|EGI-Engage project:||Main page||WP1(NA1)||WP3(JRA1)||WP5(SA1)||PMB||Deliverables and Milestones||Quality Plan||Risk Plan||Data Plan|
|WP2(NA2)||WP4(JRA2)||WP6(SA2)||AMB||Software and services||Metrics||Project Office||Procedures|
Help and support: Malgorzata Krakowian email@example.com (Quality Manager)
This page is providng rules regarding organization, communication and recording of work within EGI-Engage project.
Project communication and outputs
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:
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 and posters
A link to the meeting and a summary of the outcome should be recorded in the ‘notes’ section of the document.
A dedicated EGI-Engage tag is available to qualify documents, milestones, papers, presentations and other documentation relevant to the project.
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.
Mailing lists to be used within EGI-Engage project:
- firstname.lastname@example.org: EGI-Engage project office
- email@example.com: SSO based. EGI-Engage Collaboration Board
- firstname.lastname@example.org: SSO based. EGI-Engage Project Management Board
- email@example.com: SSO based. SSO based. Members of EGI-Engage project
- firstname.lastname@example.org: SSO based. EGI-Engage Activity Management Board members - composed of WP leaders.
- For work packages: SSO based
- Dedicated Task mailing lists can be found on WP wiki pages - WP leader is responsible to decide how many and which one mailing lists are necessary to run efficiently the workpackage.
If needed mailing list related to EGI-engage project should start with egi-engage-
Requirement and actions gathering
Requirements and actions gathering should be performed through EGI RT system
www.egi.eu is the main website for the project. A dedicated set of project pages is being prepared. It is used mainly for all ‘official’ ‘static’ content.
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
- 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. Individual services supported by EGI.eu will have their own hostname in the egi.eu domain.
All EGI-Engage templates can be found under http://www.egi.eu/about/logo_templates/index.html
All tools availabe for EGI-Engage to be used are listed under EGI Collaboration tools
Document naming convention
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:
|DOCUMENT IDENTIFIER||The document identifier is dependent on the document type. If the document is:
|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: M3.1 User Support Contacts
The first page of the document (along with the header and footer) contains metadata that needs to be reviewed and completed:
- Title: This must be the title of the milestone or deliverable as described in the Description of Work.
- Deliverable/Milestone code: e.g. D1.1 or M1.1. Delete if not required.
- Document identifier: With a correctly formulated filename (see ‘Naming Convention’) this field can be updated in MS Word by highlighting, right clicking and selecting ‘Update Field’.
- Date: This field records the last date the document was saved and can be updated in MS Word by highlighting, right clicking and selecting ‘Update Field’.
- Activity: Enter the work package name (WP1, WP2, etc.) that is producing this document.
- Lead Partner: Enter the recognised shortname within the EGI-Engage project of the lead partner.
- Document Status: This will move through the following states for milestones and deliverables:
- TOC (Table of Contents)
- AMB/PMB Review
- Document Link: The URL in the EGI document repository that provides access to the document.
- Abstract: An abstract describing the document’s contents and main conclusions. On submission of the final version this should be entered into the relevant field in the repository metadata.
The document title must be repeated into the header and before submitting a new version to the document repository the date and filename fields in the header must be updated.
When creating the entry in the document repository there are a number of compulsory metadata fields that need to be completed. These should be copied from the document metadata where duplicated:
- Notes and changes
- Media type
- Submitter: Select the person submitting the document.
- Authors: Select the people involved in writing significant portions of the document.
- View: Select the groups able to view the document. Documents that are drafts may be restricted to the groups within the project that are working on the document. Documents that are complete must be marked public unless they are marked for distribution just inside the project.
- Modify: The ‘office’ group must me marked as able to modify the document.
- Topics: Select the topics relevant for the material. These will generally include ‘EGI-Engage’, committee/board that the material is coming from
- Any inout from EGI-Engage would minimally have the topics ‘EGI-Engage’
- There are also documents that are generated within the community that go beyond the scope of just the EGI-Engage project (e.g. operational policy documents) would minimally have the topics from ‘EGI’ category selected.
- Any inout from EGI-Engage would minimally have the topics ‘EGI-Engage’
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.
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-Engage is co-funded by the Horizon 2020 Framework Programme of the European Union under grant number 654142
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 Format’ allowing its use on MS Office on Windows/Mac and OpenOffice on Linux
- Spreadsheet: ‘Excel Format’ allowing the use of MS Office on Windows/Mac.
- Presentation: ‘Powerpoint 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.
Review process for deliverables and milestones
Reviewer: Responsible for providing a review of the document on the EGI review form so that responses from the document authors to the reviewer can be tracked. A change tracked version of the document can be provided with corrections for spelling, formatting and other minor issues. The reviewer is generally from the activity and organisation that is not responsible for producing the document.
Moderator: Responsible for deciding in cases of conflicting reviews, which elements of a review must be implemented by the author. The decision to follow or reject a reviewer’s comment must be tracked in the review document. The moderator is normally an EGI-Engage taskleader not from the activity producing the document. Moderator is also reviewer.
Editor: The person from the activity and the partner who is responsible for the document. They may rely on others within the activity to provide the information. The editor cannot be a moderator or reviewer.
Quality Manager (QM): The project office provides administrative support for the process.
Shepherd: The shepherd is a member of the AMB who is responsible for overseeing the production of the document. They will work with the Editor to ensure that the work is done in a timely manner, and report to the AMB on its progress. Normally the activity manager or their deputy.
AMB Chair: This is Technical Director, or their deputy.
[NOTE: an individual could hold one or more of these roles if they are not in conflict with each other.]
The review process is identical for milestones and deliverables except for:
- Milestones are expected to have 2 reviews – from the moderator and reviewer - 1 external, 1 AMB member.
- Deliverables are expected to have 3 reviews – from two reviewers and the moderator - 1 external, 1 PMB member, 1 AMB member.
The reviewers are drawn (one from each of EGI’s functional areas not involved in its production) from EGI’s functional areas (i.e. Operations, User Community, Technology and Policy).
Process (short version):
- 7 weeks ahead – ToC
- 5 weeks ahead – Draft Complete
- START: 4 weeks ahead - END: 2 weeks ahead – Start Review
- 2 weeks ahead – At AMB
- 1 week ahead – At PMB
- at EC
Process (full version):
|Time before submission||Person||Action||RT Action|
||Assign ticket in EGI RT to WP leader responsible for the document
||Assigned to WP leader |
|2 months||Shepherd||Assign Editor
||Remains blank with CC to editor|
|Set state to ToC|
|6 weeks||Shepherd||Shepherd is aware a draft
||Set state to Draft|
|Set state to Internal Review|
|4 weeks||Shepherd||The document is ready for external review.||
Set state to External Review
|Enter completion date as Due Date in RT|
|Immediately||Shepherd||Notify the Editor that review is complete||Set state to Being Revised|
|Immediately||Editor||Notify the Shepherd an updated document is available||Set state to External Review|
The external review is complete.
Notify the AMB that the document has completed external review
|Set state to AMB Review |
|1 week||AMB Chair||The PMB is emailed that the document is available for the PMB to review for 1 week||Set state to PMB Review|
|Deadline||A clean PDF version of the document is generated by the QM and placed in the document repository with updated meta-data||Set state to With EC|
QA internal resources
- EGI-Engage:QA Project set up Set up for EGI Engage project in terms of supporting tools