PDCA Cycle (Plan-Do-Check-Act)

The International Relations Office employs the Plan–Do–Check–Act (PDCA) continuous improvement cycle in all Erasmus+ processes to ensure a systematic approach to quality management. By using the PDCA methodology, we can continuously refine our practices, promptly address any issues, and respond adaptively to new challenges. Every aspect of our Erasmus+ implementation – from announcing calls and managing applications to monitoring participants’ progress and evaluating outcomes – goes through this iterative cycle of planning, execution, evaluation, and improvement.

Our PDCA cycle in practice:

• Plan: At the start of each academic cycle, we set clear objectives and detailed plans for the Erasmus+ programme. This includes establishing targets (e.g. number of outgoing/incoming mobilities, participant satisfaction levels), scheduling key activities on the academic calendar, and allocating resources such as grants and staff time. We incorporate input from stakeholders and lessons learned from previous years to create realistic and ambitious plans.
• Do: We implement the planned activities. This involves executing the mobility processes according to defined procedures and timelines – for example, opening the application calls, processing applications, organizing selection committee meetings, holding orientation sessions, and facilitating the departure and reception of participants. During execution, responsibilities are clearly followed: departmental coordinators, administrative staff, and faculty all carry out their roles as outlined in the plan.
• Check: As activities progress, we monitor and measure results against our predefined criteria and performance indicators. We conduct evaluations like tracking whether mobility targets are being met, reviewing feedback from participants (through surveys and regular check-ins), and ensuring compliance with agreements and quality standards. For instance, we compare the number of mobilities achieved to our goals, analyze if participants are satisfied with their preparation and support, and verify that academic recognition is proceeding smoothly. This phase helps us identify any deviations or areas that need attention.
• Act: Based on the evaluation in the Check phase, we take corrective and preventive actions. If certain targets were not met or if problems were identified, we devise solutions and implement changes. Examples include adjusting our outreach strategy if application numbers were low, providing additional training for staff if procedural issues were observed, or simplifying guidelines if participants found something unclear. We also consolidate and standardize any good practices that emerged. The improvements made at this stage are then fed forward into the next planning cycle, ensuring that each round of the PDCA cycle leads to higher effectiveness in subsequent iterations.

This PDCA cycle is integrated into every level of our Erasmus+ management, instilling a culture of continuous improvement. It enables us to be proactive and data-driven – rather than reacting to issues after the fact, we anticipate and prevent them through careful planning and early checking. Moreover, the PDCA approach ensures stakeholder involvement at each step; for example, during planning we involve faculty and students, and during the checking phase we incorporate their feedback. By repeatedly cycling through PDCA, the International Office not only maintains compliance with standards but also pursues excellence, keeping our Erasmus+ operations aligned with both the university’s quality assurance system and international best practices in mobility management.