MODERN. Collaborative Project. Topic NMP : Modeling toxicity behavior of engineered nanoparticles. D4.1 MODERN website

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1 Project No MODERN MODELING THE ENVIRONMENTAL AND HUMAN HEALTH EFFECTS OF NANOMATERIALS Collaborative Project Topic NMP : Modeling toxicity behavior of engineered nanoparticles D4.1 MODERN website Due date of deliverable: 30 March 2013 Date completed: 30 March 2013 Actual submission date: 3 September 2013 Start date of the project: 1 January 2013 Duration: 3 years Lead Contractor: Universitat Rovira i Virgili, Francesc Giralt Authors: Josep Cester Robert Rallo Francesc Giralt Dissemination Level: PU (Public)

2 Abstract: a public website and an intranet are necessary for the proper development and management of a project. The MODERN website and a secured intranet have been implemented and are already accessible. This document is a summary of the main characteristics of both the site and the intranet that will be the basic pillars for project management. The current website consists of a home page with a basic project introduction, providing direct access to contact information and to the intranet web application. Information about highlights and events are also presented in the home page. A lateral menu provides access to sections related to project, consortium, management structure and publications. The intranet application provides all necessary tools for project management and file sharing, offering a set of different collaborative tools like calendar, tasks planning, discussion lists and web conferencing. The website and the intranet are fully accessible on-line and will provide the basis for the Modern project management and team collaboration. Keywords: website, webpage, site, intranet, collaborative platform, document management, SharePoint.

3 TABLE OF CONTENTS 1. INTRODUCTION WEBSITE DESCRIPTION INTRANET DESCRIPTION Benefits Collaborative tools Storage and security SharePoint use CONCLUSIONS REFERENCES... 20

4 1. INTRODUCTION The MODERN website and intranet have been designed and implemented. The former will provide public information about the project while the latter will facilitate project management and file/data sharing between the different members of the consortium. A clear and well designed website shows the basic information about the project and will be updated with the latest highlights and events. The secured intranet will facilitate the collaborative work and the document management. Calendar and task modules will be valuable tools for project planning. Documents are organized into libraries containing folders and documents. Within each library access can be controlled at folder or document levels. The work presented in this deliverable includes a description of the Modern website (section 2), and the description of the intranet features (section 3). Both the website and the intranet (the latter requiring user and password) are already accessible at The intranet can also be directly accessed from

5 2. WEBSITE DESCRIPTION The MODERN website consists of a home page with a basic project introduction that provides direct access to contact information for all the consortium members and links to the intranet web application. Latest information about highlights and events are also presented in the home page (Figure 1). A lateral menu provides access to the sections related to project, consortium, management structure and publications. Figure 1. Modern website A detailed description of the consortium members can be found in the Consortium section, as seen in Figure 2:

6 Figure 2. Modern website consortium section The geographic location of each member of the MODERN consortium is also shown in a map (Figure 3). The website also describes the management structure of the project including the links with the Advisory Committee, Steering Committee and other relevant sources of information (EU Nanosafety Cluster, Nanotechnology WG and external data repositories).

7 Figure 3. Modern website contact info

8 3. INTRANET DESCRIPTION The intranet application chosen for the project has been the collaborative platform Microsoft SharePoint. It provides all the necessary tools for project management and file/data sharing, offering a set of different collaboration tools like calendar, tasks planning and discussion lists Benefits The intranet platform improves consortium productivity with an easy-to-use collaborative site. SharePoint has been selected since it has a short learning curve for new users and allows deploying IT solutions tailored for specific group needs. Support for file sharing and access control is fully implemented, offering document versioning, check-in/check-out, custom metadata and a recycle bin to recover accidentally deleted documents Collaborative tools A set of different tools are offered to facilitate the collaborative work: Document management for file sharing between specific members of the consortium including independent document libraries for each work package. Calendar to add and view all project-related events. Tasks to schedule the different project activities including milestones and deliverables. Alerts customizable notifications with links to intranet specific sites such as documents, calendar events or tasks Storage and security

9 The SharePoint platform organizes the documents within libraries. Every library contains a collection of folders and documents. User permissions can be assigned at folder or document level, and they can be different for each intranet site (e.g., WPs, administration). Checkout and check-in are used for concurrent document modification and allow editing a document directly from the intranet. A personal recycle bin is available to restore accidentally deleted items, and also an integrated backup tool performs security copies of all the intranet content to allow the full data recovery if the whole system fails. The backup policy has been implemented using a dual RAID system in which the storage units are located in different buildings. The system has been scheduled to perform daily incremental backups combined with a full disk backup every month SharePoint use The intranet home page (Figure 4) contains project news, announcements, activities, etc. Upper tabs allow access to different sites corresponding to the work packages and management committees (i.e., advisory and steering). Left menu allows access to different site modules (shared documents, document templates, calendar, contact info, project tasks, milestones, deliverables, discussion list, web conferencing and change password).

10 Figure 4. SharePoint Home page Users are organized in groups and each user can be member of one or more groups (currently a group is defined for each consortium partner, Figure 5). Every work package and committee has its own users/groups permission scheme (i.e., read, contribute, design and full-control), which is assigned by the intranet administrator.

11 Figure 5. SharePoint users and groups To upload documents to a library, it is recommended to use the option Upload Document and select the file to upload. Uploaded documents can be edited directly by clicking on the document name (only for MS Office documents). A copy of the documents can be downloaded to the local computer by using the Send To/Download a Copy option in the drop-down menu that appears when clicking the arrow near the document name. If we want other users to know that the document is being edited, we should click Check Out option. Once changes have been made, we should click Check In option, what will ask us for modification comments. If a document is being edited by another user ( Check out ), it will be marked with a green arrow near the icon. If a document has this mark, we won t be able to modify it until assigned user does the Check In. Figure 6 shows a document library with the drop-down menu:

12 Figure 6. SharePoint documents Figure 7 shows the project calendar. To add a calendar event, user can directly click Add or click the desired day and then choose the desired time slot.

13 Figure 7. SharePoint calendar A page with members contact information can be seen in Figure 8. Names, institutions, phones and s can be found here.

14 Figure 8. SharePoint contact info The different tasks can be presented in several ways. Figures 9, 10 and 11, show project tasks, milestones and deliverables, with their different styles. Figure 9. SharePoint project tasks

15 Figure 10. SharePoint milestones Figure 11. SharePoint deliverables

16 Alerts can be defined anywhere in the site (libraries, calendar, tasks ). User can configure the alerts indicating the changes he wants to be informed (Figure 12). Figure 12. SharePoint alerts Figure 13 shows the discussion list module, where users will be able to create different threads to discuss about different topics.

17 Figure 13. SharePoint discussion list A link to Adobe Connect (web conferencing tool) has been included in the platform. Figure 14 shows the web conferencing window:

18 Figure 14. Adobe Coonect web conferencing

19 4. CONCLUSIONS The website and intranet for the Modern project have been designed and implemented and are already available online. They can be accessed at The intranet can also be directly accessed at The website shows the public available information of the project, and will be regularly updated with the project highlights and events. The secured intranet will facilitate the project management and the file sharing between the different members of the consortium, offering a set of different collaborative tools like calendar, tasks planning, discussion lists and web conferencing.

20 5. REFERENCES