Project Management and Coordination:
The general communication, management and coordination
process of the project were discussed and the relevant decisions were made.
Topics such as how to manage the project, the way of
management and who will be responsible, and how to make decisions were
The topics discussed, and the decisions made are as
A Project Coordination Team (PCT) that
will have a say in the management, communication and decision-making
processes related to the project was decided. PCT will consist of a
representative from each partner, consists of 5 people. This team will consist of Tufan Adıgüzel,
Oguz Tutal, Mariusz Stepien, Mike Nikoupoulos, Yıldırım Yılmazoğlu. These
people will be able to appoint someone else to delegate their place in their
It is decided to use an online project
management tool in order to better track the project phases and process.
Based on the suggestions of the partners, and considering the features of the
tools, ‘’Trello’’ will be used for project management, ‘’Skype’’ will be used
for online meetings, ‘’Google Drive’’ will be used for the documentation
process. The project secretariat,
notably the BAU, will manage this documentation tool and perform the
necessary updates, and the partners will take control and responsibility for
the relevant parts, and carry out the necessary arrangements. Once the
accounts are created, they will be shared with the partners.
In order to discuss the project, the project partners
decided to make a ‘’Skype’’ conference in event-based or urgency situations.
The meeting request will be notified to the partners via e-mail, a common
time for the meeting according to availability.
The adoption of the principle of unanimous consensus on
decisions, including disputes in the project, although it has been accepted
by all partners, it is decided to use majority voting when it is necessary to
prevent blockages and to provide continuance of the decision-making process.
Each of the 5 organizations in the consortium has 1 vote. The voting person
will vote on behalf of the institution. In this case, the risk of equal
voting will be eliminated.
The meeting documents and reports will be prepared by
the institution hosting the event/activity and shared with the project
partners via Google Drive and Trello. The main responsible in the process of
preparing the interim report and final reports will be BAU. But according to
the internal partnership agreements, all of the partners are responsible for
documentation of related activities such as the signature list,
authorization, expenses, invoices, reports, travel documents etc. They are
obliged to transmit these documents to the coordinator or directly to the
European Commission in addition to the Turkish national agency.
Regarding the grant contract, it is emphasized that the
partners should consider the starting date of the Project as March 1st,
2018. All expenses for the project and the invoices to be collected must be
in this date range. If the person who will represent the name of the
institution is not an official worker of the institution, a voluntary contract
must be signed with the relevant worker. In this case, the relevant person
will be able to spend. For the non-profit organizations, authorization
documents and work agreements must be prepared according to program rules.
project milestones document and the guiding examples of the project’s
communication/documentation will be prepared and shared with the partners by
output and Responsibilities:
The outputs of the most important elements of the
project were rearticulated. The presentations and details of the outputs were
presented by Tufan Adıgüzel from BAU and Oğuz Tutal from KIO. Then the tasks
according to the outputs and the responsibilities of each partner were
The details are as follows:
The preparation process of the questionnaire on O1 will
be under KIO’s responsibility. KIO will provide a guiding example of the
template and what needs to be done about the survey templates and details.
The template will be shared with the project partners. Then, the number of
people with whom the project partners will conduct the questionnaire in their
regions will be as stated in the internal partnership agreements. Translation of the answers in the local language for
only open-ended questions will be under the responsibility of the partner who
will conduct the survey. The survey results of each
partner in their region will be shared with KIO and report will be prepared
in the light of the results of the study by KIO. The surveys were decided to
be completed in October and sent to KIO. KIO will make the report ready until
the end of November.
The Process of developing the VR Mobile applications
for O2 will be under BAU’s responsibility. In the process of designing and
developing the mobile applications, the opinions of the project partners,
especially UOFD and TYRTAIOS, have been taken. In
technical terms, SUT will support BAU about the VR. The application developed
will be tested on 1-2 people by each partner, the application will be
improved according to the feedback received.
It is concluded that the sports activities
which will be prepared for the VR application can be applied in real life,
the activities will be prepared in accordance with the opinions of the
project partners. Since people with disabilities already have a lot of
psychological difficulties, the application to be prepared is expected to be
realistic, and the activities in the application can be done by individuals
without using the application. In this regard, climbing proposed in the
application form was removed from the list.
The suggested sports
activities for the application are as follows:
Regarding O3, KIO will present a draft
social inclusion program to the partners. This program will include sports
applications produced under O2, with the inclusion of people with and without
disabilities (peers and families) in the program in order to achieve the efficient
targeted output. After completing the Program, this output will be tested
internationally as a part of the C3 training.
4. Time Planning: Since
the outcomes of the study visits will be used for planning the O1 and O2, it
was decided that the study visits should be scheduled to close dates to each
other by considering the starting dates for the O2 and O3 outputs.
Accordingly, it was decided to make a study visit to Poland (C1) in September
and Greece in October (C2). Although draft dates were determined to be on 26-28
September 2018 for Poland and on 25-28 October for Greece, exact dates will
be determined by the agreement of partners by mail. The invitation letters
will be forwarded to the partners by Poland, then by Greece, in order to make
a visa application immediately.
The draft questionnaire will be ready by the beginning
of September. The final version of the questionnaire is expected to be done
in October. The report including assessment for O1 and O2 is expected to be
written in November.
The draft dates for TM-2, which
will take place in Poland, were discussed to be on 6-8 February or 24-26
January. The exact date will be decided via mail.
After the 2nd meeting in Poland, the other parts of the calendar
will be decided.
The dates specified for C1 and C2 represent working
days and express 3 working days except for travel days. It will be asked to
The Turkish National Agency by Mariusz and Oğuz whether the profiles of the
C1 and C2 participants will be the same as the TM participants (Turkish National Agency Experts responded by saying that
there is no requirement to have the same people in transnational meetings and
study visits. If there is no problem with the project implementation, it is
better to have different phases. However, if the participation of PM person
is needed for the study visits or trainings, this need must be indicated in
the final report of the project.).
addition, the output coordinator will carry out the necessary information
about the duties and the deadline of the outputs during this time.