Program Management, Quality Assurance and Sustainability
Pascal Chardonnet Université de Savoie -EMJD Coordinator
18-21 January 2012 Tallinn/Estonia 1
1 Erasmus Mundus Joint Doctorates
Despite the financial recession in Europe, investing in knowledge remains a high priority
The relative success or failure of a project often depends on program management and on the quality assurance done prior to implementation
The sustainability is a key question for all EMJDs
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2 Program Management
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3 EMJDs
The award of a new EMJD is always associated with the creation of a new consortium centred on a new project.
The program management is the translation of this new idea called «strategic plan» into a well defined set of activities and managing the delivery in a successful completion
Key question: can we identify a «good project management» ?
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4 As we will see, I have identified some (known) of the core elements of successful program management and this topic should be implemented before : Governance and Organization, Strategy and Framework Processes, Assessment and Continuous Improvement
Program management requires objectives oriented budgeting
Like any endeavour, success starts with a good foundation
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5 I- Strategy and Framework Processes
EMJDs : high complexity. Many actors : HEIs, Students, Agency EACEA, Local authorities. We need a strategy
What are the good processes and practices required for success ?
What are the key ways we are going to achieve the defined strategic program
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6 But Strategy doesn’t pre-exist, rather it takes form by the resources available and with the external actors and factors
Students Strategy Resources
Objectives
Example : European Phd School in Astrophysics
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7 Our Example :
We initiated a PhD Program in 2002 with an International Agreement (our objective)
Only (!) 6 partners: University of Nice, Observatoire de la Côte d’Azur, University of Savoie, University of Roma, Freie University of Berlin and ICRANet
Fellowships given by each institution
But a Joint PhD diploma
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8 Our primordial IRAP PhD gave us experience in management
Three meetings per year
Often contacts via email, tel
Creation of an international faculty
The scientific cooperation is essential as well as an efficient staff
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9 Our next step: EMJD Consortium
North Shore
Hapuna
Volcano Kealakekua TARTU
Black Sand
POSTDAM
SHANGHAI
RIO KOLKATA
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14 II- Governance and Organisation
Who decides?
How and What?
How the organization evolve through program phases ?
Could we define a «culture of the program»?
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15 Leadership by senior management: in our case the Director of IRAP PhD, Prof. R. Ruffini
Early and direct involvement of all partner members: host organization as well as external (Préfecture, CAF, CROUS...)
Appropriate resourcing of program management with sufficient flexibility
Programmatic and timely reports
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16 Governance
EMJDs
Strategy
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17 The scientific goal is at the core of our project management. We have built a team in Nice to organize and to solve all the technical details related to our project (Governance)
Our consortium is composed of 13 partners and it is not weaken by this high number (Organization)
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18 Governance
EMJDs Organization
Strategy
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19 EMJD IRAP : Our Organization chart
Prof. A. Marouani Partner 1 Partner « i » Partner 12 President Nice University Legal Representative
Prof F. Vidal Dean of the Science Faculty
Prof Remo Ruffini Director of IRAP PhD Annie Vidal Marie-Noelle Champetier Alain Reboul Prof. Pascal Head of Director of the personnal Accounting officer Chardonnet Financial Service Coordinator
Pina Barbaro Assistant Julie Coquin Cathy Siveri Julien Chabert Véronique Gallo Manager of the Financial Financial Manager payments agreement manager manager
The Faculty Emmanuel Losero Administrator
EMJD Students EMJD Students First Cycle Second Cycle
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20 Organization : many parts of the project need to be structured simultaneously Being assigned to the Office of International Projects Erasmus Mundus, Mr Emmanuel Losero deals with the "EMJD International Relativistic Astrophysics" in taking care of orders, mission’s orders and refunds or bills payment as well as verifying that the students are paid every month and by maintaining the budget. This project is under the supervision of the Faculty of Science directed by the Professor Vidal.
At the accounting office, Mrs. Julie Coquin is responsible for collecting EACEA revenue in order to place the dates of opening and closing of the agreement. She manages the "project builder", that is to say that she organizes the credits in 2 parts: one part “operating costs” and one “payroll” in accordance with the convention established by the EACEA. She also establishes thresholds limiting expenditures and the financial center where the credits are.
On the other hand, Emmanuel Losero closely works with the Finance department of the Faculty of Sciences, led by Mrs. Annie Vidal, through Mrs. Cathy Siveri who checks the expenses, then Mrs. Veronica Gallo from accounting agency makes payments. Finally, Julien Chabert saves providers records on the software “SIFAC” so that banking informations could be stored in the database. The Accounting office also performs the grants’ payment.
Pina Barbaro is in close contact with the students for Bank account, Social security problem, booking rooms in Nice 21
21 Collective determination of key performance indicators and their application
Visa problem : «Convention d’accueil» centralized in Nice -> residence permit
Insurance: Social + Mobility
Employment contracts signed by the President of Nice University
Student card: our students are registered in all universities
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22 III- Assessment and continuous improvement
What is the cursor that allow us to measure the ability to achieve the strategic program
How we are capturing and sharing lessons learned
Are we improving how we manage?
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23 Feedback from students
Constant dialog with the coordinator (thermometer)
Each year the students wrote freely : «suggestions for improvement».
A student delegate per cycle
Annual report for each student questionnaires from web-survey
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24 Feedback from Experts
Our Faculty
PhD School in Astrophysics: high profile professors invited
Consortium meeting : 2 meetings per year
Frequent contact by phone or emails
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25 Governance
Continuous EMJDs Improvement Project Management Organization
Strategy
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26 Quality Assurance
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27 Investing in Knowledge: competitiveness 2008: Harvard University Opens Office In Shanghai
Attracting experts from around the world
Attractive environment: different European countries
Competence: the reason for success
Success through quality
Wide and specialized knowledge
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28 The relative success or failure of a project often depends on the project management and the quality assurance done prior to implementation
ICRANet is a leading international center for research within the Relativistic Astrophysics
We have created a Faculty in charge of Quality Assurance of our program
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30 Our Faculty University of Stockholm J.Rosquist Observatoire de la Côte d’Azur J. Pacheco Freie University of Berlin F. Mignard H. Kleinert F. Vakili
Albert Einstein Institute University of Nice Sophia-Antipolis H. Nicolai P. Coullet
G.L. Lippi V.Belinski University of Ferrara F.Frontera
University of Roma La Sapienza R.Ruffini Tartu Observatory G.Amelino Camelia J.Einasto S.Frasca Brazilian Centre for Theoretical International Center for Relativistic Physics Astrophysics Network M. Novello G.Vereshaghin S.S. Xue Indian Center for Space Physics C.Bianco S. Chakrabarthi
University of Savoie Shanghai Astronomical Observatory P.Chardonnet J. Yipeng 31
31 Quality Board
«The Faculty monitors the scientific progress of each Doctoral Candidate. In agreement with the Thesis Adviser and, if necessary, of additional experts sought for this purpose, the Faculty may suggest ways of improving the Candidate's overall progress.» from the doctoral Candidate Agreement.
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32 European PhD School in Relativistic Astrophysics
Very successful initiative (feedback from our students and from Professors) The transfert of knowledge through training courses and conferences is a major element of our Program We reinforce the international dimension of the career of PhD students Important for employability (future employers)
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33 European PhD Schools
Nice: september 2010
Les Houches october 2011 34
34 Nice Observatory : september 2010
Visit of CERN LHC : October 2010
Les Houches : April 2011 35
35 PhD Schools (I)
1. Nice, France (Lectures): from 6th – 30th September 2010 -
2. Pescara, Italy (Conference, Lectures): from 1st – 13th October 2010
3. Pescara, Italy (Conference, Lectures): from 21st – 26th March 2011
4. Les Houches France (Workshop): from 3st – 8th April 2011
5. Nice, France (Conference, Lectures): from 25st May – 10th June 2011
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36 PhD Schools (II)
1. Nice, France (Lectures): from 1th – 30th September 2011
2. Les Houches France (Workshop): from 2st – 7th October 2011 -
3. 3rd Galileo-Xu Guangqi Meeting : October 11-15, 2011 Beijing, China
4. Les Houches April 15 - May 5, 2012
5. 13 th Marcel Grossmann Meeting in Stockholm University, July 1-8, 2012 Sweden
6. Nice France (Lectures) September 1-21, 2012
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37 Sustainability
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38 The sustainability is the long-term maintenance
Important to create network synergies: opportunity for improve collaboration between Institutions (PhD Students ->Post-Doc)
Key question: is it a natural consequence of a good program management and a high quality assurance ?
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39 The program management and quality assurance guarantee a part of sustainability (good foundation)
Joint Diploma: long-term visibility and stability
European PhD School: unique research experience include ECTS
We need promotion. Communication is essential
We need other funds. Each university partner will assign a dedicate grant to this program
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40 But we need students: Promotion is essential
Website: www.irap-phd.eu
Posters: 1500
Mailing lists
Adverts: CERN, Nature, Science
International meetings
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42 the International Program (IRAP PhD) Relativistic Astrophysics Ph.D. The field of relativistic astrophysics is rapidly becoming one of the strongest area of scientific development due to the fortunate interaction of a vast number of observational facilities in space, on the ground and underground, and a very powerful theoretical framework based on General Relativity and relativistic quantum fields theories. While the observational 2002 and experimental activities in this area have been the result of a pull of successful international collaborations, paradoxically no comparable effort has been done in promoting coordinated actions in the theoretical field. In 1995 the International Center for Relativistic Astrophysics (ICRA) has promoted the creation of an international Network of centers operating in the field of astrophysics (ICRANet) with the main task of collaborating in the very fast developing domain of research of theoretical relativistic astrophysics. Some of the leading institutions in North America, in Europe and in Austral-Asia are collaborating in the ICRANet which has his coordinating center in the town of Pescara Italy. As a byproduct of this activity, a dedicated PhD program has been created by the ICRANet aimed at forming a restricted and highly qualified number of PhD students able to approach research in this novel field of research. The Universities and Research Centers participating in this program, the International Relativistic Astrophysics Program of Ph.D. or for short the IRAP pH, are: the ETH Zurich, the Free University of Berlin, the Observatoire de la Cote d’Azur, the University of Nice- Sophie Antipolis, the University of Rome “La Sapienza”, the University of Savoy,.
The Ph.D. degree will be granted by the five rectors of the participating Institutions. Each IRAP PhD cycle last three years and its based in a Host Institution selected among the ones participating in the program. The IRAP PhD courses and scientific activities will take into due account that research in the field of relativistic astrophysics encompass the knowledge of a very broad number of scientific areas ranging from the mathematical and geometrical structures of space-time, the relativistic field theories of fundamental interactions both at a classical and a quantum level and their verifications, as well as the knowledge of astronomical Abel Cluster 1689 and background galaxies. Credit: NASA, N. Benitez (JHU), T. Broadhurst (The Hebrew University), H. Ford (JHU), M. Clampin(STScI), G. Hartig (STScI), G. Illingworth (UCO/Lick Observatory), the ACS Science Team and ESA. and astrophysical observational techniques and their associated The Courses The Faculty Application and Fellowships: phenomenological theoretical • Lectures on theoretical physics delivered • SELECTED THEORETICAL MODELS IN Julien Borgnino In 2002-2003 four positions will be models. This new style of at University of Roma ASTRONOMY AND ASTROPHYSICS. Université de Nice-Sophie Antipolis opened, two of which with fellowships. research is by its own nature “La Sapienza“ by Prof. Remo RUFFINI: Lecture delivered at Observatoire de la Pascal Chardonnet The deadline for application is the 30 of interdisciplinary and special emphasis on LATE PHASES Côte d’Azur by Prof. Jose PACHECO. Université de Savoie April 2002. For the session 2003-2004, international. In order to optimize OF THERMONUCLEAR EVOLUTION Demetrios Christodoulou six positions will be opened three of the teaching, the students will OF STARS, GENERAL RELATIVITY AND • THE THEORETICAL UNDERSTANDING ETH Zurich which with fellowships, the deadline for follow their courses organized by COSMOLOGY. OF SHOCK WAVES IN PHYSICS AND Jacques Colin application is the 30 of September 2003. the faculty in all five participating ASTROPHYSICS. Course delivered at Observatoire de la Côte d’Azur Please contact Prof. Julien Borgnino at: Institutions. The Statute of the • THE PHYSICS OF GRAVITATIONAL ETH Zurich by Prof. Demetrios Hagen Kleinert [email protected] IRAP PhD. can be found on INTERACTION; an advanced course on Christodoulou Freie Universitat Berlin www.icra.it/IRAPPhD the mathematical and physical Jose Pacheco Invited Lectures foundation of general relativity with • SELECTED TOPICS IN QUANTUM Observatoire de la Côte d’Azur special attention to its generalization in RELATIVISTIC FIELD THEORIES. Lecture Ugo Moschella The courses will also include invited unified field theories. delivered at the Free University of Berlin Università della Insubria Como lectures by: Lectures held at the University by Prof. Hagen Kleinert. Remo Ruffini (Director) Prof. Riccardo Giacconi, Nobel laureate of Roma “La Sapienza” by Donato BINI, Università di Roma “La Sapienza” in Physics 2003, Giovanni MONTANI • SELECTED TOPICS ON OBSERVATION as well as and Remo RUFFINI. IN ASTRONOMICAL SYSTEMS. Lecture The Host Institution for the call V. Belinski, C. L. Bianco, delivered at University of Nice by Prof. in 2002-2003 and the 2003-2004 cycles G. Bisnovati Kogan, • PHENOMENOLOGICAL ASPECTS Julien Borgnino. is the: E. Costa, D. Blair, T. Damour, OF HIGH ENERGY COSMIC RAYS. University of Nice Sophia Antipolis P. De Bernardis, N. Deruelle, F. Everitt, Lecture delivered at University of In addition the students will be able to Grand Château H. Gursky, V. Gurzadyan, R. Janzten, Savoy by Pascal CHARDONNET follow courses in the Physics and 28 Avenue Valrose PLipari, S. Masi, E. Pian, L. Piro, Astronomy Ph.D. programs in the B.P. 2135 B. Punsly, K. Sato, V. Tchetchekine, ICRANet participating institutions. 06103 NICE CEDEX 2 S.S. Xue 43
43 the International Program (IRAP PhD) Relativistic Astrophysics Ph.D. the International IRAP PhD The field of relativistic astro- physics has become one of the fastest progressing field of scien- tific development. This is due to the fortunate interaction of a vast Relativistic Astrophysics Ph.D. number of observational and ex- perimental international facilities Invitation for Applicants 2007 in space, on the ground, under- The field of relativistic astrophysics ground, in the polar ice caps and has become one of the fastest pro- the deep ocean, with a powerful gressing fields in science. theoretical framework based on This is due to the coordinated in- Einstein’s theory of general rela- teraction of a vast number of in- tivity and relativistic quantum field ternational projects of observations theories. In 1995, the International and experimental facilities in space, on the ground, under- Center for Relativistic Astrophysics ground, in the polar ice caps, and in Rome (ICRA) initiated an Inter- in the deep oceans. The fortunate national Network of Centers in the circumstance occurs in these years field of Relativistic Astrophysics of a considerable support to this (ICRANet) which has this year ac- endeavor by a powerful theoreti- quired the status of International cal framework based on Einstein’s theory of general relativity and rel- Organization. The ICRANet com- ativistic quantum field theories. bines the reseach powers of lead- Many international collaborations ing institutions in the Americas, have been dedicated to the de- Australia, Asia and Europe. The velopment of new experimental coordinating center is located in and observational facilities. Since the town of Pescara, Italy. 1995, the International Center for Relativistic Astrophysics in Rome In parallel to these activities, the (ICRA) initiated an International International Relativistic Astro- Network of Centers in the field of physics Ph.D. Program (IRAP-PhD) Relativistic Astrophysics (ICRANet) has been created with the goal of dedicated to foster international training a highly qualified number collaboration in the theoretical of Ph.D. students in this exciting field of Relativistic Astrophysics. Since 2005 ICRANet has acquired field of research. So far, the par- the status of International Organi- ticipating institutions are: ETH zation with a coordinating Center Zurich, Freie Universität Berlin, in Pescara (Italy). ICRANet com- Observatoire de la Côte d’Azur, bines the research powers of lead- Université de Nice-Sophia An- ing institutions in the Americas, tipolis, Università di Roma “La Asia and Europe. Prof. Remo Ruffi- ni is the ICRANet Director, Prof. Sapienza”, Université de Savoie. Fang Li Zhi President of the Board The IRAP-PhD is granted by all and Prof. Riccardo Giacconi Chair- these institutions . men of the Scientific Committee. Each program cycle lasts three The International Relativistic As- years. trophysics Ph.D. Program (IRAP The courses and related scientif- PhD) is the academic branch of ICRANet, has been created with ic activities cover a broad scien- the goal of training a highly qual-
the International IRAP PhD NASA© 0024+17 CI Cluster Galaxy in Ring Matter Dark (AURA/STScI) Team Heritage Hubble The and Relativistic Astrophysics Ph.D. Invitation for Applicants 2006
The field of relativistic astrophysics has become one of the fastest pro- gressing fields of scientific devel- opment. This is due to the fortu- nate interaction of a vast number of international observational and experimental facilities in space, on the ground, underground, in the polar ice caps, and in the deep ocean, supported by a powerful theoretical framework based on Einstein’s theory of general rela- tivity and relativistic quantum field theory. In 1995, the International Center for Relativistic Astrophysics in Rome (ICRA) initiated an Inter- national Network of Centers in the field of Relativistic Astrophysics (ICRANet) which acquired the sta- tus of an International Organiza- tion in 2005. The ICRANet com- bines the research powers of lead- ing institutions in the Americas, Australia, Asia and Europe. The coordinating center is located in the town of Pescara, Italy. In par- allel with these activities, the In- ternational Relativistic Astrophysics Ph.D. Program (IRAP PhD) has been created with the goal of train- ing a highly qualified number of Ph.D. students in this exciting field of research. So far, the participat- ing institutions are: ETH Zurich, Freie Universität Berlin, Institut des Hautes Études Scientifiques, Ob- servatoire de la Côte d’Azur, Uni- versité de Nice-Sophia Antipolis, Università di Roma “La Sapienza”, and Université de Savoie. The 44
44 Example of posters
2010
2011
2012
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45 9 PhD positions available with funding in Relativistic Astrophysics - International Relativistic Astrophysics PhD Program
Job Description: PhD Admissions and Funding at the International Relativistic Astrophysics PhD Program Consortium (IRAP PhD). The coordinating Institution is the University of Nice Sophia-Antipolis located in the French Riviera. The Partners of the Consortium are: UNIVERSITE DE NICE - SOPHIA ANTIPOLIS, France (Co-ordinating institution) SHANGHAI ASTRONOMICAL OBSERVATORY, China FREE UNIVERSITY OF BERLIN, Germany AEI - POTSDAM, Germany Advertisement TARTU OBSERVATORY, Estonia STOCKHOLM UNIVERSTIY, Sweden UNIVERSITY OF FERRARA, Italy in Nature UNIVERSITY OF ROME - LA SAPIENZA, Italy BRAZILIAN CENTRE FOR PHYSICS RESEARCH, Brazil OBSERVATORY OF THE CÔTE D'AZUR, France INDIAN CENTRE FOR SPACE PHYSICS, India INTERNATIONAL CENTER FOR RELATIVISTIC ASTROPHYSICS NETWORK, Italy UNIVERSITY OF SAVOIE, France Director of the course: Prof. Remo Ruffini PhD students will receive a very competitive salary (gross salary 2800 Euros per month and a 7500 Euro installation grant for non-European students), computing facilities and support for travel, and comprehensive benefits including paid vacation, health care insurance and retirement benefits. To be eligible, applicants should have obtained a Masters degree in astronomy, astrophysics, theoretical physics or a related field. We encourage applications from the best candidates irrespective of nationality, gender or background. Student research will be carried out in the framework of the IRAP PhD Consortium. Consult the web page : http://www.irap-phd.org for details and application instructions. All inquiries should be directed to Prof. Pascal Chardonnet: [email protected]. Applicants are requested send a curriculum vitae, an application form, a list of all university courses taken and transcripts of grades obtained, brief statements of research interests and experience, and the contact information for at least two referees. Applications received by the deadline of February 28, 2011 will receive full consideration. 46
46 Always imagine new ideas
Reinforce our research team between professors
Looking for an European Erasmus Mundus Visa
We have created our European Student Card
We have created our facebook page IRAP PhD Program
Patience and flexibility are also very important in such high complex projects (to work against viscosity)
But the key is to delegate and to control
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48 conclusion
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49 Europe is facing up to extraordinary challenges in terms of securing sustainable economic growth
Yet in spite of the financial situation in Europe, there are definite reasons to be optimistic
«Knowldge is limited, imagination encircles the world» A. Einstein
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