS

Task

4.1

UNIZG

FOG

D4.1.2.1

Report &

statistics**

Reports M16 0 0 0 0 20

50 50

WP4 UNS FTS

Task 4.1

UNIZG FOG

D4.1.2.2

Report & statistics Reports M24 0 0 0 0 0 0 0

WP4 UNS FTS

Task 4.1

UNIZG FOG

D4.1.2.3

Report & statistics Reports M36 0 0 0 0 0 0 0

WP4 UNS FTS

Task 4.2

UNIZG FGE

D4.2.1 Execution LLL courses

Reports M36 0 0 0 0 0 0 0




Page 9 of 16

WP WP Leader

TG TG Leader

Result ID


WP4

UNS FTS

Task 4.3

UNIST

D4.3.1

Tools for dissemination

Website Facebook Researchgate Linkendin Twiter

M1

100 100 100 100 100 100 100

WP4 UNS FTS

Task 4.3

UNIST D4.3.2

Material for dissemination

Documents /Leaflets /Adverts

Entire project lifetime

0 0 10 25 30 50 50

WP4

UNS FTS

Task 4.4

UNIST

D4.4 Plan for Dissemination and Exploitation of Results developed

Document Guidelines

M12 0 0 0 50 100 100 100

WP4

UNS FTS

Task 4.5

UKIM

D4.5.1 Presentation of reports, articles, presentations on external events, etc.

Documents /Reports /Repository

M36 0 5 10 15 20 30 35

WP4

UNS FTS

Task 4.5

UKIM

D4.5.2 Presentation of reports, articles, presentations on self organized events

Documents /Reports /Repository

M36 0 5 10 15 20 25 30

WP4 UNS FTS

Task 4.5

UKIM D4.5.3 Usage of other

tools of result presentation

Documents /Reports /Statistics

M36 0 0 5 10 15 20 25

WP4 UNS FTS

Task 4.5

UKIM

D4.5.4 BESTSDI Info – internal e-newsletter (monthly)

Digital newsletter

M36 10 20 30 40 40 50 60

WP4

UNS FTS

Task 4.5

UKIM

D4.5.5 BESTSDI e-Newsletter – external e-newsletter (quarterly)

Digital newsletter

M36 0 0 10 20 20 20

20




Page 10 of 16

WP WP Leader

TG TG Leader

Result ID


WP4 UNS

FTS

Task

4.5

UNS

FTS

D4.5.6 Country

regulation rules

Report M20 0 0 0 0 0 50 50

WP4 UNS FTS

Task 4.5

UKIM D4.5.7 Regulation of

project results usage

Agreement M36 0 0 0 0 0 0 10

WP WP Leader

TG TG Leader

Result ID


Percentage of completition PQ1* PQ2 PQ3 PQ4 PQ5 PQ6 PQ7 PQ8 PQ9 PQ10 PQ11 PQ12

WP5 UNIZG FOG

Task 5.1

UNIZG FOG

D5.1.1 Project bodies appointed

Document M1 100 100 100 100 100 100 100

WP5 UNIZG FOG

Task 5.1

UNIZG FOG

D5.1.2 Project Management Plan

Document M1/M11 10 10 10 100 100 100 100

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.1 TG5.2 Meeting minutes

Document +M1 after meeting

10 20 30 40 45 50 55

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.2 Internal Project Progress Reports to PMB (semi-annually)

Report Prior event

0 0 15 15 20 50 50

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.3 Project bodies minutes (PMB, PSC, AC)

Documents +M1 after meeting

0 0 0 15 35 50 50

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.4 Interim Progress Report

Document M18 0 0 0 0 10 95 100

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.5 Final Report Document M36 0 0 0 0 0 0 0

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

D5.2.6 Final Conference in Sarajevo

Report M36 0 0 0 0 0 0 0

WP5 UNIZG FOG

Task 5.3.

UNIZG FOG

D5.3.1 Periodic National Progress Report

Report Prior PMB meeting

0 0 0 10 35 35 35




Page 11 of 16

3. Monitoring status

The following results/deliverables need attention as they are not accomplished on time:

- D2.1.1 Project curricula – 70% accomplished; Report should have been accomplished in

Month 18. This was partially ready and discussed at the 2nd Summer School in Split (end

June 2018)

- D2.2.1 Project LLL course – 50% accomplished; Repository should be accomplished in

Month 20. This deliverable depends on the accomplishment of D2.1.1 Project curricula

- D 2.3.3 Equipment procurement – 85% accomplished; All the documents and good

delivered should have accomplished in Month 17. It appears that equipment has been

delivered to 7 partners, for 2 partners goods are waiting on the delivery, 1 procurement

procedure is not yet finished, and 1 procurement did not start!

- D4.1.2.1 Report & Statistics – 50% accomplished. The report should have been

accomplished in M16

- D4.5.6 Country regulations rules – 50% accomplished. This deliverable should have been

accomplished in M20




Page 12 of 16

4. Risks

A risk register was set-up aiming at identifying the project risks and at supporting the implementation of a risk mitigation strategy. This risk register is well introduced in D3.1-1 Quality Assurance Plan As part of the regular quarterly evaluation of project monitoring, all Work package leaders and Task leaders are requested to participate in detecting and classifying risks, in particular for the package/task they are responsible for. All identified risks have to be assessed on a monthly basis. If new risks are identified by Work package leaders or Task group leaders, the risk register has to be updated. The risk register will be reviewed on Project Management Board meetings. This work is, and will be, done by classifying each risk according to a series of variables, assigning values to be selected from predefined lists, presented at the next pages. The tables presented briefly describe the potential risk(s) for each task, the risk manager, risk type (as defined in D3.1.1 Quality Assurance Plan), and risk status.




Page 13 of 16

WP WP

Leader TG

TG

Leader

Risk

ID Risk description

Risk

opening

date

Risk manager

Risk type

Risk

status

Probability

of occurence

Expected

impact

CAPA(

s) ID(s) closed

CAPA(

s) ID(s) open

WP1 UNSA FCE

Task 1.1

UNIZG FOG

R1.1 Insufficient number of partners providing reports on current status or with low quality

16/10/17 UNIZG FOG Technical Low

WP1 UNSA

FCE

Task

1.2 HBO R1.2

Insufficient number of existing learning

resources 16/10/17 HBO Technical Low

WP1 UNSA FCE

Task 1.3

KU LEUVEN

R1.3 Insufficient number of public and business entities participated in survey

16/10/17 KU LEUVEN Technical Low

WP1 UNSA FCE

Task 1.4

KU LEUVEN

R1.4 Insufficient number of learning units in project curricula


WP1 UNSA FCE

Task 1.5

UKIM R1.5 Insufficient Number of partner universities prepared adapted curricula

16/03/18 UKIM Technical Low

WP2A UKIM Task

2.1

UNIZG

FOG R2.1

Insufficient number and low quality

of courses in project curricula 16/03/17 UNIZG FOG Technical Medium

WP2A UKIM Task

2.2

UNIZG

FGE R2.2

Insufficient number and low quality

of LLL courses 16/09/17 UNIZG FGE Technical Medium

WP2A UKIM Task

2.3

UNIZG

FOG R2.3

Equipment purchase & installation

delayed or not happened 16/12/16 UNIZG FOG Technical Medium

WP2A UKIM Task

2.4 UNIST R2.4 Insufficient number of teachers trained 16/06/17 UNIST Technical Low

WP2A UKIM Task 2.5

UPZ R2.5 Too low number of adapted curricula 16/03/18 UPZ Technical Low

WP2B KU LEUVEN

Task 2.6

UNSA FAFS

R2.6 Too low percentage of courses implemented at partner Universities as compared to expectation

16/03/18 UNSA FAFS Technical Low

WP2B KU LEUVEN

Task 2.7

PUT FGM

R2.7 Too low number of students being educated

16/03/18 PUT FGM Technical Low

WP2B KU LEUVEN

Task 2.8

KU LEUVEN R2.8-1

Too low percentage of course evaluation being submitted


WP2B KU LEUVE

N

Task 2.8

KU LEUVEN R2.8-2

Too low degree of satisfaction in course evaluation


WP2B KU LEUVEN

Task 2.9

HBO R2.9-1 Too many courses with updating needs 16/10/18 HBO Technical Low

WP2B KU LEUVEN

Task 2.9

HBO R2.9-2 Too low percentage of updates according to needs

16/02/18 HBO Technical Low




Page 14 of 16

WP WP

Leader TG

TG

Leader

Risk

ID Risk description

Risk

opening

date

Risk

creator Risk type

Risk

status

Probability

of occurence

Expected

impact

CAPA(s) ID(s) closed

CAPA(s) ID(s) open

WP3 HBO Task 3.1

UNIZG FOG

R3.1 Quality Assessment Plan not approved or repeatedly improved

16/09/17 UNIZG FOG

Management Low

WP3 HBO Task 3.2

HBO R3.2 Not all Quality evaluations are submitted & approved

16/10/16 HBO Management Low

WP3 HBO Task

3.3

KU

LEUVEN R3.3

Not all Project monitoring reports are

approved 16/09/17

KU

LEUVEN Management Low

WP WP

Leader TG

TG

Leader

Risk

ID Risk description

Risk

opening

date

Risk

creator Risk type

Risk

status

Probability

of occurence

Expected

impact


CAPA(s) ID(s) open

WP4 UNS FTS

Task 4.1

UNIZG FOG

R4.1 Communication Plan not approved or repeatedly improved

16/09/17 UNIZG FOG

Management Low

WP4 UNS FTS

Task 4.2

UNIZG FGE

R4.2-1 Insufficient number of LLL courses being held with satisfactory evaluation

16/07/18 UNIZG FGE

Technical Low

WP4 UNS FTS

Task 4.2

UNIZG FGE

R4.2-2 Insufficient number of attendees on LLL courses who completed the satisfactory evaluation

16/10/18 UNIZG FGE

Technical Low

WP4 UNS

FTS

Task

4.3 UNIST R4.3

Not all planned promotion materials

are produced 16/10/16 UNIST Technical medium

WP4 UNS FTS

Task 4.4

UNS FTS

R4.4-1 Not all planned dissemination events are organized

16/09/17 UNS FTS Technical Low

WP4 UNS FTS

Task 4.5

UNS FTS

R4.4-2 Too low number of participants at own dissemination events


WP4 UNS FTS

Task 4.4

UNS FTS

R4.4-3 Too low number of presentations at external events


WP4 UNS FTS

Task 4.5

UKIM R4.5 Not all partners signed the consortium agreement

16/10/18 UKIM Contractual Low

WP WP

Leader TG

TG

Leader

Risk

ID

Risk description

Risk

opening

date

Risk

creator Risk type

Risk

status

Probability

of occurence

Expected

impact


CAPA(s) ID(s) open

WP5 UNIZG

FOG

Task

5.1

UNIZG

FOG R5.1 No Project Management plan

16/10/16

16/11/17

UNIZG

FOG Management Low

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

R5.2 Too low number of event Minutes submitted

16/10/16 UNIZG FOG

Technical Low

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

R5.21 No frequent submissions of Project Progress reports

16/10/16 UNIZG FOG

Technical Low

WP5 UNIZG FOG

Task 5.2.

UNIZG FOG

R5.22 No frequent submissions of project bodies minutes

16/10/16 UNIZG FOG

Technical Low




Page 15 of 16

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

R5.23 No Interim Progress Report submissions 16/01/18 UNIZG FOG

Technical Low

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

R5.1-4 No Final Report submission 16/05/19 UNIZG FOG

Technical Low

WP5 UNIZG FOG

Task 5.2

UNIZG FOG

R5.2-5 No Final Conference in Sarajevo held 16/06/19 UNIZG FOG

Technical Low

WP5 UNIZG FOG

Task 5.3.

UNIZG FOG

R5.3 No Periodic National Progress Report submissions

16/08/17 UNIZG FOG

Technical Low



Page 16 of 16

5. Risk status

From the tables presented in Section 4, it appears that none of the predefined risks are under risk. However, Finalising T2.1 Project Curricula is behind schedule but it did not jeopardise 2nd Summer School in Split. This delay directly impacted on the execution of T2.2 Project LLL courses which should have been ready for M20 The procurement activities as part of T2.3 Equipment procurement are delayed for 2 partners (UNIBG & UNSA) what may cause problems in execution of courses in Year 3. T 4.3 BESTSDI e-Newsletter / external e-newsletter (quarterly). The situation did not change in comparison with M18 report (No e-newsletter has not been published). Therefore, the editor has been changed to S. Vasiljevic (UNIBL). An e-Newsletter should be published as soon as possible