Prof. Richard Haigh

Principal Investigator, University of Huddersfield, United Kingdom

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Prof. Dilanthi Amaratunga

Co-Investigator, University of Huddersfield, United Kingdom

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Ms Kinkini Hemachandra

Researcher, University of Huddersfield, United Kingdom

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Project management

Work package: Management

Reference number: 2

The objective of WP2 is to manage partners to deliver outputs and achieve intended outcomes.

Sustaining commitment, enthusiasm and delivery by all partners is a key variable in the viability of CABARET. All members of CABARET will engage in a consultative process to identify strategies and working practices that will help ensure we achieve this.  These will: ensure transparency and a shared understanding of both formal rules and less formal norms of behaviour in CABARET; ensure appropriate risk management planning (e.g. terms and conditions governing the project, ensuring that all partners are represented in governance and management structures, entry and exist criteria, organising work within inter-organisational teams to minimise overreliance on specific partners, ensuring continual professional development opportunities to sustain individual commitment, defining conflict resolution; build in flexibility and diversity in the operationalisation of the project; create space for repeated interaction through both formal and informal, and ‘real-world’ and virtual interactions – a balanced mix of face-to-face and remote contact; ensure early investment in ‘solidifying’ specific governance and management processes, to aid accountability, transparency, resilience and reliability; specify both vertical and horizontal lines of accountability and responsibility; clarify terms of reference for various committees, to ensure clarity in roles, responsibilities and commitments; and, ensure close communications around financial management, reporting, grant terms and conditions.

In order to achieve these, WP2 will: establish working procedures and reporting structures; define methods for managing and resolving disputes among institutions; provide management time, administration, co-ordination functions; organise the CABARET steering committee meetings, progress reports and maintain all records of expenditure; manage work package activities and deliverables against agreed milestones; and organise and submit interim and final report in accordance with the funding body requirements.

The involvement of EU programme country partners will add value due to their extensive experience of research project management. The appointment of joint EU/Asia WP leaders will help to fertilize knowledge transfer in effective management practices.

Tasks:

2.1 General administration and management of the project: P1 is the nominated WP Leader for WP2. The lead applicant (P1) will have responsibility for the general administration of the project, and for the contract agreement between applicant and the Commission. P1 will appoint Professor Richard Haigh to act as WP Leader.  P1 will use quarterly WP reports that will be received from all partners to maintain all records attributable to the project in line with EU financial guidelines. WP Leaders will be required to report periodically in line with the Terms of Reference, a document that establishes a common understanding between the coordinator and partners as to the technical and financial provisions of the project.

2.2 Convene Steering Committee: P1’s Professor Richard Haigh will chair the project steering committee that is responsible for planning and monitoring activities of other WPs; the quality assurance of all outputs (as per quality plan T1.5); and, reporting to other partners. It will also monitor progress, agree any changes to proposed activities, report on individual WPs and discuss findings/outcomes. The project steering committee will comprise the WP leaders and will meet on five occasions in person (M2, 9, 15, 21, 27, 33), and at least once virtually (M8), but use the virtual network and telephone/video conferencing for communication between meetings as required. The first meeting will be used to establish working practices, review the draft consortium agreement and terms of reference, which set out partner responsibilities, working practices, decision-making processes, and systems to resolve any disputes. Management is integrated into all the project’s WPs, with selected partners assuming lead roles in coordinating discrete WPs via WP leaders, supported by staff time. The first steering committee meeting will be held in the days prior to the kick off meeting.

2.3 Hold kick off meeting:  One representative from each programme country institution and each partner country institution will attend the project kick-off meeting, to be held in M2 in Indonesia. This will be held in the days immediately following the first project steering committee. The kick off meeting will be used to provide a detailed overview of the workplan and ensure a common understanding among institutions. Each WP leader will have the opportunity to meet with their WP team and prepare detailed implementation plans. The kick off meeting will also be an opportunity to review working practices and address any concerns raised by institutions.

2.4 Publish e-newsletters: E-newsletters will disseminate project progress to target groups, including updates from WPs and news on events. The e-newsletter will also provide institutions with information about relevant developments in Europe and Asia. Institutions will be encouraged to distribute the e-newsletter through their own national and international networks. P1 will be responsible for publishing the newsletter.

2.5 Compile closure report: A project closure report will be prepared by P1 in accordance with the contract agreement between applicant and the Commission.

Regional innovation hub on MHEW

Work package: Development

Reference: 4

WP4 will develop regional innovation infrastructure to promote scientific cooperation and knowledge transfer. This will seek to stimulate EU-Asia and Asia-Asia peer-to-peer cooperation by bringing together experts, including academia, government and civil society, on MHEW issues. It will promote the piloting and testing of locally prioritised actions for MHEW and communicate results and lessons through regional knowledge networks.

WP4 will also support innovation in HE at the regional level towards reaching the most remote and vulnerable population with timely, meaningful, and actionable warning information. Several gaps persist due to weak coordination among the actors and agencies concerned at the national and regional level, low public awareness and participation as well as insufficient political commitment. Additional efforts are needed to institutionalise and strengthen multi‐hazard, end‐to‐end, people‐centred EWS for all communities, and to deliver warnings from one authoritative source or “voice”, as wellas as to address key gaps such as cascading consequences. WP4 will provide a context to catalyse new collaborative projects, connect perspectives, and build capabilities through training and courses.

Tasks:

4.1 Establish regional innovation hub

The project will create a regional innovation network on MHEW that will assist in strengthening MHEW Systems at all levels in Asia, while also facilitating knowledge transfer with Europe and other regions. The network will seek to influence policy and decision-making processes as means to meet the cognitive and normative challenges in positioning MHEW systems and preparedness in the wider context of social change in the coastal societies and communities at risk. Thematic areas will be identified to promote innovation, and disseminate knowledge, lessons learnt and experiences. The forum will also seek to further stakeholder engagement, capacity building and knowledge sharing, building upon the priorities identified in the regional position paper. The network will achieve its objectives through sandpit events, short term scientific missions and training workshops. The network will be self-directed by its members, initially drawn from partner representatives. A terms of reference and work plan will be developed by the partners to govern the network. The network will also provide a means to sustain the regional cooperation after the CABARET project has finished.

4.2 Host sandpit events

The sandpits will be residential interactive workshops over multiple days and participants from across the partners, as well as socio-economic actors. The sandpits will have a highly multidisciplinary mix of participants, including users of potential HE outcomes, to drive lateral thinking and radical approaches to address major regional challenges in MHEW, whether they be related to policy, research or education.

The sandpits will be intensive discussion forums where free thinking is encouraged to delve into the problems on the agenda to uncover innovative solutions. Each sandpit is led by a nominated representative from the partnership who defines the topic and facilitates discussions at the event.

The process will include: Defining the scope of the issue; Agreeing a common language and terminology amongst diverse backgrounds and disciplines; Sharing understanding of the problem participants' expertise; Using creative and innovative thinking techniques in break-out sessions to focus on a problem; Turning sandpit outputs into a project or defined action.

A variety of outcomes are envisaged, ranging from a single large research project, to several smaller projects, feasibility studies, networking activities, overseas visits and so on. Outcomes are not pre-determined, but will be defined during the sandpit.

4.3 Facilitate short term scientific missions

Selected staff from partners will benefit from meaningful exposure to the other institutions. The missions will be intra and inter-regional, including Asia-Asia and Asia-Europe, exposing staff to different cultures and a range of stakeholders, including private enterprises (including SMEs), non-profit or charitable organisations, international organisations, and national & local governments with a focus on scientific/ technological knowledge through individual/personalised projects. Selection procedures including key dates, who can apply, how to apply, what information needs to be submitted along with the application, assessment procedures will be established which are open, efficient, transparent, supportive and internationally comparable, as well as tailored to the type of opportunities available.  

4.4 Deliver innovation training workshops

A series of face-to-face and virtual training workshops will be held in Asia and the UK. The precise content will be developed based on the regional position paper (WP1). The training will seek to optimize open knowledge sharing on MHEW at the regional level. It will also foster the capacity of partners to use and learn from the latest innovation expertise and methodologies. The workshops will support capacity development with an increasing emphasis on expanding collaborative and networking functions and mechanisms.

Coming soon!