Objectives of the tool

Addressed to IROs beginners Staff, this toolkit is assumed to be a step-by-step guide to set all the preparatory work needed to launch the Erasmus KA2 Partnership for Cooperation project. It is a merged collection of information based on the European Commission published documents and handy hints and tips based on good practice.

This toolkit:

• gives basic and useful information about the compulsory steps to be done once a project is funded
• suggests a management method
• provides instruments to monitor a funded project

Thanks to this toolkit, IROs new comers will never feel lost.

Being a mixture of European Commission published documents and best practice, this toolkit is meant to be an integrated guide for IROs beginners to start working on an Erasmus KA2 project.

The toolkit aims at making smoother the frequent IROs turnover and at saving time.

Description of the toolbox

The toolkit is made up of:

• A 15 pages handbook explaining how and when to use the tools.
• 7 ready-to-use tools:

Annex 1_partners’ register

The partnership’s register allows to keep track of key information regarding the involved stakeholders such as, for instance: name, university, service or department, roles and responsibilities internally and in the project, contact information. The excel template proposed includes can also be used as a contact list.

Annex 2_project charter

This document aims to support the consortium in initiating the project by documenting the essence of the project. It can be used by partners, for instance to: i) communicate within their institution about the project to share a common understanding, ii) inform in order to apply for organizational resources, and iii) to agree on preliminary high-level roles and responsibilities for project activities.

Annex 3_deliverable card

Deliverable cards can be used in addition to the project charter (see above) to update the deliverables description as submitted in the application, in line with possible changes occurred among the stakeholders and/or the tasks distribution. This “card” describes the content of the deliverable and the work division between partners. It also allows to describe the subsequent tasks, associated workload and foreseen deadlines for creating the deliverable and delivering it on time.

 Annex 4 and 5_ issues and change logs

The issue log supports the project team in logging and tracking issues and their resolutions. The change log supports the project team in logging and tracking changes to the project

Annex 6_risks log

The risk log supports the project team in logging and tracking risks and their mitigation plans implementation

Annex 7_checklist_launching

The checklist helps in having the updated status of the planned activities (to do, ongoing and done) and to monitor the delays.