Lilli Freda and WP2 Team EPOS Communication Plan communication, dissemination, exploitation EPOS kick-off meeting 5 th – 6 th – 7 th October 2015

WP2 - Communication and Dissemination EPOS Communication Plan (D2.1 M6 of WP2) Roadmap to efficiently and effectively communicate 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, UCPH Task 2 in TCS WPs the entire Consortium* *As stated in GA: Art Obligation to exploit the results Art Obligation to disseminate results Art Communication activities by beneficiaries

TaskLeaderParticipants Deliverables 2.1 Communication StrategiesINGV All D2.1 D Dissemination activitiesINGV NERC, IGF PAS, UCPH D2.3 D Stakeholder RelationsUiB IGF PAS, INGV, GFZ, ZRC SAZU D2.2 D Coord. of training activitiesINGV* NERC, GFZ, IGF PAS, UCPH D Global CooperationINGV* NERC, GFZ, UCPH, ZRC SAZU D Impact AnalysisNERC INGV, UiB, IGF PAS, GFZ D2.8 D2.9 Structure *Board coordinated by INGV WP2 description Objective design, deliver and operate a communication strategy to promote EPOS within its internal community, in the wider Earth science community, and beyond

Operation Coordination Monitoring 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 Aim to 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 S pecific M easurable A chievable R ealistic T ime-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

Engagement Successful engagement will enable large exploitation of EPOS services in terms of both, large volume of used services and large number of users Communication To efficiently keep interested and involved the already engaged partners as well as inspire and engage stakeholders not yet involved Dissemination All 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 Assessment All 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

Activity Plan operational strategy EPOS Communication Plan Objectives Target audience Strategy Activity Plan Impact assessment

Activity Plan Channels 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 BGRData users within SES Satellite data providers Scientists Contents Statutes Data access, guidelines to access services Data policy & data products elaboration News about the project Phase ApprovalInform & engageInform/engageCollaborate Mode Meeting Meeting, conferences, demonstrators Meetings, brokerage events Written articles Timeline mid-2016On-going Quarterly Responsible Interim Office TCS WP Teams & WP2 TCS WP12 & WP2 WPs 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 Plan Roadmap (purpose, timeline, responsibilities)

Activity Plan Resources (budget & personnel) 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’t Evaluation 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 activities Finding and using short-term and long-term indicators Finding 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 Ferguson COMMpla & Trust-IT Services

CLARUS kick-off Meeting20 COMMpla - Delivering multichannel platforms & on-line solutions to commercial clients & incorporated in RTD efforts Web applications e-commerce, legacy systems, CRM Mobile solutions Web platforms Digital Marketing and Communications Energy| Risk Management & Insurance | Automotive | Retail and more future Internet (big) data infrastructure s cyber security 5G5G EU-Brazil cooperation Cloud computing

What do these numbers mean to you? 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 sharing Simple to upload & download files Create new folders for tasks/sub-tasks etc Cancel or archive unwanted files Recently uploaded Upload/edit

Web conference tool Simple 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 Chat Upload files (non- editable) BigBlueButton

How to join the intranet Check your inbox for an invitation from Subject: EPOS Intranet log in details Username & password included in the message If you have not received this then inform your WP leader WP Leaders will provide additional contacts to be added to intranet following meeting Log in /

Beta version – Testing from now! Full version ready for use by end of October Please start using it today Feedback or help:

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-menus Services | Users | Data providers End-user surveys

Coming soon Internal wiki Project management tool Online training tool Event management tool

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