Collecting and managing data about mobility could significantly affect the quality of the institutional process related to assisting mobile researchers and internationalization in general. It produces a body of evidence for strategic decision-making, facilitates smooth and effective communication with mobile researchers, provides a framework for a flow of activities related to assistance, and improves the efficiency and productivity of the service center.

• Basic level: Creating a Mobility info sheet (Xls/word file) enabling the contact person to fill in all the relevant data on an incoming PhD student/academic and share it across all the relevant departments involved (IRO, HR, Accommodation department, Library, IT center) before his/her arrival. For details see the example Mobility Data Infosheet.


• Intermediate level: Simple central online application enabling an inviting person/department to enter all the parameters on incoming PhD/academic prior to his/her stay, sending out an auto-generated welcome email with information and access to all university services (online library, pass/card, other electronic services before the arrival of incoming.


• Advanced level: Central comprehensive IT mobility system/database with advanced functionalities regarding task management/work division among support staff members, personal information of incoming, pop-up notification of new arrivals, details on visa/residence procedure, health insurance, reminder of expiry dates of various documents (visa, residence permit, hosting agreement, etc), expected services and interest in social events, information of accompanying family members and their needs, email invitation generation, overview of all the emails sent via the database, indicator of completeness of case, statistics, etc.

Goals

Improved access to information Improved quality of service Improved procedure/efficiency

Basic information

Practice setup

• Making a strategic decision to implement a process of collecting and managing mobility data. This decision must take into account all the expected strategic outcomes, including quality management and improvement, quality of service, etc.


• Designing the meta-model - answering which data the organization would like to collect. This depends on the expected outcomes. For example, if the quality of service is a goal, user satisfaction is important and thus related data will be collected. Check out the meta-model of the EURAXESS Services App in the examples of good practices.


• Deciding on the level of process embedment. Will management continuously use and interact with data? Are approvals on some procedures needed? What kind of reports will be beneficial for the management process?


• Deciding on the level of interaction. Will this data be populated by the researcher himself/herself? In which way, how frequent and how formal this interaction will be? This decision will significantly affect the complexity of the system needed and may also open the road to implementing conventional Customer Relationship Management (CRM) systems.


• Collect experiences of external stakeholders - other similar organizations and analyze the similarities between needs, and methodologies for implementation. Organize interviews with persons in charge and those who use the system in those organizations. In case the relevant ministry or agency collects data about mobility, work on aligning the processes and ensuring interoperability.


• Define a clear list of requirements for the system/application


• Implement the system/application for data collection and management by using your internal capacity or by engaging with external contractors.


• Setup testing and validation process and act on the feedback by customizing the implemented prototype


• Train your staff to use the system/process


• Start the process.

Cost of practice setup
Time required for practice setup
Personnel effort required for practice setup
Actors involved in practice setup	IRO/welcome centre IT support department Rector's office / Vice-Rector for International Affairs
Partners involved in practice setup	Other HEI/research organisation in city/region Ministry of Education/Science/Research
Indicators for evaluating progress/quality of practice setup	Software developed or purchased Software implemented User procedure and manual designed Number of software users

@Other HEI/research organizations may be already implementing/running the process of mobility data collection. Set up a conversation in which you could learn from them and analyze a fit of the expected outcomes and measures to assure them.

@Ministry of Education/Science/Research may be running the process of mobility data collection. Work with them to align two processes and ensure interoperability.

Practice delivery

• On receiving a query by the researcher, add data about it in the system. Manage all relevant information about assisting the researchers for the specific query.


• Implement periodical reporting process.


• Analyse the meta-data model and update it periodically if neccessary.