WP Work Space: Efficient Collaboration Platform

1. A work space for the WPs Proposal Version 2 13/02/2014

2. Objectives • Working better inside the WP by capitalizing and keeping track of produced information • Save time in reporting for project management • Giving, sharing and receiving more information from the others WPs • Contribute to the communication strategy by feeding the communication tools

3. Preliminary remarks • The concept of “WP work space” will be set up as a website only after validation of logical proposals contained in this document • The concept of “WP work space” could be used by every WPs of the project but also by the management team • Each WP work space could automatically share and exchange data (documents, news, follow up information…) with the others (communication intra but also inter WPs) • The WP work space concept can be declined in a hierarchical structure at several levels (WPs and management, WP5 and consortia …). In this case, Information of lower levels automatically rises to higher levels (budget and follow up data for instance)

4. Suggested visit There is a lot of sub concepts in the WP work space for a better understanding visit the sub concepts in the order suggested below : • 1 - DIRECTORY • 2 – LIBRARY • 3 - ACTION DESCRIPTION FOLDERS • 4 - CALL/FUNDING OPPORTUNITIES READER • 5 - ACTION PLANS • 6 – BUDGETS • 7 – CONSORTIA ID • 8 – CONSORTIA ACTION PLANS • 9 – CONSORTIA BUDGETS • 10 – INTERNAL AGENDA • 11 – NEWS READER • 12 – Show internal links between tools (link on the page bottom) • 13 – Show external links (link on the page bottom) • 12 – TOOLS (no order preferred)

5. Let’s go ! Once the next slide displayed (global concept) , click on the name of the sub concept you want to explore. A page description for this sub concept will appear, it gives you information about the objectives and the uses of this sub concept After click on the button “Back” for coming back to the global scheme of the work space concept And try again for another sub concept Enjoy your visit !!

6. WP work space dashboard News displayer Internal calendar Events WP activitiesfollow up Consortia activitiesfollow up Resources Tools Appointment manager ID Library On line reporting Consortia Action plan Action plans Directory Document validation manager Action description folder Collaborative document Consortia budget Calls&Funding reader Budgets Search engine by tags Show links between tools

7. News displayer How to be informed about WP internal and external activity/events/information without using email ? • All the news except “Announces from WP5” are automatically collected and displayed in the news reader • WP5 activity news come from the action description folders (field “Flash news” is filled in) relative to WP actions • Consortia activity news come from the action description folder (field “Flash news” is filled in) relative to Consortia actions • To do that, the news reader harvest the texts written in the field “Flash New” from the action description folders. Once this text is remove from the folder, the announce disappears from the reader • When clicking on the announce you access directly to the action description folder concerned • Announces from PEAPARD come from : • Dgroups and the blog. According the profile defined by WP5 the news reader is automatically feed by information harvested and treated by François. • Management who can display an announce on the news readers of all WPS • Other WP who wants to share a internal announce • Announces from WP5 are not automatically harvested. They must be written by one WP5 member in the news reader. The writer can choose the visibility of his announce : • WP5 only, this is an internal announce • Management : internal announce of WP5 + management • Others WPS : copied in all the news readers of others WPS • Public : above + add in the News reader of the Paepard website WP5 activity news • The inception workshop of mango is launched • The COLEACP concept note is available • AIFs will meet next month at Entebbe Consortia activity news • C1 has responded to the Call XXX • Consortia C2 is just formed Announces from WP5 • Beware ! Budget must be updated for 5.11 • Marie will attend the steering committee of EAFF Announces from Paepard • From Dgroups : meeting of CTA on climate change • From Dgroups : Annual report of IPGRI available • From Management : Next MTM on 22th March • From WP3 : Let’s try the new Intranet and give your suggestions For WP5 internal announces (manual entry) Visibility : - WP5 only - Management - Others WPS - Public

8. Internal Calendar How to have a quick vision of the own actions or events of the WP ? • The calendar is used in the Events area of the work space to display the dates of internal or external actions or events pinpointed as relevant for the work package • WP members are free to add a date to the calendar, it’s an WP internal calendar • When somebody add an entry in the calendar he has the possibility to link this entry with a action description folder. So, when clicking on the calendar entry you access directly to the whole information relative to this event or action (description, participants, follow up data, documents links …) .

9. Action plans How to be informed and to follow up planed and ongoing actions of the WP ? • Each action led by the WP is defined into its work plan • Global work plan and annual work plan could be displayed through in a webpage in this area, only color of activities can be changed to express status (ongoing, ended, delayed, blocked …) • For each activity of the work plan, an action description folder was opened. Details, participants, different steps, findings, documents and monthly follow up information are stored inside. • When clicking on an activity on the action plan you access directly to the action description folder of this action • This “colored” work plan and the action descriptions folders linked are automatically read by the management

10. Budgets How to be informed and to follow up expenditures of the WP ? • Each action led by the WP and financed by PAEPARD is defined into its budget • Global budget and annual budget could be displayed through a webpage into the workspace area. • Only the real expenditures columns (in orange) can be updated. By updating the budget every time we work on activities, we could display on-line and up to date expenditures • Management could automatically access to this budget document

11. Consortia identity card How to obtain more details on Consortia ? • Each consortia is described into an identity card • “Participants” field is linked to the Directory • “Linked documents” field is linked to the Library • Consortia identity cards could be read by others projects members according given authorizations • If some text is written into the “Flash news” field it will be display into the News reader of concerned work spaces : • If “WP5 only” this text will be displayed only into the WP5 workspace News reader • If “Management” into WP5 and management News readers • If “Others WPs” into all WPs News readers + management News reader • If “Public” into all the WPS readers + into the Paepard Website News reader Consortia name : Meeting to discuss about action plan Set up on : 06/02/2014 Theme : Fruits in Ouest Africa Description : Improving the taste of pineapple to export to Asian country Organizations involved : Paffo Coleacp Pineapple fruiters of Senegal Cirad Participants : - Peter PARKER from Paffo - Luke SKYWALKER from Coleacp - Captain Hadock from Pineapple fruiters of Senegal - Peter Pan from Cirad Text : This consortia aims to improve taste of pineapple dedicated to the Asian market. The ……….. Linked documents : - Annual report of XXX - report of the first meeting Links : - www.paepard.blogspot/art23 Flash news : The new consortia on pineapple was setting up ! Flan news visibility : - wp5 only - management - others wps - public We must refer to François and Joost work on Consortia description to set up the identity card and to collect information

12. Consortia action plans How to be informed and to follow up planed and ongoing actions of the Consortia ? • Each action led by the consortia (should be ?) is defined into its work plan • Global work plan and annual work plan could be displayed in the workspace area, color of activities can be changed to express status (ongoing, ended, delayed, blocked …) • When necessary, an action description folder is opened to describe or follow up an activity led by the consortia. Details, participants, different steps, Calls concerned, findings, documents and monthly follow up information are stored inside. • This “colored” work plan and the action descriptions folders linked are automatically read by the management • When clicking on an activity on the Consortia action plan you access directly to the action description folder of this action • To be defined …but probably a displayed excel sheet in the same format as the one presented by Denis in the Nairobi meeting • The ongoing action could be displayed in a different color to be highlighted • This part of the workspace is specific to the WP5 , others WPS could remove it from their workspaces • Or according to the organization we choose, Consortia could use too their own work space

13. Consortia budget How to be informed and to follow up expenditures of the Consortia ? • Each action led by the Consortia and financed by PAEPARD (should ?) is defined into its budget • Global budget and annual budget of consortia are displayed in the workspace area dedicated to Consortia • Only the real expenditures columns can be updated. By updating the budget every time Consortia perform an action, we could display on-line and up to date expenditures • Management could automatically access to this budget documents To be defined …but probably • A displayed excel sheet in the same format as the one presented by Denis in the Nairobi meeting • The ongoing action could be displayed in a different color to be highlighted • This part of the workspace is specific to the WP5 , others WPS could remove it from their workspaces • Or according to the organization we choose, Consortia could use too their own work space

14. Library How to store, to share and to find relevant documents produced by the WP ? • Each document could be described and stored into an shared library • “Authors” field is linked to the Directory • Documents could be search of displayed by all the available criteria • Documents could be read by others projects members or people according given authorizations : • If “WP internal only” : only the wp workspace users can read or upload • If “Management” : the document will virtually be copied into the management library • If “others WPs” ; the document will virtually be added to the WPs common library • If “public” : the document will be accessible through the resources displayed on the website • Text written into the “Flash news” field will be displayed into the News displayer Title : WP3 workplan and budget Date : 06/01/2014 Description : This document contents all the information relative to the 4YE wP3 action plan and budget. This document was approved by FARA.. Authors : - Toto COTUGNO - Mickey MOUSE - Dark VADOR Remark : WP3 chose to store only the last version of this document in the library. Flash news : The last WP3 work plan is available ! Type of document : - meeting report - study - presentation Deliverable / mandatory (Dgroups) : yes/no Visibility : - WP internal only - Management - others WPs - public Key words : budget, workplan

15. Directory How to store (for re-use or to share) relevant information on partners working with the WP? • Each partner could be described and stored into an shared directory • Partners could be search of displayed by all the available criteria • Partner information could be read by others projects members or people according given authorizations : • If “WP internal only” : only the wp workspace users can read and use the card • If “Management” : the partner card will virtually be copied into the management partners directory • If “others WPs” ; the document will virtually be added to the WPs common partners directory • If “public” : the partner will be added into the Partner database managed on the Paepard website • The optional text written in the “Flash news” field will be displayed into the News displayer Name : Obione Kenobi Organization : blackstars research society Function : Administrator Links with PAEPARD : belongs to several consortia launched by Paepard Adresse : 175 empire road 23 Tataouine Phones : +33467895678 +336345678 Fax : +334674356 Email : OB1@KnoB.ta Skypeid : OB1.KnoB Domains/Themes of skills : - Training - Networking Type of contact : - Research organization - Farmer organization - NGO - Private sector …. Visibility : - WP internal only - Management - others WPs - public Key words : mango, East africa, waste Flash news : If you’re interested by mango waste, consult information about DrObione Kenobi !

16. Action description folder How to keep a track of all the relevant actions of the WP ? • Each action, event, meeting could be described and stored into an “action description folder” • “Participants” field is linked to the Directory (linked means that by clicking on the link you access to the whole information of the participant) • “Linked documents” field is linked to the Library • "Flash news” field is linked to the News reader • Action descriptions folders could be search or displayed by all the available criteria • Action descriptions folders could be read by others projects members according given authorizations Title : Meeting to discuss about action plan Date beginning : 06/02/2014 Date end : Description : Some actions from the current action plan need to be budgeted. This meeting aims to obtain a shared vision by partners of this budget. Participants : - Thierry HELMER - François LABASTIE - Agnes CARBON Text : Decisions : The activity 3.2.3 is not a priority, so budget will be allocated to activity 3.2.1. Agnès is in charge to check the balance of the WP3 whole budget. Linked documents : - WP3 work plan and budget - Minutes of the MTM of February 2014 Links : - Paeard.blog/budget_meeting Flash news : The WP3 budget is now terminated ! Achievements : 100 % See also (others linked cards) : - general meeting for budget Type of card : - action follow up - meeting - Skype meeting - consortiamonitoring Visibility : - WP internal only - Management - others WPs Key words : budget, workplan

17. Calls/Funding opportunities reader How to be informed about relevant calls or funding opportunities ? • Sorted and relevant information on calls and funding opportunities are automatically displayed in the reader • By clicking on a line in the reader you access directly to the internet page of this call of funding opportunity (either on the Paepard blog or on a specific website) • This information could be also sent to others WPs reader or to the Paepard website reader • This information is updated (removed after deadline especially) by the Communication manager Theme n°1 • Common Fund for Commodities -- Fourth Call for ProposalsDeadline : 01/10/14 • Nestlé Foundation -- Research Grants in NutritionDead line : 21/11/17 Theme n°2 • McKnight Foundation -- Agricultural Research for Mali, Burkina Faso, and NigerDead line : 31/10/14 • Presbyterian Hunger Program -- Grants for Agriculture and Related ThemesDead line : 01/04/16 Theme n°3 • Conservation International (CI) -- Women and Environment in East AfricaDead line : 12/05/14 • New England Biolabs Foundation -- Grants for Grassroots ConservationDead line : 08/03/19 Remark : defining key words used to characterize and to sort funding information (and more, all the information used by Paepard), is a complicate work (wp3 includes in its work plan a dedicated activity for this job)

18. Appointment manager How to find a suitable date for a meeting ? • Find a suitable date to organize a meeting • Avoid email exchanges • List of participants could be established from the Directory Remark : Doodle could be used for this need but according constraints expressed by users WP3 will test and choose the most suitable available free tool

19. On line reporting meeting How to draw up a shared meeting report during a web meeting ? • Keep a track of Skype meeting decisions • Share the report building among all the participants • On-line reporting, on-line validation by attendees • Once the Skype meeting ends, the contents of the shared editor is copied into a Word file and flushed for the next use. The World file could be stored into the Library and linked to an action description folder relative to the context of this Skype meeting. Sharon suggested that we look for an other tool as Skype for managing web meeting. We need a tool that takes into account more efficient communication when network is weak, that allows to work on line together on a same document and to display part of the laptop desk

20. Document validation manager How to organize document validation by a group of people ? • We encountered difficulties to validate our documents due to several versions circulating on emails and follow up of who has already validated or not • We need a doodle like tool where we could find the document to be validated and the name of people concerned by the validation • Every time a participant made a validation, he uses this tools to store his version of the document and to check in his name

21. Collaborative document in meeting How to build in a collaborative way a document during a meeting ? • During a web meeting or a meeting, participants need to work together on a same document (Word like document or Excel like document) • Every participant of the meeting could update or add information in the shared document directly from his laptop • The modifications are immediately displayed to the others participants

22. Search engine by tags How to find in a single search all the different types of information related to a specific topic ? • Different types of information are stored in the WP work space • Each type of information has its own search engine but if you want to gather all the date available on a specific topic you need to search successively into the directory, the library, the action description folder, the News displayer • By adding tags (Keywords) on every type of information managed by the WP work space we can gather in a single search all the types of information which have this tag • For instance, by searching the tag “Mango” we display on the same screen : • People from the Directory involved into mango actions • Documents from the Library related to mango • Actions cards from action description folders speaking about mango • Calls and funding opportunities from the Call&funding reader linked to mango • News from the News displayer in relation with mango Beware !!! Defining a good set of tags to describe all the Paepard project activity is not easy Wp-communication has included in its work plan a collaborative work with project team players and partners to establish a tags dictionary relative to the Paepard project context. See here, an others example of using the tags

23. Tags cloud How to get an overview of the information contained in the workspace and how to move directly to that information? • Tags used to describe information stored into the WP workspace are displayed as a cloud • The taller is the word, the more it is used to describe information in the work space • By clicking on a tag, for instance “Wheat” we display on the same screen : • People from the Directory involved into wheat actions or skills • Documents from the Library related to wheat • Actions cards from action description folders speaking about wheat • Calls and funding opportunities from the Call&funding reader linked to wheat • News from the News displayer in relation with wheat

24. Internal links between tools News displayer Internal calendar Dashboard WP activitiesfollow up Consortia activitiesfollow up Resources Tools ID Appointment manager Library On line reporting Consortia Action plan Annual action plan Directory Document validation manager Action description folder Collaborative document Consortia budget Call&Funding reader Annual budget Search engine by tags Show external links

25. External links between tools Management, others WPs, Website Management News displayer Internal calendar Management, others WPs, Paepard Website Dashboard WP activitiesfollow up Consortia activitiesfollow up Resources Tools ID Appointment manager Library On line reporting Consortia Action plan Annual action plan Directory Document validation manager Action description folder Collaborative document Consortia budget Call&Funding reader Annual budget Search engine by tags Show links between tools Blog, Dgroups, external Websites

26. REMARKS AFTER PRESENTATION • Provide tools for collaborative work during a meeting (on line building document) • Find a better tool than Skype for managing during a meeting : online voice discussion, on line displaying and sharing document • Make the workspace generic in order to use it at several level of the project (decentralized versions with links to the upper level )