Web Portal and Communication Tools” Table of Contents

Home , Web portal

Ref. Ares(2016)5693324 - 30/09/2016

H2020-MSCA-RISE-2015 – TERPSICHORE

Grant Agreement

691218

MARIE SKŁODOWSKA-CURIE ACTIONS RESEARCH AND INNOVATION STAFF EXCHANGE

TERPSICHORE Transforming Intangible Folkloric Performing Arts into Tangible Choreographic Digital Objects

Deliverable 8.1 “Web Portal and Communication Tools” Table of Contents

1 Introduction ______3

2 Web Portal ______4

2.1 Features ______4

2.2 Structure ______5

2.3 Progress ______7

3 Communication Tools ______8

Abbreviations

CMS Content Management System

List of Figures Figure 1: The Web Portal Home Page ...... 5 Figure 2: “About the Project” page ...... 5 Figure 3: “Project Partners” page ...... 6 Figure 4: “Contact” page ...... 6

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

1 Introduction

This deliverable describes the main features of the TERPSICHORE Project Web Portal, as well as the Communication Tools which ensure effective communication between partners. The Web Portal is designed to provide information to visitors regarding the scope and objectives of the Project, the partners of the consortium and the overall progress of the Project. The Communication Tools are designed to ensure fluent communication between the partners and help avoid potential risks due to lack of proper communication throughout the Project lifetime. These tools include, among others, Email, Meetings, Mail, Telephone calls, Instant Messaging services, Teleconference calls, a private section of the Project website and other tools.

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

2 Web Portal The Web Portal of the Project can be reached at the following address: http://www.terpsichore-project.eu.

The Domain has been leased for a minimum of four (4) years by the consortium and will be referred in the project’s public documents, dissemination material and presentations, as well as promoted in the main internet search engines.

The Website has been developed with the use of Wordpress platform, a content management system (CMS) based on PHP and MySQL which provides extended features and functionality.

2.1 Features A one-stop shop Web Portal has been developed in order to provide a continuous update about the project progress and the results. The website provides information about all the consortium partners, their background and contribution inside TERPSICHORE. Public deliverables as well as publications will be uploaded in the site. Moreover a news feed area provides all the necessary information about the presence of the project in conferences and exhibitions and a media gallery will make available video-clips and pictures about the project “real life” and results. A specific area on the webpage will serve to accommodate all the weblinks and current activities/news related to the general activities on Folklore. The website will be maintained and updated regularly and the advisory board will be asked to guide and monitor the site. The partners are committing themselves to keep it active after the end of the project and always updated. A brief description of the Website structure, features and how it will be used for the project objectives is presented below.

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

2.2 Structure The Web Portal’s initial version has the following main categories of content: . Home

Figure 1: The Web Portal Home Page

. About the Project

This page provides a short summary of the Project scope and objectives, as well as the Work Package main structure.

Figure 2: “About the Project” page

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

. Project Partners

This page provides a short description of each partner of the consortium, as well as a link to each respective partner’s website.

Figure 3: “Project Partners” page

. Publications The Publications page will host all the Public Deliverables and Publications relevant to the project which will be uploaded upon completion.

. News The News section will be updated regularly with news regarding the Project developments, meetings, conferences as well as other relevant news.

. Contact This page provides the necessary contact details of the Project Coordinator.

Figure 4: “Contact” page

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

2.3 Progress Since month 2 of the project, visitors have the opportunity to navigate across the basic content of the project and get informed about its overview, its objectives and work plan, the structure of the consortium, information about partners and links to their organisations’ web-sites as well as contact the Project coordinator. The web-site has the technical features, as the project progresses, to publish tweets from a Project’s tweeter account, to host videos and redirect to the project’s facebook page. The dedicated section with news and events will continuously be updated following the project’s developments and relevant events. The TERPSICHORE Web Portal is an ongoing deliverable that will be updated regarding its content and features until the last day of the project and beyond, and proves to be a valuable dissemination and communication tool for the project’s objectives and target groups.

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

3 Communication Tools The partners of the TERPSICHORE consortium have committed their self to cooperate in order to achieve the common goal of an excellent project outcome. Each partner will research and develop pieces of technology that will be beneficial to the fellows and their organization; however, the consortium is aware that the synergy developed within the consortium will provide an outcome of a greater value than the addition of each individual result. All work packages are related with dependencies among them. This is also the case of tasks within each work package. The management structure ensures communication from a work package level to a higher, more strategic, point of view so that these dependencies can successfully be met and take place in an efficient communication manner. The Project Coordinator uses several means in order to ensure that the consortium and key role players have the necessary tools and procedures to effectively communicate avoiding potential risks of lack of communication. Information flow: In order to ensure fluent communication between the partners without incurring in a high travelling expense due to excessive number of meetings, the coordinator will effectively schedule face-to-face meetings only when needed and following a midterm plan except request ad-hoc meetings. In order to maintain fluent communication between face-to-face meeting the consortium uses different communication methods. The following section provides a list of the communication and cooperation tools that the TERPSICHORE project utilizes (or will utilize during its lifetime):

 Email The consortium uses email for the regular request or provision of information, which is not time critical. For this purpose, the coordinator has created a distribution address list ensuring that, if needed, all project participants are reached. Additional distribution lists will be created as needed. Direct emails will are also being used for bilateral communications.

 Meetings Face to Face meetings will be held to tackle discussions on important issues that require the participation and opinion of all partners. This is also an opportunity for partners to meet each other and solving small questions, doubts and requests not concerning the whole project. Different kinds of meetings exist: o Kick-off meeting: The Kick-off meeting was successfully held at the premises of NTUA in Athens.

o Regular Meetings: Every 6 months Steering Boards meet. These meetings will be held during the same set of days and/or during the organization of workshops and project summer

TERPSICHORE Project Grant Agreement 691218: D8.1 "Web Portal and Communication Tools"

schools, to minimize travel expenses, but in clearly separated sessions, to avoid that purely technical issues will be mixed up with managerial ones. The meeting locations will rotate through the Partners’ sites.

o Extraordinary Meetings: Working groups meetings are organized when necessary or upon request made by any of the parties involved. Extraordinary meetings of Steering Board will be held upon request of one Board member and approval of the majority of Board members or upon the Project Manager’s request.

 Mail The consortium will use mail, or package by courier, to exchange important documents, usually signed. These documents would mainly be of a legal or financial matter.

 Telephone Direct telephone calls will be used in case of time critical matters.

 Instant Messaging The partners use already available instant messaging solutions, such as Skype, which help short technical discussions and close collaboration.

 Teleconference As an alternative to direct face to face meetings, the consortium makes use of a teleconference platform that allows regular web interface integrated teleconference facilities with the possibility also to share presentations and other files.

 Private website A private section within the web portal has been proposed and was discussed at the kickoff meeting. It will be developed and made available to the consortium if and when it is considered necessary, according to the project progress and results. The selected tool will provide, among other features, a centralized repository of documents, search engine and project calendar. The Private website will allow the consortium to have a centralized knowledge repository avoiding the need of redundant communication. It will also allow partners to co-operate in administrative and technical work which is not time critical.

 Other During the project, the consortium will evaluate if additional tools will be required (e.g. a software repository).