DELIVERABLE D9.2. Release of the project communication tools

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1 DELIVERABLE D9.2 Release of the project communication tools WP9 Training, Dissemination and IPR Management Task 9.3. Develop the project communication supporting material Status: PUBLIC Author(s): Reviewer(s): Identifier: Isabelle DUPRET (NOVAMEN) Bruno AMATI (IEO) D9.2_NOVAMEN_ _v2 Dissemination level: PU Contractual delivery date : M12 Actual Date: 25/07/2012 Number of pages: 8 Summary MODHEP training, dissemination and IPR activities are performed in work package WP9, and are scheduled to run for the whole duration of the project. This deliverable covers the internal and external communication activities and tools that have been initiated in the first year of the project. Approved by the Coordinator Date: 23/12/2011 MODHEP 2011 Page 1 of 8

2 Document history When Who Comments 11/2011 NOVAMEN Template provided 12/2011 NOVAMEN 1 st version released to coordinator 12/2011 IEO Version improved by the coordinator (v1) 12/2011 IEO Final version, approved by the coordinator for submission to EC (v2) Beneficiary Number* 1 Partners Acronym List Beneficiary name ISTITUTO EUROPEO DI ONCOLOGIA SRL Beneficiary short name IEO Country Italy 2 INSTITUT CURIE CURIE France 3 4 MEDICAL RESEARCH COUNCIL KONINKLIJKE NEDERLANDSE AKADEMIE VAN WETENSCHAPPEN - KNAW MRC KNAW UK Netherlands 5 FONDAZIONE TELETHON FTELE Italy 6 THE UNIVERSITY OF EDINBURGH UEDIN 7 THE BABRAHAM INSTITUTE BABRAHAM UK 8 9 WEIZMANN INSTITUTE OF SCIENCE RIKEN THE INSTITUTE OF PHYSICAL AND CHEMICAL RESEARCH Weizmann RIKEN UK Israel Japan 10 INSTITUT PASTEUR IP France 11 INSTITUT NATIONAL DE LA SANTE ET DE LA RECHERCHE MEDICALE INSERM France 12 BIOBYTE SOLUTIONS GMBH BIOBYTE Germany 13 NOVAMEN NOVAMEN France MODHEP 2011 Page 2 of 8

3 Table of Contents 1. INTRODUCTION RESULTS Internal communication External communication Public website Interactive web application (SEED) Publications Target audience Lay-out CONCLUSION... 7 MODHEP 2011 Page 3 of 8

4 1. INTRODUCTION The development of a communication infrastructure is foreseen to improve the exchange of information within the Consortium but also towards external public (general or more specialised). Within the MODHEP website, two levels of tools have been implemented: for an internal use within the project MODHEP, and for communicate to external parties, with relevant information about the consortium activities (scientific results, dissemination activities ). 2. RESULTS 2.1. Internal communication For internal communication, several means are used within the project, including: Postal mail addresses, whose contacts are given in the Consortium Agreement Mailing lists Discussion forum, that are defined according to the purpose, e.g. for protocols, database, work package discussion, etc. Management team contact: To ensure efficient communication among partners the implementation of a collaborative portal accessible only to authorised members has been prepared (see D1.3 for further details). Online tools had been developed for collaborative work on project of the partners; the minimal usage of this restricted platform is for providing a project document server External communication Public website The main purpose of the website is to act as the project umbrella a collation of relevant publications and media links in one place as well as to advertise the project itself. The website address is Acting as the digital home of the project, this communication tool has been implemented to: Communicate the aims and concept of the project Present the consortium expertise Include relevant links for associated articles and media It is foreseen to chart upcoming public events associated with the project. It is of simple administration, enabling internal management/maintenance of calendar events and media/publications. Further details can be found in the deliverable D9.3 MODHEP website, released at month 12. MODHEP 2011 Page 4 of 8

5 Interactive web application (SEED) Another communication tool is under construction. The greatest thing about the SEED web application is those who are signed up to "follow" projects when changes are made. The readership/membership base will use existing contacts and be encouraged to further connections through public relation activities the consortium will be doing to maintain traffic. Those that visit will be tracked and the subsequent analytical reports can be fed straight back to MODHEP for review. Here is a breakdown of what will be included in the MODHEP's web application as standard: Choice of 3 templates (layouts) Project branding and background images/video, either chosen by or supplied for MODHEP. Interviews with up to 3 key project personnel for editors to ensure clear and accurate description of future vision, methodology and successes. Fully hyperlinked and searchable by any term or word, improving hit rates and interest toward project s / partner institute s own website. Technical editing, writing and assistance when approving the copy and consolidating the content for the SEED. A production manager will be your main point of contact for all technical and uploading issues you may have when making any updates and help to ensure the messages are tailored appropriately toward your chosen user groups. A full easy to use guide on how to use and manage the SEED cms system. Your dedicated project manager will administer your SEED but you can have access to functionality also. Lifetime hosting on the SEED library The information of followers and detailed analytics of the SEED s measurable activity will be passed on to MODHEP partners through a bespoke SEED report (frequency still to be agreed upon). SEED module featured within a minimum of two relevant thematic sections within the SEED library to increase traffic and click through rates Use of the SEED for MODHEP own dissemination purposes / distribution i.e. website integration, detachable digital brochure, Over the longer term, key user groups will continue to be identified and communicated with through the SEED library. [The library will generate a following of users who are interested in interacting and being informed of the progress of an individual project. These groups will be people who have a genuine interest in the project s development from end users, clients, commercial industry, policy making and academic perspectives. They will be able to add comments and interact directly with the project team. These followers will be alerted about updated content on an individual SEED via text or and within the library itself when they log in] Modular and scalable as more results become available: the interoperable system will grow with MODHEP project. 12 month license agreement as standard enabling additions, editing and further supporting material uploads, with up to six updates within license period as standard. This should help maintain SEED s usability well beyond its lifecycle end and protect a project s resources (still to be agreed upon with project coordinator and WP leaders) MODHEP 2011 Page 5 of 8

6 Option to enable multiple functionalities in the future as standard such as web-conferencing facilities and e-commerce Publications Article One two pages article has been prepared and published in Projects Magazine, in May The article can be free downloaded from the Press area of the public website. Newsletter One annual newsletter will be prepared. At the end of the first year of the project, after the annual meeting, the coordinator will produced a 2-pages insert that will be available on the website, as well as in paper version in the MODHEP partner s place, to promote the activities of the Consortium. MODHEP 2011 Page 6 of 8

7 Target audience The funding application requires the consortium to share knowledge about the project to a scientific community as well as the general public. Although the website needs to cater for both audiences, the main focus is the general public. Primarily this will be a European audience, yet news of the project is likely to have a global appeal. The content for the website and interactive application will be written in English, translation will not be required Lay-out A specific MODHEP lay-out has been created, to give a look that gives a credible and professional representation of the project. Further details can be found in the deliverable D10.2 Project Management Manual. Project logo One MODHEP logo was designed prior to the project start by the management team (NOVAMEN) but was recast when the project started. It gives a high visibility to the project in all promotional materials as well as in the website. PowerPoint, Poster All presentations and posters that will be subject to presentation of the project results, especially outside of the consortium, will at least content the MODHEP logo and will mention the FP7 grant number. An internal-to-the-consortium PowerPoint template is also available. Deliverables, Monitoring tools All documents related to the project such as meeting agenda and minutes, deliverables and monitoring tools are also designed to include the project communication tools (MODHEP logo, EC logo, specific lay-out), to share and promote a harmonised and common project fingerprint. 3. CONCLUSION This report describes the communication and dissemination means already implemented in MODHEP or being implemented in a near future. The website and mailing lists will be maintained and used as general support for the promotion of the project events and achievements. Partner s publications MODHEP 2011 Page 7 of 8

8 relevant to the project and presentations at conferences or workshops will be regularly uploaded on the website. Internal dissemination of documents is currently done via electronic mail and via presentations at project seminars and meeting. To support internal exchanges between partners in a secure way, a private sub-platform with restricted access to the consortium partners has been developed. As part of the further development, an interactive application that can be uploaded on Smartphones, ipad or any electronic tablet will be developed. Project leaflet could also be elaborated for distribution at major events related to the project such as the ASCO Conferences. MODHEP 2011 Page 8 of 8

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