1st EXECUTIVE BOARD MINUTES
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Date: |
8th July, 2013 |
Gruppo Sigla S.r.l. |
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Hour: |
From 08:15am to 5:30 pm |
Via Finocchiaro Aprile 31 – 16129 Genova - Italy |
Summary
3.- Project Review - Achivements
4.- Coordination Review and Issues / Suggestions
It concludes that Jorge will send an email with the
definition given by Javier.
7.- Final Document & Skills and Competences
9.- Next Steps proposed for Project
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Aliad Knowledge and Service |
Spain |
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E-SENIORS |
France |
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Exor
Group LTD |
Malta |
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GIP EFTLV |
France |
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Gruppo Sigla |
Italy |
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Institute of Neurobiology – Bulgarian
Academy of Sciences |
Bulgaria |
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Troyes University of Technology |
France |
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University Carlos III |
Spain |
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University of Vic |
Spain |
The meeting began at 8:30 with the presentation of: Mihaela (UVIC), Duncan
(Exor) and Cristina (UC3M). Javier presented the agenda
and distributed a copy of the Grant Agreement stamped by a notary for each
partner.
A list of contents to be included in the
platform is needed. Allied entities are demanding it for evidence of the
ecosystem’s services. In addition few partners asked for the possibility of
having a demo version soon, to be tried by the allied entities. However, UC3M declared that this development
would imply a big effort, affecting to the progress of other deliverables.
Áliad
explained that currently the commitment that we are looking for, is a collaboration-assurance of those entities to participate among the
pilots. It must be acknowledged that before the development of the platform,
apps, and training contents, it is difficult to have something tangible to
show. To this point, the project schedule has been accomplished on time, so for
the next 6 months all these needs should be reached.
Javier showed and explained all the work done and what it is needed to
accomplish before 4th August.
Alessandro said that not everything is in Google Drive and highlighted the
need to improve and increase its use among partners.
It was mentioned that, experts all over Europe have been contacted to
obtain help and support for the project´s development. Duncan explained that he
has been in contact with the administration of his country (Ministry of Health)
to support the project.
Javier explained that the website has improved and that the project is
already in the social networks, as Facebook, Twitter and LinkedIn. He also
explained that all partners were asked to submit and implement in Google Drive
all the information about all the events held, to disseminate the project so
that we can publish all the information on the web site. It is important that
all this information is in the web site so that the PO can see the impact.
Javier also explained the appearances of Aliad
in the media (newspapers and radio) talking about the project and the annual
event that they organized.
All members of the meeting agreed with the
progress, and with the Google Drive update, publishing all press events or
notes which talk about the project.
There are several important points that need to
be improved:
1. Communication
Miriam talked about the difficulties
that the use of mailing lists have raised and suggested to send mails directly
to all users. Miriam also proposed to carry out Skype calls or use another tool
but she believed that everything cannot be resolved by mail.
To do these conferences all partners agreed to use WebEx, because it
permits to have a conversation with more users than Skype. The following dates
were agreed for testing and for the first conferences:
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22th July, 16:00 pm (Spanish time)
-
6th September, 12:00
pm (Spanish time)
A few days before, the agenda will
send an email to communicate the topics to be treated.
Duncan proposed to make only two
lists, one for coordination and another for the partners.
In the end it was concluded that we need to write a protocol for sending
emails.
The objective of this protocol
definition is to everyone being able to put filters in Outlook, which means an
easier way to manage emails.
2. In some cases, we are using a wrong logo of the
European Commission, so we have to modify it.
3. Google Drive is not being used properly, since
almost no one raises or updates documents. All the partners must update all documents
in Google Drive.
4. Asana should be ready to be used by all the
partners by September.
5. Due to the fact
that DoW has a double system numbering, it was agreed that the PDF numbering
should be considered the correct one
6. It´s necessary to develop a way to attract
companies. Miriam proposed to write up a document to define what the ecosystem
will be, what will content and what will serve for.
Miriam, Mihaela and Alessandro had
doubts about what is an ecosystem. The three agreed to write all the
information about the ecosystem in a document to give it to companies.
Javier indicated that there is already an official presentation of the
project, but it is not enough, which is why a document will be drafted, in
order to facilitate the understanding and dissemination of the project.
Miriam insisted in defining which an
ecosystem is. Jorge showed the State of art and the ecosystem's definition of the
World Economic Forum.
The definition of ecosystem was
discussed and everyone gave his own definition:
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Alessandro: a system where you can share
information and does not necessarily have to be regulated.
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Miriam: an
open, extensible platform that attracts different stakeholders interested in
anti-ageing and well-being, creating small-scale components, which can be
individually assembled by end users (which ensures their empowerment).
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Cristina: an active site in which every day
there is something new.
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Mihaela: an organized and safe system, where
you can develop the person.
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Nadejda: a dynamic system of interaction, that is
international. She doubted about its usability due to linguistic differences.
This is a problem that must be taken into account because the elderly do not
speak many languages.
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Monique: She proposed that the ecosystem must
have a special section for social inclusion agents (professional or not
professional) where they have all the necessary information.
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Javier: an alive environment, which cannot be
static because we want the ecosystem to last long. It is a place for the
elderly (in several languages, but the main language is English), where there
will be courses (for professional or not professional), applications, and much
content. Although it is intended for older users it can be used by many types.
In the future, having connection with a doctor can be purposed. It´s base is
always anti-aging. As it is an alive application, its
content has to be alive.
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Miriam: an ecosystem is not a platform and
therefore users should be able to choose which applications need.
Jorge said that applications are adapted
to all users. Miriam said that adaptation already exists so, in order to
provide added value and having an innovative Ecosystem, the users should get a
set of apps based on his/her characteristics.
All members are agreeing that it
cannot be static and must always be alive.
Jorge did a presentation of the pilots
and explained how they have to be developed. He also explained the objectives
of the pilots (a demonstration and dissemination of the ecosystem).
Nadejda did not agree with the pilot users´ distribution
by sex, because in her country getting that distribution is very difficult for
people over 60. She also suggested to add more regions
in Bulgaria, because it would be easier to get users.
Jorge said that population´s distribution by
sex and age will be taken into account for sampling. Javier explained that
regions could be changed with the proper justification.
Alessandro disagreed because 4 months is a
short period for the pilot´s development and due to the fact that pilot´s will
be executed during summer time, this would be a problem for our success.
Javier explained that if it's necessary we can
change the dates, as long as it´s justified.
Miriam had doubts about the evaluation of the
use of the ecosystem by users, as the moment when a person becomes a user, if
the number of connections must be taken into account or how users´ levels are
going to be differentiated. She also asked if it is possible to explain the
levels of development of the pilots. Jorge clarified that this can be done by
checking the indicators and explained the phases of the pilots.
Miriam asked if there will be a helpdesk
support, to which Javier replied that UC3M will provide computer support and
Aliad will be in charge of phone support. He also explained that phone support
in several languages will be considered.
Mihaela also had doubts about users´
differentiation. Jorge explained that the ecosystem is oriented towards
different groups of people and, at the end, a survey
will be administered to them to evaluate their experience.
Mihaela asked about the composition of the
group of citizens in general. Alessandro clarified that this group is composed
by persons who take care of elderly people but who are not caregivers (i.e. family).
He also said that he has contacted with a company (Web edition) who are
interested but do not have people over 65 and wish to know what to do.
Mihaela asked for an improved definition of
social inclusion agents. She considered that if the different types of users of
the platform are not well defined, this may create confusion, especially.
Duncan suggested creating a questionnaire on
the ecosystem in order to establish users´ profiles. Javier agreed with the
implementation of this questionnaire.
Afterwards, the issue of how to get companies
to collaborate with pilots was treated. Alessandro said that he has contacted
several elderly associations and he has always highlighted that taking part in
the pilot will be economically rewarded. (each of the
partners will dedicate 5% of their budget to this purpose). He explained that
he offered the following options:
o
Pay per user (5 € per user). This is not enough
for companies
o
Donation. Italian law makes this very
difficult.
o
Sponsor. This can get publicity but not users.
Javier explained that the way to achieve the
participation of allied entities in pilot´s must be offering a reward based on
the free use of the Ecosystem. For that, contents must be rich in order to
provide an added value of entities participating in the project (as free
training courses regulated by the European Union). He also said that the
platform will be completed in two years and that pilots´ participants will have
free access to all contents while for new users will have to pay.
Alessandro purposed a mixed rewarding system
with both recognition and payment. Javier considered that offering money must
always be the last option and that the best reward is to provide the platform´s
benefits. Everyone agreed with this idea.
Mihaela and Alessandro ask for a demo of the
platform, in order to facilitate the attraction of users and associations for
pilots. Javier explained that is not possible to have a demo yet, and that, at
the moment, only promises and plans can be made.
LUNCH BREAK
After lunch, Jorge explained the types of
proposed sessions for the different groups of users. He also explained the
methodology to be followed and the sessions´ content. Concerning contents,
Alessandro said that some allied entities could help us filling the tables
contained in Deliverable 7.1.
Jorge continued with the presentation and
explained the profiles of the participants and what we need to successfully
finish:
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Establish contact with associations and reach
an agreement.
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Communicate the work to partners responsible
for the pilots.
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Create a common table with the number of users
/ regions.
Javier explained that Áliad has contacted
agencies in Portugal and UK for pilots via UEHP and EFQM.
A turn for suggestions was opened for
discussing the pilots´ needs, the contents that would be useful, how
translations and some contents adaptation would be managed, how our
international experts would ensure the quality of contents, etc.
Jorge explained the State of the Art and the
conclusions that have been reached with it and he also explained that the Study
is a live document that will be periodically updated, especially with the
integration of surveys and Delphi results.
Javier and Jorge requested a review and feedback
sending. NIB agreed with this proposal.
Isabel presented the methodology and results of
GIP´s deliverable. It was agreed that results will be considered for the
contents and applications development.
Javier explained that we have to make 4 justifications
(a justification every 6 months). The first one is for the 4th August (Javier
will have to go to Brussels in September to defend this justification).
All partners have to justify the work they have
done these 6 months (the template to be filled will be mailed).
What it is needed to be justified by each
partner is:
1.
Use of resources / effort.
2.
Costs assigned to the reporting period based in
personal, subcontracting and other direct costs.
Aliad will support and help partners for the
justification development, but responsibility of information submitted is owned
by partners.
The deadline to submit
all information to Aliad is the 26th July.
Jorge explained everything to be done in the
coming months. All deliveries must be submitted and the first proposals must be
made in the following meetings.
Cristina, from University Carlos III,
described the functions of the Ecosystem. The list of technical requisites can
be reviewed at the ppt presentation, which can be
found in Google Drive. Details of requirements, high level components,
community roles, etc. were given. Technological partners agreed with a lot of
the proposed requirements.
A definition of users was given. A
user is a visitor registered in the Ecosystem; registration system allow users
to do courses, access news, search information and download apps; visitors
without login will be able to see the contents but not to use them. A
motivational system of medals will be provided in order to create active usage
of the Ecosystem, however, rewarding is to be defined.
Concerning the Ecosystem technical
administration, there will be Administrators to manage its functions; they will
be in charge of upload contents, etc… Tutors will be in charge of courses
administration.
A list of proposed apps was
discussed by the participants of the Executive Board. SIGLA had important
doubts about what type of applications would be developed and, concerning this,
they asked to have a videoconference with technological partners. Also, no
deliverable is intended to provide the list of proposed applications to the EC,
so it was proposed to add them on deliverable 5.2 due to constriction of time
of deliverable 5.1. A first overview of
apps was done between UVIC and GIP, taking in consideration the results of the
State of the Art and the Skills final report of GIP. This list can be reviewed
in Google Drive (SEACW_apps).
More communication and management
between technological partners was one of the main concerns of the meeting.
Increasing the videoconferences among the partners was proposed as a solution.
It is necessary to define if users and allied
entities will be allowed to upload contents (courses, information, videos,
etc.).