Powering Collaboration: Understanding the Governance Framework of a Multi-Stakeholder, Multi-Disciplinary Project

Governance structure

By Ekaterina Voynova 

At AI MAPS, we understand the importance of a robust governance structure to drive successful project outcomes. To facilitate efficient decision-making, we have adopted the RACI (Responsible, Accountable, Consulted, Informed) matrix. This structure ensures clear roles and responsibilities for each stakeholder involved in our project.

Management Team: Driving Progress and Collaboration

Our dedicated management team serves as the backbone of the project, overseeing various aspects to ensure its smooth execution. They are responsible for monitoring project progress, managing financial matters, facilitating work packages, organising meetings with the Steering Committee and Advisory Board, and maintaining a strong network of partners and stakeholders. They handle internal and external communications, utilize effective tools, prepare reports, maintain contacts with NWO (Netherlands Organisation for Scientific Research), and develop the Data Management Plan (DMP) and ethics review for the project. Additionally, they take charge of organising the PhD positions, fostering an environment of academic growth and collaboration. 

Steering Committee: Ensuring Accountability and Progress Evaluation

The Steering Committee, which consists of the Management team and the work package leads, holds the key responsibility of ensuring accountability and evaluating the project's progress. They diligently evaluate the recommendations provided by advisory bodies, review the status of resources, and prepare and collect technical progress reports. Furthermore, the committee plays a crucial role in preparing and reviewing technical publications, representing the project at conferences and workshops, and providing leadership in Intellectual Property Rights (IPR) matters. They also engage in user consultation and oversee the overall development and content of the project.

Consortium Advisory Board: Valuable Input and Decision Consultation

Our Consortium Advisory Board consists of consortium members and co-financing partners who provide valuable input and consultation on critical project decisions. They are consulted on major changes in the work program, significant budget shifts, potential exclusion of defaulting partners, the inclusion of new partners (not initially envisaged), and other issues of major importance. Their expertise and diverse perspectives contribute to the project's success and ensure comprehensive decision-making. 

Sounding Board: Keeping External Stakeholders Informed

To maintain transparency and keep non-signatories to the Consortium agreement informed about our project implementation, we have established a sounding board. This board includes prominent organisations such as Nokia, UbiOps, Google, CENTRIC, and the Council of Europe. By sharing updates on our project's progress, achievements, and challenges, we foster an environment of open communication and inclusivity, strengthening our collaborations with external stakeholders.

Governance structure
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