The quality system is managed in the project management unit on several main axes:
Project focus
1- Reviewing and evaluating the unit for projects before progress:
A-Purpose:
To review and evaluate project proposals before submitting, taking into account the technical and financial suitability, in light of the goals and resources of Sohag University.
B- Tools:
- Reviewing proposals, required implementation plans, and implementation schedules through members of the financial and technical work team at the Project Management Unit in Sohag.
- Hold meetings with several stakeholders involved in the project proposal before it is subject to evaluation.
- A formal evaluation of various aspects of the project proposal using a specially designed form.
- Opening a file for each project containing all documents related to the project proposal.
- The results of the evaluation processes are presented within the unit’s report, which is presented to the unit’s board of directors through the director of the project management unit.
2- Reviewing and evaluating the unit for projects during project implementation:
A-Purpose:
To review and evaluate the work to achieve the objectives of the projects as approved in the project proposal and in the light of the university’s interests, and to review the technical and financial measures taken when implementing the project.
B- Tools:
- Review the project proposal and implementation plan.
- Save all project documents in paper and electronic form.
- Each project is required to submit a monthly progress report to the Project Management Unit, which in turn evaluates it.
- Follow-up and save the sequence of project outputs (books, CDs, publishing tools…..) in the unit’s library
- Review the periodic progress report submitted to the Financial Finance Corporation.
- Reviewing the financial periodic report submitted to the Financial Finance Corporation
- Visit the project site and hold bilateral or group meetings with the project team and beneficiaries.
- Periodic review of the status of the project at the monthly meeting of the Project Management Unit at Sohag University.
- Submitting a final report to the project management unit to be reviewed and approved.
- Review the final technical and financial report submitted to the financing agency
- Provide a separate periodic evaluation of the project in relation to the crystallization of the project’s activities through the technical follow-up committees.
- All the results of the activities and evaluation of the projects that are under implementation are reported to the university president every three months in the report submitted by the project management unit director.
C- Reviewing and evaluating the unit for projects after the end of the project (project crystallization):
A-Purpose:
To evaluate and review the impact of existing projects at Sohag University, and to review the assessment of the adequacy of continuity efforts and endeavors.
B- Tools:
- The project management unit studies the impact assessment of projects.
- Funding offices contribute financially to studies to assess the impact of projects in order to assess the impact of the projects they funded at Sohag University.
- Each project is required to submit a work plan capable of continuity in relation to the summary of the project activity, which is evaluated and approved by the Project Management Unit.
- Each project is required to submit a semi-annual report capable of continuing to continue to the project management unit, which in turn evaluates it.
- Follow-up the sequence of the various activities of the projects to confirm the ability to continue and survive.
- Review the periodic report (on the project continuity mechanism), which is submitted to the Financial Credit Agency.
- Review the financial planning for each project to ensure the ability to continue.
- Periodic review of the status of the project at the monthly meeting of the Project Management Unit at Sohag University.
- A report is submitted to the University’s Projects Unit Board of Directors on the results of activities, the evaluation of the continuity mechanism, and the evaluation of the impact of projects, in a report submitted by the project management unit director.
Automating the administrative work in the unit by preparing:
- Electronic archive by scanning the documents of the unit
- An electronic system for recording and following up the arrival of technical and financial reports
- Electronic archive of project progress models
- Electronic archive of technical reports templates for projects
- Electronic archive of project financial reporting models
The use of electronic means of memorization in addition to paper memorization, for example
- Electronic archiving of the unit’s correspondence (outgoing and incoming), in addition to paper archiving
- Electronic saving of financial reports for projects in addition to paper saving
- Electronic preservation of the unit’s board meeting minutes