IMPLEMENTING DUAL SYSTEM
IN KAZAKHSTAN
Home / Deliverables / 6.4 Communication and conflict resolution

6.4 Communication and conflict resolution

 

 

 

 

 

ERASMUS + Capacity Building in the Field of Higher Education (CBHE) Project 618835-EPP-1-2020-1-KZ-EPPKA2-CBHE-SP

Implementing dual system in Kazakhstan / KAZDUAL COMMUNICATION AND CONFLICT RESOLUTION PLAN

Prepared by: Laura Khassenova (SKU) | laura_ok_uko@mail.ru and Aigul Iskakova (SKU) | aiskakova@bk.ru

Contributed by: Bayan Sapargaliyeva (KazNPU) | bonya_sh@mail.ru Delivery date: M3

Work package

Title

6

Project management

Activity

Title

6.2

Elaboration and approval of Steering Communication and Conflict Resolution Plan, Dissemination Roadmap and QA

plan, and creation of Steering Committee

6.4

Communication and conflict resolution

 

 

Summary

Communication has to be organized, developed and built and the first step in this process is to define a communication plan. The ability to communicate is essential to the success of any undertaking and an important factor in the achievement of its objectives.

 
  Подпись: Summary
Communication has to be organized, developed and built and the first step in this process is to define a communication plan. The ability to communicate is essential to the success of any undertaking and an important factor in the achievement of its objectives.
 

 

 

Project Consortium Coordinator: Laura Khassenova | SKU – South-Kazakhstan University | laura_ok_uko@mail.ru

 

 

The European Commission's support for the production of this publication does not constitute an endorsement of the contents, which reflect the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

   

 

Introduction

 

Project communication is the exchange of project-specific information with the emphasis on creating understanding between the sender and the receiver. Effective communication is one of the most important factors contributing to the success of a project.

 

The project team must provide timely and accurate information to all stakeholders. Members of the project team prepare information in a variety of ways to meet the needs of project stakeholders. Team members also receive feedback from these stakeholders.

 

Project communication includes general communication between team members but is more encompassing.

 

Project Communication Management is the knowledge area that employs the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project information.

 

Project Communication is the responsibility of everyone on the project team. The project manager, however, is responsible to develop the Project Communication Management Plan with the input from the task managers and other project partners.

 

 

Purpose of Communication Management Plan

 

The purpose of the Communications Management Plan is to define the communication requirements for the project and how information will be distributed. The Communications Management Plan defines the following: what information will be communicated; how the information will be communicated (in meetings, email, telephone, newsletter, web portal, etc.); when information will be distributed; who is responsible for communicating project information; how any sensitive or confidential information is communicated and who must authorize this; any constraints, internal or external, which affect project communications; and any standard templates, formats, or documents the project must use for communicating.

 

This Communications Management Plan sets the communications framework for the KAZDUAL project. It will serve as a guide for communications throughout the life of the project and will be updated as communication needs change. This plan identifies and defines the roles of persons involved in this project. A project team directory is included to provide contact information for all stakeholders directly involved in the KAZDUAL project.

 

The project manager is responsible to monitor and manage the communications as part of work package 6 – Project management activities, and it is under the responsibility of SKU - South-Kazakhstan University.

 

 

Communication Management Approach

 

Approximately 70% of a Project Manager’s time is spent on communication. Project Management Team are spending most of time on measuring and reporting on the performance of the project, composing and reading emails, conducting meetings, writing the project plan, meeting with team members, overseeing work being performed, meeting with partners and many more activities related to the project. By having a solid communications management approach many project management problems can be avoided.

 

In the KAZDUAL project the cooperative and open communication approach will be used. One of the major goals of the Erasmus+ project is to share knowledge and exchange information. Therefore, the required infrastructure to enable open channels of communication between all the project partners will be provided. This approach will direct the activities throughout the project and it will also create a sustainable project for the future.

 

All KAZDUAL project partners will be encouraged to present their insights and lessons learned to be available to as broad higher education population at their institution as possible. This might be implemented by the project web-portal page, professional publications, and more. However, it is crucial to inform the project management team about every piece of information that each one of the partners wish to exchange with other team members and/or to publish.

 

We will use multiple communication channels to exchange ideas, information, and reports. We will use electronic media such as emails, ZOOM conversations, videoconferences, in order to provide synchronous conversations while keeping expenses as low as possible. In addition, we will use telephone conversations and meetings to create interactive relations between the partners.

 

KAZDUAL Project Team List

 

The following table presents contact information for the KAZDUAL coordinators in each one of the partner organizations.

 

The mail addresses and phone numbers in this table will be used to communicate with these people.

 

In addition, an updated contact list that includes all the personnel involved in the KAZDUAL project is available at the project web portal.

 

Table 1. KAZDUAL project team list

 

Institution

Name

Title

Position

Contacts (e-mails, cell, telephones, WhatsApp, skype, social networks)

At Institution

At the Project

M. Auezov South- Kazakhstan University

Aigul Iskakova

Mrs

Vice-rector for strategic development and internationali

zation

Institutional Coordinator

aiskakova@bk.ru

M. Auezov South- Kazakhstan University

Laura Khassenova

Mrs

Director of the Bologna process and Academic mobility

centre

KAZDUAL

Project Coordinator

laura_ok_uko@mail.ru

Otto-von-Guericke- University Magdeburg

Marcel Massmann

Mr

Head of the Division for

International Cooperation

KAZDUAL

Project Co- Coordinator

marcel.massmann@ovgu. de

Tallinn University of Applied Sciences

Marta Mugur

Mrs

Manager

Project manager

marta@tktk.ee

Tallinn University of Applied Sciences

Mihhail Kirejev

Mr

 

 

Visiting lecturer in the Institute of Logistics

 

Project manager, lecturer

mihhail.kirejev@tktk.ee

Tallinn University of Applied Sciences

Kati Nõuakas

Ms

 

Acting Director of the Institute

of Logistics; Leading

 

lecturer

kati.nouakas@tktk.ee

 

 

 

 

Lecturer; Curriculum Coordinator of Transport and Logistics

 

 

Pädagogische Hochschule Tirol

Regine Mathies

Mag. Dr.

BEd

Lecturer

Participant Contact Coordinator

– Key person 1

regine.mathies@ph- tirol.ac.at

+43 664 844 9006

Pädagogische Hochschule Tirol

Ingrid Hotarek

MA

BEd

Lecturer

Team member Vice- Coordinator

Key person 2

ingrid.hotarek@ph- tirol.ac.at

+43 676 38 66 323

Pädagogische Hochschule Tirol

Iris Kahn

Dipl.- Hdl.

Lecturer

Team member

iris.kahn@ph-tirol.ac.at

+43 699 1903 2548

Accreditation, Certification and Quality Assurance Institute

Andre Schlipp

 

Managing Director

ACQUIN

Supervisor

schlipp@acquin.org / +49

- 921 - 530390 – 77/

https://www.linkedin.com

/company/acquin-e-v-/

Accreditation, Certification and Quality Assurance Institute

Giorina Maratsi

 

Project Manager

Project Coordinator

maratsi@acquin.org /+49

- 921 - 530390 – 86/

https://www.linkedin.com

/company/acquin-e-v-/

Accreditation, Certification and

Quality Assurance Institute

Lyazzat Nugumanova

Dr.

Project Manager

Researcher

nugumanova@acquin.org

/ +49 - 921 - 530390 – 73/

https://www.linkedin.com

/company/acquin-e-v-/

Central and Eastern European Network of Quality Assurance Agencies in Higher

Education

Jan Philipp Engelmann

 

Secretary General

Project Manager and Administrati

on

engelmann@asiin.de

Central and Eastern European Network of Quality Assurance Agencies in Higher

Education

Maja Milas

 

Project Manager

Researcher

Maja.Milas@nakvis.si

Abai Kazakh National Pedagogical University

Bayan Sapargaliyeva

Mrs

Postdoctoral Researcher

Institutional

\National Coordinator

bonya_sh@mail.ru

+7 701 732 63 44

 

 

 

 

 

WP2,5,4,6

 

Abai Kazakh National Pedagogical University

Talgat Igissinov

Mr

Head of Commercialis ation Office

Key Person WP5

t.igissinov@gmail.com

  1. Buketova

Karaganda University

Svetlana Karstina

Mrs

Head of the Postgraduate Education Department

Institutional Coordinator

skarstina@mail.ru

Shakarim Semei University

Alexandr Koichubayev

Mr

Dean of International Faculty

Coordinator

, Co-

Manager of WP 2, 3

koychubayev_as@mail.ru

+77773034084

Shakarim Semei University

Indira Oralkanova

Ms

Director of Department for Academic Affairs

Manager of WP 4

Quality

control of the Project

indir.85@mail.ru

+77772862986

Shakarim Semei University

Zhaiyk Tokhtarov

Mr

Head of the Department of technological equipment and

mechanical engineering

Manager of WP 2, 3

tinkobai@mail.ru

+77018528452

Shakarim Semei University

Asset Abylmazhino

v

Mr

Specialist of International

Faculty

Manager of WP 5

aset-93@mail.ru

+77789195714

Ministry of Education and Science of the Republic of

Kazakhstan

Banu Narbekova

Mrs

Head of the Department

Coordinator

b.narbekova@edu.gov.kz

Independent Agency for Quality Assurance in Education

Galiya Rakhimzhano va

Ms

Manager

Coordinator

g.rakhimzhanova@iqaa.kz

Karaganda Higher Polytechnic College

Gabdisagyt Aubakirov

Mr

Head

Coordinator

sagit.aubakirov@mail.ru, kar-polit@krg-edu.kz

Semei Electrotechnical College

Akmaral Imanbekova

Ms

Manager of International cooperation

Coordinator

e-mail: dulatova167@yandex.ru tel.: +7 702 549 70 75

skype: Akmaral Imanbek FB: Akmaral Akmaral

 

 

Communication Methods and Technologies

 

Project team members use a variety of communication methods to deliver project information, including meetings, telephone calls, email, voicemail, and web portal and institutional websites. Meetings in particular are often the most effective way to distribute information to project stakeholders. Before planning a meeting, the project manager or assigned team member should consider the communication objectives carefully and choose a meeting format that will meet the objectives.

 

KAZDUAL will develop and maintain a dedicated web portal that will be used to provide updates, archive various reports, and conduct project communications. This platform enables the project management team, as well as authorized stakeholders, to access project data and communications at any point in time. The KAZDUAL web portal also provides the ability for stakeholders and project team members to collaborate on project work and communication.

 

The web portal address is: http://kazdual.kz

 

Responsibility for developing and maintaining web portal is at KazNPU.

 

Access to the website will be free and only the financial information will be controlled with a username and password. The project management team is responsible for ensuring all project communications and documentation are copied to the web portal.

 

All project partners are responsible to transfer a copy of the information to be uploaded to the web portal to the project management team. The partners also responsible to make sure that the management team had received the information as required.

 

Additional information and updates will be exchanged through the KAZDUAL newsletter that will be distributed periodically to all the project stakeholders via email and published on project web portal page.

 

Table 2. Communication methods

 

Method

Purpose

Responsibili ty

Frequency

Audience

Project Consortium board

meetings

Making key decisions for realization of project activities and financing.

Reporting current project status.

Project coordinator

Once per year

All project partners

 

 

Communicate all changes. Identify milestones.

Identify and discuss project

issues and corrective actions.

 

 

 

Project Steering Committee meeting

Providing input to the development of the project, including the evaluation strategy; Providing advice on the budget; Defining and helping to achieve the project outcomes; Identifying the priorities in the project – where the most energy should be directed; Identifying potential risks; Monitoring risks; Monitoring timelines; Monitoring the quality of the project as it develops; Providing advice (and sometimes making decisions) about changes

to the project as it develops.

All managers of project partners and stakeholder s

Once per year

Project manager s and stakehol ders

Project Executive/Na tional board

meetings

Ensuring realization of project activities by WP leaders.

Identify and discuss project issues and corrective actions.

Project coordinator

After each meeting

WP

leaders

Office meeting

Report status and progress of projects and scheduled tasks per institutions.

Project partner coordinator

Weekly/m onthly

Staff involved in

the project from

the partners

External meetings

Involve external partners in the project. Subcontracting issues.

Project

partner coordinator

As needed

All

project partners

Project web portal

Report status and progress of scheduled milestones and activities.

General project information.

Webmaster

As needed every month of the project

lifetime

WP

leader

Corresponde nce

(letters, memos,

email, zoom)

Document status of action items, decisions made, and problems encountered.

All project partners

As needed

All project partners

Portal visit

In accordance with project activities.

Identify and discuss problems

and solutions for project obstacles.

Project coordinator and

As needed

All project partners

 

 

Identify project status and recommendation for improvement.

internal/ external control

expert

 

 

 

A Conflict Management

 

A Conflict Management should always be put in place where there’s an actual conflict of interest, as well as for some potential or perceived conflicts of interest.

 

The steps that will be put in place to mitigate any identified conflict. This can often include:

  • not taking part in discussions of certain matters

 

  • not taking part in decisions in relation to certain matters (e.g. procurement from an organisation where you or a family member have an interest)

 

  • referring to others certain matters for decision (e.g. pricing for use of facilities or equipment for a spinout you’re involved with)

 

  • resolving not to act as a particular person’s supervisor

 

  • divesting or placing in trust certain financial interests

 

  • publishing a notice of interest

 

  • standing aside from any involvement in a particular project

 

  • declaring an interest to a sponsor or third party.

 

If there’s an actual conflict, the Discloser will need to stand aside from taking any decisions on the matters around the conflict. Disclosers are encouraged to make colleagues that are involved in the matter aware of the conflict and the actions being taken.

 

The Conflict Management should be reviewed regularly.

 

 

Communication standards

 

Standardization is a proven way to simplify the complexities of project management communications. The KAZDUAL various communication tools used throughout projects.

 

In addition to standard templates and/the web portal as a standard platform from which to share information and communicate. Standardization provides a level of simplicity to a project's communication platforms and improves effectiveness and efficiency.

 

For this project, the partners will utilize standard formats and templates for all formal project communications. The way to simplify the complexities of project management communications. The available for download on the official website of the project.

 

All KAZDUAL project partners are required to print the following text on any official document of the project.

 

Project number: 618835-EPP-1-2020-1-KZ-EPPKA2-CBHE-SP

 

"This project has been funded with support from the European Commission. The European Commission's support for the production of this publication does not constitute an endorsement of the contents, which reflect the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein”.

 
   
 

 

 

In addition, the following are standard KAZDUAL logo, Erasmus+ logo and partners’ logo, which are required to appear on every publication related to the project.

IQAA

 
 
 

 

 

 

Informal project communications should be professional and effective but there is no standard template or format that must be used.

The European Union —EU
The European Union —EU
Kassym-Jomart K. Tokayev
The President of the Republic of Kazakhstan
Republic of Kazakhstan
The Republic of Kazakhstan is a unitary state with the presidential system of government.
+7 (707) 350-55-30
Almaty
© 2022 «This project is funded with the support of the european commission. The content of this publication / material is the responsibility of the author and does not reflect the views of the european commission. The commission cannot be held responsible for the use of the information it contains»