Risk management

The starting point for risk management is to create a common understanding of risks among partners, to identify and mitigate risks and to avoid conflicts with the preventing actions planned. The experience of the partners in previous projects is crucial for the identification of the possible risks. AQU Catalunya will be the responsible partner for the risk management section of this Quality and Evaluation Plan.

The risks areas that deserve more attention are, among others:

Risk areas
SCOPE Misunderstandings regarding goals and scope of the project will be kept in check by ensuring all partners agree on project goals, tasks and budget before the proposal is submitted. Upon project approval, kick-off and subsequent meetings will be used to keep track of project scope, spot deviations and act accordingly.	TIME Failing to meet deadlines for reporting or submitting is a prevalent risk. Detailed work plan with clear schedules, regular communication via e-mail and project meetings will be used to minimize this category of risk.
CHANGES IN THE PARTNERSHIP Mergers at institutional level and/or job changes at individual level may require modification of a partner' name, legal representative and/or contact person. All partners will be admonished to formally inform the coordinator well in advance to request change approval from the National Authority.	BUDGET In some partner countries unit costs for some categories of staff may not fully cover real working day rates. It is essential that all partners understand this predicament when implementing the project activities. Templates, guidelines, and examples will be provided in order to ensure accurate and realistic reporting on staff, travel, subsistence, exceptional costs with special attention to VAT exemption rules.
COMMUNICATION Silent partners may hinder the development of the project. A mailing list has already been set up for the preparation of the proposal. All communications via e-mail will contain a deadline to provide feedback. Partners failing to do so with no justified reason will be contacted via phone/skype by the project coordinator. Serious communication problems will be dealt in project meetings. Agenda and agreements made in project meetings will be sent in written form to make things easier for partners experiencing difficulties to communicate in English. Project coordinator will set aside time for individual conversations and create opportunities to work in small groups in order to minimize this risk.

Risks will be handled through Risk Management, Quality assurance, Decision making in conflict situation, and monitoring activities. Monitoring will be continuous and applied:

• on project level (Project co-ordinator and Quality assurance leaders), and
• on output and activity level (Project co-ordinator and Activity leader).

Meetings will assist the process. Action and corrective measurements will be taken when needed.