Project no Collaborative Project FP7-SEC Deliverable D7.4

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1 Project no. S-HELP: Securing - Health.Emergency.Learning.Planning Development of decision support tools for improving preparedness and response of Health Services involved in emergency situations Collaborative Project FP7-SEC Deliverable D7.4 st Thematic Electronic Newsletter WP 7 Dissemination and Exploitation Lead Participant: ACCEL Panel Partner S-HELP Role Submitted Reviewed Lead Author Anja Petri, ACCEL Jeanette Müller, ACCEL WP7 Leader 0/04/205 Contributor Maria Rochford, FAC WP3 Leader 07/04/205 Contributor Contributor Marion Rauner, UNIVIE Helmut Niessner, UNIVIE Andrew Pope, UCC-BIS Simon Woodworth, UCC-BIS WP2 Project Member 30/03/205 Ethics Manager Quality Manager 08/04/205 Contributor Karen Neville, UCC-BIS Project Coordinator 5/04/205 Reviewer Simon Officer, VCL WP4 Partner Reviewer Maria Rochford, FAC WP3 Leader 7/04/205 20/04/205 Approved Karen Neville, UCC-BIS Project Coordinator 29/04/205 Check Quality / Risk / Ethics / S-HELP_D7.3_20505 i

2 Table of Contents LIST OF ABBREVIATIONS... 3 OBJECTIVE DISSEMINATION IMPACT CONCEPT PURPOSE LAYOUT AND DESIGN ONLINE TOOL CONTENT AND STRUCTURE NEWSLETTER HEADER AND TABLE OF CONTENT NEWSLETTER HEADLINE AND PROJECT PRESENTATION END USERS DSS AND WIKI PROJECT COMMUNICATION PROJECT TIMELINE TEAM FEEDBACK AND SOCIAL MEDIA SECTION EU ACKNOWLEDGEMENT SOURCE OF INFORMATION DISSEMINATION EVALUATION OUTLOOK COMPLETE NEWSLETTER... 8 S-HELP_D7.3_20505 ii

3 List of Abbreviations ACCEL CD DSS EU FAC FP7 HSE KPI MDA PHA S-HELP STOMp UCC-BIS UNIVIE VCL WP accelopment AG, Switzerland Corporate Design Decision Support System European Union Future Analytics Consulting Limited, Ireland 7th Framework Programme Health Service Executive, Ireland Key Performance Indicator Magen David Adom, Israel Regional Agency for Public Health and Social Well-being, Northern Ireland Securing - Health.Emergency.Learning.Planning Strategic, Tactical and Operational Matrix prototype Business Information Systems, University College Cork, Ireland University of Vienna, Austria VectorCommand Ltd, United Kingdom Work Package S-HELP_D7.4_

4 List of Tables Table : S-HELP Newsletter Concept... 6 Table 2: WP Leader and Newsletter Contribution... 6 Table 3: S-HELP Distribution Groups and Senders... 6 List of Figures Figure : Impact Dissemination Activities... 5 Figure 2: S-HELP Newsletter Extract... 7 Figure 3: MailChimp Backend... 9 Figure 4: S-HELP Newsletter Header and Table of Content... 0 Figure 5: S-HELP Newsletter Headline and Project Presentation... Figure 6: End User Article... 2 Figure 7: DSS and WIKI Article... 2 Figure 8: Project Dissemination Article... 3 Figure 9: Project Timeline... 4 Figure 0: S-HELP Team... 4 Figure : Feedback and Social Media Buttons... 5 Figure 2: Complete S-HELP Newsletter Layout... 8 Objective The goal of this document is to explain the newsletter idea, the concept, output and analysis of deliverable 7.4 st Thematic Electronic Newsletter. To ensure a high level of interest in the project among associated partners and other stakeholders, the pull communication (website) will be complemented with an online newsletter, which will act as a push communication tool. Two electronic newsletters have been planned for release in April 205 (M5) and July 206 (M30). The first newsletter will focus on the project presentation and the key results achieved during the first 5 months. The second newsletter is foreseen to highlight different themes or scenarios, such as how to use the S-HELP DSS in case of a flooding scenario. It will address target groups such as relevant end users and other stakeholders, and complementary project networks to facilitate continuous exchange in the emergency management domain. ACCEL and UCC-BIS with the support of other partners, such as FAC, UNIVIE and VCL, have elaborated and disseminated the first newsletter widely and will also distribute it to all Associated Partners and the members of the Scientific Advisory Board and the Emergency Expert Group. S-HELP_D7.4_

5 2 Dissemination Impact FIGURE : IMPACT DISSEMINATION ACTIVITIES S-HELP_D7.4_

6 3 Concept ACCEL has developed the newsletter concept that will be presented in the following sections (Table ). TABLE : S-HELP NEWSLETTER CONCEPT Target Audience S-HELP consortium, partner networks, end users, scientific community, project officer, policy makers,general public, and other relevant networks. Content Presentation of S-HELP project and highlights of the first 5 project months and WP updates. Content Sources Medium S-HELP partners, deliverables, conferences, workshops, and expert presentations MailChimp web based application through which html based newsletters can be sent to addresses. KPIs User statistics of the newsletter, including the number of views or number of clicks on individual articles User statistics, i.e. page impressions and use, of the S-HELP website after distribution of the newsletter Access Availability S-HELP website and via Unlimited open access to viewers Distribution Consortium list Individual distribution groups (see section6, Table 3) 3. Purpose This newsletter highlights the project idea and the main steps focussed on during the first year. Furthermore it presents the team behind the S-HELP project. The newsletter should raise the readers interest by better understanding the project, its objectives and impact, and also provide added value for end users and the general public. The target audience should be animated to encourage further investigation of the project, to visit the S-HELP website and get in touch with the S-HELP consortium. At the same time the newsletter will support the exploitation of the S-HELP DSS toolset by drawing the interest of different end users and stakeholders for this new emergency management solution and as such build on the end user involvement. S-HELP_D7.4_

7 3.2 Layout and Design The newsletter layout and design is based on the S-HELP corporate design guidelines (D7.2 Dissemination and Exploitation Plan), defining the colour scheme, the use of the S-HELP logo as well as the EU acknowledgement and logo. These guidelines are created for the explicit identification and recognition of the project in all correspondence and communication material. ACCEL has therefore created the newsletter template in accordance with the S-HELP colours red and grey. Grey is mainly used as background colour; red is represented in the menu and in the headlines and images. The majority of the pages within the newsletter are divided into two columns to facilitate usability (Figure 2). One column contains text while the other includes pictures (hyperlinked). Each section is separated via a thin red line. The text passages are kept rather short. The mixture of text and pictures plays an important role in keeping up the readers interest. In most instances people get attracted by pictures and animations instead of text. Therefore, we created a balanced way of showing visual features and information. Each article is equipped with a general title and a more specific and longer headline. Headlines should summarise an article s highlights. S-HELP logo and compass. S-HELP red. Short text passages. S-HELP grey (in background). Red division line. General title and specific headline. Figure 2: S-HELP Newsletter Extract S-HELP_D7.4_

8 3.3 Online Tool ACCEL has created the newsletter template in the web-based tool MailChimp (Figure 3) used by several million users. MailChimp is a free software which can be easily applied by organisations or companies. A vast number of technical features, such as maintenance of subscriber lists, analytics and reporting options to monitor website activities and responsive design elements ensure an easy newsletter creation and monitoring. ACCEL has set up an S-HELP MailChimp account to develop the individual newsletters. Password and login details have been set up accordingly. S-HELP_D7.4_

9 Newsletter pre-view Newsletter backend FIGURE 3: MAILCHIMP BACKEND S-HELP_D7.4_

10 4 Content and Structure The newsletter is divided into different areas that will be explained in the following sub-chapters. 4. Newsletter Header and Table of Content The header (Figure 4) of the S-HELP newsletter consists of two different sections. On the left side the S-HELP compass and the S-HELP logo is visible, as well as the issue number of the newsletter. On the right side representatives of our end users and the coordinator (UCC-BIS) are visible. Underneath the header image the user will find the table of contents (TOC). The TOC s design is based on the menu buttons of the S-HELP website. The reader can click on one of the menu names and will be automatically directed to the specific newsletter article. S-HELP compass & logo S-HELP coordinator, WP4 leaders & end users Table of contents Figure 4: S-HELP Newsletter Header and Table of Content 4.2 Newsletter Headline and Project Presentation The newsletter headline gives a first impression of the newsletter s content and encourages the reader to have a look at the topics presented in sections 4.3 to 4.7. The first section consists of two columns. The article on the left side explains the project s background (Figure 5). It introduces the project and gives an overview of the project ideas and a better understanding of what S-HELP stands for. In the right column the user will find a picture and a link to the S-HELP video that again explains the reasoning behind the project; states its impacts for end users and stakeholders, and presents the consortium. S-HELP_D7.4_

11 Newsletter headline S-HELP project S-HELP video (with hyperlink) FIGURE 5: S-HELP NEWSLETTER HEADLINE AND PROJECT PRESENTATION 4.3 End Users The collection and analysis of end user requirements that resulted in Deliverable 3. (D3.) End User Requirements Specifications was one of the major activities during the first project year. For the development of the S-HELP DSS tool, the end user feedback and input will play a crucial role. Therefore, one newsletter section is completely dedicated to the important role of end users (Figure 6). This article consists of two columns showing the text and related pictures. If the reader is interested in more information about this topic, he can click on Read more and will automatically be re-directed to a more detailed article on the website. S-HELP_D7.4_205042

12 "Read more" button FIGURE 6: END USER ARTICLE 4.4 DSS and Wiki The Decision Support System (DSS) is one of the project s primary objectives and, therefore it is presented in the newsletter. A successful DSS needs a common vocabulary for disaster management. A terminology Wiki has thus been produced by UNIVIE and this article is placed next to the DSS section. Both articles include an explaining picture that provides a visual impression of the tools (Figure 7). DSS prototype screenshot Wiki screenshot Figure 7: DSS and WIKI Article S-HELP_D7.4_

13 4.5 Project Communication Besides the technical achievements during the first year, dissemination has played a key role in promotion and communication activities for the project. Research that is not communicated to different categories of audiences has no impact. The general public, policy makers, academics, decision makers, students and end users need to be informed about the project and its outcomes. The best way to do this is to communicate, raise awareness and spread project results. This has been done via different channels: online and print communication, multi-media activities, press and media output, scientific publications and presentations, end user surveys/workshops and conferences. This information is covered in the project dissemination article (Figure 8) and on the website. Figure 8: Project Dissemination Article 4.6 Project Timeline To give the reader a comprehensive overview of the first 2 project months, we have created a timeline including the relevant achievements (Figure 9). Each result is presented with a title, a short description and the date. S-HELP_D7.4_

14 Achievement title and description Achievement date FIGURE 9: PROJECT TIMELINE 4.7 Team The S-HELP Consortium (Figure 0) is the heart of the project. The S-HELP partners will guarantee the objectives/goals of the SHELP project and their successful implementation. Consequently, it is important that the first newsletter introduces the partners accordingly. For more information about the project, people can contact the coordinator directly. S-HELP Consortium Coordinator scontactd etails Figure 0: S-HELP Team 4.8 Feedback and Social Media Section For specific feedback about the newsletter, people can click on the For feedback, please contact us here. (Figure ) button and will automatically forwarded to the info@fp7-shelp.eu address. All s will be directly sent to and answered by the coordinator. S-HELP_D7.4_

15 If people want to share the newsletter via twitter or would like to have a look at the S-HELP website they can click on the buttons provided. Feedback button Socialmediabuttons FIGURE : FEEDBACK AND SOCIAL MEDIA BUTTONS 4.9 EU Acknowledgement It is mandatory to incorporate the official EU logo and the acknowledgement sentence in all public documents related to S-HELP. ACCEL has incorporated this section at the bottom of the newsletter to inform the readers about the relevant EU funding programme. 5 Source of Information The newsletter input was mainly collected from the following project partners: ACCEL, FAC, UCC- BIS and UNIVIE. To demonstrate the project s current status, research outcomes have been used. UNIVIE which was responsible for setting up the S-HELP Wiki (D2.) provided relevant information for the Wiki article. FAC was in charge of end user requirements specifications (D3.) and thus delivered mainly input for the end user article. UCC-BIS as coordinator and main developer of the DSS tool provided the UCC video, published papers, abstracts and description of the progress regarding WP4. The pictures used in the newsletter have been created by consortium members during conferences, events or for publications and deliverables. They therefore belong to the project consortium and do not need any copyright information. For the second newsletter the WP leaders will be responsible for providing content always depending on the topics that will be chosen. Table 2 below lists the names of each WP leader and the possible newsletter contributions. Even though the WP leaders will be responsible for providing the relevant content, they might not necessarily develop the content. Each WP is divided into specific tasks and each task is assigned to different partners. If a newsletter topic refers to a specific task the task leader S-HELP_D7.4_

16 should write the newsletter article which then will be reviewed by the WP leader who is responsible for the submission of the final version. TABLE 2: WP LEADER AND NEWSLETTER CONTRIBUTION WP number Leader name Possible newsletter contributions WP2 UNIVIE DSS development, technical outcomes and results, taxonomy, risk communication mechanisms WP3 FAC End user needs/specification, STOMp, KPIs WP4 UCC Data analysis, development/configuration of DS models and tools, tool testing and simulation WP5 UCC Design, development & implementation of training programmes/courses, training programme evaluation WP6 HSE Preparation, implementation & evaluation of different scenarios, KPI assessment WP7 FAC Dissemination & exploitation activities *WP is not mentioned here as it deals with the project management and coordination 6 Dissemination The S-HELP newsletter is available on the S-HELP website and was mentioned in an S-HELP twitter feed. In order to reach a wide audience and to spread the newsletter information across different stakeholders, the first newsletter was sent to the following groups: TABLE 3: S-HELP DISTRIBUTION GROUPS AND SENDERS Stakeholders Sent by S-HELP consortium ACCEL S-HELP end users EU Project Officer Scientific Advisory Board Policy makers, national ministries Emergency Expert Groups HSE, PHA, MDA UCC-BIS UCC-BIS UCC-BIS, UNIVIE, TUGraz, MDA, PHA, HSE UCC-BIS S-HELP_D7.4_

17 Emergency management magazines and journals Topic related EU projects Possible exploitation partners UCC-BIS UCC-BIS, FAC, MDA VCL 7 Evaluation As mentioned in section 3 the analysis of the KPIs will support the forthcoming newsletter strategy regarding content and layout/design. It is important to find a good balance between information transfer and its presentation. The best information will not reach the user if it is not presented in an appealing way. Therefore, we will carefully evaluate the user statistics of the MailChimp tool and the S-HELP website and consider the results for the creation of the next newsletters that will be published in July 206 (M30). Relevant information is as follows: Open rate, click rate, bounce rate, unsubscription rate, 24-hour performance, top links clicked, subscribers with most opens, top locations by opens, number of clicks for each article, user countries, number of clicks on specific articles and pictures, number of people who opened newsletter Obviously it is also important to reach the right target audience. Therefore, we have carefully chosen the contacts and network of the individual partners to spread the information as targeted as possible. 8 Outlook While the first thematic newsletter focussed more on the project presentation and the project outcomes of the initial year. The next newsletter will probably concentrate on different scenes or emergency scenarios that will be used to explain the DSS tool in more detail. In order to adapt the content to the needs of the target audience, it will be crucial to examine the analytical newsletter results and as such learn from the readers behaviours. These results will build the basis for the creation of the next newsletter. To know the users preferences will be crucial to develop the layout, design and content accordingly. The second newsletter will be issued in July 206 (M30). At this time the project will be at a much more advanced stage and the consortium will use this phase to show real case scenarios and/or tool mock-ups to be presented in the newsletter. As mentioned at the beginning of this deliverable, two electronic newsletters are planned with the possibility of additional shorter updates. An option could be to develop a final newsletter to coincide with the end of the project in order to promote the final S-HELP event. Besides highlighting the main project outcomes, the newsletter could be used to invite all relevant stakeholders and provide a registration link for the event. S-HELP_D7.4_

18 9 Complete Newsletter To better imagine the newsletter set up and layout, Figure 2 shows the complete newsletter as the readers will see it when opening their browser and when scrolling down. Figure 2: Complete S-HELP Newsletter Layout S-HELP_D7.4_

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