EU LLP TRANSVERSAL PROGRAMME - KA2 LANGUAGES MoLLVIS Project 3 rd TRANSNATIONAL TECHNICAL MEETING April 14 th 15 th 2015 April 14 th IBH, Integration und Bildung Hamburg e.v., Conventstraße 14 Hamburg (DE) 9:00 a.m Restricted Meeting with the Project Officer at EACEA, Ms. Simona Abbatangelo Participants Mr. Antonio Quatraro UICI Firenze (IT) Coordinator Ms. Simona Abbatangelo EACEA - EC (BE) Project Officer Mr. Mario Paiano CM Firenze (IT) Technical Coordinator Ms. M. Giovanna Ricciarelli CM Firenze (IT) Assistant Mr. Henning Prüss, Tandem Hamburg (DE) Course Implementation Mr. Thomas Deharde Berlin (DE) Course implementation Mr. John Ravenscroft Edinburgh University (UK) Quality Control and Evaluation The meeting has been opened with a welcome and an introduction about himself and the venue where the meeting is set by Mr. Henning Prüss, Head of Tandem Hamburg, hosting partner. After this short introduction, Mr. Antonio Quatraro, UICI Firenze, Applicant Coordinator illustrated in general the work to be done, emphasizing that we are going to share some ideas and to explain our strategies to solve the existing problems. The consortium faced some unpredicted situations related to the technology and the platforms we are using. Now we have to focus on how to recover time keeping all effectiveness as promised. The partners shared the problems before sharing solutions and have already developed a strategy to overcome the current weaknesses and delays. Mr. Mario Paiano, Centro Machiavelli Firenze, Technical Coordinator, stated that there are 3 main problems to be faced in order to adjust the project plan for addressing effectively its purposes: 1. A relevant delay on the implementation of the German language course due to the reasons explained in the next points; 2. The fact that Ms. Corrie Gerard from Tandem Hamburg, involved on the technical development of the former projects ELLVIS and VET4VIP and very familiar with the project technology, left the work place and therefore her planner role in the MoLLVIS project in December 2013, just before the project s start up; 3. The decision to replace Ms. Corrie s role by introducing a new partner, Berlin due to the fact that Mr. Thomas Deharde, here representing this partner, is very familiar with this technology as developer of the software since the ALLVIP project. Ms. Simona Abbatangelo, Project Officer at EACEA, emphasised that she received the amendment request to include the new partner in the second half of September, too late considering that the problem it was already discussed in Brussels in February 2014 during the EACEA kick-off meeting, maybe that applying in advance it could be helpful for the project's implementation. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 1
After this general overview on the state of art of the project, it was asked to Mr. Thomas Deharde to illustrate what are the technical obstacles met during the implementation of the MoLLVIS course. Mr. Deharde stated that when we look at the former problems, we didn t foreseen since the beginning the current obstacles. Simply using interfaces we have accessible hot spots. Initially, in the project proposal it was a valid idea to take it and transfer it to the touch screen. During the first meeting in Edinburgh the first project prototype was ready. We decided to use the same script/instructions. It s a system that can be used to develop several platforms. It is possible to create something just one time and the system can create it for several supports, Android, ios, etc. With mobile phones it didn t happen, so at the moment we have no control on the systems. Nowadays it is ready a Beta version of the software, its features are completed, but it contain a number of known and/or unknown bugs. The software in the beta phase generally has many more bugs in it than the complete software, as well as speed/performance issues and may still cause crashes or data loss. This means that the Beta version can be tested internally to individuate bugs and other problems, then we can go on with the refinement and the realisation of the Release Candidate version, which can be tested by externals students and learners. Mr. John Ravenscroft University of Edinburgh, added that we clearly planned to develop an accessible support for the different systems since the beginning of the project, but additionally to the leaving of Ms. Corrie Gerard from Tandem Hamburg, we didn t foreseen that these unexpected technical problems would cause so much delay. The Project Officer asked how the partnership intends to solve the stated problems. Mr. Deharde said that there are two kind of solutions. The first one, presented as the bad solution, consists in put more general text on the button. Than it will be possible to hear the German translation through double touch screen. Mr. Deharde believes that switch off the accessibility code can be one idea. The other solution, instead, consists in not use the standard hot spot. When something happen (double touch for instance) the spot get activated. The idea in not having a button but just draw something on the image. With this situation we don t need to change the script even because the scripting has already been changed. The Project Officer suggested, in view of the next reports, to explain in details which are the technical problems so that the external evaluator can better understand the nature of the difficulties, in order to avoid negative impressions. Mr. Quatraro stated that after having indentified the main obstacles, it s time now to explain to the Project Officer how the consortium intends to get out of the problems. Mr. Paiano said that concerning the WP2, the German language course was meant to be completed by the end of April. In the project proposal a very long run-test was planned, but now a new strategy to be proposed to all partners could consist in make a big effort to test everything in a shorter time, finishing by the end of June. The Project Officer asked to explain more in detail why there has been this relevant delay in the development of the German course contents, that are not linked to the technical/technological issues. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 2
Mr. Deharde affirmed that the course is ready, that has been decided to take the ELLVIS structure and transfer it, so we have only to overcome the technical problems. The Project Officer also wondered about the cultural and regional features, planned to be developed within the Hospitality module to be added to the language course. Mr. Paiano stated that the Hospitality module is also ready, it has been developed in the last months, after the submission of the Interim Report (Jan. 2015). The Project Officer commented that the test-run has maybe been reduced too much. She wonders if the time could be not sufficient, proposing to apply for an extension of 2-3 months. The partners together agreed on discuss about this possibility together with the other partners that will join the meeting later on, at 11:00. We don t need to decide this right now!. The Project Officer asked to detail in a more precise way the working plan completing it with new deadlines fixed in each WP also the dates for delivering the working items listed there, not only the deliverables. Concerning the recommendation of the EACEA external expert included in the Progress Report results, Mr. Ravescroft proposed to employ Mr. Steven Ferrier, who is part of his staff at the UNIEDIN Moray School of Education, but not working on the MoLLVIS project, as external evaluator of the project, so to be able to have an external evaluator without spending money out of the project. The Project Officer affirmed that if M. Steven Ferrier is not working at all at the project, his involvement as external evaluator is suitable. However he has to be involved in the updated work plan as well. About dissemination, the Project Officer noticed that several target groups are meant to be addressed and asked if the partnership already have a list of contacts. She stated that it s important to start to plan in details and identify the organizations to be reached. Each partner should contribute with a list of events. Mr. Paiano said that an updated Cycle Oriented Project Plan (ZYPP) has to be prepared taking into account the new work plan and the updated deadlines. However, if we ll apply for an extension, it may change. Ms. Abbatangelo also asked further clarifications about the development of the technology. Saying that the second step is about implementing the communicative language learning activities for mobile devices, it means that will be implemented only in the Hospitality module or in the whole course? Mr. Deharde replied that it will be implemented first in the Hospitality module, but later on it will also be transferred to the whole course. 11:00 Break LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 3
11:30 a.m. Plenary session of the meeting attended by all the project partners Participants Mr. Henning Prüss, Tandem Hamburg (DE) Course Implementation Ms. Simona Abbatangelo EACEA - EC (BE) Project Officer Mr. Antonio Quatraro UICI Firenze (IT) Coordinator Ms. Lisa Bucciolini UICI Firenze (IT) Assistant Mr. Mario Paiano CM Firenze (IT) Technical Coordinator, Project Manager Ms. M. Giovanna Ricciarelli CM Firenze (IT) Assistant Mr. Gino Tozzetti CM Firenze (IT) Course Implementation and Test Mr. John Ravescroft Edinburgh University (UK) Project Quality Control and Evaluation Mr. Thomas Deharde Berlin (DE) Course implementation Ms. Stefanie Sattler Tandem Hamburg (DE) Course Implementation and Test Ms. Beate Strölhein BFW Würzburg (DE) Course Implementation and Test Mr. Hans Gedon Bremen (DE) Technological Implementation Ms. Iona Von Bracht Bremen (DE) Technological Implementation Ms. Yvonne Stadt Corporate Quilt (NL) Course Implementation and Test Mr. Henk Sneetslaar Bartimeus O. (NL) Course Implementation and Test Ms. Roxana Florescu CCGBV Brasov (RO) Course Implementation and Test Mr. Lazar Virgil ANBBV Brasov (RO) Coordinator, Course Test Ms. Ana Antal ANBBV Brasov (RO) Assistant Mr. Radu Vasile ANBBV Brasov (RO) Course Implementation and Test Ms. Corina Mazilu ANBBV Brasov (RO) Administration After the welcome and introduction by Mr. Prüss and by Mr. Quatraro, the Project Officer Ms. Abbatangelo, introduced herself by explaining her role and presence at the meeting. Then, the representatives of each partner introduced themselves, their organizations and the role within the project. Mr. Ravescroft, as quality insurer for the project, displayed in detail his analysis and explanation of the MoLLVIS evaluation report done by the external expert appointed by EACEA. He clearly stated that the second payment has been suspended for several reasons and clarified that is necessary to define new deadlines to be addressed according to an updated Work Plan, which should help the consortium to overcome the current obstacles and to re-balance the project. Then, the second payment could be unlocked by the Project Officer. The Project Officer asked how the partners mean to evaluate the educational improvements. She believes that, having as a target visually impaired students, but sighted students as well, it would be essential to have different tools of evaluation. Mr. Ravescroft admitted that the partnership still didn t think about it, that is now the right time to start to plan also the evaluation of the MoLLVIS course. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 4
Mr. Paiano informed the partners who joined the meeting at 11:00 a.m. about the Project Officer s proposal to apply for a three months extension of the project s duration until the end of March 2016. According to the partners schedules and school-year, a shorter period of time for the run-test is not going to be enough. Then, all the members of the consortium agreed to proceed with the request of a three months extension in order to have time for arranging and realizing effectively the test-run of the language course. Lunch 15.00p.m. - Reprise The meeting continued with a round table in which the technical features and the contents of the project were discussed. Mr. Prüss asked what happen if, while recording, something changes between a language and another. Mr. Deharde replied that we have two solutions. The first one is that we can create a special unit for that language (which could be preferable to avoid); the second one consists in try to give a kind of explanation (preferred option). For now we have the same file structure, same file names. Now we are in the final state of the scripting. The plan is to complete the course by the end of this month (April 2015) and to have also the missing translation tables for MoLLVIS course. The German files are there, we have recorded them. One of the problems we faced was how to make the learning activities interesting for sighted people. One activity for instance consists in moving the joystick into a virtual room discovering the surrounding environment. This may have sense for a blind person but not for a sighted one. We have to see how to deal with this. If a solution is not possible, we may need to change activity. Anyway, this is something we have to try and experience. It is tricky but not impossible. Mr. Paiano emphasised that the main delay is related to the implementation of the German course (WP2) and that the partnership should close everything by the end of April, in order to able to go on with the following phases. As made during the restricted meeting, the Project Officer remarked again to the whole consortium that it could be very useful to apply for an extension of 3 months, so to have time from June 2015 until the end of January 2016 to complete the testing activities. Mr. Paiano asked to check with all partners when the summer holiday break is in each country and how could be planned the testing activities by each one. The partners underlined that they can t carry out the external test-run with the students if they don t have an almost perfect product. Mr. Deharde and Mr. Paiano said that the product shall be ready before the external testing and they will check the effectiveness of the product before to go to the external. The partners wondered how they can be sure to get the feedbacks from the users. Regarding this, it has been confirmed that is possible to approach the learners by the email address they provide before, downloading the app. Mr. Paiano persists in asking when each partner, according to the summer break planned at their institutions, will be able to start the testing phase. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 5
All partners stated that isn t so easy to plan a detailed testing schedule in this phase. Ms. Roxana Florescu remarked that question is if the developers are able to say concretely when technical problems will be solved. Anyway, it is important to have a demo product in order to start soon the internal testing. Ms. Yvonne Stadt intervened saying that she believes is better to first design a plan to be followed by each partner, in order to have a clear schedule and deadlines to be addressed. The Project Officer confirmed the importance of having a plan clearly defined with start of the testrun and deadlines. Each partner should start to make a list of potential users, to think about the number of people to be addressed, to make sure they will provide some feedbacks, etc. Ms. Iona Von Bracht affirmed that maybe the question is not how many persons we can reach but how reliable they are. Mr. Paiano proposed to put end of May as deadline for the refinement of course and software in order to start with the testing in June for those who can start in that month. We shouldn t necessarily start all together. In the involved countries there are different holidays breaks, so each partner should start in June, then can continue after the summer vacation. Applying for an extension of three months, we can plan the testing from June to January 2016, including feedback, evaluation and refinement. 17:00 Closing April 15 th IBH, Integration und Bildung Hamburg e.v., Conventstraße 14 Hamburg (DE) 9:30 a.m. After a brief Introduction done by Mr. Henning Prüss, who remarked the main points discussed during the first working day, the meeting started with an overview on the technical and technological state of art of the apps, done by Mr. Hans Gedon and Ms. Iona Von Bracht from. The colleagues from carried out a practical demonstration of the software working on an Android support (Samsung tablet). Ms. Von Bracht emphasises that due to the fact that is in charge for the technological implementation of the MoLLVIS course, for its company is relevant to test the function of the software, not the contents of the course. It s important to see the structure of the application because you have to imagine how it will look when you will upload the course in your own language. There is also a problem related to the storage. When you download many courses the memory will get full. This could create confusion. We should decide if the application will delete automatically the previous courses or if the application should ask the user if he/she wants to delete it. Mr. Deharde said that according to his idea, the storage issue is not a problem as this is the case with any application. He wouldn t makes it more complicated. While explains, says that can understand the partners may have some problems when downloading the applications, maybe because they did forget to install something or similar. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 6
The partners asked to the developers if is possible to have an application to be downloaded and that s it, without complications and/or settings to be changed, etc. As this is hard for them, they will not be able to explain it to other people either. Ms. Von Bracht accepted the partners observation replying they will change this aspect. Mr. Radu Vasile stated that he have problems also when he put his finger on virtual room, the virtual room get activated without announcing nothing to the user. Mr. Deharde says that this is one of the technical problem they are facing. Mr. Vasile suggested to put the gesture in the application. In order to face difficulties jointly and to find common solutions with all partners, Ms. Von Bracht asked to the consortium to share any problem they may meet on Moodle platform. Mr. Quatraro made an interesting speech on the need to implement an efficient dissemination saying that what is not known doesn t exists. He affirmed that it s time to put into practice what we have produced. We have to share deadlines and guidelines. Each activity carried out by the consortium should be accompanied by some evidences, such as posters, links to articles, photos etc. We have already produced some newsletter in English. Please send us the contents of what you want to advertise and we will upload it. Each newsletter should be translated in the partner language. Mr. Paiano suggested to disseminate the newsletter among the project partner s list of contacts. The Project Officer added that also the associated partners should be considered. Mr. Paiano continued saying that the social networks are a central tool in our lives. We, as Centro Machiavelli, continuously post on Facebook information about the project and the meetings. I suggest to all partners to do the same. Mr. Vasile said he posts on his personal Facebook page information about every meeting he attends. I already got 30 likes from yesterday on the post I published about this course. However I don t know how can I use this as dissemination for the project as it is on my personal Facebook page. Ms. Von Bracht proposed him to copy the text and uploaded on Moodle. Also Mr. Paiano intervened saying he can take a screen shot so to add it to the dissemination materials. Additionally, Mr Paiano says that for an effective dissemination we can use our websites, our pages on social networks, but in particular we can use our own networks like for example Tandem International, world network of language schools, ASILS, Italian association of language schools, the network of Italian Blind Unions, other networks in Europe. Moreover, Mr. Paiano reminded to the partners that the 12 th and 13 th of November 2015 there is the ICT Language Conference in Florence, an international event where is possible to spread the results of our project. Mr. Quatraro and Mr Paiano will participate at the event in order to disseminate and to transfer/exploit the MoLLVIS project results. All the partners are welcome to join! Concerning the project sustainability, the Project Officer asked if we have already thought what to do at the end of the project, if there is a plan to sell the apps. Mr. Paiano replied that the course is an OER and will be available for free. Although we are discussing about a basic costs/contribution for the maintenance of the apps after the end of the project activities. Mr. Deharde confirmed that sell the course is an option as well, although it is necessary to discuss about it. The Project Officer said that she know we are going to test the course/apps internally and externally. Hopefully there will be other students interested, she asked how does it work for LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 7
external users, if there are some activities that require feedback from the teachers. Ms. Yvonne Stadt said that the students can send their works or doubts to a tutor. Mr. Paiano reminded that, as has been decided to apply for an extension, there are not planned other coordination meetings until the end of the project, except the last one combined with the final conference (March 2016 instead of December 2015). One year is a very long time without a meeting. So, he s thinking about the possibility to arrange an adding meeting. It is necessary to check if there is enough budget. Maybe there is because two meetings has been combined with the All4Well project, reducing the costs for several partners. He proposed to arrange this adding meeting in Netherland, as it is the only partner country that never hosted a meeting within this project. The meeting could be arranged in autumn. After checking several options, the Netherlanders partners confirmed as feasible the dates of 3 rd and 4 th of November 2015. Break 12:00a.m. The meeting continued with the discussion about the amendment request to be submitted by the end of May 2015 and its contents. The amendment request must includes: - Changes to the work programme. It is necessary to prepare an updated work plan, which considers the 3 months extension of the project duration, including new deadlines that take into account the emerged needs for addressing effectively the project goals; - Changes to the eligibility period. Request for an extension of 3 adding months of the project s duration; - The change of the name/legal representative of the Coordinator (main beneficiary organisation). This new situation has to be indicated in the amendment as well. The Project Officer explained that the amendment procedure has changed. It is not necessary anymore to send it by registered mail. It is enough to submit it via e-mail duly signed by the coordinator/legal representative, then it will be countersigned by the EC and sent back. It will be quicker but still has to be signed by the legal representative. The date of the countersign will be considered as approval date which will produce the effect on the project s changes. As there is going to change to the role of Mr. Quatraro at UICI Firenze, the amendment request must be signed by the new legal representative, but he will continue to work at the project as Project Manager. Mr. Prüss, Mr. Quatraro and Mr Mario Paiano thanked the Project Officer and everyone for the participation, then closed the meeting hoping for a quick solution of the problems related to the amendment submission and the other open issues, in order to be able to better proceed with the realisation of an updated work plan until the end of the project. Firenze, 6 th May 2015 Mario Paiano (Centro Machiavelli) Note: In order to be on time with the different actions discussed and deadlines planned during the meeting, please check the table included here on the next page. LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 8
Action Responsible Description Due Date WP5 Evaluation of the 3 rd Uniedin Meeting Evaluation Form 17/04/2015 Meeting in Hamburg WP2 Completion of the TH - CM Contents/Translations/Scripts/ German language course CCG - CQ Sound Files Recording WP2 Completion of the German language course WP3 - Completion of the the Hospitality module WP3 - Completion of the Cultural/regional features of the Hospitality module WP4 - MoLLVIS apps for mobile devices WP4 - Authoring System for MoLLVIS apps WP5 Testing Evaluation Forms for evaluating the testing addressed to teachers and learners WP5 - Internal testing WP5 External Testing and Evaluation Report WP6 Dissemination and Exploitation WP7 - Project Management CCG - TH Uniedin BFW - CQ All partners Uniedin, ANB, All partners UICI - CM All partners CM - UICI Technical/technological features: - Beta Version - Final Beta Version - Release Candidate Contents/Cultural features/translations/scripts/ Sound Files Recording Technical/technological features: - Alfa Version - Beta Version - Final Beta Version - Release Candidate Technical/technological features: - Final Beta Version - Release Candidate Technical/technological features: - Final Beta Version - Release Candidate Develop evaluation/feedback forms for testing: - Questions for different stages of the project - Technical questions, how learning can be evaluated in the apps - Assessing level of inclusion - Distinguish between different end users, etc. Internal testing for all learner languages. We are already testing and bugs are reported and fixed. Test-runs of the German language course and the Hospitality module apps with visually impaired and sighted learners. Refinement and Evaluation Report Improvement of the website to be more attractive, accessible through mobile devices and linked to Twitter and Facebook pages. Draft newsletter N. 2 in English (period Oct. 2014 - April 2015) with last updates. Amendment request: - Updated work plan - 3 months extension - Change of the legal representative of Coordinator 01/07/2015 30/06/2015 15/07/2015 01/07/2015 02/04/2015 01/07/2015 From June 2015 To Jan. 2015 + ongoing activities 24/04/2015 CM BO + CQ Updating of Cycle-Oriented Project Plan taking into account the new work plan Adding Technical Meeting in Zeist (NL) 31/08/2015 3-4/11/2015 LLP TRANSVERSAL MEASURE KA2 Languages - MoLLVIS code 543281-LLP-1-2013-1-IT-KA2-KA2MP 9