D 1.1 Project Management Plan

Deep-tech driven inclusive and sociallyaware circular material joining & welding for a safe future Project Number: 101184218 Topic: ERASMUS-EDU-2024-PI-ALL-INNO-EDU-ENTERP Type of Action: ERASMUS-LS D1.1 Project Management Plan Final This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Education And Culture Executive Agency (EACEA). Neither the European Union nor the EACEA can be held responsible for them. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 2 Deliverable: D1.1 Project Management Plan Work Package: WP1: Project Management and Coordination Due Date: 28.02.2025 Submission Date: 26.02.2025 Start Date of Project: 01.12.2024 Duration of Project: 36 Months Organisation Responsible for Deliverable: Centre for Research and Technology Hellas (CERTH) Version: 1.3 Status: Final Authors name(s): Fotios Liatsos (CERTH) Ioann Pappa (CERTH) Reviewer(s): Vassilios Kappatos (CERTH) Nature: ✓ R – Report, P – Prototype, D – Demonstrator, O – Other Dissemination level: ✓ PU – Public, CO - Confidential, only for members of the consortium (including the Commission) RE - Restricted to a group specified by the consortium (including the Commission Services) D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 3 Document history Version Date Modified by (authors/partner) Comments 1.1 07.02.2025 Fotios Liatsos/ CERTH Ioanna Pappa/ CERTH Minor Revision 1.2 17.02.2025 Vassilios Kappatos/ CERTH Minor Revision 1.3 24.02.2025 Fotios Liatsos/ CERTH Ioanna Pappa / CERTH Logo/Statement Revision Contents 1. Abbreviations and Terminology .......................................................................................................... 6 2. Executive Summary ......................................................................................................................................... 7 3. Introduction ............................................................................................................................................................ 8 3.1. Purpose of the document ................................................................................................................................. 8 3.2. Procedure description .......................................................................................................................................... 9 4. Management Plan............................................................................................................................................ 9 4.1. Management Structure and procedures ............................................................................................. 9 4.2. Project Management............................................................................................................................................ 10 4.2.1. Project Coordinator (PC) ......................................................................................................................................................... 10 4.2.2. Strategic Committee (SC) ....................................................................................................................................................... 11 4.2.3. Steering Committee (StC) ....................................................................................................................................................... 11 4.2.4. Work Package leaders and task leaders (WPL and TL).............................................................................. 11 4.2.5. Quality Control Panel ................................................................................................................................................................... 12 4.2.6. Dissemination Group (DG) .................................................................................................................................................... 14 4.2.7. Quality assurance & evaluation ...................................................................................................................................... 14 4.2.8. Evaluation procedure ................................................................................................................................................................. 14 D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 4 4.2.9. Monitoring and evaluation process............................................................................................................................. 18 4.2.10. External quality assurance board (EQAB).............................................................................................................. 19 4.2.11. Consortium as a whole ............................................................................................................................................................. 19 4.2.12. Consortium management and decision-making ....................................................................................... 21 4.2.13. Risks and risk-mitigation measures............................................................................................................................ 24 4.2.14. Project Management Arrangements ........................................................................................................................ 26 4.2.15. Transnational dimension & EU impact/interest & cross-border cooperation potential ......................................................................................................................................................................................................................... 28 4.3. Gantt chart.................................................................................................................................................................. 28 4.4. Deliverable Process .............................................................................................................................................. 32 4.4.1. The Short-Deliverable Policy ...............................................................................................................................................38 4.5. «EC» Participant Portal ....................................................................................................................................... 39 4.6. Project Meetings ..................................................................................................................................................... 40 4.6.1. Organisation of the meetings ........................................................................................................................................... 42 5. Management Plan......................................................................................................................................... 46 5.1. Review Process ........................................................................................................................................................ 46 5.2. Evaluation ..................................................................................................................................................................... 47 6. Documentation Control ........................................................................................................................... 48 6.1. Document coding ................................................................................................................................................. 48 6.2. Document referencing and Templates .............................................................................................. 48 6.2.1. Documents standards and layouts ........................................................................................................................... 49 6.3. Data Communication Protocols ............................................................................................................... 50 6.4. Participation in events and publications ........................................................................................... 50 7. Internal Communication Strategies .............................................................................................. 51 8. Project Reporting and Monitoring ................................................................................................... 52 8.1. Periodic Technical/Financial Reporting .............................................................................................. 52 8.1.1. Periodic Technical Report ........................................................................................................................................................... 52 8.1.2. Financial Report .............................................................................................................................................................................. 54 8.1.3. Final Periodic Technical/Financial Report ............................................................................................................ 54 8.1.4. Final Periodic Technical Report ....................................................................................................................................... 54 D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 5 8.1.5. Final Periodic Financial Report ......................................................................................................................................... 54 9. Risks and Preventive Actions ............................................................................................................... 55 9.1. Risk and conflict management ................................................................................................................. 55 9.2. Corrective and preventive actions ......................................................................................................... 55 10. References ............................................................................................................................................................ 56 11. Annexes ................................................................................................................................................................... 56 D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 6 1. Abbreviations and Terminology Abbreviations AB Advisory Board DG Dissemination Group EC European Commission GA General Assembly SC Strategic Committee PC Project Coordinator PM Project Manager PO Project Officer QCP Quality Control Panel QAM Quality Assurance Manager StC Steering Committee TL Task Leader WP Work Package WPL Work Package Leader Terminology Conformity The fulfilment of a specified requirement by a quality characteristic of an item or service, the assessment of which does not depend essentially on time. Quality system The organizational structure, responsibilities, activities, resources and events that together provide organized procedures and methods of implementation to ensure the capability of the Partner / Consortium to meet quality requirements. Quality The totality of features and characteristics of a prototype or service that bear on its ability to satisfy a given need. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 7 2. Executive Summary This document presents the «Project Management Plan» of the WELDIFY project that complements the information provided in the «Grant Agreement» and «Description of Action», integrating more detailed procedures. The main objective of «Deliverable 1.1» is to establish and maintain a quality control program to be followed by project partners throughout the course of the project. The manual sets directions, practices and strategies for ensuring high quality performance of the project deliverables and undertakings. The Management Plan specifies the activities that need to be implemented, including their sequence, in order to ensure that the project and its deliverables fully conform to the objectives that have been set. The Plan is to be used by: • The consortium partners that will be responsible for monitoring the project activities. • The consortium partners that will be responsible for preparing and amending the project’s deliverables. • The consortium partners that will be responsible for reviewing and approving specific activities to be undertaken for completing the respective project’s deliverables. The main components of the «Project Management Plan» can be summarized to the following: • Project Management structure • Quality plan procedure • Quality Evaluation • Documentation control procedures (templates, layout, coding, etc.) • Strategies for the project internal communication • Risk mitigation measures D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 8 3. Introduction 3.1. Purpose of the document The main objective of this document is to make the cooperation among WELDIFY partners easier and more efficient, giving a complete guideline with all information, rules and procedures so that the scientific outcomes comply with the WELDIFY project’s work plan and contractual obligations and results fulfil the technical requirements set by the WELDIFY Consortium for effective progress toward the achievement of the project goals. The WELDIFY Project Management Plan (PMP) is based on several principles that are important in inter-organizational collaboration: 1. An effective Project Management relies on collaboration and cooperation among partners. The WELDIFY partners are collaborating to achieve a common objective, share experience and know-how, and develop results with complementary skills; 2. Work must be organised and planned in a result-driven way. While the internal organisation of each partner’s work depends on him/her (as long as he meets his/her commitments), the interactions between partners working at distance must be based on the flow of results. Common planning must hence be a reference for everybody and must always be up-to-date; 3. The collaboration between partners is based on consensus and joint decision-making, involving different levels of decision-makers in different domains (strategic, technical, financial, and administrative). The decisions will be achieved by “rough consensus and running code (or experiments)”, using formal procedures such as voting only when essential. The rules for such decision-making need to be clear; 4. The effectiveness of meetings between partners is absolutely critical to the progress of work. An inconclusive meeting can cause serious delays, risks and costs; 5. Effective collaboration requires central coordination and logistics support. The coordination mechanisms, communication flow inside and outside the project are supported by the WELDIFY management structure; 6. Resource control will be achieved by evaluating «Earned Value» through the assessment of intermediate level of completion of deliverables. This document has been prepared to describe the implementation of the above principles. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 9 3.2. Procedure description Quality planning is an integral part of management planning. As a prerequisite to its preparation, the Quality Control Panel (2.2.5) has reviewed all requirements in order to determine the necessary activities that need to be planned. It has been prepared early in the project in order to demonstrate and provide the Consortium with the assurance that: • contract requirements and conditions have been reviewed, • effective quality planning has taken place, and • the quality system is appropriate. To ensure relevance of the quality plan, the Quality Control Panel should conduct quality reviews, throughout the duration of the contract, and when contractual changes occur. The Quality Control Panel shall ensure that the quality plan is available to all partners concerned and that its requirements are met. 4. Management Plan 4.1. Management Structure and procedures WELDIFY project encompasses 13 partners and 7 independent work packages. The overall management structure is illustrated in Figure 1 and it has been designed to achieve the following goals: 1. Reasonable distribution of activities and responsibilities among all 13 partners by also considering their respective competences; 2. Efficient vertical and horizontal information flow, especially between work packages; 3. Robust structures and procedures for responsive and cost-effective project management; 4. Optimal assignment of experienced personnel to the scientific, technical and managerial tasks; 5. Identified potential risks and associated contingency plans. The Project Coordinator undertakes the detailed project planning and delivery responsibility and interfaces with the European Commission for compliance with all requirements. The Strategic Committee makes executive decisions on strategic issues and has a major impact on the success of the partnership. For the purpose of the management and the successful D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 16 Number of universities and VET centres that will uptake the WELDIFY platform (quant) 0 50 Number of companies Record/log keeping Number of modernised university and VET related CMW curricula (quant) 0 25 Number of institutions Record/log keeping Learner satisfaction with regards to the WELDIFY online platform (quant + qual) - 35% increase from day 1 to end of training 0 > 85% satisfaction with 1-5 scale index Perceptions survey with regards to learner satisfaction Make CMW workforce more productive (quant) Index-based 20% increase Productivity metrics Checking company reports Learner digital competence increase (sample of 1000 learners) (quant) after preassessment 35% increase 1-5 point scale for DigComp Self-assessed DigComp survey (pre and post training) Learner green competence increase (sample of 1000 learners) (quant) after preassessment 30% increase 1-5 point scale for GreenComp Self-assessed GreenComp survey (pre and post training) Learner entrepreneurship competence increase (sample of 1000 learners) (quant) after preassessment 35% increase 1-5 point scale for EntreComp Self-assessed EntreComp survey (pre and post training) D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 17 Trainer competence increase with regards to online education delivery (sample of 250 trainers) (quant) after preassessment 25% increase 1-5 point scale for DigCompEdu Self-assessed DigCompEdu survey (pre and post training) Number of dropouts from university/VET (quant) after preassessment 25% decrease Number of learners Comparing dropouts in year 1 and in year 3 learners database Amount of funding obtained to sustain WELDIFY activities (quant) 0 500 000 EUR Combined budget from new projects required to sustain WELDIFY’ efforts # of policy makers interested to use WELDIFY platform for promoting regional safety, sustainability and industrial resilience (quant) 0 20 Number of policy makers Record/log keeping Number of companies outside of the consortium interested to use WELDIFY platform for upskilling their employees (quant) 0 30 Number of companies Record/log keeping Make online education more inclusive (quant + qual) after preassessment 45% increase Subjective/personal reflections Pre and post assessment (before and after the trainings) Degree of learners feeling empowered to be in charge of their own learning path (quant + qual) TBD after preassessment 30% increase Subjective/personal reflections on key indicators Pre and post assessment (before and after the trainings) D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 18 Increase of employability Statistical average 15-30% increase in 6-12 months Percentage Comparing yearly statistics Overall satisfaction level of the involved project team (quant + qual) 0 >85% Subjective reflections Post assessment at the project completion Social media engagements / impressions (quant) 0 100000 # of impressions Social media metrics Website visitors (quant) 0 5000 # of visitors Google analytics Implementation conformance (quant) 0 <10% change Percentage Measuring timeline changes Table 2 Quality/ Evaluation indicators during the project implementation timeline 4.2.9. Monitoring and evaluation process WELDIFYs’ quality processes will be led by IMPACTsci, specifically by Andreia Morgado as a Quality Assurance Manager (QAM), will spearhead the quality assurance processes for WELDIFY, leveraging her extensive experience with Erasmus+ projects. She will chair a quality control committee composed of members from each partner organization. The Quality Assurance Manager (from IMPACTsci), Project Coordinator (from CERTH), the Steering Group (SG), and the EQAB will oversee the project's monitoring and evaluation, aiming for its goals and anticipated outcomes. Quality control and evaluation points: Financial management: Biannual formal financial reports and quarterly informal updates Project Implementation Checks: Monthly reviews during calls to ensure adherence to the project timeline. Deliverables and Results Review: A dual-stage review process, starting with an internal peer review one month before deadlines, followed by an external peer review (to the external advisory board) one month prior, covering all work package outputs. This applies to both formal D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 19 results as well as to progress results (i.e. pilot methodologies, dissemination materials, etc all broken down per task defined in each WP). Staff Engagement Surveys: Quarterly surveys to monitor staff participation levels. Meeting Evaluations: Immediate assessments post-meeting via «EWF» designed online surveys, evaluating preparations, in-meeting activities, and outcomes (online questionnaire). Dissemination Event Feedback: Post-event evaluations by «EITM» to assess the organization, facilitation, and attendee experience through evaluation questionnaires administered immediately after each event. Platform Pilot Assessments: Preand post-execution evaluations of pilots using EITM questionnaires to assess various aspects such as organisation, user experience, and competency levels. Interim Quality Reports: Biannual reports summarising findings from all evaluations. External Evaluation: Independent evaluations by appointed evaluator at mid-term and project conclusion. These activities will be contextualised within a SWOT analysis, offering a detailed quantitative and qualitative examination of the project's strengths, weaknesses, opportunities, and threats. 4.2.10. External quality assurance board (EQAB) An advisory board of four (4) external, independent experts, representatives of top-rated projects and influencers in the field will be created and established, covering the identified WELDIFY themes, so as to closely monitor and directly provide consultation to the training and capacity-building development activities. 4.2.11. Consortium as a whole The WELDIFY project Consortium includes 13 partners from 10 Countries (presented in the table below). No Consortium Short Name Country Profile 1 ETHNIKO KENTRO EREVNAS KAI TECHNOLOGIKIS ANAPTYXIS CERTH EL Research Centre 2 HOGSKOLAN I HALMSTAD HU SE University 3 YET ASTIKI MI KERDOSKOPIKI ETAIREIA YET EL Training Centre D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 20 4 HELIXCONNECT EUROPE SRL HELIXCONNECT RO Research Centre 5 INSTITUTUL NATIONAL DE CERCETARE DEZVOLTARE IN SUDURA SI INCERCARI DE MATERIALE - ISIM TIMISOARA ISIM RO Public certified VET provider 6 EIT MANUFACTURING EAST GMBH EITM AT European level Institute 7 INTERNATIONAL INSTITUTE OF WELDING IIW IIW IT International level Institute 8 EUROPEAN FEDERATION FOR WELDING JOINING AND CUTTING EWF BE International level Industrial Association 9 FUNDACION CORPORACION TECNOLOGICA DE ANDALUCIA CTA ES Private Foundation 10 REGIONALNA AGENCIJA ZA EKONOMSKI RAZVOJ SUMADIJE I POMORAVLJA REDASP RS Regional Economic Development Agency 11 C.S CENTER FOR SUSTAINABILITY LIMITED CSC CY Training Centre 12 IMPACTSCI, UNIPESSOAL LDA IMPACTSCI PT Start – up 13 SUDOTIM AS SRL SUDOTIM RO Manufacturing SME Table 3 – WELDIFY Partners WELDIFY has a very well-defined and professional consortium management and coordination process as shown in the respective section of the application, however, what is more important, WELDIFY puts a strong emphasis on team spirit especially since part of the activities will be done online, with the risk of disengagement. To this end, there are several mitigating factors that will ensure a strong team spirit and an excellent cooperation: Firstly, the partners have past collaboration experience: i.e. HELIX and YET collaborated in more than 10 Erasmus+ projects. CERTH, YET and ISIM collaborated in 1 such projects as well as in regional events that aimed at spurring competence building, HELIX and ISIM staff collaborated in past industrial PM program delivery (university level). ISIM, IIW (VET providers) and EWF are constant partners in intensive R&D and Erasmus + projects in the field of welding, manufacturing and industrial engineering, ISIM has long lasting collaboration with SUDOTIM while HELIX has been collaborating for 2 years with IMPACTSCI, REDASP, CTA, CSC on different proposals, transnational initiatives and capacity D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 21 building actions, HELIX and HU are partners in 1 project; EITM, HELIX and ISIM have been previously involved in regional projects aimed at developing VET education programs, HELIX and EITM have an intensive collaboration as part of the EIT-HEI initiative and efforts to transform universities. Secondly, the project will promote a dual team-spirit: both during task implementation by instituting a collegial work environment and actively promoting a helpful attitude (coordinator is in charge and WP leaders will implement such an approach); as well as socially: WELDIFY will ensure that team building and social activities are included during the in-person events as well as that informal social interaction (i.e. LinkedIn groups, hybrid social cafes before/after formal meetings) will be enabled in order to facilitate a quicker and more stable team bonding. Thirdly, to devise a proper team building strategy, the partners will agree on a standardised set of methods during the kick off meeting that will be constantly updated based on the needs and on the measured engagement level of the team. 4.2.12. Consortium management and decision-making WELDIFY leverages the best practices gained from its project partners across over 300 successfully completed funded projects, employing a structured management framework divided into four key levels for optimal control and action: Micro-level Strategy: Concentrates on specific task-level activities, fostering innovations and conceptual developments through detailed work packages (WPs). Meso-level Strategy: Targets broader project strategies and policies, overseen by the Strategic Committee (SC). Meso-level Operations: Focuses on executing the strategies defined at the meso-level through WPs, coordinated by the General Assembly (GA) to bring the strategies to life. Macro-level Oversight: Entails a transnational steering approach, with external monitoring by the EQAB to ensure project activities align with overarching goals. This multi-tiered coordination will be formalized, monitored, and implemented through a Consortium Agreement (CA) that outlines the main management entities and their decision-making processes. This agreement, to be signed by all parties involved before the project commences, sets the foundation for structured governance. The project will be led by the General Project Coordinator (GPC), Dr Vassilios Kappatos, who will be responsible for the overall coordination of «WELDIFY», supported by a robust scientific team. As the Project Coordinator, Dr Vassilios Kappatos will act as the primary liaison with EACEA Officers and lead both the «SC» and «GA». Alongside the scientific team, he will oversee project monitoring, maintain communication within the Consortium, and manage financial and legal matters, ensuring the smooth running of all project meetings and the distribution of related documents. For administrative, legal, and financial tasks, Dr Vasileios Kappatos will rely on an in-house Management Support Team specialising in EU Project Management. This team, with a track record of successfully managing several EU-funded projects from start to finish, will guarantee high-quality management for WELDIFY. The scientific and technical management of D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 22 the project is structured around 7 Work Packages (WPs), each headed by a WP Leader (WPL) responsible for coordinating and overseeing the activities within their respective WP. This organisational structure ensures a comprehensive approach to managing the various aspects of the project. Strategic Committee (SC) General Assembly (GA) WP Leaders (WPLs) External Quality Advisory Board (EQAB) The (SC) of WELDIFY, comprising the GPC and the (WP) leaders, serves as the central decision-making body of the project. This committee is tasked with overseeing the execution of the project, including key aspects such as risk management, dispute resolution with effective task reallocation, and periodic reporting to ensure the project stays on track with its goals and timelines. Milestones and deliverables are utilised as primary metrics to gauge progress against the planned implementation The GA plays a pivotal role in WELDIFY, tasked with deliberating on the project's technical direction and either confirming or amending the strategic guidelines established by the SC. Governed by the coordinator, the GA comprises representatives from each project partner, ensuring a broad and inclusive approach to decision making. Owing to its composition of highlevel representatives, the GA also holds the authority to manage any consortium wide WPLs oversee coordinating the operations of each WP (including activity management and implementation with the responsible activity leaders) in terms of meeting objectives reaching the milestones, and delivering appropriate outputs, according to the WP schedule. WPLs will manage The EQAB members (scientists, industrial & policy representatives) are internationally renowned, independent experts working in the areas covered by WELDIFY. The EQAB will be managed by the SC and GPC. The EQAB will review technical results of the project and give non-binding advice towards further advancements to be achieved. They will join WELDIFY project meetings once per year. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 23 schedule. Additionally, the SC is responsible for managing the IPR process, with the GPC leading the coordination efforts to ensure that all IPRrelated matters are handled efficiently and effectively, protecting the interests and contributions of all project partners. issues, providing a comprehensive oversight mechanism that integrates technical insight with overarching strategic objectives. each activity and review the deliverables and report to the SC. Table 4 - WELDIFY Management / Organizational Structure The decision-making mechanism of WELDIFY will be based such as: Level 1: Strategic Committee (SC) - Under the auspices of the General Project Coordinator (GPC) and contingent upon the concurrence of directly implicated partners, the SC adjudicates on the redistribution of tasks and/or resources across Work Packages (WPs), along with sanctioning protocols to facilitate efficacious routine operations. Such determinations may encompass significant modifications to the work plan or the reallocation of tasks and financial resources amongst consortium members, ensuring these adjustments do not materially alter the project’s intended outcomes and deliverables. Additionally, the SC is vested with the authority to resolve intra-consortium disputes. Meetings of the SC are convened monthly via digital platforms and are aligned with the schedule of Project Meetings. Level 2: General Assembly (GA) - In instances where the SC is unable to formulate a consensus, the GA assumes the decision-making mantle. Decisions within the GA are derived through a majority vote, with each participating partner endowed with a singular vote, deployed when unanimity is unattainable. The GPC delineates the scope of decisions amenable to SC adjudication without GA intervention, particularly in matters of partner contention. Level 3: Education, Audiovisual and Culture Executive Agency (EACEA) - Engagement of the EACEA is necessitated for decisions precipitating contractual modifications, such as the incorporation of new consortium beneficiaries or the substitution of existing ones. Following GA deliberation, the GPC communicates the requisite information to the EACEA, whose determinations are legally binding on the consortium. The EACEA’s jurisdiction also extends to amendments necessitating GA ratification. Although urgent resolutions may necessitate electronic polling, preference is given to synchronous deliberations, be they virtual or physical, within the SC or GA forums. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 24 4.2.13. Risks and risk-mitigation measures Some preliminary risks and proposed risk-mitigation measures are included in the table below. Risk No Description WP No Proposed risk-mitigation measures 1 QUALITY All WPs The project will implement a rigorous quality control regime for all outputs, with quality assurance initially conducted via internal peer review, led by the quality manager. Following this, an external advisory board (EQAB) and an External Evaluator will conduct quality assessments at three stages for each output, covering the prototype/concept, interim draft, and final draft phases. 2 LACK OF COMMUNICA TION All WPs The lead partner will set up and manage an email list that includes all essential contacts from each project partner, ensuring ongoing internal communication. Partners will provide informal updates during the monthly online meetings and submit formal reports biannually, focusing on project management and quality assessments. 3 IMPLEMENTATI ON DELAY All WPs Key risks include the potential failure to deliver all results before starting the virtual pilots, which could compromise their quality. To mitigate this risk, we will leverage the extensive experience of each project partner with Erasmus+ projects and the high calibre of staff involved in execution. Milestones and objectives will be closely monitored monthly, with corrective measures implemented promptly in the event of any delays. 4 FINANCIAL & ADMINISTRATI VE RISKS WP1 Potential financial risks include underspending, overspending, payment delays, and reporting delays. To mitigate these, a budget spreadsheet will be developed to calculate and estimate expenditures. Costs will be reviewed and discussed during the initial steering group meeting. Regular comparisons between actual expenditures and deliverables will be conducted to ensure financial alignment and project progress. 5 NOT REACHING THE WP5 All partners have secured involvement from crossdepartmental staff profiles for the project. To ensure wide reach and engagement for dissemination and piloting D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 25 PARTICIPANT TARGETS events, we will extensively promote these events to large audiences. Additionally, we will involve local quadruple helix actors (academia, industry, government, and civil society) as supporters or co-organizers to gain multilateral endorsements and thus, enhance audience attraction. For events not meeting their targets, second trials will be conducted. 6 PLATFORM DEPLOYMENT WP4, WP7 The project outputs align with the internal objectives of each partner, ensuring their seamless integration and utilisation across all organisational levels within the partnering institutions. An explicit exploitation plan will be developed in the initial months of the project, with formalisation occurring towards its conclusion. 7 LIMITED IMPACT OF DISSEMINATIO N WP7 The project will focus on translating scientific knowledge into simple and engaging language to captivate the audience. We plan to organize project specific demonstrations and training events, encouraging the active involvement of relevant stakeholders, including participants from related projects, conferences, and other related activities. Additionally, professional marketing services will be utilised to enhance outreach and engagement. 8 PANDEMIC RISKS WP5 WELDIFY is fully equipped to conduct all its activities online, with plans to further bolster internal digital competencies through the development of digital outputs. Given that most of the partners are knowledge-based institutions, their operations are largely unaffected by pandemic-related restrictions, ensuring uninterrupted progress and collaboration. 9 DATA SHARING RELUCTANCE WP5 The participating companies will establish non-disclosure agreements with the participants by formulating formal internship contracts for the trainees. 10 COMPETITIVE COURSES WP2 We will diligently keep track of the latest advancements in the field and adjust our work accordingly by redirecting our research efforts and incorporating findings from external sources. Table 5 – WELDIFY Critical Risks and Risk management strategy D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 32 The PC monitors and coordinates the work plan. After 18 months, the WELDIFY project will provide the reporting on activities and resources, and any deviations from the original work plan will be explained and justified in the periodic reports. The Project Coordinator will revise the Gantt chart accordingly, updating it with actual effort reported, actual month of submission of the deliverables and main project meetings that took place. In particular, the Project Officer will monitor the effort allocation to the tasks/deliverables provided by partners in order to check the status of the use of resources. The WP leader is responsible for the schedule within his/her WP and he/she must communicate with the PC in case of any problems or delays that may arise during the project timeline. 4.4. Deliverable Process The list of WELDIFY deliverables is reported in the following table. Deliver able No Deliverable Name Work Packa ge No Lead Benefici ary Type Dissemin ation Level Due Date (mont h numb er) Description (including format and language) D1.1 Project managemen t plan WP1 CERTH [R — Documen t, report] [PU — Public] M3 A report (50 pages, English) containing all internal management and coordination procedures. D1.2 Data managemen t plan WP1 CERTH [DMP — Data Manage [PU — Public] M3 A document (10 pages, English) explaining the WELDIFYs’ data D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 33 ment Plan] management strategy. D2.1 CMW toolkit for trainers and learners WP2 EWF [R — Documen t, report] [PU — Public] M12 Developed modules for trainers and learners, 5 modules for each (10 in total): 600 slides with voice/video overlay, 10 storyboards, 2 booklet (300 pages), collection of 20 demonstrative videos, 2 interactive learnerpersona based simulator as assessment tool (360 multiple choice questions) and 2 WebQuest per module related to work-based learning practices. All formally approved by the EQAB. Languages & translations: EN, D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 34 RO, GR, IT, SE, SRB, ES, PT, DE. D2.2 ECTS & ECVET Certification Documents WP2 HELIX [R — Documen t, report] [OTHER] [PU — Public] M12 A collection of ECTS & ECVET accreditation processes issued by each relevant partner as mentioned in Task 2.4. D3.1 Micro Credential Framework Document WP3 HELIX [R — Documen t, report] [PU — Public] M13 Outline of the certification criteria and process. Size: 50 Pages report available in EN, RO, GR, IT, SE, SRB, ES, PT, DE. D3.2 Assessment and Certification Tools WP3 YET DEC — Websites, patent filings, videos, etc [PU — Public] M16 Automated Europass digital credential system embedded with the WP4 platform. D4.1 WELDIFY Platform WP4 YET DEC — Websites, patent filings, videos, etc [PU — Public] M22 Platform released publicly (web service) with fully functioning & tested modules. Available in in multiple languages: EN, D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 35 RO, GR, IT, SE, SRB, ES, PT, DE. D5.1 WBL Pilots WP5 CTA DEM — Demonstr ator, pilot, prototype [PU — Public] M28 Pilots implemented in Greece (2), Romania, Serbia, Spain, Sweden with learners engaged and certified. D5.2 Evaluation & Improvemen t Report WP5 HELIX R — Documen t, report [PU — Public] M34 Progress and final evaluation report with recommendati ons for improving WP2, WP4 based on the WBL Pilots and Mass Pilot. A document of 25 pages issued in English. D6.1 Quality assurance plan and report WP6 HELIX R — Documen t, report [PU — Public] M3, M18, M36 An integrated report (90 pages) containing the quality assurance plan & key performance indicators (will be issued in EN) and the results of the two D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 36 periodic quality reviews D6.2 External evaluation strategy and report WP6 CERTH [R — Documen t, report] [PU — Public] M6, M18, M36 Report (at least 100 pages in English) explaining the external evaluation strategy and the results (interim and final) of the strategy’s deployment D7.1 Communicat ion and disseminatio n plan WP7 EITM R — Documen t, report [PU — Public] M3 A report (50 pages, English). D7.2 Communicat ion and disseminatio n material, tools and events WP7 EITM R — Documen t, report [PU — Public] M36 Report (50 pages, English) presenting all communication and dissemination material developed and events organized and participated. These will include: (a) project website (content will be made available in n EN, RO, GR, IT, D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 37 SE, SRB, ES, PT, DE), logos, document templates & social media accounts; (b) partner-level (decentralized) mailing list with selected target groups (GDPR compliant) of at least 25 000 contacts; (c) 6 newsletters (digital) with limited printed version (600) distributed to at least 25 000 contacts in EN, RO, GR, IT, SE, SRB, ES, PT; (d) 6 videos developed and disseminated to 25 000 contacts (videos will be in English with subtitles in EN, RO, GR, IT, SE, SRB, ES, PT); (e) 3 policy briefings (15 pages each) will be developed and D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 38 made available in EN, RO, GR, IT, SE, SRB, ES, PT; (f) 8 open day dissemination events that will be hosted by (each) partner; (g) At least 6 appearances in TV/radio/conve ntional media will be produced. D7.3 Impact measureme nt matrix with a preliminary impact assessment WP7 EWF R — Documen t, report [PU — Public] M3, M36 Impact assessment report (40 pages in EN, RO, GR, IT, SE, SRB, ES, PT D7.4 WEDIFY sustainability , exploitation commerciali zation plan WP7 HELIX [R — Documen t, report] [PU — Public] M36 One report (20 pages) will be developed and made available in EN, RO, GR, IT, SE, SRB, ES, PT Table 7 – List of Deliverables 4.4.1. The Short-Deliverable Policy The right size for a given deliverable depends largely on the topic, the purpose, etc., but very long deliverables create several problems: • It takes longer to write and revise them; • They are not easily readable and prone to lose their focus. Therefore, the deliverables should be clear about the objective, and then be very concise about the content to include in the documents. The focus must be clear and specific. It must also avoid D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 39 repeating content from other documents (always use references for that). It is of utmost importance to have a clear Executive Summary, an Introduction containing the objectives and the structure of the document, as well as a Conclusions section. All official project documents will be produced following the templates and guidelines developed by the consortium, in accordance with the European Commission's (EC) standards. The official editing tool for deliverables will be: Microsoft Word 2016 or newer. Other editing suite tools can be used under the following conditions: • Deliverable editor must agree with contributors in advance. • Deliverable editor must provide the template for the new format that must match with the official template provided by the EC. • If a contributor does not use the selected editing tool/format, the deliverable editor is responsible for integrating these contributions in the official editing format/tool. 4.5. «EC» Participant Portal It is the official EC Portal for the submission of deliverables, technical and financial reporting, ethical requirements and amendments, specifically: • Submission of project deliverables; • Periodic Technical & Financial Reporting; • Final Technical & Financial Reporting; • Risk & Issues Management; • Requests for Amendments; • Implementation of Ethics Requirements; • Submission of Final Project Results Report. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 40 4.6. Project Meetings Interactive management meetings and technical meetings play an important role in the project. WELDIFY meetings include the following. Event No Particip ant Description Atten dees Name Type Area Location Duratio n (days) Total E1.1 All Transnatio nal meeting 1 Project meeting Project coordinatio n Thessaloniki, Greece 1.5 26 E1.2 All Transnatio nal meeting 2 Project meeting Project coordinatio n Nicosia, Cyprus 1.5 26 E1.3 All Transnatio nal meeting 3 Project meeting Project coordinatio n Online 1.5 26 E1.4 All Transnatio nal meeting 4 Project meeting Project coordinatio n Lisbon, Portugal 1.5 26 E1.5 All Transnatio nal meeting 5 Project meeting Project coordinatio n Thessaloniki, Greece 1.5 26 E1.6 All Transnatio nal meeting 6 Project meeting Project coordinatio n Online 1.5 26 E1.7 All Transnatio nal meeting 7 Project Meeting Project coordinatio n Spain 1.5 26 E5.2 Digital train the trainers Trainers pre-pilot Mobility/ Training Train the Trainers Online 5 24 E5.3 CERTH WBL Pilot 1 Internship /event Automotive - Greece 90 20 D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 41 preventive welding strategies E5.4 ISIM WBL Pilot 2 Internship /event Automotive - assembly line welding Romania 90 20 E5.5 YET WBL Pilot 3 Internship /event Constructio n – metallic infrastructu re joining Greece 90 10 E5.6 REDASP WBL Pilot 4 Internship /event Automotive – frame joining Serbia 90 20 E5.7 CTA WBL Pilot 5 Internship /event Constructio n/ infrastructu re joining Spain 90 20 E5.8 HU WBL Pilot 6 Internship / event IT/IOT Sweden 90 20 E7.1 CERTH Open day 1 Dissemina tion event Project output promotion Greece 1 50 E7.2 EITM Open day 2 Dissemina tion event Project output promotion Austria 1 50 E7.3 EWF Open day 3 Dissemina tion event Project output promotion Portugal 1 50 E7.4 HU Open day 4 Dissemina tion event Project output promotion Sweden 1 50 E7.5 CTA Open day 5 Dissemina tion event Project output promotion Spain 1 50 D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 48 6. Documentation Control 6.1. Document coding There will be a unique project document coding system to ensure proper tracking, version control, and organization of project-related documents, as indicated in the table below. Table 9 – Document Code Document Type D Deliverable WP Work Package PR Work Packages Plans and Progress Reports M Minutes, Action Lists, Decision Lists C Correspondence between Partners L Legal documents COM Commercial documents GI Documents of general interest PU Public documents OTH Other subjects Table 9 - Project document coding system All official consortium documents in the above table, except for the Deliverables, are collectively referred to hereafter as Project Internal Reports (IR). 6.2. Document referencing and Templates There is a unique document referencing scheme. This is not applicable however for informal data and views exchange between partners. It is only valid for official consortium documents, falling in one of the aforementioned categories. The project’s internal documents template and D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 49 referencing scheme is being included in Annex B. For official deliverables, a different template and referencing scheme will be used, as presented in Annex A. 6.2.1. Documents standards and layouts The naming convention for deliverables is the following: «Dx.y_shortname_V00.00.00.status» Explanation: «Dx.y» is the deliverable number, as reported in the cover page of the document, where x is the work package number; and y is a number for each deliverable. The resulting identifier must be one of those listed in List of Deliverables of the DoA (Description of Action). «Short name» is a brief name, decided by the document’s author(s), that can be easily related to the document content (it can be the title of the deliverable as in the DoA). «vn.mm.pp» is the document version. • Working drafts = last two digits: 00-99 = 00.00.xx. • (First) draft for submission/review: 00.01.00 • Subsequent working drafts to use last digits couple again, e.g. 00.01.01 • Accepted (first) version (EC): 01.00.00 • The version number has to be also visible on the front page and in the headline of each page. «Status» is the status of the document, that can be a) working b) draft or c) final. Official project deliverables should have a first page template as presented in Annex A. They should also use the structure and page layout (headers / footers) suggested in this Annex. Furthermore, the mainly technical deliverables should abide by the following rules: • Have a list of abbreviations used within the deliverable. • Have a Table of Contents. • Have a List of Figures. • Have a List of Tables. • Start with a one-page Executive Summary. • Include a References (or Bibliography) section after the Conclusions section. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 50 Include all detailed technical and other information in Annexes. In addition, the authors of a document and the internal approval process will be included in each document. The EU emblem has to be displayed in all documents and the following disclaimers have to be included: Funding: «This Deliverable is part of a project that has received funding from the European Commission under grant agreement No 101184218 under Erasmus+ Programme (ERASMUS)». 6.3. Data Communication Protocols All documents and computer data files sent either by Internet or e-mail are to be VIRUS checked before issue and to be screened on receipt. If a VIRUS is found, then action is to be taken to purge both the system infected and to notify the sender to prevent a re-occurrence. If acknowledgement is requested, an explicit request will be included by the sender at the end of the message (email, fax, etc.), stating “Please Acknowledge”. Then, the recipient is required to send a message of acknowledgement within the next two (2) working days. 6.4. Participation in events and publications In addition to official project events, the following are considered dissemination activities: • Publications in relevant magazines • Presentations in Conferences • Participation in relevant projects meetings • Participation in non-project workshops, forums, and events Any project participant planning to engage in such activities must inform and obtain formal approval from both the Steering Committee and the Project Coordinator (CERTH/HIT). For any conference presentation or journal publication, the following procedure will be followed: • Oral agreement of all participants being present at the meeting, or written agreement of the PC. In the latter case, it is the PC’s responsibility to request approval from all interested / involved participants. The written answer should be sent from the requesting participant within 5 working days from receipt from the PC. Otherwise, it is supposed to be positive. • The draft paper is then circulated to all project participants, at least 15 days before submission. All participants may object to the publication of confidential data or to noninclusion of their name, if their work is also included, within 5 days from receipt of the D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 51 draft paper. Comments are to be sent to the publishing partner with copies to the PC. Then the CERTH/HIT should restructure the draft paper accordingly. • After paper acceptance, a copy of the final paper will be sent to the PC who will forward the paper abstract and publication information to the Project Officer. In case of too short deadlines, the actions prior to abstract or paper submission might be realized quicker, after consultation with the Coordinator. The above rules will be strictly applied and checked by the PC in order to: • avoid repetition of publication of the same work; • avoid publication of restrictive and/or commercial in confidence data; • avoid misunderstandings between participants and publication of one’s work without proper referencing; • secure optimum use of dissemination resources of the project; • guarantee proper archiving of all dissemination material. 7. Internal Communication Strategies The main documents that will be circulated between partners are the following: • Quarterly reports • Technical Deliverables • Internal Reports Regarding electronic communication, a series of mailing lists will be compiled to enhance the communication between WELDIFY partners. The mailing lists that will be developed are the following: • One mailing list for all WELDIFY Partners, which will contain two (or more) e-mail addresses per partner. This mailing list should be used, in case an email is addressed to the whole network. • One mailing list for Work Package leaders. This mailing list contains from one to four contacts from each partner. To ensure fine-tuned communication among the partners, the following email visibility rules will be observed: all emails must include the project name in the subject line and a header description. Additionally, the Project Coordinator (PC) will be included in all project-related emails. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 52 The mailing lists will be distributed as text files to all WELDIFY Partners and will also be uploaded in Google Drive (WELDIFY shared folder), an Internal partners' area that constitutes a documents repository and project management tool. Through Google Drive, the participants will be able to exchange documents, download the presentations and minutes of the meetings and in general communicate with one another. 8. Project Reporting and Monitoring The action is divided into the following Reporting Periods 2 • RP1: from month 1 to month 18 • RP2: from month 19 to month 36 The Project Coordinator must submit a periodic report within 60 days following the end of each reporting period. Each WP leader should submit a WP Report to the Project Coordinator, who assemblies the parts and elaborates the Progress Report. In addition, the Coordinator must submit to the EC the technical and financial reports, including when needed the requests for payment and must be drawn up using forms and templates provided by the EC. 8.1. Periodic Technical/Financial Reporting A Periodic Technical and Financial Progress Report shall be submitted via the «EC» Participant Portal every six months within 60 working days following the end of the Reporting Period. The content of the Technical and Financial Progress Reports is detailed in the Portal User Manual. An extract is provided below; however, the latest version of the Portal User Manual remains the reference. 8.1.1. Periodic Technical Report A Technical Progress Report shall provide a qualitative summary of the work performed according to the EC Participant Portal guidelines. It consists of Part A and Part B: Part A contains: 1. the cover page; 2. a publishable summary, including: 2 WELDIFY Grant Agreement D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 53 • An executive statement on the progress made and key issues; • Achievements made in the last reporting period, i.e. milestones, meetings, and tasks key data; • Main targets and events over the next reporting period. 3. Tables covering issues related to the project implementation (e.g., Work Packages, Deliverables, Milestones, etc.) which includes: • Deliverables (indicating the % completion of deliverables); • Milestones; • Ethical Issues (if applicable); • Critical implementation risks and mitigation measures; • Dissemination & exploitation of results; • Impact on SMEs (if applicable); • Open Research Data (if applicable); • Gender. 4. The answers to the questionnaire covering issues related to the project implementation and the economic and social impact, notably in the context of the «Erasmus+» programme key performance indicators and the «Erasmus+» programme monitoring requirements. Part A is generated via the Participant Portal based on the information entered by the participants through the periodic report and continuous reporting modules. The participants can update the information in the continuous reporting module at any time during the project lifetime. Part B of the periodic technical report provides the narrative part that includes explanations of the work carried out by the beneficiaries during the reporting period. It will include: 1. Explanations of the work carried out by all beneficiaries and linked third parties during the reporting period; 2. An overview of the progress towards the project objectives, justifying the differences between work expected under Annex I and work actually performed, if any; 3. An update on Risks and Issues. Part B needs to be uploaded as a PDF document. It must be consistent with the template of Part B Periodic Technical report. D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 54 8.1.2. Financial Report 1. The Periodic report for Additional pre-financing on M18 consists of a statement on the use of the previous pre-financing and a payment request. To release the next prefinancing in full, 70% of previous pre-financing has to be consumed. 2. The periodic report for the final payment on M36 is based on the delivery and completion of the work packages and deliverables at the final report stage. The evaluation of WPs takes place upon the submission of the final report. 8.1.3. Final Periodic Technical/Financial Report The Final Report covers the whole project and is composed of a Final Technical and a Final Financial part. It is delivered within 60 days from the completion of the Action. In case not all deliverables have been submitted in time before the completion of the Action, the Project may ask for an extension, as an exception, using the Amendment procedure. 8.1.4. Final Periodic Technical Report The Final Periodic Technical Report is a publishable summary of the entire project. It provides: 1. An overview of the project scope and objectives; 2. The achieved results and main conclusions achieved at the end of the project based on the criteria defined by EC supporting the claimed project readiness to transfer its results to the next R&I phase; 3. The performed communication and dissemination actions; 4. The Exploitation and follow-up activities proposed for the next stage of the R&I lifecycle; 5. The socio-economic impact of the project; 6. An up-to-date link to the project website; 7. Project logos, diagrams, photographs and videos illustrating its work (if available). The final summary must be written in a style understandable for a non-specialist audience. The Coordinator must ensure that none of the material submitted for publication includes confidential or 'EU classified' information. 8.1.5. Final Periodic Financial Report The Final Periodic Financial Report includes: D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 55 1. The final summary financial statement that is automatically created by the system (consolidating the data from all individual financial statements for all beneficiaries and linked third parties, for all reporting periods) and that constitutes the request for payment of the balance; 2. In some cases (and for some beneficiaries/linked third parties) it must be accompanied by a certificate on the financial statements – CFS (one certificate per beneficiary/linked third party). 9. Risks and Preventive Actions 9.1. Risk and conflict management Every effort will be made to identify potential risks and conflicts as early as possible. The impact of such risks and conflicts on project objectives will be assessed by the project manager and the work package leaders. The impacts will be actively addressed through an early assessment and elimination of risk through the detection of proper actions and management of any dysfunctional conflicts. In cases of dysfunctional conflict, the Consortium will follow a mediation approach to identify possible alternatives and mutually select the one that is in the interest of the project objectives. 9.2. Corrective and preventive actions Apart from the particular procedures adopted to assess the quality of the Project Deliverables, this section deals with issues related to the general performance of the Partners and the quality of their work-related outcome. • The Coordinator is responsible for implementing and recording changes in procedures, resulting from corrective actions. Established procedures established are to ensure: • Effective handling of all complaints, • Reports of non-conformities, • Investigation of the cause of non-conformities in relation to the quality system, • Recording the results of the investigation, • Determining the corrective / preventive action needed to eliminate the cause of the non-conformity, • Application of controls to ensure that corrective action is taken and is effective, • Initiation of preventative action and application of controls to ensure that it is effective, D1.1 WELDIFY Management Plan This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 56 • Ensuring that relevant information on actions taken is submitted for review. The Coordinator is responsible for resolving matters of complaint under this procedure, in agreement with the Steering Committee. All complaints have to be investigated and corrective action agreed. The QAM informs all involved for the complaints and the actions being taken. The complaints are recorded in a Complaint Register and are being controlled. Corrective actions are recorded and all involved are informed of the action taken. 10. References 1. Guidelines | European Data Protection Supervisor 2. WELDIFY Grant Agreement 11. Annexes Table 1 Description of WPs ....................................................................................................................................................................................... 12 Table 2 Quality/ Evaluation indicators during the project implementation timeline ................................ 18 Table 3 – WELDIFY Partners .................................................................................................................................................................................... 20 Table 4 - WELDIFY Management / Organizational Structure .............................................................................................. 23 Table 5 – WELDIFY Critical Risks and Risk management strategy ................................................................................. 25 Table 6 - Gantt Chart .................................................................................................................................................................................................. 29 Table 7 – List of Deliverables ................................................................................................................................................................................38 Table 8 - Project Meetings ..................................................................................................................................................................................... 42 Table 9 - Project document coding system ...................................................................................................................................... 48 D1.1 WELDIFY Management Plan Deep-tech driven inclusive and sociallyaware circular material joining & welding for a safe future This project has received funding from the European Union's Erasmus+ Programme under Grant Agreement No. 101184218 Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Education And Culture Executive Agency (EACEA). Neither the European Union nor the EACEA can be held responsible for them.