Cultural Heritage in REGional NETworks REGNET Extended Project

Cultural Heritage in REGional NETworks REGNET Extended Project Group Meeting Den Haag, 2002 -11 -21 - 2002 -11 -23

2 Agenda for the Meeting Thursday, 2002 -11 -21 09: 00 - 09: 15 Opening (MUS) 15: 00 - 15: 30 - 17: 00 09: 15 - 10: 30 General Project Management Issues (All WP Leaders) 10: 30 - 11: 00 Coffee break 11: 00 - 12: 30 (Groups) Lunch 13: 30 - 15: 00 (Groups) Work Session 2 Working in groups Summarize and prepare reports (Work Session 1+2) In parallel: CSC group Work Session 1 12: 30 - 13: 30 Coffee break 17: 00 - 18: 00 Reporting on issues of the first day (by a rapporteur, 1 per group) End of the 1 st day 20: 00 November 2002 18: 00 Social Dinner Extended Project Group Meeting

3 Agenda for the Meeting Friday, 2002 -11 -22 15: 30 - 16: 30 Reporting on issues of the first day (by a rapporteur, 1 per group) 09: 00 - 10: 30 (Groups) Work Session 3 10: 30 - 11: 00 Coffee break 16: 30 - 18: 00 Final consolidation 11: 00 - 12: 30 (Groups) Work Session 4 18: 00 End of the 2 nd day 20: 00 Social Dinner 12: 30 - 13: 30 Lunch 13: 30 - 15: 00 Working in groups Summarize and prepare reports (Work Session 3+4) In parallel: CSC group 15: 00 - 15: 30 November 2002 Coffee break Saturday, 2002 -11 -23 Open for further bilateral/ specialised discussions: - advantages/disadvantages, - training on tools, - working on workflows. Extended Project Group Meeting

4 Goals of the Meeting The main goals: 1. Tool training (!) Use the tools for practical (demonstration) work following the prepared How To‘s 2. Usability testing Test the tools with regard to the usability => A first set of questionnaires Pretest for the „real“ usability tests => Adapt questionnaires, gain experience (Best-Practise, Worse-Practise) 3. Plan the remaining months. . . Tasks, priorities, responsibilities November 2002 Extended Project Group Meeting

5 General Management Issues All WP Leaders 9: 15 - 10: 30 - General Management Issues (AIT) -Overview about WP 4 (TARX) - WP 4. 1 Working Plan (IMAC) - WP 4. 2/WP 4. 3 (VALT, IAT) - Technical & Content Status (VALT) - Reports on first demonstration activities (IMAC, . . . ) -. . . November 2002 Extended Project Group Meeting

6 WP 4 Demonstration, Assessment & Evaluation Deliverable D 9: Overview of tasks in WP 4 Task Briefs T 4. 1 Execution of the demonstration phase (trial service) Responsible: TARX T 4. 2 Refinement of system and services where appropriate and necessary Responsible: VALT T 4. 3 Analysis of trial service, assessment and evaluation of the system Responsible: IAT November 2002 Report: Interim Report IR 4. 1 Edited by TARX Due by: 2003 -01 -31 Interim Report IR 4. 2 Edited by VALT Due by: 2003 -01 -31 ”REGNET System operation" TARX 2003 -03 -07 Deliverable D 10: Prototype: “REGNET Demonstration (Trial Service)” VALT 2003 -03 -07 Deliverable D 11: Interim Report IR 4. 3 Edited by IAT Due by: 2003 -01 -31 Extended Project Group Meeting Evaluation Report: “REGNET trial service and recommendations” IAT 2003 -03 -07

7 WP 4. 1 Execution of Demonstration Overview of WP 4. 1 Main objectives & expected results: Initialisation of the service and maintenance Documentation of the system behaviour and performance Documentation of user responses Effort for WP 4. 1: 55, 9 PM = > Working program for Den Haag: A set of documented usability tests November 2002 Extended Project Group Meeting

8 WP 4. 1 Execution of Demonstration Workplan: Tasks within WP 4. 1 Methodology For feedback and documentation: • Reference Model (available content & functions templates) • Questionnaires for user feedback • Templates, e. g. for case studies & guidelines Work package leaders Demonstration Strategies: • Set up the reference model of the concerned content • Set up scenarios related to the Content providers workflows of content provider November 2002 Extended Project Group Meeting

9 WP 4. 1 Execution of Demonstration Carry out and manage demonstrations: • Provide access to a substantial part of content • Use REGNET-Facilities • Define workflows & products • Demonstrate system to others (usability testing with internal and external groups) Ongoing task of all content providers Operate & Offer infrastructure: • Install software • Set-up testbed sites • Set-up “databases” November 2002 Ongoing task of all CSC operators & test centers Extended Project Group Meeting

10 WP 4. 1 Execution of Demonstration • Deliver and adapt software components according to the feedback gathered. ( -> Task 4. 2. ) • Collect and analyse user and system behaviour data. ( -> Task 4. 3. ) Software developers & WP 4 coordinators Training in usage of tools: • Demonstrate possible usage scenarios of REGNET Tools, • Training in effective usage/task support. . . • Guidance for integration in work flow content of content providers November 2002 Software developers Further content development: Internationalisation, topic maps Dependant on feedback - if necessary and required! Extended Project Group Meeting

11 WP 4. 1 Execution of Demonstration Feedback & Documentation Give feedback: • Own experiences (e. g. case studies) • Test user “feedback” (usability tests) • Built groups for working on specialized topics (integrate external partners) Build up a knowledge base for project know-how and experiences (case studies, forum (working groups), guidelines, FAQs …) Consolidate collected feedback/results, Ongoing task of content providers, CSC operators & test centres Content provider, CSC operators & Test Centres as authors (case studies), contributors (links), editors (structure) and users Task leaders assess, final evaluation (-> Task 4. 3. ) November 2002 Extended Project Group Meeting

12 WP 4. 1 Execution of Demonstration Marketing Reporting Give feedback: • Prepare posters, brochure, fact sheets, . . . • Prepare best practice dissemination (case studies) • Promote the project, test phase etc. , e. g. by organising information events, distribute material, prepare newsletters. . . • Attract and promote participation Task for all partners • Setting up and contribute to reference model • Ongoing status reporting Content providers, software developer • Interim reporting and final reporting Other issues Strategic development: • (Re)define service portfolio • (Re)define service levels/fees • Other services (see above) November 2002 Task leader(s) CSC operators & Test Centres Extended Project Group Meeting

13 Demonstration Activities Report on first demonstration issues IMAC - The REGNET Testbed Campaign - REGNET Information Events - First Feedback – Main Topics November 2002 Extended Project Group Meeting

14 Demonstration Activities Testbed-Activities 1. 10. 2002 - 31. 3. 2003 The REGNET Testbed Site Goals & Requirements Demonstrate and test the REGNET developments. >> Market preparation, new partners 1. Contribute test data 2. Describe data structures 3. Feedback! http: //ww. regnet. org/testbed First actions in Austria & Switzerland & Germany http: //regnet. arte 24. ch Access point for new partners (test users): Search, access own databases, consultancy. . . November 2002 Extended Project Group Meeting

15 Demonstration Activities Participation - Step-by-Step Tools for the test: 1. Confirme participation 2. Information about data & structures 3. Setup XML-database, import of existing data Data entry (own data), Multisite search, E-Shop and Auction, Tool for the production of small presentations, catalogues. . . Portal services (forum, . . . ) 4. Work with the system 5. Feedback (Test report) Testbed material available: Registration forms, Checklists, Guidelines (english, german), flyer, . . . To promote the action: first roadshows & other events … November 2002 Extended Project Group Meeting

16 Demonstration Activities (1) REGNET Information Event, 24. 10. 2002 Zürich Participants Results/Next Steps Approx. 70 participants, mainly museums invited on the basis of own mailing list and in cooperation with the official museum organisation in Switzerland (VMS-AMS) Best-Practise: An established partner for the promotion! Interesting feedback 1 new partner Several contacts Customer base Newsletter Working group Presentation, Report, Case Study & FAQ available November 2002 Extended Project Group Meeting

17 Demonstration Activities (2) EVA Berlin 2002, 07. 11. 2002 Participants Results/Next Steps Exhibition & Conference: A REGNET booth and 2 presentations during the conference. Participants: Suppliers of online information services/EPublishing services, cultural institutions and research institutions Contact to a small EPublishing company (World-of -Culture) Contact to the Deutschen Museumsbund Contact to another EU-Project for supporting evaluation (VNET 5) Presentation, Report, Case Study & FAQ available November 2002 Extended Project Group Meeting

18 Demonstration Activities Case Study Template for : I. Targets to the event II. Planning and preparation of the event III. Evaluation of the event => Use this template for further case studies (Knowledge base) November 2002 Extended Project Group Meeting

19 Demonstration Activities First feedback of participants Topic Maps Visitors not familiar with it, but interested Curious about new method of content structuring Advantages & Disadvantages Why participate/use? Main areas of interest REGNET System Features of the system, further development (full-service system) ASP-Modell, Costs Networking: Integrate existing databases/servers, … Copyright-Issues Technical Aspects November 2002 Storage of data, usage of standards, … XML and relational databases (why, interfaces, …) Extended Project Group Meeting

20 Demonstration Activities Frequently Asked Questions List of about 30 FAQs to be answered ! >> Together with a discussion of advantages & disadvantages (Final Consolidation Session) November 2002 Extended Project Group Meeting

21 Working Sessions: Tool Training & Testing 11: 00 - 15: 00 Afterwards: Summarize and prepare reports Results of Work Session I and II should be reported at the end of the first day! 17: 00 - 18: 00 November 2002 Extended Project Group Meeting

22 Concept of Work Sessions (rotation) Technical partner(s) present the tool(s): EACH WORK SESSION (WS) • Responsible technical partner(s): expertise of tool or a group of tools 30 min. November 2002 What to do with (Know-what) How to deal with (How to? ) Scenarios set up by the content partners: • Group of content partners: rotate to attend all work topic groups Write down & report results: • observations • comments on questionnaires • . . . 1 60 min. 2 Using the tool(s) Write down observations regarding the questionnaires and the tool(s) 3 90 min. Extended Project Group Meeting

23 Application flow of Work Sessions Work Topic 1 Search & Retrieval, Data Entry, Thesaurus Management Technical Partner: AIT Work Topic 2 E-Business (Shop, Auction, Procurement) Technical Partner: VALT, ZEUS Work Topic 3 E-Publishing, Topic Maps, Multilinguality Technical Partner: TARX Work Topic 4 Portal & Modules navigation issues WT n Technical Partner: MOT Every group Content Partners: NRM, SUL Content Partners: CC, ONB Content Partners: MUS, MECH Content Partners: GRAN IAT, ICCS (G) takes course in every WT G 1 November 2002 G 3 Extended Project Group Meeting G 4

24 Rotation of Work Sessions WT 1 WT 2 WT 3 WT 4 WS 1 G 2 G 3 G 4 WS 2 G 4 G 1 G 2 G 3 WS 3 G 4 G 1 G 2 WS 4 G 2 G 3 G 4 G 1 WS = Work Session, WT = Work Topic, G = Group Building of groups November 2002 Extended Project Group Meeting

25 Guidelines for Work Sessions Guidelines for the work sessions [Electronic version] Questionnaires together with scenarios [Electronic versions] November 2002 Reporting (1 rapporteur), 15 min. 17: 00 - 18: 00 Please give a short presentation: - Impression of the tool - Strenghts and weaknesses - Necessary improvements -. . . Comment on => Experiences with questionnaires => Comment on the methodology. . . Extended Project Group Meeting

26 Report on the Working Sessions November 2002 Extended Project Group Meeting

27 The 2 nd Meeting Day November 2002 Extended Project Group Meeting

28 Agenda for the Meeting 16: 00 - 18: 00 Friday, 2002 -11 -22 09: 00 – 11: 30 (Groups) Work Session 3 Final consolidation Reports of the Working groups Advantages & Disadvantages Frequently Asked Questions 10: 30 - 11: 00 Coffee break 11: 30 – 14: 30 (Groups) Work Session 3 12: 30 - 13: 30 Lunch Saturday, 2002 -11 -23 14: 30 – 16: 00 Working in groups Summarize and prepare reports 15: 00 - 15: 30 November 2002 Coffee break Open for further bilateral/ specialised discussions: - advantages/disadvantages, - training on tools, - working on workflows. Extended Project Group Meeting

29 Final Consolidation - Report your experiences! - Brainstorming: Advantages & Disadvantages -Frequently Asked Questions - Next Steps -. . . November 2002 Extended Project Group Meeting

30 Advantages & Disadvantages of the System Under which circumstances you would buy a new information system? Which „advantages“ must a system offer? … November 2002 Extended Project Group Meeting

31 Advantages & Disadvantages of the System What is your impression of the REGNET System in general? Advantages … Disadvantages … Would you buy the REGNET System or parts of it (actual)? November 2002 Extended Project Group Meeting

32 Advantages & Disadvantages of the System What are the most important advantages & disadvantages? I. Data Generation/Management (incl. Search, Thesaurus) Advantages … November 2002 Disadvantages … Extended Project Group Meeting

33 Advantages & Disadvantages of the System What are the most important advantages & disadvantages? II. E-Shop, E-Procurement, Auction Advantages … November 2002 Disadvantages … Extended Project Group Meeting

34 Advantages & Disadvantages of the System What are the most important advantages & disadvantages? III. Topic Map Generation/Navigation Advantages … November 2002 Disadvantages … Extended Project Group Meeting

35 Advantages & Disadvantages of the System What are the most important advantages & disadvantages? IV. E-Publishing Advantages … November 2002 Disadvantages … Extended Project Group Meeting

36 Advantages & Disadvantages of the System What are the most important advantages & disadvantages? V. Portal Advantages … Disadvantages … What is missing? November 2002 Extended Project Group Meeting

37 Frequently Asked Questions Let us try to answer them. . . ! November 2002 Extended Project Group Meeting

38 Project Knowledge Base Which activities are planned? => Provide Case Study! Which guidelines are needed and who could provide them? - Handling of images in the Internet - Connecting remote databases - How to use topic maps? -. . . November 2002 Extended Project Group Meeting