BETTER4U_Deliverable_1.3_Quality_Assurance_Plan

Deliverable D1.3 Author’s name: Maria Kafyra Date: 19.02.2023 Ref. Ares(2024)1257162 - 19/02/2024 2 Deliverable D1.3 Document ID D1.3 Due date 31/01/2024 Submission date 19/02/2024 Dissemination level Public Work Package 1 Keywords Project Management, Quality, Quality Assurance Plan 3 Deliverable D1.3 The present document summarizes the internal procedures outlined for ensuring the high level of quality work proposed within the nodes of the BETTER4U project, thus completing the information stated in the project’s Grant and Consortium Agreements (GA & CA). Therefore, the objective of the present document is to set forth the techniques that will be used to provide adequate resources and measures to ensure satisfactory outcomes of high quality. Disclaimer The present document does not in any way overrule the Grant Agreement (incl. Annexes associated) and the Consortium Agreement. 4 Deliverable D1.3 Project Number 101080117 Acronym BETTER4U Full name Preventing obesity through Biologically and bEhaviorally Tailored inTERventions for you - BETTER4U Project URL Preventing obesity through Biologically and bEhaviorally Tailored inTERventions for you EU project officer Marina Koussathana Date of delivery Contractual: 31/01/2024 Actual: 19/02/2024 Authors (name + organisation) Maria Kafyra (Harokopio University of Athens - HUA) Vasiliki Vavouraki (Harokopio University of Athens - HUA) Reviewers (name + organisation) Technical review George Dedoussis (Harokopio University of Athens – HUA) Language review George Dedoussis (Harokopio University of Athens – HUA) Security George Dedoussis (Harokopio University of Athens – HUA) 5 Deliverable D1.3 Acknowledgement of previously published material and of the work of others has been made through appropriate citation, quotation or both. 6 Deliverable D1.3 Executive summary .................................................................................................................... 3 Document information .............................................................................................................. 4 Statement of originality ............................................................................................................. 5 Index of table ............................................................................................................................. 7 Index of figures .......................................................................................................................... 7 Abbreviations ............................................................................................................................. 8 1. Introduction ....................................................................................................................... 9 2. Documentation .................................................................................................................. 9 2.1. Management of Documents and Records .................................................................. 9 2.2. Deliverables and Templates ...................................................................................... 10 2.3. Quality Assurance ..................................................................................................... 10 2.4. Planning and Reporting ............................................................................................. 13 3. Communication ................................................................................................................ 15 3.1. Communication Tools ............................................................................................... 15 3.2. Consortium contact list ............................................................................................. 16 3.3. E-mails and mailing lists ............................................................................................ 16 4. Conclusion ........................................................................................................................... 17 5. Contact details .................................................................................................................... 17 7 Deliverable D1.3 Table 1. Members of the Task Force for Data Analysis ........................................................... 11 Table 2. Members of the Task Force for the Development of Novel Models and Tools......... 11 Table 3. Members of the Interdisciplinary Knowledge Group (IKG) ....................................... 11 Table 4. BETTER4U Communication Tools ............................................................................... 15 Figure 1. BETTER4U Task Forces and Interdisciplinary Knowledge Group .............................. 13 8 Deliverable D1.3 AI Artificial Intelligence CMT Coordination and Management Team CO Coordinator DoA Description of Action EC European Commission FSIGN Financial Signatory GA Grant Agreement or General Assembl PO Project Officer SC Steering Committee WP(s) Work Package (s) 9 Deliverable D1.3 D1.3 Quality assurance plan aims at presenting the cornerstones set at ensuring: i) the quality of work carried out and produced within the BETTER4U activities, and ii) the smooth cooperation and conduct between partners and work packages (WPs). The present document will, thus, outline: i) the tools and platforms used to manage the interactions between partners throughout their involvement in the project activities and check the progress of project works, ii) the ways of documentation exchange between project partners, as well as between project partners and the European Commission, and; iii) the standards of editorial content for the project documents (definitions of templates and policies used for the documentation, presentation and communication). Complementary to the present plan, the BETTER4U project will be conducted based on the cornerstone reference documents, i.e. the Grant Agreement and Consortium Agreements (GA & CA), the Communication, Dissemination and Exploitation Plan prepared by WP9 leader European Food Information Council (EUFIC), as well as the reference documents available by the European Commission. 2.1.Management of Documents and Records The BETTER4U consortium uses two online platforms for document communication and record keeping. The project’s coordination and management team (CMT) has created and shared with all consortium partners i) a shared folder using the “Google Drive” platform (the BETTER4U shared Google Drive folder and ii) a page on the “Pumble” platform” to facilitate rapid exhanges and record keeping of key-consortium documents such as the contact list (the BETTER4U Pumble page ). Bothe platforms can be used to upload files and share files. Google Drive can additionally be used to organize files and create sub-files as well as use files offline. Documents and files shared via Pumble can be uploaded in the “Files” section and /or pinned under the “#General” channel. Use of those widely shared repositories eliminates barriers related to functionality and increases the smoooth and safe document exchange by decreasing the number of email attachments. Access to both has been granted only to consortium members who are involved in the works of the project upon approval by the CMT. In case a consortium member cannot access the shared files using their institutional email, they should inform the CMT. Access to personal emails instead will only take place after approval by the CO. Any member no longer involved in the project should inform the CMT in timely manner, who will subsequently remove all access rights from their corresponding emails. 16 Deliverable D1.3 3.2. Consortium contact list In order to facilitate communications and effective exchanges, the project’s coordination and management team (CMT) have created a listed excel file including all consortium partner contact details, available at the project’s both BETTER4U shared Google Drive folder (under sub-folder “BETTER4U_Consortium_Details”) and the BETTER4U Pumble page (pinned under the “#General” channel). The list includes an overview of the members included in the project’s governance bodies and task forces, as well as details on the persons to be contacted regarding administrative or communication activities. The list is dynamically updated based on ongoing new additions or potential de-subscriptions to ensure the smooth commnication of all project partners and the seamless integration of new members. Only the CMT can edit the contact list. 3.3. E-mails and mailing lists Emails will remain the main communication means throughout project duration, being complemented by immediate (“chat”) exchanges between persons in the project’s Pumble page, thus, eliminating any difficulties attributed to geographical and distance parameters. To further enable rapid and effective communications, the WINGS ICT Solutions partner has created a mailing list including the addresses of all project partners. To request inclusion or deletion in or from the mailing list, the persons interested can and will send an e-mail to the CMT who will then contact the WINGS ICT Solutions member managing the mailing list requesting for addition or deletion. The member should state their name, e-mail address and affiliated institution. Only the CMT and the WINGS ICT Solutions member managing the mailing list can edit the mailing list. The project’s CMT will communicate all relevant project information via email and Pumblebot direct communications. File attachment exceeding file size proposed limits will be avoided to ensure the smooth reception of all documents by all partners irrespective of potential restrictions concerning input, file formats or software versions. Such files will be shared and uploaded on the project’s BETTER4U shared Google Drive folder repository, as well as pin them on the BETTER4U Pumble page (under the “#General” channel). To further facilitate partner communication, the CMT has created separate Pumble channels per governance body, WP and Task Force each one including the corresponding partner members as previously agreed by the consortium during it first General Assembly (GA) meeting. The relevance of those channels for each partners primarily stems from the activities as planned in the project’s DoA, i.e. If a partner is involved in a task from a specific WP or within the duties of a Task Force, the corresponding WP or Task Force channel will automatically become relevant for that partner. If necessary, corresponding email lists per WP and/or Task Force will be created by the CMT in coordination with the relevant WP Leaders. A separate email adress to be used by partners in case of issues arising on ethical or legal matters has been created by WP2 Leader University of Vienna, at BETTER4U- [email protected]. 17 Deliverable D1.3 The outlined approaches for the quality assurance of documentation, planning and communication within the BETTER4U nodes, aim to maximize the quality of the produced outputs and allow for the successful conduct of all scheduled activities. All partners, bodies and the project CO will collaborate in applying and abiding by the aforementioned throughout the duration of the project. Coordinator, Project manager and Work Package 1 leader → George Dedoussis, HUA → +30 210 95 49 179 → [email protected] Project manager → Maria Kafyra, HUA → +30 210 95 49 212 → [email protected]