lilli freda and wp2 team epos communication plan communication, dissemination, exploitation epos...

Lilli Fredaand WP2 Team

EPOS Communication Plan communication, dissemination, exploitation

EPOS kick-off meeting 5th – 6th – 7th October 2015

WP2 - Communication and Dissemination

EPOS Communication Plan (D2.1 M6 of WP2)

Roadmap to efficiently and effectivelycommunicate the EPOS enterprise

The EPOS Intranet by Nicholas Ferguson, COMMpla(including web portal D2.3 M6 of WP2)

Scheme of the presentation

WP2 description

Objectives design, deliver and operate a communication strategy to promote EPOS within its internal community, in the wider Earth science community, and beyond

Participants INGV, NERC, UiB, IGF PAS, GFZ, ZRC SAZU, UCPHTask 2 in TCS WPsthe entire Consortium*

*As stated in GA: Art. 28.1 Obligation to exploit the results

Art. 29.1 Obligation to disseminate results Art. 38.1 Communication activities by beneficiaries

Task Leader Participants Deliverables

2.1 Communication Strategies INGV All D2.1 D2.2

2.2 Dissemination activities INGV NERC, IGF PAS, UCPH D2.3 D2.4

2.3 Stakeholder Relations UiB IGF PAS, INGV, GFZ, ZRC SAZU D2.2 D2.5

2.4 Coord. of training activities INGV* NERC, GFZ, IGF PAS, UCPH D2.6

2.5 Global Cooperation INGV* NERC, GFZ, UCPH, ZRC SAZU D2.7

2.6 Impact Analysis NERC INGV, UiB, IGF PAS, GFZ D2.8 D2.9

Structure

*Board coordinated by INGV

WP2 descriptionObjective design, deliver and operate a communication strategy to promote EPOS within its internal community, in the wider Earth science community, and beyond

OperationCoordinationMonitoring

facilitate operational management of the project by guaranteeing communication between partners and within the communities

engage further potential stakeholders through a shared communication plan by identifying and

understanding their needs

WP2 description

sustain communication within the EPOS enterprise

circulating information and interacting with the boards and bodies belonging to the

European Commission

EPOS Communication Plan What is it?It is on-going process, dynamic and informed by strategic analysis and stakeholder feedback

Overarching Aimto guarantee full exploitation of EPOS achievements• explaining and promoting the benefits of the EPOS infrastructure• ensuring that different stakeholders are timely and well informed • increasing societal use of solid Earth data and related EPOS services

Structure• Objectives• Target audience • Strategy• Activity Plan• Impact assessment

• maintain the EPOS brand

• increase the success rate of the plan for construction

• keep the already engaged partners interested and involved

• ensure that all partners are aware of what the rest of the team is doing

• attract further potential partners (including private sector)

• encourage students and scientists to join the enterprise through partners

• create the transfer of knowledge among heterogeneous communities

• enhance reputation and visibility at local, national, and international level

• draw the attention of decision-makers

• disseminate achievements for promoting the full exploitation of results

Objectives EPOS Communication Plan

SpecificMeasurableAchievableRealisticTime-bound

Objectives Target audience Strategy Activity Plan Impact assessment

Target Audience(EPOS PP stakeholders)

EPOS Communication Plan

The EPOS communication strategy builds on the lessons learned and the relationships established during the PP

Objectives Target audience Strategy Activity Plan Impact assessment

SCIENTISTS • Data providers• Data users within the solid Earth community• Data users outside the solid Earth community• IT experts

GOVERNMENTS• National governments• Funding agencies• European Commission

PRIVATE SECTOR• Industry• Small Medium Enterprises

SOCIETY• Students at any level• General public

Target Audience(EPOS IP stakeholders)

EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Strategy EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Once defined the target audiences we can develop the strategy

to adopt appropriate actions and communication channels to effectively engage with them

EngagementSuccessful engagement will enable large exploitation of EPOS services in terms of both, large volume of used services and large number of users

CommunicationTo efficiently keep interested and involved the already engaged partners as well as inspire and engage stakeholders not yet involved

DisseminationAll the activities related to the public disclosure of the project results within the intended audiences

Training All the activities dedicated to training users/trainers of the EPOS infrastructure as well as to educate other stakeholders on the EPOS potential impact

Impact AssessmentAll the activities associated with the assessment of the communication impact and use of the infrastructure for science, innovation and society

Strategy EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Channels for • Engagement• Communication • Dissemination• Training

Roadmap (purpose, timeline, responsibilities)

Resources (budget & personnel)

Activity Planoperational strategy

EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

• Scientists• Governments• Private Sector• Society

Engagement(meetings, events, exhibitions, …)

• Scientists• Governments• Private Sector• Society

Communication(face-to-face meeting, web portal, forum,

social media, formal written documents, …)

•Scientists•Governments•Private Sector•Society

Dissemination(newsletters, papers, brochures, …)

• Scientists• Society

Training(webinar, seminars, e-learning, …)

Activity PlanChannels for

EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Purpose Approve Statutes

Keep SES community involved

Engage Space Agency Newsletter

Target Audience BGR Data users within SES Satellite data

providers Scientists

Contents StatutesData access, guidelines to access services

Data policy & data products elaboration

News about the project

Phase Approval Inform & engage Inform/engage Collaborate

Mode Meeting Meeting, conferences, demonstrators

Meetings, brokerage events Written articles

Timeline mid-2016 On-going 2016-2017 Quarterly

Responsible Interim Office TCS WP Teams & WP2 TCS WP12 &

WP2WPs participants & WP2

Output Approval Use of the data and services

Access to satellite data Publication

Impact Voting countries User accountability Data types and

quantification Number of readers

EPOS Communication Plan Activity PlanRoadmap (purpose, timeline, responsibilities)

Activity Plan Resources (budget & personnel)

• Key People: L. Freda, S. Filosa, B. Angioni, L. Postpischl, D. Bailo, V. Hards, E. Ward, K. Atakan, B. Orlecka-Sikora, S. Lasocki, G. Lizurek, J. Lauterjung, T. Hoffman, S. Sebela, N. Ravbar, H. Thybo

WP2Budget: 514.055 Euro

• Contact persons and related teams: ORFEUS, Pierre Briole, Rui Fernandes, Teresa Ferreira, Michele Manunta, Pavel Hejda, Peter Styles, Frédérique Lumier, Mirjam Kan-Parker, Dave Schofield

Task 2 of TCS WPs Budget: as decided in TCS WP

• COMMplaWP1 Comm. ManagementBudget: outsourcing COMMpla

• All Beneficiaries for community buildingBeneficiaries

EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Why? Improvement: without evaluating the communication effort, we will not know what works and what doesn’tEvaluation allows finding mistakes and improving the effort

Accountability: without evaluation, we do not know (and cannot prove) what we have achieved; i.e. we cannot justify our expenditure of time, energy …… and funds (to the EC and taxpayers)

How?Monitoring activitiesFinding and using short-term and long-term indicatorsFinding and using appropriate key performance indicators

Impact Assessment (Evaluation)

EPOS Communication Plan

Objectives Target audience Strategy Activity Plan Impact assessment

Take home messages

The overarching aim of communication is to guarantee full exploitation of achievements

A successful Communication Plan means a successful project

The success of the Communication Plan is under the responsibilities of

WP1, WP2, and task 2 in each TCS WP and of the whole Consortium

Thank you

The EPOS intranet

Nicholas FergusonCOMMpla & Trust-IT Servicesn.ferguson@commpla.com

CLARUS kick-off Meeting 20

COMMpla - Delivering multichannel platforms & on-line solutions to commercial

clients & incorporated in RTD efforts

Web applicationse-commerce, legacy systems, CRM

Mobile solutionsWeb platforms

Digital Marketing and Communications

Energy| Risk Management & Insurance | Automotive | Retail and more

future

Internet(big) data

infrastructures

cybersecurity

5G

EU-Brazil cooperation

Cloud computing

What do these numbers mean to you?

• 17• 46• 48• 94

• 119• 159• Thousands

Here’s your answer

• 17 Work Packages• 46 partners• 48 months• 94 Tasks

• 119 deliverables• 159 at the kick off• Thousands of

messages

A platform for EPOS knowledge management, collaboration and communications

• Collaboration platform to help you manage communications, at a WP (and task) level

• WP-level communication– Discussion – Communications– Events calendar for meetings, events &

deadlines– File repository – sharing files– Web conference tool – for your WP & task

calls– Coming soon: Wiki, project management

tool, event management tool, online training

Developed in Drupal v.7 with ATRIUM Core

Events/Calendar

Create & plan events, conf calls

meetings, deadlines etc.

Simply click on a day and add the information

Choose who to send a notification to for

the event: WP, individuals

Add dates, description,

attachments etc

Setting up an event

Publish

File sharingSimple to upload & download files

Create new folders for

tasks/sub-tasks etc

Cancel or archive unwanted files

Recently uploadedUpload/edit

Web conference toolSimple web conf set up

Add the call to your events

calendar

Add a description & Invite other WPs to the call

Set up a call

How to get onto a conference call

One-click access to open or join

calls

One-click access to attend or

moderate the call

Conference call platform

See who has joined the call ChatUpload files (non-

editable)

BigBlueButton

How to join the intranet• Check your inbox for an invitation email from info@epos-eu.org• Subject: EPOS Intranet log in details• Username & password included in the message• If you have not received this email then inform your WP leader• WP Leaders will provide additional contacts to be added to

intranet following meeting

Log in http://intranet.epos-ip.org/

Beta version – Testing from now! Full version ready for use by end of October

Please start using it todayFeedback or help:

epos_support@commpla.com

Highlighting EPOS services

Our new-look website - epos-eu.org

Intranet access

Subsections for all TCS & ICS services

Managed & populated by each WP dissemination

team

Developed in Drupal v.7

ICS & TCS Sub-menusServices | Users | Data providers

End-user surveys

Coming soon

• Internal wiki• Project management tool• Online training tool• Event management tool

Thank youn.ferguson@commpla.com

@NMFerguson