Third Online Consortium Meeting

Third Online Consortium Meeting

5^th September, 2024

The third online consortium meeting of the ERASMUS+ Open Asia Project (Reference No. 101128493) was held to review the progress of ongoing project activities, discuss key administrative and financial matters, and prepare for the upcoming consortium meeting and forum at the University of Malaya. The meeting brought together representatives of the project partner institutions. The important discussion points are as follows:

Change of Project Coordinator

• The consortium discussed the proposed transition of project coordination from NMIMS to the University of Malaya.
• The University of Malaya confirmed its commitment to taking over the coordination responsibilities and supporting the continued implementation of the project.
• The proposed change requires the preparation and submission of the necessary documentation and amendments to the European Education and Culture Executive Agency (EACEA)
• All partners were requested to confirm their agreement to the proposed change and provide the required documentation.
• Action Point: The change-of-coordinator documentation and partner confirmations are to be finalised and submitted to the EACEA.

Financial Management and Project Funds

• The meeting discussed the financial implications of the transition of coordination from NMIMS to the University of Malaya.
• The requirement for the necessary RBI approval in relation to the transfer of project funds was highlighted.
• The consortium discussed the process for transferring project funds to the new coordinating institution and the expected timelines.
• Action Point: The required financial and administrative procedures for the transfer of project funds are to be initiated and coordinated with the concerned authorities and NMIMS management.

Grant Agreement and Consortium Agreement

• The process for amending the existing Grant Agreement following the change of coordinator was discussed.
• The consortium will prepare the required amendment package and submit it to the project officer at the European Commission for approval.
• Following approval of the amendment, the required acceptance forms will be signed by the relevant partners through the project platform.
• Action Point: The amendment to the Grant Agreement to be prepared and circulated to the partners for review and approval.

Second Consortium Meeting and Forum – University of Malaya

• The upcoming Second Consortium Meeting and Forum will be hosted by the University of Malaya from 21st to 24th October 2024.
• The Consortium Meeting is scheduled for 21st and 22nd October, followed by the Forum on 23rd and 24th October 2024.
• Partners were requested to confirm the names of their participating institutional coordinators and assistants and complete the required registration details.
• Information regarding travel, accommodation, transportation and dietary requirements will be collected to facilitate the arrangements.
• A detailed two-day Consortium Meeting programme will be prepared and circulated to all partners for feedback.
• Action Point: Partners are requested to provide their confirmations and feedback on the proposed programme by 5th September.

Financial Reporting and Budget Management

• The consortium discussed the financial reporting process and the preparation of the first-year financial reports.
• A financial guide and partner reporting template will be prepared and circulated to partners for discussion during the Malaysia Consortium Meeting.
• Partners will subsequently be requested to prepare and submit their financial reports with the required supporting documents.
• The meeting also discussed the allocation and procurement of equipment for Open Science infrastructure.
• Partners were advised to prepare detailed equipment lists and ensure that procurement is undertaken in accordance with applicable institutional and national regulations.

• Action Point: Partners are required to finalise their equipment lists and ensure that proposed purchases are aligned with the approved project budget.

Quality Assurance

• The importance of quality assurance in monitoring project deliverables, milestones and overall implementation was emphasized.
• Each partner institution was requested to nominate a Quality Assurance Officer to support the review and monitoring of project activities.
• The Quality Assurance Officers will be responsible for reviewing deliverables and providing feedback to ensure that project outputs meet the required standards.
• Action Point: Each partner institution is required to nominate a Quality Assurance Officer.

Open Science Infrastructure and Institutional Working Groups

• The consortium discussed the establishment of university-level working groups for Open Science infrastructure.
• The working groups are expected to include relevant representatives from departments such as Research, Library, IT and Student Services, along with other appropriate institutional stakeholders.
• The involvement of students in relevant project activities was encouraged.
• European partners will also establish appropriate management and expert teams in accordance with the project requirements.
• Action Point: Each partner institution is required to complete the act of establishment of its Open Science working group using the provided template.

Work Package 5 – Open Science Strategy

• The responsibilities under Work Package 5 relating to university reform and the development of an Open Science strategy were discussed.
• The importance of involving senior institutional representatives and relevant departments in the development of the Open Science strategy was highlighted.
• A university working group of up to 10 members may be established, including representatives such as the Head of Research, Library Director, IT Head and senior university management.
• Discussions on curriculum development and related self-evaluation tools will continue as part of the project implementation.

Dissemination and Communication

• The consortium emphasized the importance of continuous dissemination of project activities and results through institutional webpages, social media and other appropriate communication channels.
• Each partner institution is required to maintain an institutional Open Asia project webpage and regularly update it with project-related information.
• Partners were requested to prepare an institutional dissemination calendar covering planned activities up to December.
• The importance of publishing informative project-related articles and promoting project activities through national and institutional media was highlighted.
• Partners were also requested to maintain attendance records for dissemination events and collect relevant social media and event participation statistics to demonstrate the project’s impact against the defined KPIs.
• Action Point: Each partner is required to complete the institutional webpage and dissemination-related activities within the agreed timelines.

Trello and Google Drive Management

• The consortium discussed the use of Trello and Google Drive for project management, communication and document sharing.
• Partners acknowledged the usefulness of Trello for systematic task monitoring and maintaining an overview of project activities.
• It was agreed to continue using both Trello and Google Drive for the time being.
• Trello will continue to be used for task tracking and monitoring, while Google Drive will serve as the central repository for project documents and materials.
• Action Point: Partners are requested to ensure that relevant project documents and webpage links are uploaded/updated in the respective platforms as required.

Next Steps

• The meeting concluded with an emphasis on timely completion of the agreed action points and effective coordination among all partner institutions.
• Particular focus will be given to the change of project coordinator, financial arrangements, preparation for the Malaysia Consortium Meeting, quality assurance, Open Science working groups, equipment procurement and dissemination activities.
• The consortium reaffirmed its commitment to continued collaboration and successful implementation of the ERASMUS+ Open Asia Project.