BHLE_AnnualReview2_agenda
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BHL-Europe |
WP1 |
WP2 |
WP3 |
WP4 |
WP5 |
BHL-Europe Annual Review Meeting
BHL-Europe Annual Review
7-10 June 2011, Tervuren & Meise (Belgium)
Agenda BHL-Europe Annual Review Meeting
Draft Agenda:
There is a detailed description about each workshop and its tentative participants available in the section below.
Monday, 6 June 2011
Arrival in Tervuren
Dinner at 19:00 at La Vignette Map
Tuesday, 7 June 2011
8:30 a.m. Bus departure from Rastelli Hotel/Tervuren to Meise
(
There is no need for people not attending the workshops on Tuesday to come to Meise, except for having the tours.
If some attendants arrive on 7 June 2011 they can go directly to Meise. Directions from the airport and train station will be provided.)
NBGB, Bouchout Castle
9:30 Registration
9:30-11:45
PMG Meeting
11:45-12:30
open PMG Meeting
(9:30-12:30
Guided tours for those not involved in workshops)
12:30-14:00 Lunch Break
14:00-14:15
Quick plenary and introduction to the afternoon sessions
14:30-15:30
parallel Workshops
15:30-15:45 Coffee Break
15:45-17:30
parallel Workshops
17:30-18:30 Visit of the library and scanning facilities.
19:00 Dinner at "De Voile Rouge" (15 min by walking from the Botanical Garden)
(no credit cards accepted, please bring cash - 25-30 € - with you)
22:00 Bus to Tervuren
Wednesday, 8 June 2011 - Review Meeting
CODA-CERVA (Building E) / Rooms 333,308 & 309
9:00 Registration, coffee and cakes
9:30-12:30
Official Review Meeting (Every consortium partner is expected to have at least one representative in this meeting.)
All presentations given during the review meeting:
BHL-Europe review presentations.zip
12:30 Lunch Break
13:00-14:00
Reviewers Meeting (closed)
14:00-16:00
Reviewer announcement of outcomes of the review and Q&A session
[16:00 Additonal meeting of WPleaders and PCO, if necessary]
16/17:00 Free tickets for a visit of the Royal Museum of Central Africa (RMCA)
19:00 African Dinner (own contribution 25 EUR)
Thursday, 9 June 2011
9:00 Coffee
9:15-10:00
Plenary
9:15-9:30 Quick recap from the review meeting and general announcements [Henning]
9:30-9:45 Update on Europeana [Lizzy]
9:45-9:55 Update on Global BHL [William]
2011_06_08_Global_BHL_Update.pdf
9:55-10:00 Split up for working groups [All]
10:00-12:30
parallel Workshops
- (3) 'Content Provider Workshop' - Ingest & Mapping
- 10:00 - 11:20 Pre-ingest workshop [Bernd]
- 11:20 -11:30 Break
- 11:30 - 12:30 Mapping Tool workshop [Wolfgang] 20110609_SMT_Workshop.pdf
- (4) 'Dissemination Workshop'
12:30-13:30 Lunch Break
13:30- 16:00
parallel Workshops
16:00-16:30 Coffee Break
16:30-17:00
Plenary - outcomes of the workshops, Q&A, plans and wrap up
19:00 Dinner at Le Chalet Vert (just opposite of the Museum).
Map.
Friday, 10 June 2011
9:00 Coffee
9:30-12:30
- (7) 'Best Practice Guide Workshop'
9:30-10:45 - (6) 'Portal development Workshop' - Portal Review Session/Open TMB
11:00-12:30
closed TMB Meeting
12:30-13:30 Lunch Break / Working Lunch w/ Sandwiches
13:30-16:00
closed TMB Meeting
19:00 Dinner at T'Park.
Map.
Workshop descriptions
PMG meeting/ Open PMG Meeting (Henning) - 7 June 2011, Meise
The goal of the meeting is to prepare the annual review meeting, align the presentations of the WP leaders and identify potential questions of the reviewers. If time allows we also review the workplans and the risk and issue register. The meeting is for PMG members only.
In the Open PMG Meeting upcoming questions will be discussed with experts.
(1) Collection Policy Workshop (Michaela, Melita) - 7 June 2011, Meise
Goal: Agreement on a BHL-Europe Collection Policy.
This Collection Policy will be a chapter of the Approved Best Practice Guidelines and Standards (
BHLE_WP2_BPG)
A short introduction to the topic and a follow-up discussion of the provided examples on the Collection Policy wikipage
Collection Policy is planned. Furthermore the most important points will be defined which have to be considered in terms of Collection Policy and also for the inclusion in the BPG. Very important is also the launch of an alphabetical list of core and supporting themes – similar to
BHL-US’s Collections diagram .
Agenda Collection Policy
(2) Evaluation and Testing (Andreas, Jiri) - 7 June 2011, Meise
We have to do a user evaluation on the prototype of the BHL-Europe system, which is currently under development, to fulfil our contractual obligations (user evaluation report is a deliverable for October). This workshop is to decide on the various testing approaches (including the technical testing) and identify responsibilities. It is also to decide what approach we use for the user evaluation. It might be difficult to run a user survey as we did last year. It would be more appropriate to have a usability test. This needs to be discussed in more detail and the implications need to be evaluated. We then need to design the user evaluation in more detail and identify the people setting up the user evaluation by end of August. Another workshop is planned for end of August to finalise the user evaluation preparation and align it with the development progress. For the workshop in June we need to have people from the development team but also users and the WP5 leader.
(3) Content Provider Workshop (Melita) - 9 June 2010, Tervuren
T
arget group: at least one representative of each content provider
Time: 10:00-12:30
Ingest & Mapping
Pre-Ingest (Bernd):
This workshop aims at giving an introduction to the Pre-Ingest tool. A step-by-step tutorial is planned in order to instruct all content providers how to use the Pre-Ingest tool for the ingestion of content after content has been uploaded to the NHM server. Examples for the Pre-ingest guidelines will be discussed in addition.
The Pre-Ingest tool will be part of the BHL-Europe ingest process after this workshop and content providers will be asked to use the tool after uploading content in order to trigger the ingest process.
Mapping Workshop (Wolfgang):
This workshop will introduce the developed mapping tool in order to give content providers the opportunity to create their mapping of their metadata to the OLEF schema (= BHL-Europe schema) themselves.
13:30-16:00 GRIB
GRIB (Boris, Andreas Krausz - VZG):
This workshop will give an update on the GRIB. The functionalities and the use of the GRIB will be explained to the content providers.
(4) Dissemination Workshop (Jiri) - 9 June 2011, Tervuren
Tentative participants/ target group: Henning, Jiri, Tine, Patrick, Larissa, Regine, Lizzy, Graham, Antonio & interested partners
Time: 10:00-12:30
We welcome everybody of the project to share ideas about dissemination activities for BHL-Europe. In the last year of the project dissemination will be a very important tool to attract new users for the BHL-Europe portal. We are quite sure about the use of BHL-Europe in the scientific community; however we need to target also the general public in Europe. One of the main achievements in the last year of BHL-Europe was the set-up and design of BHL-Europe’s virtual exhibition, BLE. The first exemplary virtual exhibition on ‘Spices’ will be presented. It aims to attract new users for the BHL-Europe portal, especially non scientific users. More virtual exhibitions are planned for the future and your input is welcome.
Items to be discussed:
- Project Website (multilingualism)
- Google analytics
- BHL-Europe folders, bags, new (more ellaborated) version of the flyer
- Facebook
- Promotion of project results: Best Practice Guide of BHL-Europe
- e-learning platforms as a new electronic dissemination tool
- Negotiation with ministries of education in each partner country
- How shall we attract public users and make BHL-Europe better known ?
(5) Business development Workshop (Henning) – 9 June 2011, Tervuren
Tentative Participants/ target group: Henning, Graham, Lizzy, Frank, Patricia & interested partners
Time: 13:30-16:00
Everybody must be aware of our overview business plan D1.5. The next workshop in June is going to develop further on that document. During the workshop I would like to kick-off the following three steps and processes:
- After having identified the potential strategic directions we need to identify funding options to be able to decide what the best option is we aim if we don’t have continuing project funding. One important question in that context is: Which partner is able to commit for a continuous engagement in BHL-Europe with in kind contribution from the institution? Another question revolves around future projects and potential funding streams, objectives and partners for such projects. In particular for these questions we ideally need the appropriate people from the partner institutions around the table that are involved in decision making processes of the individual partner institution.
- Environmental scan: we need to better understand competitors, technological innovations, behaviour of our users. In this context it would also help to get a view on the Global BHL future developments. Europeana can hopefully help giving an insight into the results of the Europeana user research.
- Marketing plan: We need to think about the products of BHL-Europe and the potential of these products on the market. We need to think about goals for the future development and key performance indicators to measure our success. If we have marketing experts in our consortium, they are welcome to this workshop to share their expertise with us.
(6) Portal development Workshop (Lee, Lola) – 9 & 10 June 2011, Tervuren
Target group: ideally for this session we need ‘developers’ (AIT, Atos, Dennis, Andreas, Wolfgang, Chris Sleep) and of course ‘user representatives’ for feedback - especially associated with end user use cases (Jana, Francisco, Lola).
Portal Development Workshop - Evaluation & Review of Portal Features implemented so far.
In order to build a powerful portal for search and retrieval of biodiversity literature, we need to ensure that we have fully integrated all user needs and requirements. Hence, moving on from previous workshops/discussions whereby we incorporated content user needs and requirements we now need to ensure that we implement all core features and portal functionalities for our Public Core Release M28 and also for the final BHL-Europe System. During this workshop session we’re going to start the Evaluation and Gathering of initial feedback of the Core Features Implemented to date.
Agenda Portal Development Workshop.pdf
9 June 2011
Time: 13:30-16:00
BHL-Europe Portal Development Workshop [Interactive Session]
- (What do we have so far?):- Walk through each of the existing Portal Features & Functionality implemented to date
- Evaluation of Core Features implemented to date.
- Gathering of Initial feedback exercise.
10 June 2011
Time: 9:30-10:45
Based on outcomes of above initial exercise:-
- Portal Review Session: - adjust priorities as necessary; review the work completed to date and develop a roadmap for the portal moving forward.
- Open TMB session - Opportunity for people to ask general questions about the development work.
(7) Best Practice Guide Meeting (Michaela, Melita) - 10 June 2011, Tervuren
Target group: authors of BPG (Michaela, Melita, Tom, Antonio, Michael,Dennis, Jane, Connie, Antonio, Boris, ...), Jiri for WP5 (BPG dissemination)
Time: 9:30-12:30
Feedback on D2.6; What to CPs expect for D2.9?
Deadlines for 2011
Presentation of the new structure of D 2.9
- Feedback from authors on this model
- BPG Discussion (BHLE_WP2_BPG_Feedback)
- Decision on new BPG structure, content/chapter amendment
BPG Agenda Workshop Tervuren.pdf
Closed TMB Meeting (Graham) - 10 June 2011, TervurenTime: 11:00-16:00
Agenda Closed TMB Meeting - 10th June.pdf
The Closed TMB Session is for members of the techgroup to discuss and make decisions on various aspects and ongoing work within the Development process.
Closed TMB Meeting (Chaired by WP3 Leader – Graham Higley)
Time: 11:00-16:00
Venue - tba
11:00-12:00 - Distribution of tasks for developers to support the ongoing portal development work:-
- Creation of Drupal Modules
- Collaboration with Sp2000 to configure/integrate CoL Databases/Webservices for the Portal. [Proposal presented by NHMW followed by discussion]
12:00-13:00 -Shared Development Environment [Lee, Hengdi]
(a) GitHub Session and branching strategy [Hengdi]
13:00-13:30 Working Lunch Break
13:30-14:30 – Continuation of Shared Development Environment [Discussion]
(b) Feedback from Group on current process implemented by Atos (this includes:-Code Testing feedback and debates on Test Data). [Open discussion]
14:30-15:00 Preparation for next deliverable – D3.8 [Graham, Chris Sleep]
- Determine Scope of work.
- Responsibilities and timelines.
15:00-15:45 Environment Strategy & Planning. [Atos, techgroup]
(a) Other environments to consider as part of Industrialising the Development Process e.g. Staging environment, pre-production, production, load testing
(b) Development testing, Unit Testing, Functional Testing, UAT. Things to consider:-
- workflow for Bug fixing (do we have a QA Manager?)
- QA Control of the Portal Development.
- Technical Testing Phase (Test Plan/Test Scripts).
15:45:16:00 Summary & AOB [Graham]
