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EGI-Engage:Quality Plan

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EGI-Engage project: Main page WP1(NA1) WP3(JRA1) WP5(SA1) PMB Deliverables and Milestones Quality Plan Risk Plan Data Plan
Roles and
responsibilities 		WP2(NA2) WP4(JRA2) WP6(SA2) AMB Software and services Metrics Project Office Procedures


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Help and support: Malgorzata Krakowian  malgorzata.krakowian@egi.eu

Project management

Project outputs and communication

All output produced by staff active within EGI-Engage (funded and unfunded effort) must be recorded so that it can be reported by the project.

The following rules must be used:

Meetings

The meetings must be recorded in the EGI Indico server and all presentations and material provided for the meeting, including any minutes, must be attached to the appropriate agenda page.

Presentations

Presentations and/or papers presented at other meetings attended by EGI-Engage staff must be recorded in the EGI Document Repository

A link to the meeting and a summary of the outcome should be recorded in the ‘notes’ section of the document.

Mailing lists

As the majority of the communication within the project will be electronic having a coherent record of that work is essential.

All mailing lists must use the EGI.eu based mailing lists which allow groups defined within the single sign on to be linked to mailing lists, access to wiki space, document access, etc.

Websites

www.egi.eu

'www.egi.eu 'is the main website for the project. It is used mainly for all ‘official’ ‘static’ content. Individual services supported by EGI.eu will have their own hostname in the egi.eu domain.

wiki.egi.eu

The wiki has group based access control provided through the EGI SSO system. This can be used for all dynamic content being maintained or developed within each project activity.

EGI-Engage Project main wiki page: https://wiki.egi.eu/wiki/EGI-Engage:Main_Page
Content:

  • description of the project
  • work packages dedicated pages (tasks, contacts, deliverables, milestones) Please do not change structure of the page.
  • milestones and deliverables
  • quality assurance 


Third party websites

Other third party websites or wikis should not be used to host EGI-Engage related material in order that the egi.eu domain becomes the definitive source of project information.

Document management

Document repository

All documents, presentations and other material that forms an official output of the project (not just milestones and deliverables) will be placed in the EGI Document Repository to provide a managed central location for all material.


Document naming convention

  • Filenames

Filenames must use the following format in order to link any item back to other versions placed in the document repository. The filename format is:

EGI-<DOCUMENT IDENTIFIER>-<REPOSITORY ID>-V<VERSION>

DOCUMENT IDENTIFIER The document identifier is dependent on the document type. If the document is:
  • Deliverable: Use the deliverable name: e.g. D1.1, D5.5, etc.
  • Milestone: Use the milestone name: e.g. MS102, MS504, etc.
  • Activity: Use the activity code: e.g. SA1, NA3, etc.
  • Committee/Board: Use an acronym based on the committee or board name: e.g. TCB, OMB, UCB, USAG, SPG, etc.
  • Other: If the source of the material cannot be identified then ignore this section.||
REPOSITORY ID This is the identification number generated by the document repository.
VERSION This is the version number generated by the document repository for the particular repository identifier.
  • Document titles

The title of documents uploaded to document repository must be in the following format:

<DOCUMENT IDENTIFIER> Title (from the first page of the document)

Example: MS301 User Support Contacts


Metadata management

TODO https://wiki.egi.eu/wiki/Metadata_management

Access to documents

Access to internal or confidential documents is controlled at SSO group level, with SSO IDs being assigned to particular groups depending on their permissions to view or modify documents. Public documents are available to all, without restriction or the requirement to log in. Restricted documents can only be viewed and/or modified by logging in using an account with the correct permissions.

Review process for deliverables and milestones

The formal outputs from the project (milestones and deliverables) will pass through a formal review process. The review process is timed to ensure the output is available to the EC at the end of the project month (PM) that the material is due.

The activity manager from the activity that is producing the document is responsible for updating its status in the Request Tracker as it moves through its various stages. This includes:

  • Adding in the document URL form the Document store once it is available.
  • Adding the reviewer moderator and reviewers once known
  • Updating the ticket history with any additional information relating to delays, problems, etc.


Review process for deliverables and milestones

Once the review process has been completed, the project office will produce a PDF of the document and upload this to the document repository and submit the material to the EC.

Document management tools

TODO

Content guidelines

All documents will be written in English and use document formats described in the following section. In addition to the fields and sections already described in the document template, deliverables must include an Executive Summary and, if required, one or more Annexes. References to external document and a Glossary to terms not listed on the website must be recorded. The correct capitalisation of the project name is EGI-Engage. English date format must be used (DD/MM/YYYY) when required.


All output from the project (paper or presentation) must include the phrase:

EGI-InSPIRE is a project co-funded by the European Commission as a combination of a collaborative projects (CP) and coordination and support actions (CSA) within the 7th Framework Programme under contract INFSO-RI-261323.

unless the output is using one of the recognised project templates where appropriate acknowledgements are already included.

Formats and tools

The following tools and formats will be recognised within the project:

  • Word Processing: ‘Word 97-2003 Format’ allowing its use on MS Office on Windows/Mac and OpenOffice on Linux
  • Spreadsheet: ‘Excel 97-2003 Format’ allowing the use of MS Office on Windows/Mac.
  • Presentation: ‘Powerpoint 97-2003 Format’ allowing the use of MS Office on Windows/Mac.

Final version of all formal documents (milestones and deliverables) must be available in PDF format.

Copyright


EGI-Engage
Copyright © Members of the EGI-Engage Collaboration,


EGI.eu

Copyright © EGI.eu. This work is licensed under the Creative Commons Attribution-NonCommercial- NoDerivs 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc/3.0/ or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco, California, 94105, USA. The work must be attributed by attaching the following reference to the copied elements: “Copyright © EGI.eu (www.egi.eu). Using this document in a way and/or for purposes not foreseen in the license, requires the prior written permission of the copyright holders. The information contained in this document represents the views of the copyright holders as of the date such views are published.

Glossary


Resources

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