The effective implementation of an international project requires not only meaningful ideas and activities but also a well-structured management system that ensures coordinated collaboration among partners, timely decision-making, and a shared pace of implementation. In the ALMEX project, this function is carried out by Work Package 1 – WP1 “Project Management and Coordination”, which spans the entire project duration (months 1–36). This work package is coordinated by the Ukrainian Catholic University (UCU).
Within WP1, the managerial framework of the project is established: roles and responsibilities of partners are defined, governance structures are set up, bilateral agreements are concluded, and joint working procedures are aligned. A key initial milestone is the kick-off meeting, which enables partners to harmonise organisational approaches and build a shared vision for ALMEX implementation.
Throughout the project, WP1 ensures the day-to-day coordination of consortium activities, including internal communication, the use of digital tools for document exchange and task management, progress monitoring, reporting, and support of management decisions. This approach helps maintain a structured implementation process, enables timely responses to emerging challenges, and ensures transparent collaboration among partners.
WP1 also delivers two key outputs. The Project Management & Financial Handbook (D1.1) will serve as a practical guide for partners on project management and financial administration. The Stakeholder Survey Report (D1.2) will summarise the results of surveys conducted among students, alumni, academic staff, and employers, contributing to a better understanding of the needs of target groups in the field of alumni engagement.
Overall, WP1 provides the essential governance framework for the ALMEX project and ensures coordinated, consistent, and effective cooperation among partners.
In the ALMEX project, quality is not treated as something to be assessed only at the final stage. It is monitored throughout the entire implementation process. This role is assigned to Work Package 2 – WP2 “Quality Assurance & Evaluation Mechanisms”, which runs from month 1 to month 36 of the project. The work package is coordinated by the University of Alicante.
The main purpose of WP2 is to establish a system that makes it possible to track how consistently, effectively, and properly the planned activities are implemented. Within this work package, the project will develop a Quality Assurance Plan, define key performance indicators, risk management approaches, quality review procedures, and feedback mechanisms involving participants and stakeholders.
A separate component of WP2 is the work of the Quality Assurance Board. It will support the internal quality assurance process by reviewing whether project outputs meet the agreed criteria, analysing the progress of implementation, and helping identify issues that require improvement or corrective action.
WP2 will assess different aspects of ALMEX implementation, including management processes, project events, stakeholder engagement, deliverables, training activities, and overall project progress. This approach allows the consortium to move beyond formal reporting and regularly analyse what works well, what needs adjustment, and how the practical impact of the project can be strengthened.
External evaluation is also an important part of this work package. It will provide an independent assessment of ALMEX results, effectiveness, sustainability, and relevance for partner universities. This evaluation will help determine how well the project achieves its objectives and which outcomes can be further used after the end of EU funding.
WP2 includes two main outputs. The Quality Assurance Plan (D2.1) will define the rules, tools, and procedures for quality control within the project. The Final Quality & Evaluation Report (D2.2) will summarise the evaluation results, analyse project achievements and implementation effectiveness, and provide recommendations for the further use of the developed approaches.
Overall, WP2 provides ALMEX with a framework not only for quality control but also for continuous improvement. It enables the project to assess its progress systematically, strengthen the quality of its results, and develop solutions with practical value for university–alumni engagement.
Within the ALMEX — Alumni Management Excellence project (Erasmus+ CBHE, №101236357, co-funded by the European Union), particular attention is given to the strategic development of university–alumni relations. This area is addressed through Work Package 3 — WP3 “Strategic Development for Alumni Relations: Insights, Metrics, and Action Plans”.
WP3 covers the first year of the project, from month 1 to month 12. The work package is coordinated by the National University of Water and Environmental Engineering (NUWEE).
The main role of WP3 is to create an evidence-based and practical foundation for further alumni engagement activities at Ukrainian universities. Before launching new services, digital tools, or engagement programmes, the partners will collect data, analyse the needs of target groups, and define realistic directions for development.
As part of WP3, the partners will study European alumni engagement practices during study visits to the Netherlands, Poland, and Spain. The focus will include alumni governance models, mentorship programmes, career support, alumni association leadership, the use of CRM analytics, and the involvement of alumni in university development, curricula, and governance processes.
An important component of WP3 is the alumni survey. It will collect information about graduates’ career paths, expectations from their universities, current challenges, and possible forms of engagement with their alma mater. The findings will help partners better understand which communication, support, and engagement tools are most relevant for Ukrainian higher education institutions.
WP3 also includes the analysis of best practices in alumni engagement. The partners will consolidate insights from study visits, relevant European cases, and approaches that can be adapted to the Ukrainian university context. This analysis will provide practical recommendations for further development of alumni relations.
Another key task of WP3 is the development of indicators and metrics for assessing alumni engagement. These tools will help universities measure alumni participation in events, mentorship programmes, career support, professional initiatives, contributions to university development, and other forms of cooperation.
The key output of WP3 will be D3.1 “Individualized Alumni Engagement Strategies – Developed and Approved”. This deliverable will include tailored alumni engagement strategies for Ukrainian partner universities. Each strategy will reflect the university’s institutional profile, the characteristics of its alumni community, key engagement areas, stakeholders, metrics, timeline, and practical recommendations.
Overall, WP3 helps bring alumni engagement into the field of data, analysis, and concrete institutional decisions. Its results will provide a basis for the next stages of ALMEX, including the development of digital infrastructure, alumni offices, alumni associations, mentorship programmes, and long-term cooperation models between universities and their graduates.
Within the ALMEX — Alumni Management Excellence project (Erasmus+ CBHE, №101236357, co-funded by the European Union), an important stage is the development of digital infrastructure for alumni engagement in Ukrainian universities. This area is addressed through Work Package 4 — WP4 “Digital Ecosystem for Strategic Alumni Engagement”.
WP4 covers the period from month 5 to month 16 of the project. The work package is coordinated by the Ukrainian Catholic University (UCU).
The main role of WP4 is to build a digital ecosystem that will help universities work with alumni communities in a systematic way, store and analyse data, organize events, maintain communication, and make decisions based on real engagement indicators.
The first area of WP4 focuses on the design and development of alumni web hubs — digital pages or portals for graduates. Their structure will be shaped by the needs of universities and alumni communities. These portals are expected to become user-friendly spaces for communication, event registration, access to useful resources, feedback collection, and professional networking.
Special attention within WP4 is given to data protection and privacy compliance. The partners will review national and European data protection legislation, including GDPR, develop mechanisms for obtaining user consent, prepare guidelines for secure data storage and processing, and implement technical and organizational measures to protect personal information.
Another important component of WP4 is the deployment of a CRM system for alumni relationship management. The system will help universities consolidate alumni data, track communication history, customize workflows, analyse alumni activity, and better understand which engagement formats are most effective.
WP4 also includes the development of an alumni engagement dashboard. It will allow universities to monitor alumni participation in events, mentorship activities, consultations, professional initiatives, and other forms of cooperation. These data will help institutions not only record engagement, but also adjust their approaches based on actual results.
A separate block of activities is dedicated to staff training. University teams will receive training in platform and CRM management, data analysis, event organization, and technical issue resolution. User manuals, troubleshooting guides, and post-training support mechanisms will also be developed to ensure sustainable use of the digital tools.
The key outputs of WP4 will be D4.1 “Design and Development of Alumni Web Hubs (Portals)” and D4.2 “Training for Platform and CRM Management”. The first deliverable is linked to the development and launch of digital alumni portals, while the second focuses on preparing university teams for sustainable platform administration and CRM use.
Overall, WP4 translates the analytical and strategic work of the previous stages of ALMEX into practical digital infrastructure. Its results will support the further development of alumni offices, alumni associations, mentorship programmes, career initiatives, and long-term cooperation between universities and their graduates.