QUALITY MANAGEMENT PROCEDURES (QMP) For the LEONARDO DA VINCI TRANSFER OF INNOVATION PROJECT NUMBER 2011-1-EE1-LEO05-02454 “Starting up with Wellness Training�
1. FINANCIAL RULES 1.1. All financial activities related to the project must be liable to the Administrative and Financial Handbook of LLP TOI program, to national taxation and accounting rules of partner states and to the contract between Contractor and Promoter. 1.2. Partner is responsible for the financial activities of its organization in this project. 2. REPORTING 2.1. Partner must present financial reports for Interim and Final Report for the dates agreed in the Contract submitted between Contractor and Partner. 2.2. Partner has to use the forms provided by Coordinator. 2.3. For the more effective project management and control Partner has to present additional financial reports. The dates and formats will be agreed between coordinator and Partners on the first meeting. 3. COMMUNICATION 3.1. The main communication between parties will be via e-mails and phone. There will also be faceto-face meetings only for Estonian partners and international partnership. These meetings are set in project work plan; the dates will be agreed in partnership during the project progress. Language for communication and documentation is English. 3.2. The conflicts that may arise will be taken care immediately by mutual communication. The conflicts if these appear will be resolved by the project manager. 3.3. For getting more background information, the partners may have to talk to third parties and ask them to share relevant information; this will be the professional and official responsibility of these parties (unions, associations of employers etc). 3.4. Partners expected to reply to emails within 3 working days. In case partner needs more time for response, then he/she should inform about it within 3 working days maximum. The partners will also communicate about any difficulties that might encounter. All e-mail communication is to be transparent to all partners, unless the subject is very specific or trivial. 3.5. The project manager is responsible to inform partners as necessary regarding the progress of the project. 3.6. In case of urgent tasks communication via phone, MSN or Skype is possible. 3.7. All partners should be committed to deadlines.
4. THE MANAGEMENT GROUP 4.1. The project activities will be organized through the management group, i.e. the coordinators or contact persons of partner organizations. 4.2. Coordination will be managed by project meetings and everyday communication, which will be handled by a project web-site and a project network (mailing list). 4.3. The project coordinators are responsible of monitoring the progress of the project, the timelines, deadlines and milestones, the quality of outcomes and results. 4.4. The project coordinators are responsible of organizing effective meetings of partnership. 4.5. Work Package leaders have been appointed during the preparation of the project application. 5. PROJECT DOCUMENTATION 5.1. During the project all partners must take care of written documentation of activities and completed tasks, minutes of meetings etc. and send copies to the Project Manager. 5.2. Documentation of the project will be held by partners electronically and signed documentation in paper format. 5.3. Document folders consist: a) the project proposal, activity plan and detailed budget b) originals of signed time sheets c) minutes of meetings d) list of participants of meetings e) correspondence between partners, if this contains decisions, amendments or other important information f) copies of publications g) reports and analysis of completed activities and tasks h) copies of financial documentation in accordance with financial rules and procedures 5.4. Detailed minutes of common partners’ meetings and participants´ list will be composed by project manager 5.5. Detailed minutes of other project related meetings in partner organization and participants´ list will be composed by coordinator of this organization. 5.6. Memos of meetings have to be signed by representatives of partner-organizations. 5.7. Documents and supporting materials are completed and signed by the legal representative of every organization 6. QUALITY EVALUATION AND MONITORING 6.1. The quality of the project progress will be evaluated by questionnaire for project team. 6.2. The quality of curriculum, training materials and test course will be evaluated by questionnaire for students. The assessment will be asked also from all project partner-organizations.