Overview on European projects & projects database (deliverable D2.B) PAG7 Meeting – 31 March 2004

1. Overview on European projects & projects database (deliverable D2.B) PAG7 Meeting –31 March 2004 Wolfgang Helmreich (IABG), EXTR@Web WP2.5 task leader

2. WP2.5: Status of data acquisition European projects • 906 European projects listed and pre-labelled, including 34 delayed projects from FP4 Transport RTD programme (FP4 projects in total: 271). • 628 contact details available for the above 906 projects (69%); validity of contact details not clear in all cases, though. • Biggest gaps in terms of contact details for Growth/KA4 and IST/KA1; contacts for Eureka projects not actively sought. • 30 Project Profiles received (less than 5% from contacted projects). • 4 Result Summaries received (no Progress Summary yet). • 2 Final Reports received. • Roughly even share between online submission and completion of Word forms; some Word forms received via PAG@iabg.de account. • All 36 new items are available on the Extranet, though awaiting assignment (and publication).

3. Proposal for improvements of WP2.5 work • All partners to (re)consult DG TREN, DG RESEARCH and DG INFSO scientific officers, concerned department heads, etc. – where necessary – in order to gain reliable contact details for major EU programmes, such as Growth/KA2-KA4, EESD/KA4&KA6, IST/KA1, COST, Interreg III and MIP. • Partners should exploit existing personal contacts to get access to DG TREN / RESEARCH / INFSO internal networks; partners to liaise with working level staff and scientific officers willing to support EXTR@Web. • 'Official' letters from DGs are deemed essential for major improvement of the data acquisition process! • After public release of the new TRKC website, e-mail reminders sent to project co-ordinators may yield additional feedback because the benefits of contributing to the Knowledge Centre become more apparent. • Partners to regularly brief task leader on progress (updates to D2.B!)

4. Clarifications on build-up and maintenance of D2.B (1) • It's fundamental that partners and sub-contractors always work on the latest circulated version of D2.B; those with sub-contractors need to make sure their subs receive every update asap! • The document change record must clearly indicate issue, version and date of release. • Updates for particular countries – clearly indicating the date of last change –, may additionally be noted on relevant sheets. • Everyone to respect the agreed layout and look of the database! • Check for acronyms repeated in 'Full title' column; likewise, avoid listing project id numbers, etc. in second column, that are only used for internal purposes (e.g. at national ministries, funding bodies, etc.). • 'Reporting date' refers to the date of inclusion of project information into D2.B (i.e. provision of the initial project entry), not the public availability of project info published elsewhere!

5. Clarifications on build-up and maintenance of D2.B (2) • Under 'Website URL' only true project homepages shall be mentioned! (No coordinator's company homepage, ministry homepage or any third party information source must be given.) Hyperlinks should be activated. • Under 'Project co-ordinator' only name of contact person, company and optionally the country shall be given (additional info may be provided for a particular cell using Excel's 'Insert comment' feature). • 'Contact details': the number one objective here is to provide the project co-ordinator's (valid) e-mail address (again: activated)! Only in case no e-mail is known, telephone or fax number should be given; postal address is a fallback solution. It's not necessary to provide full contact details. • The three tiny columns 'contacted', 'Feedback' and 'Project priority' are meant to help monitor progress during the data acquisition phase. Consult respective column headers for instructions on usage of abbreviations.

6. Clarifications on build-up and maintenance of D2.B (3) • (Detailed) labelling: it was agreed to typically identify up to five themes per project – not more! Usage: enter "2" for the main theme (one only), and "1" for other themes. Further suggestions for improvement • A cell at the bottom of each sheet may indicate the total number of listed projects, e.g. for internal monitoring and statistical purposes. • Pie charts for European and national projects may be added to the database to provide a quick qualitative overview. Matters arising • How to proceed, if theme pre-labelled by us is not deemed relevant by project co-ordinator (would imply reallocation of projects among partners)?

7. Future working scenario for D2.B • All partners involved to submit updates (if required!) for national projects to PDS by end of each month (partners and sub-contractors may reduce Excel database to relevant sheets for countries in their responsibility.) • PDS to run consistency/quality check for national projects' sheets; PDS to then submit database for all countries to WH by end of first week of each month. • All partners to provide updates (if required!) on European and international projects directly to WH by end of each month. • WH to run consistency/quality check for concerned sheets. • WH to issue updated version of full D2.B by end of second week of each month! • DDB to upload full D2.B Excel database (as zip archive) to TRKC website on a regular basis (quarterly?). • GJ to directly distribute D2.B to AG/BG on a regular basis.