Date: 09/11/18
Time: 9.30 – 2.30pm
Venue: Shrewsbury Colleges Group, London Road Campus, Shrewsbury. Room: A41
Attendees: Richard Booth, Darryl Jones, Justyn Caie, Chris Pemberton, Nick Austin, Paul Partridge, Catherine Armstrong, Daiana Huber, Alina Nicola, Irina Grigore, Ugur Tok, Selim Ozbugday
Agenda
1. Welcome to partners and introductions
2. Project Overview: Aims & Objectives Discussion: Grant Agreement and associated documents.
3. Understanding of roles, responsibilities and any questions
4. Discussion: Budget and finance/payments, record keeping (especially on IO's) Breakdown of names completing work on work packages and IO's, dates, times, etc.
5. AR resources examples and demonstration Discussion and questions
6. Devices for procurement and costs
7. AOB
Meeting end at 1pm for lunch and networking
2.30pm-3.00pm - End & travel
Minutes
Welcome and introductions
Chris Pemberton (Shrewsbury College Group), formally welcomed partners and gave some background to SCG, the Augmented Reality developments to date and the project.
All project partners and associated members gave introductions to all.
Project Overview: Aims & Objectives
Richard Booth gave a brief project overview and circulated a number of documents for discussion during the meeting (grant agreement, budgets, role, responsibilities and payment processes).
Discussion: Budget and finance/payments, record keeping (especially on IO's). Discussion around the project budget, proposed payment methods, with Paul Partridge (Vice Principal, Finance) and Nick Austin (Finance Manager). Discussed the importance of record keeping, with named individuals, dates, hours and times collated, to justify the budget line costs associated with each intellectual output and work streams.
AR resources examples and demonstration: Richard discussed the proposed augmented reality process we will undertake during the project and circulated examples of Prison AR and subject specific AR resource posters and learning cards.
Devices for procurement and costs Richard and Nick discussed with partners the tender process for the iPad procurement.
Action: Nick and Richard to discuss with JTRS (our tender company), with the possibility of procuring all 41 identified iPads and tough cases and having the 10 devices delivered to each partner directly.
Work Plan: Mapped out the project over the three year duration. We included the intellectual outputs, transnational meetings and multiplier events. This was a useful exercise for all project partners and matched the project plan and time map already created.
Communication methods: CPIP project partner to provide access to their project management system that we can use for our AR project to house all documents, meetings, and communication within the one system.
Action: Daiana to set up the system and individual accounts.
Action: Richard to populate the system with folder structure and upload relevant documents throughout the life of the project.
Dissemination processes: Project to have a visual identity and access to project information for the public domain. A page on SCG website to be created (overview project information and progress during the term of the project and beyond).
Action: Richard to produce an official statement letter to disseminate to all partner prison institutions, giving an overview of the project and signed by legal representative from SCG.
Pilot institutions: The UK partner HMPPS has secured a pilot for the AR resource development and use at HMP Hewell. It was agreed that each project partner will identify the prison institutions to pilot within Romania and Belgium and make contact to see which would allow the pilot process to happen.
Action: Each project partner to identify the prison institutions to pilot within Romania and Belgium.
Actions
Nick and Richard to discuss with JTRS (our tender company), procuring all 41 identified iPads and tough cases and having the 10 devices delivered to each partner directly.
Daiana to set up the project management system and individual accounts.
Richard to populate the project management system with folder structure and upload project documents.
Richard to produce an official statement letter to disseminate to all partner prison institutions.
Richard to arrange the setup of the project page on the SCG website.
Richard to send partners monthly to inform of updates to the project and completion of intellectual outputs (via Teamwork).
Each project partner to identify the prison institutions to pilot for Romania & Belgium.
Richard to circulate the completed Output 1: Introduction of AR resources – A guide for Teachers and Trainers after the completion end date of 03.12.18
Richard to circulate the project timeline activity mapping to all partners
Richard to return copies of signed partner agreements to HMPPS and EHBC (BIB already have copy)
Daiana to return CPIP’s signed partner mandate to Richard for countersigning and return
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