Manage and coordinate UNITA

Task number	2
Name	Manage and coordinate UNITA
Strategic Axes	Quality, Impact and Sustainability
Workpackage	Governance, management and quality

Objectives

• Integrate the new partners and the engaging students, university staff (academic and administrative)
• Involve the associated partners
• Establish and maintain the management structures within each partners’ institution (through the UNITA offices)

Inputs & Resources

• Human Resources: 34 persons (all universities are represented) involved in the task Profiles: mainly UNITA Offices coordinators and PM + VR/Head of International relations UNITA offices count
• Financial: To be detailed a general budget for WP1 is defined (560 460€+259759€) but no specific distribution per task.
• Materials: Specific software related to sub-groups works: Datawarehouse, OpenProject (project management), UNITApedia, Datacloud.
• Intangible: Agile leadership and management methodology.

Activities & Sub-Tasks

Source documentation: In each WP folder, document entitled “WPx_full_description)

• Task Description – T1.2 description
• GANTT – WP1 GANTT

List of activities	Activity title	Activity description	Deadline
1	Introduce the new partners to the achievements and lessons learned from phase one and to project management practices.	The new partners have been associated with the project's activities since June 2021, resulting in an easier and shorter acquaintance process.	(M1-M2)
2	Establish the UNITA Offices.	For the new partners and adapt the existing ones in order to ensure the continuity of the alliance construction, the project management and the operational coordination at alliance level.	(M1-M6)
3	Implement the UNITA management structure.	In order to lead the progress of the UNITA action program, the activities of UNITA are coordinated and implemented by the operational bodies: Management Committee, WP Teams and Task Teams, UNITA Offices, and the UNITA Executive and Offices Coordinators. They interact in a cooperative and participative way by co-creating knowledge and related decisions according to a platform approach that shares resources and mutual benefits.	(M1-M8)
4	Update the UNITA Management Guide and tools and design a Data Warehouse.	Operational functioning is defined by a shared document (UNITA Management Guide) that will be updated from phase one of the project, allowing each UNITA contributor to work efficiently and in the respect of UNITA criteria. Specific digital tools for project management and for creating a knowledge base in an agile framework will be developed. A model for the UNITA Data Warehouse and a methodology of data collection, processing, storage and analysis will be developed in order to allow the monitoring of UNITA, on the basis of indicators coming from the different Tasks and WPs and to ensure the quality policy of the project (link with Task 5.4). Train all key actors for the implementation of the project management processes and tools through communication and functional support to successfully implement the changes.	(M1-M9)
5	Continuous management and coordination of the Tasks activities.	Considering objectives, Tasks' progression, indicators' status, risks and issues analysis and mitigation, budget spending, reporting to the governance bodies, in coordination with TT 1.1 and 1.3. Draw lessons based on the users' experience and share intended adjustments with the impacted groups before further updating the Management Guide (M36).	(M1-M48)

Indicators

These indicators have been gathered from the different source (list below) and have been gathered from interviews driven by Task 5.4 UNITA impact observatory.

Source documentation:

• Task Description – T1.2 description
• GANTT – WP1 GANTT
• UNITA Mission Statement (from Grant Agreement)

Primary indicatorsSecondary indicatorsSub-Indicators

These indicators have been chosen and agree during the Phase 2 proposal made to the European Commission.

Indicator	Indicator Description	Unit of measurement	Data Source	Frequency	Baseline	Target	Type
b	Number of UNITA offices established	Numerical	T1.2 monthly meetings minutes and Task teams members	Once in October 2027	6	10	Output
a	Percentage of deliverables submitted on time as initially scheduled	Percentage	Deliverables submitted to the EU (downloaded on the EC Platform)	Once	89.00%	95.00%	Output

To be defined by T5.4 members previously to interviews and to be proposed to task co leader

Indicator Description	Unit of measurement	Data Source	Frequency	Baseline	Target	Type
Number of people active on the data cloud	Numerical	Datacloud activity export	Monthly			Outcome
Number of accesses to UNITAPedia	Numerical	UNITApedia statistics	Annualy			Outcome
Number of staff personnel who have completed the online agile management	Numerical + Qualitative	UNITA Moodle platform	End of each course			Outcome

To be defined by T5.4 members previously to interviews and to be proposed to task co leader

Sub-Indicator Description	Parent Indicator	Type
Number of files created	Number of people active on the data cloud	Output
Number of form created	Number of people active on the data cloud	Output
Number of poll events	Number of people active on the data cloud	Output
Number of files updated	Number of people active on the data cloud	Output
Number of BBB meetings connections	Number of people active on the data cloud	Output

Files CreatedFiles UpdatedPoll EventsBBB Meetings CollectionForms CreatedPeople Active

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Data collection

Indicator Description	Data Source	Collection Type	Data Owner
Number of files created	Datacloud activity export	Automatic	Task Team 1.2
Number of UNITA offices established	T1.2 monthly meetings minutes and Task teams members	Manual	Task Team 1.2
Number of people active on the data cloud	Datacloud activity export	Automatic	Task Team 1.2
Number of accesses to UNITAPedia	UNITApedia statistics	Automatic	Task Team 1.2
Number of form created	Datacloud activity export	Automatic	Task Team 1.2
Number of poll events	Datacloud activity export	Automatic	Task Team 1.2
Number of staff personnel who have completed the online agile management	UNITA Moodle platform	Manual	Course teachers
Number of files updated	Datacloud activity export	Automatic	Task Team 1.2
Number of BBB meetings connections	Datacloud activity export	Automatic	Task Team 1.2
Percentage of deliverables submitted on time as initially scheduled	Deliverables submitted to the EU (downloaded on the EC Platform)	Manual	Task Team 1.2

Impact

Source documentation:

• Task and WP long-term objectives Task Description - T1.2 description - WP1 Objectives
• UNITA Mission Statement (from Grant Agreement)

	Users / Beneficiaries Intern to UNITA	End-Users / Beneficiaries extern to UNITA
1) Who are the stakeholders benefiting of the task’s actions ?	* Partners of UNITA * To be defined in interview	To check with the T5.1 list To be defined in interview
2) To what extent has the local/international society changed as a result of outcomes compared to before UNITA ? What are the long term results for them ?	To be defined in interview	To be defined in interview

Visualizations

The following graphs show the number of file created, BBB meeting joined, form filled over time by colleagues on Datacloud

Files CreatedFiles UpdatedPoll EventsBBB Meetings CollectionForms CreatedPeople Active

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