Outcomes of TPM 2
Risk Management protocol KA 2 EUSe your brain – challenge your talent for science.
In our application, we have already stated guidelines and risk response strategies.
In TPM 2 of our project, we have discussed a new risk, which was not clear at the time we submitted our application.
So in addition to the RRS procedures described in the application, we have added guidelines on how to act in view of terrorist threats.
As the partners in this project are keen to solve problems as a team, if an external factor or unpredictable situation occurs to any of the partners involved, the project’s group will try to support the partner and find a solution to continue working and being part of the partnership. The list below shows an overview of possible risks, for which risk response strategies (RRS) have been developed. An RRS for terror danger has been added to it.
I Project management risks
1. Too ambitious plans (Not very likely/rather important) RRS: Detailed analysis of needs and realistic estamate of activities that can be handled by partner countries
2. Incorrect needs analysis Not very likely /rather important RRS: Needs analysis of the partner countries is based on their long experience and thorough knowledge of their students
3. Timely product management Likely/ rather important RRS: a detailed action plan will be prepared based on the timetable of this project (see attachment) and check its implementation on regular basis
4. Keeping project alive Likely/ important RRS: Communicate effectively with teachers involved in the project, motivate them to keep on working.
5. Over-regulating activities Not very likely/rather not important RRS: Democratic style of management, regular meetings and open communication about project activities.
7. Conflicts in the team group (Not very likely / rather not important) RRS: Dealing with conflicts immediately, being open, practicing clear communication – articulate thoughts and ideas clearly. Practicing active listening – paraphrasing, clarifying, questioning. Practicing identifying assumptions – asking yourself "why" on a regular basis. Not letting conflict get personal – stick to facts and issues, not personalities, keep a professional outlook. Focusing on actionable solutions – don't belabor what can't be changed. Encouraging different points of view – insist on honest dialogue and expressing feelings.
II Technical risks
1.Videoconference equipment (Likely / rather important) RRS: Check if all partners have appropriate equipment to make videoconference before the beginning of the project. The German school needs modern equipment to ensure technical problems are minimised. This is why a laptop has been included in the project budget. Make a list of the teachers at project schools responsible for ICT problem solutions.
III Organizational risks
1.Definition of roles (Not likely / rather not important) RSS: Good communication in the project team, clear and detailed action plan and detailed information who is responsible for project activities
2.Set-up of communication system (Not likely / rather important) RSS: Use different ways of communication ( e-mails, whatsapp/telegramm, skype, facebook, zoom.us), regular meeting all project members
RRS: terror danger
Apart from the normal safety preparations that schools have to ensure safe travel of their pupils, the following checklist has been deviced. During TPM 2, all countries have agreed on the following procedures regarding terror danger:
1 preparation
- Inform parents of the possible changes in travel schedules that might be caused by terrorist threats.
- Check with the Foreign Office to see what the travel advice is to the country you are travelling to.
- Check whether parents have sufficient travel insurance in case the exchange is cancelled or postponed.
- Check whether the date of flight tickets can easily be changed.
2 communication
In our application, we have already stated guidelines and risk response strategies.
In TPM 2 of our project, we have discussed a new risk, which was not clear at the time we submitted our application.
So in addition to the RRS procedures described in the application, we have added guidelines on how to act in view of terrorist threats.
As the partners in this project are keen to solve problems as a team, if an external factor or unpredictable situation occurs to any of the partners involved, the project’s group will try to support the partner and find a solution to continue working and being part of the partnership. The list below shows an overview of possible risks, for which risk response strategies (RRS) have been developed. An RRS for terror danger has been added to it.
I Project management risks
1. Too ambitious plans (Not very likely/rather important) RRS: Detailed analysis of needs and realistic estamate of activities that can be handled by partner countries
2. Incorrect needs analysis Not very likely /rather important RRS: Needs analysis of the partner countries is based on their long experience and thorough knowledge of their students
3. Timely product management Likely/ rather important RRS: a detailed action plan will be prepared based on the timetable of this project (see attachment) and check its implementation on regular basis
4. Keeping project alive Likely/ important RRS: Communicate effectively with teachers involved in the project, motivate them to keep on working.
5. Over-regulating activities Not very likely/rather not important RRS: Democratic style of management, regular meetings and open communication about project activities.
7. Conflicts in the team group (Not very likely / rather not important) RRS: Dealing with conflicts immediately, being open, practicing clear communication – articulate thoughts and ideas clearly. Practicing active listening – paraphrasing, clarifying, questioning. Practicing identifying assumptions – asking yourself "why" on a regular basis. Not letting conflict get personal – stick to facts and issues, not personalities, keep a professional outlook. Focusing on actionable solutions – don't belabor what can't be changed. Encouraging different points of view – insist on honest dialogue and expressing feelings.
II Technical risks
1.Videoconference equipment (Likely / rather important) RRS: Check if all partners have appropriate equipment to make videoconference before the beginning of the project. The German school needs modern equipment to ensure technical problems are minimised. This is why a laptop has been included in the project budget. Make a list of the teachers at project schools responsible for ICT problem solutions.
III Organizational risks
1.Definition of roles (Not likely / rather not important) RSS: Good communication in the project team, clear and detailed action plan and detailed information who is responsible for project activities
2.Set-up of communication system (Not likely / rather important) RSS: Use different ways of communication ( e-mails, whatsapp/telegramm, skype, facebook, zoom.us), regular meeting all project members
RRS: terror danger
Apart from the normal safety preparations that schools have to ensure safe travel of their pupils, the following checklist has been deviced. During TPM 2, all countries have agreed on the following procedures regarding terror danger:
1 preparation
- Inform parents of the possible changes in travel schedules that might be caused by terrorist threats.
- Check with the Foreign Office to see what the travel advice is to the country you are travelling to.
- Check whether parents have sufficient travel insurance in case the exchange is cancelled or postponed.
- Check whether the date of flight tickets can easily be changed.
2 communication
- coordinators keep their exchange partner school up to date of the current situation as to terror danger.
- If an exchange has to be cancelled, the coordinators will try to find another date within six months of the original travel date.
- If this is not possible, the coordinators will try to have another partner school take the place of the original partner school.
- The changes will be reported to Erasmus + by the coordinators.
