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From Stellar Deliverable 5.2
Deliverable 5.2: Stakeholder Guideline Report
Report on Guidelines on engaging with stakeholder groups and monitoring tool/metrics for assessing stakeholder engagement. The guidelines will include a STELLAR action plan to establish contacts with ‘new stakeholder’ communities and how to evaluate their involvement in our panel.
Version History:
1. Wiki opened 21 May 2009 (UKOU).
2. Add your significant edit / contribution here.
Notes on STELLAR Wiki Deliverables
1. All Stellar Deliverables are INDEPENDENT (you will need a new account for each one). This is painful, but the easiest way for us to manage and maintain them. I would recommend the use of OpenID to help you to manage your identity; or a really consistent naming and password practice for you!
2. Access to this document is OPEN - so be careful who you invite to read / contribute; at this time anyone can NOT ONLY READ this wiki but can also generate an account to change anything in the wiki. We can lock it down later, but have again taken this policy decision to encourage instant and easy first use. LET US KNOW once you are keen to lock access down.
3. Please keep a track of your version control and authorship. This is tracked in the wiki; of course; but if you could ensure that you also add some manual NOTES into the template LINK here, that will make the tracking of this work much more easy.
Table of Contents
Contents
1. Introduction 2
1.1. Objectives 2
1.2. Expected Outcomes and Benefits 2
2. Strategy to address the Objectives 4
3. Definition of Structure 5
3.1. Stakeholder Advisory Board (SAB) 5
3.2. Stakeholder Panel 5
3.3. Stakeholder Club 6
3.4. Ambassadors 7
4. Action Plan and Guidelines 8
4.1. Directory of contacts 8
4.2. Establishing the Board, Panel and Club 9
4.3. Consolidation of Values 9
4.4. Tools 10
4.4.1. Stakeholders Club Website 10
4.4.2. Newsletter 11
4.4.3. More tools... 11
5. Monitoring and Assessment 11
Annex 1: Draft of Internal Questionnaire 12
Contents |
1 Introduction
The Stellar NoE reaches out to the wider stakeholder community via the organisation of strategic stakeholder communication which primarily include the Stakeholder Advisory Board, the Stakeholder Panel and the Stakeholder Club. Through the various tools and methods discussed in this report, we will facilitate an interdisciplinary dialogue and cross-fertilisation among different stakeholders and engage them in a range of Stellar activities.
1.1 Objectives
As outlines in STELLAR’s DoW, the stakeholder network has the following objectives:
- To overcome the fragmentation of disciplines and reach a real multi- and trans-disciplinary approach that TEL research needs
- To reduce community fragmentation by bringing together the key stakeholders in European TEL and stimulate ongoing knowledge exchange between them.
- To look beyond the Network partnership and actively solicit the exchange of views, knowledge, feedback and visions of key stakeholders in TEL: researchers, developers, end-users both in education and in industry.
1.2 Expected Outcomes and Benefits
The benefits that STELLAR will provide for the various stakeholders in TEL are manifold. The TEL research community itself is one of the main beneficiaries of the STELLAR endeavours.
- First, a joint infrastructure based on the “Science 2.0” concept for TEL will not only allow the sharing and joint use of research infrastructure such as tools, resources and services. The philosophical approach that we have chosen with a Science 2.0 portal also contributes to bottom-up networking activities that allow individual researchers a personalised approach to the community and a personalised use of TEL infrastructure. The results of Delphi studies (WP1) will condense and integrate multiple perspectives on TEL research, and will produce recommendations (e.g. in the form of White Papers”) to serve as a common framework for TEL researchers in Europe. The TEL research community will have a pool of well-trained young researchers with a multidisciplinary vision on the subject. It will have a series of well-established instruments in place for capacity building, knowledge sharing and spreading of excellence. Sustainability planning is thus foreseen from the very beginning of the project and will be continuously monitored.
- Second, Sustainable structures and mechanisms for changing and supporting future TEL research and development will be created. We will produce a range of ‘instruments’ that will live on beyond the network and help to structure the European success past 2012.
- Third, a strategic view of future TEL research of relevance to policy makers and stakeholders. We will provide a vision embedded in a Grand Challenge framework that will integrate viewpoints of researchers, policy makers and other stakeholders.
2 Strategy to address the Objectives
The Stakeholder network is structured and its activities are planned so as to fulfil the aforementioned objectives.
The structure of stakeholders network will support these objectives by:
- ...
- ...
The activities planned will promote the achievement of objectives by:
- ...
- ...
The following sections define in more detail the structure of the network (Section 3) and the action plan and guidelines (Section 4).
3 Definition of Structure
I suggest we summarise all in a table at the end of this section, can use Caroline’s format
3.1. Stakeholder Advisory Board (SAB)
Scope and Objectives:
The Stakeholder Advisory Board will overview the activities of the project and will act as a review panel expressing its opinions on research related decisions, reports and any issue on demand by the project coordinator or the Executive Board.
Composition guidelines:
Members of the SAB are representatives of industrial user groups split into vendor industry for technology and application partners/users, political stakeholders and national funding bodies.
- The board will consist of 8-12 representatives from 3-4 major European industrial organizations, 3-4 small/medium and large industrial user organizations, 3-4 stakeholders from national organizations or from independent research labs not involved in the project.
- The composition of the external observers is not fixed since particular experts may be called for consultation as the need arises
- SAB members might be formed from a sub-set of the Stakeholder Panel
Operating guidelines:
The advisory board will be managed via WP5, and be drawn as a management action of the STELLAR executive to connect with the ‘Stakeholder panel’ from which it will be drawn and which is supported by the Community Capacity actions.STELLAR will engage with Stakeholder Advisory
Panel in the following ways:
- The SAB will meet at least once per year, for example, at a general assembly meeting, to help shape STELLAR strategic directions and decisions.
- The members of the board may be contacted at any time, whenever their expertise or their advice is needed on specific questions
- They will be invited to comment on the draft reports
3.2. Stakeholder Panel
Scope and Objectives:
The primary aim of the Stakeholder Panel is to provide a select core group of representatives from TEL Associations and networks to support the specific aims of WP5.
The role of the Panel is to:
- Provide an important conduit to their specific stakeholder communities to ensure effective two-way communication
- Provide intelligence to STELLAR on engaging with wider stakeholder communities
- Comment, where practical, on activities and draft reports for WP5.
Composition guidelines: Members of the Stakeholder Panel are representatives of TEL associations and other related associations from Europe and beyond.
- The Panel will consist of around 20-30 people.
- A balance will be kept between policy, practitioners, and industry.
- On balance, members should be regular attendees at relevant events in their own and other countries.
- All must have some knowledge of TEL in at least one TEL sector (schools, FESR or HE, workplace, industry).
- Ideally, all must be team players and be senior enough to be used to and competent in the “virtual” way of working we propose.
Operating guidelines:
The group would work mainly virtually, but members of the STELLAR WP 5 team would aim to engage with individual members at the various conferences and events we are jointly attending (ICDE, ALT-C, Educa etc).
STELLAR will engage with the Stakeholder Panel in the following ways:
a. Represent the interests of their network/ association in feeding into STELLAR. This can be through occasional email discussion/ online fora designed to support or clarify specific intelligence gathering/ review activities
b. Advise on best mechanisms for engaging with other stakeholders
c. Look for opportunities to disseminate STELLAR outputs
d. Comment on the draft WP 5 reports.
All members of the Panel will be invited to key STELLAR events e.g. Meeting of the Minds, Rendezvous. The invitation is likely to act as a significant incentive to join the Panel.
Such an activity requires the cooperation of those leading the respective work packages. Given the seniority of the individuals and pressures on their time, STELLAR should consider hosting their presence at such events i.e. providing travel (economy-fares), accommodation and meals. In return, individual Panel members could contribute to an expert Stakeholder Panel discussion etc.
There would be a primary contact person in STELLAR for ease of communications.
Key members of the Panel could form the SAB.
3.3. Stakeholder Club
Scope and Objectives:
The primary aim of these activities is to engage with a wider set of stakeholders and interested individuals in support of the specific aims of WP5. The role of the Stakeholder Club is to:
- Engage directly individuals with outputs from STELLAR (via the website and allied activities)
- Provide intelligence within STELLAR on debates in the wider stakeholder communities by inviting visitors to comment/ join discussions etc.
- It is likely that this might function most effectively and be promoted through our existing national networks and events.
Composition guidelines:
We envisage a range of interested parties which we should be able to track through possible self-disclosure for downloads, requests for news updates etc
Operating guidelines:
We propose to engage principally through conferences/ workshops/ and online means (Web 2.0 activities). It would be good to track visits and downloads from the STELLAR site.
3.4. Ambassadors
Not sure we want to mention this here...?
4 Action Plan and Guidelines
The foreseen action plan for the stakeholder network aims at having a fully operational network, including all communication tools, planned events and entities established by the end of 2009, as presented in Figure 1.
Figure 1: foreseen action plan for 2009 The following paragraphs specifies the general guidelines for the main actions and interactions involved in the action plan, including creation of the directories of contacts, establishing the board, panel and club, and consolidating the methods, values and tools to be used (website, means of communication, events, etc). All guidelines are summarised in table ?? at the end of this section.
4.1 Directory of contacts
General
A key issue for engagement with stakeholder is the creation and maintenance of an up-to-date and efficient directory of contacts. The directory will rely on new and existing networks and will be built based on the mapping and analysis of stakeholders (D5.1).
Guidelines
• The existing networks established by Kaleidoscope and Prolearn form the starting point to the STELLAR stakeholder network. These directories will be refreshed and restructured.
• Stellar partners will answer a questionnaire in order to map their contacts relevant to Stakeholder activity. These contacts will be added to the directory and will serve as an immediate tool to expand the network. A draft of the questionnaire is found in Annex 1: Draft of Internal Questionnaire.
• Targeting specific events. Based on feedback from questionnaires we will establish a calendar of conferences, symposia, workshops and info-days where the Stakeholders network will be promoted
Attributes of the directory of contacts:
• Directory of contact will support cross-sectioning of contacts on the basis of both data provided upon registration (country, institute, research interests, attendance of conferences, etc) and upon engagement within Stellar (participation in stakeholder board/panel/club, membership in discussion forums, registration to mailing lists, etc).
• Access to the directory will be kept confidential, access to profiles will be public
Existing directories of contacts
The following existing directories will be imported and adapted to STELLAR.
• Kaleidoscope: The Kaleidoscope stakeholders club already consists of more than 150 institutions, research institutions, policy institutions’ and SMEs. Kaleidoscope´s Academy Industry Digital Alliance (AIDA) includes over 90 listed entities. Scienter should have final list of contacts for KAL
• Prolearn Some details?
4.2 Establishing the Board, Panel and Club
General Inspired mainly by the Kaleidoscope and Prolearn methodology, the formation of the stakeholders´ group will include the Stakeholders Board, Panel and Club, as defined in section 3. Guidelines How will we actually go about establishing these entities? How do we choose the members? What mechanisms do we set up?
4.3 Consolidation of Values
General
Guidelines
4.4 Tools
4.4.1 Stakeholders Club Website
Homepage The homepage will be a dynamic version of Kaleidoscopes Coffee corner, presenting news, events, highlights from the forums, profiles of selected stakeholders “stakeholder of the week” etc. Forums As we intend to reduce both the fragmentation between disciplines and the fragmentation between communities, our forums will be structured to support interdisciplinary discussions as well as to accommodate the needs and interests expressed by stakeholders. Profiles Each member (of the panel and board only or club as well?), whether individual person or entity, will have a profile that provides general information as well as information about its activities within Stellar. The profile will have the following form: Organization/Person Name: ATOS ORIGIN Contact me Profile Activity in STELLAR Website address http://www.atosorigin.com Member of the Stakeholder panel
- Member of the Stakeholder Club
- Member of the Doctoral Academy board
- Etc...
Activities Atos Origin is a leading international IT services company and a global provider of business consulting and technology integration services. Areas of activity:
- Consulting
- Systems Integration (architecture, migration, ERP, …)
- Managed Operations (on demand, business continuity, …) Forum Activity
- Grand challenge
Go to Forum Go to last post
- Accessible TEL
Go to Forum Go to last post
- Serious Games
Go to Forum Go to last post
Areas of interest
- TEL and collaborative Environment (modelling space)
- E-learning platforms (LMS)
- Multimedia and Education Resources Repositories
- Disabled People and Special Education Upcoming events
- JTEL Summer School [Terchova, Slovakia, 30/05-6/06]
Meet me there / See more STELLAR attendees
- INES conference [Málaga, Spain, 8-10/07]
Meet me there / See more STELLAR attendees
Links of interest
- GRAPPLE [Brief description]
- EU4ALL [Brief description]
- INES [Brief description] Location on STELLAR Net 2.0
[insert image] See members with similar location
4.4.2 TEL Open Glossary
In order to create transparency and a common basis for discussion, we will promote the use of a single professional language by all members. A glossary of European TEL will be created on the STELLAR website and members and partners will be invited to propose and revise terms. SCIENTER will take the function to standardise and write definitions where necessary so as to create a standard format for the glossary.
4.4.3 Newsletter
4.4.4 More tools
5 Monitoring and Assessment
In addition to the evaluation activities performed by WP7, we will apply techniques and tools to monitor and assess the level of engagement of stakeholders in the network. This assessment will be done according to thresholds set at the individual, community and discipline level, so that indicators will exist to estimate our ability to foster discussion and networking between communities and disciplines, as well as between individuals. Monitoring and assessment actions will be performed continuously so that we will be able to adapt to necessary changes in real time. We also plan to set up incentives to enhance active participation and assess their value via these actions. The following table presents the techniques, tools, criteria and incentives we will apply: Criteria Incentive Monitoring Tool Assessment Threshold
6 Annex 1: Draft of Internal Questionnaire
a. Mapping of contacts Entity Sector Focus Key event URL Contact person / email
b. Mapping of events Event Full title Acronym 2009 Freq. Mode of Participation Annual/bi-annual Speaker/Chair/participant