Minutes of the EES VEPR Pilot Working Group Meeting 260515
Item
/Action needed / Responsibility
/Deadline
Attending: Pam Oliver (chairing); Aida El-Khoury de Paula; Maria Gutknecht-Gmeiner; Weronika FelcisApologies: Claudine Voyadzis
Agenda
· Introducing Derek Poate
· Pace of the work so far
· WG terms of reference
· Short VEPR concept document
· Full VEPR concept document
· Proposed time line for the pilot
· Next actions – sharing the development tasks between EES and UKES
· Promotion and advocacy
· Time for next Skype meetings
Matters arising from the minutes of the last meeting
· Nil
Pace of the WG’s work
· The first two weeks have been busy, with several documents to be reviewed; this was confusing for some
· The WG meetings need to be spaced realistically to allow time for the allocated tasks; we agreed to minimum 3 week intervals
VEPR concept development
· The current full concept document now reflects input from all EES and UKES WG and Coordinating Committee (CC) members
· WG members are happy to use the current document as the ‘core’ statement of the VEPR concept for purposes of developing systems
· The concept may change as systems are developed
· Maria has provided some valuable thoughts in a document for discussion; Pam will incorporate those into the concept document / Pam to circulate the revised concept document / Completed
WG ToR
· The draft WG ToR was agreed to, provisional on the changes suggested by Pam (i.e. pilot funding is not a WG responsibility) / Claudine to finalise the ToR and upload to the website / 7/6
WG tasks
· WG members agreed with the order of tasks and division of labour between UKES and EES WGs as set out in the draft matrix of WG tasks
· Agreed that where WG members do not provide input into a draft document, or advise that they need more time to do so, it can be assumed that they are happy with the draft provided
· Agreed that we will undertake the piloting in stages, including a ‘pre-pilot’ first with members of the WG and CC, to assess its suitability to diverse evaluation roles
· Task responsibilities adjusted and confirmed, and deadlines agreed / Pam to adjust the deadlines and recirculate the task matrix and time line
All WG members to check their tasks, as set out in the Matrix, and diary time for development / Completed
Pilot timeline
· Given the realities of WG members’ other commitments (including summer holidays) and to avoid stress, it was agreed to push out the proposed 2015 pilot dates by one month; that change will not affect the 2016 deadlines / Pam to adjust the deadlines and recirculate the task matrix and time line / Completed
Pilot promotion and advocacy
· Maria has circulated a draft promotions/advocacy strategy document for input; this strategy will be developed over time
· The short concept statement has been finalised and is now publicly available on the EES website; it can be used for publicity purposes
· Aida is translating the concept statement into Spanish for availability to the evaluation network in Spain
· Language will need to become a focus at some point in planning. Applicants must be able to undertake both the application process and the review in a language that they feel comfortable with. / Maria to revise the promotions/advocacy strategy document and add to Dropbox
Aida to send the Spanish translation to Pam for uploading into the EES website
Pam to agenda this item for discussion in June / 7/6
15/6
Communications
· The Dropbox now has additional structuring of sub-folders, which will develop over time
· The Dropbox folder structure will need to be reviewed regularly, and redundant documents either removed or filed
Pilot funding
· An estimate of cost items and funding needed for the pilot has been developed and provided to the CC
· The CC will have responsibility for seeking funding as required / Pam to keep the CC updated on pilot progress to determine timing of funding needs / Ongoing
Arranging meetings
· Weronika agreed to continue arrange future WG meetings / Ongoing
Other business
· Nil
Next meeting/s
Thursday June 18 at 09.00 CET / Pam to call in others by Skype