WP6 - Dissemination and outreach

WP6 supports and promotes the ExPaNDS initiative in Europe and beyond and promotes Open Data and FAIR data principles to users and other RIs around the world.

Lead partner: Diamond

Budgeted participation per partner:

Diamond
45 PMs

Tasks

Progress in each of the work package's tasks are reported in this section, with regular updates, indicated by the dates. To view the original description of work of each task, as it is written in the project's description of work, you can click on the table header cells. Only the last update of the next steps is displayed.

T6.1	ExPaNDS internal and external communications strategy and delivery (Diamond)
Task:	This work package will facilitate the flow of information amongst all project members and partners by using a cloud platform for communicating and sharing information. Within the first month of the project a detailed communication and dissemination plan (D6.1) will be developed. This will include tasks associated with the dissemination and exploitation of results. Whilst WP1 will take the lead on management and reporting, WP6 will put into place the necessary communication tools to support an efficient management and contribute high-quality graphics and infographics for adequately displaying project achievements, e.g. for reporting purposes. WP6 will coordination all external communications and will provide support to all WPs for their various dissemination and communication activities. Internal communication tools using the most performant cloud-based technology (SLACK, Office 365 or other) will be put into place within the first months of the collaboration and will be curated throughout the project’s duration. External communications will encompass a range of activities from the development of tools for external presentation, e.g. standard presentation to introduce the ExPaNDS project, template for Powerpoint presentations, poster, roll-up, to the conception and organisation of dissemination events. Within the first few months, a website will be set up to present the project and, as soon as data is available, results will be displayed in an accessible, searchable and visual way. Being aware of the persisting gender imbalance in the target community, which continues to be dominated by men, particular care will be taken to balance role models in any promotional literature that will be created. In addition, a well-coordinated social media strategy will be developed in collaboration with all partners and observers to ensure swift and effective cascade of information. A major activity of WP6 will be the design and organisation of the user engagement, promoting the achievements of ExPaNDS and offering focused webinars to enable users to fully benefit of the work having been performed by the consortium. This engagement will be developed with other European initiatives such as LEAPS, PaNOSC, LENS and others. To spread the project achievements beyond the borders of Europe, the WP6 partners will identify suitable large international conferences such as Synchrotron Radiation Instrumentation, Gordon X-ray Science or Neutron conferences where the EOSC services could be presented. On a case by case basis, attendance and/ or sponsorship will be decided upon. The goal is to be present at 15+ events in the form of trade stands, presentations or posters. As part of the communications strategy WP6 will regularly provide contributions to key websites like lightsources.org, wayforlight.eu, interactions.org and neutronsources.org.
Progress:	20 Jul 2020: - WP6 has set up a website for ExPaNDS and updates it regularly. In March, a link to the internal collaboration tool was added. In April, a page containing the open job applications at our partners was created. - ExPaNDS SharePoint was also put into place in January and is now fully functional (105 members recorded on 07.05.2020). - ExPaNDS’ twitter account is regularly updated with news from the project and from the PaN or EOSC community (total of 67 tweets and a total of 124 followers recorded on 26.06.2020). - WP6 participates in the 5b projects task force on communication. - WP6 is also assisting WP1 in the organisation of the joint hands annual meeting which will be held with PaNOSC in November 2020 in Prague, planning includes consideration for event to be held ‘virtually’ if travel restrictions are still imposed. - WP6 represented ExPaNDS at the DESY-XFEL user meeting in Hamburg in January 2020, where postcards were also handed out to the user meeting attendees highlighting the project and driving traffic to the website and the project mailing list. 26 Feb 2021: The following elements have been created and added to the project website: - a page summarising the grant ‘deliverables’ and linking these to the Zenodo publications; - a dedicated page to the grant related projects, giving a short overview and link to the projects website; - a new tab entitled ‘resources’ has been added, sharing the grant outputs, such as the infographics, grant videos and recorded presentations. WP6 has continued representing ExPaNDS at a number of user meetings and EOSC-related events: - participating in virtual poster sessions at SOLARIS (09/2020), EMBL Hamburg (11/2020), HZB (12/2020), ISSE (12/2020), DESY-XFEL (01/2021); - with a 15 minutes presentation in the plenary session of the SOLEIL user update (01/2021); - hosting a booth at the annual EOSC Projects EXPO (11/2020); - contributing with PaNOSC to the EGI conference, with a panel session “Achieving a Photon and Neutron community federated cloud in EOSC” (11/2020). In collaboration with WP2, WP6 hosted two online workshops aimed at instrument scientists and other facility staff providing an overview of FAIR (10/2020). The most recent event hosted by ExPaNDS WP6 was the PaN ESCAPE Data Management Workshop (01/2021) and was jointly organised with WP1, PaNOSC and the H2020 ESCAPE project.
Next steps:	26 Feb 2021: Next steps will be to concentrate on implementing our Vision and Roadmap activities planned for the remainder of 2021 and beyond, with the creation of use cases relevant to ExPaNDS and in collaboration with other grants. Discussions are ongoing to organise and host a symposium targeted specifically at librarians with WP2 to cover all FAIR data management aspects in their area of expertise. We are also in talks with WP5 to organise the next joint PaNOSC / ExPaNDS learning portal workshop to map training available for facility users. In addition, ExPaNDS is looking to engage with publishers to add data fields for publications, to encourage the change needed that data fields are linked to Publications more ‘naturally’.

T6.2	ExPaNDS' marketing and communication toolbox (Diamond)
Task:	An important activity right from project start will be the development of a full brand with associated style guide and relevant templates (logo, presentation, banners, conference folders, giveaways etc) for both internal and external communication use. The WP6 participants will assist the technical WP2-3-4 in the creation of a graphical presentation (infographic, maps and figures) of their metrics and Key Performance Indicators linked to ensure that their output is clearly communicated and widely disseminated using traditional channels as well as social media (see Task 6.1). The marketing tool box will also include a standard information sheet on ExPaNDS and on the benefits of Open Data for RI users. A document highlighting the vision of ExPaNDS for EOSC, discussing the roadmap to reach the goals and announcing training events will be designed, targeting software engineers, managers and librarians of national RIs.
Progress:	20 Jul 2020: The development of ExPaNDS full brand started early on in the project with logos and banners already available for the kick-off meeting in September 2019. Two posters were also designed to be used at our partner facilities but also during events, for general information on ExPaNDS and the benefits of open data. A first infographic video was produced and disseminated over social media in early April, including in lightsources.org newsletter. A second infographics video was designed, focusing on the benefits of open data and released over social media in May. Both infographics and video were also sent to all Head of Communications at all participating national facilities for dissemination. General presentation templates of ExPaNDS are available to all partners in the SharePoint. ExPaNDS postcard size flyers are also available for events / meetings although dissemination of these is now affected by COVID-19 outbreak. 26 Feb 2021: A third infographics video was produced explaining what Photon and Neutron facilities are.

T6.2

ExPaNDS' marketing and communication toolbox (Diamond)

Task:

An important activity right from project start will be the development of a full brand with associated style guide and relevant templates (logo, presentation, banners, conference folders, giveaways etc) for both internal and external communication use.
The WP6 participants will assist the technical WP2-3-4 in the creation of a graphical presentation (infographic, maps and figures) of their metrics and Key Performance Indicators linked to ensure that their output is clearly communicated and widely disseminated using traditional channels as well as social media (see Task 6.1).
The marketing tool box will also include a standard information sheet on ExPaNDS and on the benefits of Open Data for RI users. A document highlighting the vision of ExPaNDS for EOSC, discussing the roadmap to reach the goals and announcing training events will be designed, targeting software engineers, managers and librarians of national RIs.

Progress:

20 Jul 2020:
The development of ExPaNDS full brand started early on in the project with logos and banners already available for the kick-off meeting in September 2019. Two posters were also designed to be used at our partner facilities but also during events, for general information on ExPaNDS and the benefits of open data.
A first infographic video was produced and disseminated over social media in early April, including in lightsources.org newsletter. A second infographics video was designed, focusing on the benefits of open data and released over social media in May. Both infographics and video were also sent to all Head of Communications at all participating national facilities for dissemination.
General presentation templates of ExPaNDS are available to all partners in the SharePoint.
ExPaNDS postcard size flyers are also available for events / meetings although dissemination of these is now affected by COVID-19 outbreak.
26 Feb 2021:
A third infographics video was produced explaining what Photon and Neutron facilities are.

T6.3	Formulation and dissemination of metrics and refinement of KPIs (Diamond)
Task:	We propose to develop a taxonomy strategy in collaboration with the relevant technical work packages and to support their ontology requirements. In addition, a metrics will be developed in order to enable an efficient monitoring of the project’s KPIs. The WP leader will ensure that these metrics are meaningful, accessible and are widely reported on global platforms such as www.lightsources.org, www.interactions.org, www.wayforlight.eu and www.neutronsources.org to serve as best practice examples for the target groups of these platforms. The metrics will be developed in line with the taxonomy strategy and will also reflect milestones in data management. The achievements of ExPaNDS evaluated against these metrics and the KPIs will be unveiled every year on WorldScience Day. In addition, we propose to use the American Association for the Advancement of Science and the European Science forum (ESOF) to highlight the importance the European Open Science Cloud and the importance of PaNOSC as well as ExPaNDS and their transformative impact. A style will be designed for the collaboration to ensure information is well presented which then will be filtered in all communications and literature produced.
Progress:	20 Jul 2020: WP6 proposed in October 2019 an initial version of the ExPaNDS taxonomy (excluding neutron) to start the development process of a common vocabulary to classify and categorise all appropriate records and datasets.

T6.3

Formulation and dissemination of metrics and refinement of KPIs (Diamond)

Task:

We propose to develop a taxonomy strategy in collaboration with the relevant technical work packages and to support their ontology requirements.
In addition, a metrics will be developed in order to enable an efficient monitoring of the project’s KPIs. The WP leader will ensure that these metrics are meaningful, accessible and are widely reported on global platforms such as www.lightsources.org, www.interactions.org, www.wayforlight.eu and www.neutronsources.org to serve as best practice examples for the target groups of these platforms.
The metrics will be developed in line with the taxonomy strategy and will also reflect milestones in data management.
The achievements of ExPaNDS evaluated against these metrics and the KPIs will be unveiled every year on WorldScience Day. In addition, we propose to use the American Association for the Advancement of Science and the European Science forum (ESOF) to highlight the importance the European Open Science Cloud and the importance of PaNOSC as well as ExPaNDS and their transformative impact.
A style will be designed for the collaboration to ensure information is well presented which then will be filtered in all communications and literature produced.

Progress:

20 Jul 2020:
WP6 proposed in October 2019 an initial version of the ExPaNDS taxonomy (excluding neutron) to start the development process of a common vocabulary to classify and categorise all appropriate records and datasets.

Deliverables

"Accepted" deliverables are the ones approved by the European Commission and thus published in CORDIS with other EU projects results.

"Delivered" deliverables are the ones we submitted to the European Commission but are not yet approved. They can only be found in our Zenodo community for now.

"Pending" deliverables are still in progress and were not yet submitted by the project to the European Commission.

Accepted deliverables		Partner	Date
6.01	Communication and Dissemination Plan	Diamond	29 Nov 2019
6.02	Project website	Diamond	29 Nov 2019
6.03	Social media strategy	Diamond	29 Nov 2019
6.04	Vision and roadmap documents for key audiences	Diamond	19 Dec 2020
6.08	ExPaNDS presentation for conferences	Diamond	29 Feb 2020
6.09	ExPaNDS presentation for conferences	Diamond	30 Jun 2020
6.1	ExPaNDS presentation for conferences	Diamond	06 Apr 2021
6.14	Engage science communicators based at PAN RIs	Diamond	29 Feb 2020
6.17	Standard Information sheet on ExPaNDS and the benefits of Open Data for RI users	Diamond	29 Apr 2020
6.18	Infographic of metrics and KPI linked to WP2, 3 and 4	Diamond	28 Feb 2020
6.19	Assistance to the development of the taxonomy strategy for the relevant data catalogues	Diamond	31 Oct 2019

Delivered deliverables		Partner	Date
6.05	ExPaNDS representation material for relevant large international conferences	Diamond	04 Mar 2022
6.06	ExPaNDS representation material for relevant large international conferences	Diamond	23 Jun 2022
6.07	ExPaNDS representation material for relevant large international conferences	Diamond	30 Dec 2022
6.11	ExPaNDS presentation for conferences	Diamond	09 Aug 2021
6.12	ExPaNDS presentation for conferences	Diamond	04 Mar 2022
6.13	ExPaNDS presentation for conferences	Diamond	15 Jul 2022
6.2	Assistance to the development of the taxonomy strategy for the relevant data catalogues	Diamond	01 Sep 2021
6.21	Promotional video	Diamond	02 Jun 2021
6.22	Librarian symposium report	Diamond	04 Feb 2022
6.23	User interviews	Diamond	04 Feb 2022
6.24	Senior level engagement	Diamond	01 Aug 2022
6.25	PaN communities use cases	Diamond	30 Dec 2022

Pending deliverables		Partner	Date
No pending deliverables at the moment

Milestones

Achieved milestones		Partner	Date
18	Website	Diamond	16 Sep 2019
19	Social media strategy	Diamond	29 Nov 2019
20	Vision and roadmap documents	Diamond	19 Dec 2020
21	Reference from community websites	Diamond	13 Oct 2020
25	Collaboration network of communicators in place with regular updates	Diamond	29 Feb 2020
26	Ambassador engagement from all facilities user community	Diamond	01 Sep 2022
27	Standard ExPaNDS information sheet	Diamond	30 Apr 2020
28	Infographic and KPI presentation	Diamond	29 Feb 2020
29	Taxonomy strategy	Diamond	01 Sep 2021

Pending milestones		Partner	Date
22	AAAS & ESOF attendance	Diamond	31 Aug 2021
23	AAAS & ESOF attendance	Diamond	30 Apr 2022
24	AAAS & ESOF attendance	Diamond	31 Dec 2022