Manage and coordinate UNITA

Task number	1.2
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 & Actions

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

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

List of Activities	Activity Title	Actions	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

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

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

---

People Active

Date	Quantity
1 June 2023 00:00:00	30,584
1 July 2023 00:00:00	44,793
1 August 2023 00:00:00	16,780
1 September 2023 00:00:00	75,834
1 October 2023 00:00:00	53,597

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

Sub-Indicator Description	Unit of Measurement	Data Source	Frequency	Type	Parent Indicator
Number of files created	Numerical	Datacloud activity export	Monthly	Output	Number of people active on the data cloud
Number of form created	Numerical	Datacloud activity export	Monthly	Output	Number of people active on the data cloud
Number of poll events	Numerical	Datacloud activity export	Monthly	Output	Number of people active on the data cloud
Number of files updated	Numerical	Datacloud activity export	Monthly	Output	Number of people active on the data cloud
Number of BBB meetings connections	Numerical	Datacloud activity export	Monthly	Output	Number of people active on the data cloud

---

Files CreatedForms CreatedPoll EventsFiles UpdatedBBB Meetings Collection

Date	Quantity
1 June 2023 00:00:00	2,760
1 July 2023 00:00:00	3,716
1 August 2023 00:00:00	770
1 September 2023 00:00:00	3,085
1 October 2023 00:00:00	3,070

Date	Quantity
1 June 2023 00:00:00	3
1 July 2023 00:00:00	3
1 August 2023 00:00:00	2
1 September 2023 00:00:00	9

Date	Quantity
1 June 2023 00:00:00	9
1 July 2023 00:00:00	4
1 August 2023 00:00:00	1
1 September 2023 00:00:00	9
1 October 2023 00:00:00	6

Date	Quantity
1 June 2023 00:00:00	3,715
1 July 2023 00:00:00	6,460
1 August 2023 00:00:00	1,583
1 September 2023 00:00:00	8,158
1 October 2023 00:00:00	5,470

Date	Quantity
1 June 2023 00:00:00	139
1 July 2023 00:00:00	174
1 August 2023 00:00:00	18
1 September 2023 00:00:00	356
1 October 2023 00:00:00	234

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

Task Progress Overview

As part of our ongoing Open Project tracking, we’re surfacing here every activity, action, deliverable, milestone and risk grouped under the task Manage and coordinate UNITA.

Subject	Start Date	Due Date	Type	Priority	Status	Assignee	Description
1.2.1. Introduce the new partners to the achievements and lessons learned from phase one and to project management practices			Activity	Normal	Done	TL1.2
1.2.2. Establish the UNITA Offices			Activity	Normal	Done	TL1.2
1.2.3. Implement the UNITA management structure			Activity	Normal	Done	TL1.2
1.2.4. Update the UNITA Management Guide and tools and design a DataWarehouse			Activity	Normal	Done	TL1.2
1.2.5. Continuous management and coordination of the tasks activities			Activity	Normal	In Progress	TL1.2
D1.2 UNITA Management Guide			Deliverable	Normal	Done	TL1.2	Electronic format. In English with summary in each partmer's national language. ± 50 pages Chapters in the UNITA Management Guide • Management roles and responsibilities • Project processes management updated in an agile approach • Model for the DataWarehouse UNITO, UPPA SEN
MS13 UNITA Management Guide updated and Datawarehouse model developed			Milestone	Normal	Done	TL1.2	UNITA Management Guide updated and Datawarehouse model developed UNITO, UPPA
R1.2.1 The deliverables are not produced on time			Risk	Normal	In Progress	Maurizio De Tullio	Resolution or mitigation action based on the risk response strategy: The Data Warehouse will be built at the very beginning of the second phase of UNITA and will allow the Management Committee to monitor the progress of the Tasks and to implement timely corrective measures.