Promotion of innovation and Digital Transformation in Systematic Project Development and Innovation Environment (PRODIGY-E) Erasmus+ Capacity Building in Higher Education (CBHE)

101236407 - PRODIGY-E - ERASMUS-EDU-2025-CBHE-STRAND-1

PROJECT SUMMARY

The main objective of PRODIGY-E is to establish joint Project Management Offices and train higher education staff in the Project Management Cycle in line with EACEA rules and regulations, supported by modern Digital Version Control, Project Management Software, and Remote Cooperation Tools. The project also aim to create Student Innovation Hubs to design and carry out creative student projects.

Those objectives will be achieved by implementing following actions: Establishment Project Management Offices offices in participating institutions, and new practices introduced to already existing ones. Establishment Student Innovation Hubs. Capacity Development of Project Development Office and Student Innovation Hubs staff, teachers and students in topics of Project and Innovation management. Implementation of new digital and IT practices in all actions. Increased collaboration and cooperation among participating institutions in research and innovation projects.

Background and general objectives

Higher education institutions (HEIs) in Bosnia and Herzegovina and Montenegro face significant challenges in accessing funding, developing new projects, and establishing robust partnerships with small and medium-sized enterprises (SMEs) and local communities. Recognizing these obstacles, three HEIs-VPTSD Doboj, CEPS Kiseljak, and SUM Mostar and SME Bitconex from Bosnia and Herzegovina, and Adriatic University Bar (AU) from Montenegro—have formed a strategic partnership to address these issues collaboratively. The primary rationale for this project is to enhance the eligibility of these institutions for future project allocations by creating dedicated organizational units. These units will focus on developing new projects, fostering partnerships with SMEs, and engaging local communities. Additionally, the project emphasizes the adoption of contemporary digital project management techniques, including agile methodologies and advanced digital tools, to align with the overarching priority of digital transformation in higher education.

This project is preprred to be directly aligned with the scope and objectives outlined call for proposal. Specifically, it targets less experienced HEIs and small-scale organizations from third countries that are not currently associated with the program and possess limited capacity to participate in international projects. By focusing on these institutions, the project addresses the call's emphasis on inclusivity and broadening participation within the Community-Based Higher Education (CBHE) actions.

Addressing the General Objectives of the Call

The project’s objectives are meticulously designed to meet the general goals of the call, which include increasing access to funding and resources for underrepresented HEIs and fostering international cooperation. The key objectives of this project are: Establish organizational units within partner HEIs to streamline project allocation processes. Provide training and resources to improve grant writing and project management skills. Develop strategic partnerships with EU-based institutions and SMEs to facilitate knowledge exchange and collaborative project development. Engage local communities to ensure projects are grounded in regional needs and opportunities.

Project will promote Digital Transformation by: Implement agile methodologies and digital project management tools to enhance project efficiency and adaptability. Integrate digital skills training into the curriculum to prepare students and staff for a digitally-driven academic environment.

Project will develop Capacity Building and Social Inclusion by: Offer capacity-building workshops and seminars to enhance institutional capabilities. Focus on improving social inclusion by providing high-quality higher education opportunities for students and staff with fewer opportunities.

This project significantly contributes to the call’s priorities: Through strategic partnerships and collaborative initiatives, the project ensures the transfer of valuable knowledge, experience, and best practices among participating institutions. By prioritizing digital project management and agile methodologies, the project supports the modernization and digitalization of higher education institutions, aligning with the call’s emphasis on digital transformation. The focus on capacity building and providing opportunities for underrepresented groups directly addresses the call’s priority on social inclusion and equitable access to education. By improving organizational structures and project management capabilities, the project enhances the overall capacity of the partner HEIs to engage in future international collaborations and funding opportunities.

Overall Objective

Engage less experienced higher education institutions and small-scale organizations from Bosnia and Herzegovina and Montenegro in a strategic partnership to enhance their access to funding and resources.Top of FormBottom of Form

Needs analysis and specific objectives

The needs Analysis was conducted for the project aimed to identify and evaluate the current levels of awareness and proficiency among teaching staff and students regarding Erasmus+ project rules, procedures, and digital tool usage. This comprehensive analysis involved distributing surveys to 150 teaching staff members and 300 students, conducting interviews with 30 administrative personnel, and organizing focus group discussions with selected students, this was done during 2024. Additionally, existing institutional documents related to Erasmus+ projects and digital tool usage were reviewed to provide a thorough understanding of the current landscape, and eventual existing rules and experiences of the consortium institutions. The findings revealed that a significant majority of the teaching staff, approximately 80%, lack awareness of the rules and procedures governing Erasmus+ projects, with only 5% being fully informed and actively involved in such initiatives. Among students, awareness of Erasmus+ student exchange opportunities is notably low, with only 25% being aware of these programs and 70% having little to no knowledge. Furthermore, the proficiency in using modern digital tools essential for project management is limited, as 60% of teaching staff reported having minimal knowledge of these tools, while 50% of students indicated similar deficiencies. This lack of digital literacy hampers the effective management of projects and the fostering of an innovative academic environment. The analysis also identified several specific challenges. Teaching and administrative staff face a significant gap in training opportunities related to Erasmus+ procedures and digital project management tools, compounded by limited access to necessary resources and a general lack of motivation to engage in Erasmus+ projects due to perceived complexity and insufficient incentives. On the student side, there are considerable information gaps about Erasmus+ opportunities and a lack of mentorship and support systems to guide them through the application and exchange processes. Additionally, both teaching staff and students exhibit deficiencies in digital literacy, which restrict their ability to effectively utilize project management and collaboration tools.

Establishment of Project Development Offices in participating institutions

Four Needs Assessments will be conducted for BiH and MNE partners to evaluate their existing project management procedures and identify areas for improvement. This process will include preparing a survey questionnaire, conducting 21 interviews, drafting four assessments (one per institution), and compiling one final assessment. Additionally, an Analysis of Good Practices from program country partners will be conducted to address the needs identified in the assessment. This will involve a survey questionnaire, 21 interviews, four draft analyses, and one final analysis to establish a foundation for improvement. To further support capacity building, two study visits to SUNP will be organized, allowing participants to observe the implementation of the logical framework approach, identify best practices, and understand project risk management. The visits will also provide insights into monitoring and evaluation, stakeholder involvement, and the alignment of project management with organizational strategy. Participants will explore the use of project management software and continuous learning approaches. Indicator: Six management personnel from partner institutions will participate. Based on the assessment results, a Project Plan will be developed, detailing the steps and resources required to establish Project Management Offices (PMOs) and provide necessary training. A comprehensive set of policies and procedures will be created for each partner in BiH and MNE, covering PMO purpose, project management methodology, resource allocation, monitoring and evaluation, stakeholder engagement, risk management, and reporting. The PMOs will be officially established, and personnel will be appointed. Indicators: One detailed project plan, three official decisions to form PMOs, and six appointed personnel.

Establishment of Student Innovation Hubs

A comprehensive initiative will be undertaken to establish and develop Student Innovation Hubs, beginning with a Needs Assessment to survey participating institutions, identify current innovation practices, and highlight areas for improvement. Indicators include one set of survey questionnaires, six completed interviews, four draft assessments (one per institution), and one final assessment. A Good Practice Analysis will follow, examining successful innovation management practices from program country partners, assessing existing processes, monitoring and evaluation methods, stakeholder involvement, and conducting 21 interviews with key personnel. Indicators include one set of survey questionnaires, four draft analyses (one per institution), and one final analysis. A Study Visit to UNIBA will be organized, allowing participants to observe real-life innovation management implementations, understand monitoring and evaluation in innovation hubs, and explore stakeholder involvement in the innovation cycle. Indicators include six management personnel and nine future Student Innovation Hub members visiting UNIBA. Identifying Locations and Developing a Design Plan will involve selecting four suitable locations based on accessibility, facilities, and resources, followed by the development of a design plan detailing layout, facilities, and required resources. Equipment will be purchased and delivered. A Set of Policies and Procedures will be developed to guide Student Innovation Hub operations, covering mission and vision, funding, organizational structure, partnerships, intellectual property, student engagement, program development, and evaluation. Indicator: one comprehensive guide for the organization of Student Innovation Hubs. Staff Identification and Training will ensure the selection and preparation of personnel responsible for managing the hubs. A training session at UNIBA will cover entrepreneurship and innovation, design thinking, prototyping, start-up support, and the broader innovation ecosystem. Indicator: one training session for nine Student Innovation Hub staff members. Finally, the Launch and Promotion of the innovation centers will attract student and community participation, fostering engagement and collaboration.

Capacity Development of Project Development Office and Student Innovation Hubs staff, teachers and students in topics of Project and Innovation management.

A Training Plan will be developed to address the specific training needs of higher education staff, focusing on two main areas: Project Management Offices (PMOs) and Student Innovation Hubs. Training for PMO staff, students, and beneficiaries will cover key project management concepts, including goal setting, stakeholder analysis, risk assessment, monitoring and evaluation, and the use of the logical framework for project planning and implementation. Meanwhile, training for Student Innovation Hub staff and participants will focus on entrepreneurship, design thinking, prototyping, business model generation, intellectual property, incubation, and understanding the broader innovation ecosystem. To ensure effective delivery, experienced trainers will be identified and selected based on their expertise in the proposed topics. They will develop tailored training materials, including presentations, handouts, and exercises, designed to meet the specific needs of higher education staff and students. The training sessions will be structured to provide practical insights and hands-on experience, ensuring participants gain relevant skills for project management and innovation development. The impact of the training will be assessed through evaluations and surveys to measure progress and effectiveness. Indicators include the completion of eight training sessions and the participation of at least 180 students and staff members. Based on assessment results, continuous improvements will be implemented to refine and enhance the training programs, ensuring they remain relevant and effective in supporting innovation and project management capacity building.

Implementation of new digital and IT tools practices in all above-mentioned actions

A Technology Audit will be conducted to assess the current technology infrastructure and identify areas for improvement. This will involve data collection on existing hardware, software, network security, and policies, followed by an assessment against industry standards to pinpoint weaknesses. A gap analysis will determine what upgrades are needed to meet business and innovation goals. The audit results will be compiled into a report based on four questionnaires. Additionally, two study visits to UPM will be organized for 12 IT staff members to observe best practices and identify areas for improvement in beneficiary institutions. A Technology Plan will be developed to address the project's specific IT needs, focusing on Innovation and Web 3 development. Training will be provided for Student Innovation Hub staff, teachers, and students in key Web 3 technologies, including Blockchain for intellectual property management, Decentralized Identity for secure access control, and Decentralized File Storage for data security, Tokenization to incentivize innovation, and Decentralized Autonomous Organizations (DAOs) for transparent governance. Indicators include three training sessions attended by 90 teachers and students. Additionally, AI-driven project management training will cover resource allocation, risk management, scheduling, predictive analytics, and collaboration. Indicators include four training sessions attended by 90 teachers and students. Finally, new digital and IT practices will be implemented across project management, Student Innovation Centers, and communication channels. By integrating Web 3 and AI solutions, the project will enhance security, transparency, and efficiency, fostering a culture of digital innovation and collaboration.

Increased collaboration and cooperation among participating institutions in research and innovation projects.

A Collaboration Plan will be developed to enhance cooperation among participating institutions, outlining specific goals and objectives for joint initiatives. This plan will serve as a formal framework for coordination, ensuring structured and effective collaboration. Indicator: One comprehensive coordination plan developed and signed. To support seamless communication, dedicated communication channels will be established and integrated into the plan. Indicator: Annex added to the coordination plan. Participating institutions will be encouraged to engage in joint research and innovation projects, fostering collaborative efforts in areas such as digitalization and innovation. Indicator: One new joint Erasmus+ project application. To strengthen professional connections, networking and relationship-building opportunities will be facilitated through workshops, seminars, and conferences. Indicator: One new conference on digitalization and innovation, with at least 50 participants. Additionally, partnerships with local businesses and organizations will be established to provide resources and support for Student Innovation Hubs. Indicator: Three cooperation agreements signed.

Without EU funding, partner HEIs in BiH and Montenegro would struggle to achieve the project's objectives due to limited access to expertise, financial constraints, and restricted networking opportunities. EU partners provide essential knowledge and best practices in project management and digital transformation, ensuring efficient implementation. The financial backing covers crucial costs such as training, technology acquisitions, and infrastructure development. Moreover, EU support grants access to a vast institutional network, enabling knowledge transfer and long-term sustainability. The project's alignment with EU priorities in digital transformation, social inclusion, and capacity building further reinforces the necessity of EU funding for its success.

Complementarity with other actions and innovation — European added value

The proposed project offers significant added value by strategically aligning with and complementing key European Union (EU) policies and initiatives.

Complementarity with EU Policies

Erasmus+ Programme: The Erasmus+ Programme is a cornerstone of the EU’s efforts to promote education, training, youth, and sport across Europe. Our project directly complements Erasmus+ by focusing on capacity building within higher education institutions (HEIs) in Bosnia and Herzegovina and Montenegro. By establishing Project Development Offices (PDO) and Student Innovation Hubs (SIH), the project facilitates the same objectives of enhancing international cooperation, fostering innovation, and improving educational quality that Erasmus+ champions. Moreover, the targeted training workshops and digital tool proficiency programs align with Erasmus+ goals of skill development and employability enhancement.

Digital Education Action Plan (2021-2027): The EU’s Digital Education Action Plan emphasizes the integration of digital technologies in education to promote digital literacy and innovation. Our project’s focus on implementing modern digital project management techniques, such as agile methodologies and advanced digital tools, directly supports this policy. By enhancing digital capabilities among teaching staff and students, the project ensures that HEIs are well-equipped to participate in the digital transformation of education, thereby contributing to the EU’s broader digital agenda.

European Innovation Partnership (EIP): The European Innovation Partnership seeks to drive innovation and competitiveness across Europe through collaboration between various stakeholders, including HEIs, SMEs, and local communities. Our initiative to foster partnerships with SMEs and engage local communities through PDOs and SIHs aligns seamlessly with the EIP’s objectives. By facilitating knowledge transfer, best practices, and collaborative project development, the project not only supports but also amplifies the EIP’s mission to create a vibrant innovation ecosystem.

Bologna Process and European Higher Education Area (EHEA): The Bologna Process aims to ensure comparability in the standards and quality of higher education qualifications across Europe. Our project’s emphasis on quality assurance, management, governance, and internationalization within HEIs directly supports the objectives of the Bologna Process and the creation of the European Higher Education Area. By improving project management practices and fostering international collaborations, the project contributes to the harmonization and enhancement of higher education standards in alignment with European benchmarks.

Alignment with Strategic Development Priorities for Higher Education in BiH (2016–2026) and Strategy For The Higher Education Development In Montenegro 2024-2027.

Strategic Priority: Improving legislative frameworks, governance policies, quality assurance mechanisms, and scientific research. Alignment with Proposal: Project directly addresses the enhancement of governance and management within HEIs by establishing Project Development Offices (PDO) and Student Innovation Hubs (SIH). These organizational units are designed to streamline project allocation processes, improve quality assurance mechanisms, and foster a culture of continuous improvement and accountability. By implementing contemporary digital project management techniques and agile methodologies, the project promotes efficient governance practices and robust management frameworks that align with European standards. Additionally, the capacity-building initiatives will empower institutional leaders and administrators with the skills necessary to oversee scientific research and maintain high-quality academic standards.

Strategic Priority: Ensuring adequate funding, resource allocation, and efficient financial management of higher education institutions (HEIs). Alignment with Proposal: The proposal aims to enhance the eligibility of partner HEIs for future project allocations, thereby securing additional funding sources beyond national budgets. By creating dedicated PDOs, the project ensures more efficient resource allocation and financial management, enabling institutions to better manage incoming funds and optimize their use. Furthermore, the establishment of SIHs fosters innovation and entrepreneurship, potentially generating new revenue streams through partnerships with SMEs and local communities. The focus on EU funding and cooperation leverages substantial financial resources that are critical for the sustainable development of HEIs in BiH and Montenegro.

Strategic Priority: Strengthening ties between education and employment by aligning curricula with market demands, fostering innovation, and improving career services.

Alignment with Proposal: Your project enhances the connection between HEIs and the labour market by developing innovative education programs through Student Innovation Hubs. These hubs serve as incubators for entrepreneurship and practical skill development, aligning academic curricula with real-world market demands. By fostering partnerships with SMEs and local businesses, the project ensures that educational offerings are relevant and responsive to industry needs. Additionally, the capacity-building initiatives include training in project management and digital tools, equipping students with competencies that are highly valued in the job market, thereby improving their employability prospects.

Strategic Priority: Implementing a qualifications framework consistent with European standards, enhancing programme accreditation, and ensuring recognition of qualifications. Alignment with Proposal: The project supports the implementation of European qualification frameworks by aligning project management and innovation training with EHEA standards. Through the establishment of PDOs and SIHs, HEIs can develop and accredit new programs that meet European quality assurance criteria. The focus on digital transformation and agile methodologies ensures that the curricula are contemporary and aligned with European educational standards, facilitating the recognition of qualifications across the EHEA. Moreover, the continuous professional development of teaching staff ensures that academic programs remain accredited and of high quality, fostering international recognition and mobility.

Strategic Priority: Enhancing access to education, promoting inclusion, improving student services, and fostering engagement in extracurricular activities. Alignment with Proposal: Project places a strong emphasis on improving the student experience by promoting social inclusion and providing high-quality educational opportunities for students with fewer opportunities. The establishment of Student Innovation Hubs creates additional avenues for student engagement in extracurricular activities such as entrepreneurship, innovation projects, and collaborative initiatives. By enhancing digital literacy and project management skills, the project ensures that students are better prepared to engage in academic and professional pursuits.

Strategic Priority: Promoting international cooperation, mobility, and partnerships while supporting participation in global academic networks.

Alignment with Proposal: Internationalisation is at the core of project through the strategic partnership between HEIs in BiH and Montenegro and their collaboration with EU partners. By facilitating Erasmus+ project participation and student exchange opportunities, the project promotes international mobility and cooperation. The establishment of PDOs and SIHs enhances the institutions' capacity to engage in global academic networks, fostering cross-border collaborations and knowledge exchange.

Added Value of the Project: Unlike many existing initiatives that primarily target well-established institutions, our project specifically addresses the needs of less experienced HEIs and small-scale organizations in Bosnia and Herzegovina and Montenegro. This focus ensures that marginalized institutions receive the necessary support to enhance their project management capabilities and access international funding, thereby promoting inclusivity and equity within the European higher education landscape. The project uniquely integrates digital transformation with capacity-building efforts, ensuring that HEIs are not only equipped with the knowledge and skills to manage projects effectively but also proficient in utilizing advanced digital tools. By fostering strategic partnerships with EU-based institutions, SMEs, and local communities, the project ensures the sustainability and scalability of its initiatives. The project places a high priority on improving social inclusion by providing high-quality higher education opportunities for students and staff with fewer opportunities.

Building Upon Existing Efforts: The project builds upon existing EU efforts by leveraging established frameworks and resources while addressing specific gaps that have yet to be fully explored. For instance, while the Erasmus+ Programme provides extensive support for international mobility and cooperation, our project enhances these initiatives by establishing specialized organizational units (PDOs and SIHs) that provide continuous support and capacity building, thereby ensuring that the benefits of Erasmus+ participation are maximized and sustained over time.

Furthermore, by aligning with the EU’s Digital Education Action Plan, the project not only adopts best practices in digital project management but also contributes to the ongoing digital transformation of higher education.