d.t2.1.2. development of a maintenance plan · date of submission: 11.03.2019. smart-space –...

SMART-SPACE – Deliverable D.T2.1.2 Development of a maintenance plan

Project Acronym: SMART-SPACE

Project title: ASP478

D.T2.1.2.

Development of a maintenance plan

WP n°: T2: The implementation of the Alpine Digital Innovation Hub to boost smart innovation in AS

Task n°: Activity A.T2.1

Author(s): Marzia Morgantini (AFIL), Fabio Floreani (On behalf of AFIL)

Contributors:

Type: R - Report

Dissemination level: CO = confidential

Revision: Final Delivery

Due Date: 30.09.2018

Date of submission: 11.03.2019


Deliverable History

This deliverable history should be removed from the document once it has been finalized. It

can then be stored as a separate document on the server, next to the final version.

Version Date Status What’s new?

o.1 11/07/2018 Draft First draft of the deliverable

o.2 17/12/2018 Draft Communication Plan added

0.3 12/02/2019 Draft Technical information added

1.0 11/03/2019 Final Finalization of the deliverable after partner inputs during the Steering Committee in Lion


Executive Summary

The present document provides a plan to organize the content management of the platform

till month 36, in view of the sustainability plan (see “D.T4.4.1 Alpine DIH sustainability plan”

for more details) that, instead, will focus on the management of the platform beyond the

project timeframe.

In particular, after having described the main activities of the SMART-SPACE platform, the

collaborative tool developed to support the Alpine Digital Innovation Hub, it is necessary to

develop a maintenance plan to i) achieve a critical mass and actively populate and maintain

the platform and ii) manage the platform both on a technical as well as with regards to the

contents.

The SMART-SPACE Platform is available at www.smartspacehub.eu

http://www.smartspacehub.eu/


Contents

1. Introduction ............................................................................................................................................. 5

2. Objective of investigation/objective of the deliverable ......................................................................... 5

3. Promotion and Communication Plan .................................................................................................... 6

4. Platform Management ............................................................................................................................ 7

4.1 From the design to the launch of the platform ..................................................................................... 7

4.2 Technical management ........................................................................................................................... 8

4.3 Content management .............................................................................................................................. 9

5. Conclusions .............................................................................................................................................10

6. Annexes ...................................................................................................................................................11

6.1 Platform presentation ............................................................................................................................11

6.2 Platform registration instructions ........................................................................................................17


1. Introduction

The SMART-SPACE Platform is conceived as a one-stop-shop to enhance the cooperation of

the Alpine Space manufacturing innovation ecosystem, strengthen and support SMEs in the

Digital Innovation Processes in order to increase their competitiveness.

The objective of the platform is to establish a powerful and strategic innovation

environment to gather and optimize local and European initiatives on topics of common

interest, increasing their impact and effectiveness, and to provide stakeholders (SMEs,

Intermediaries and Policy Makers) with a set of common instruments and tools not available

at a local level, building transnational networks for Alpine Space growth and eco-innovation

The Platform will represent the entry point to a powerful interregional network of

innovation stakeholders, that will benefit from a set of tools and services conceived to

support Policy Makers, Intermediaries and SMEs in undertaking the digitization path and

increase the competitiveness of the Alpine Space area, building up the so-called “Alpine

Space Digital Hub”.

Details on the goal, objectives as well as the initialization of the platform are reported in the

Deliverable D.T2.1.1 “Setting up of the AS Digital Innovation HUB platform”.

According to this, a communication and promotion plan, together with a plan to manage

content have been developed and discussed in the next sections.

2. Objective of investigation/objective of the deliverable

The present document provides a plan to organize the content management of the platform

till month 36, in view of the sustainability plan (see “D.T4.4.1 Alpine DIH sustainability plan”

for more details) that, instead, will focus on the management of the platform beyond the

project timeframe.

In particular, after having described the main activities of the SMART-SPACE platform, the

collaborative tool developed to support the Alpine Digital Innovation Hub, it is necessary to

develop a maintenance plan to i) achieve a critical mass and actively populate and maintain

the platform and ii) manage the platform both on a technical as well as with regards to the

contents.

Next sections will provide a detailed communication and promotion plan, together with plan

for the beta testing of the platform, and a plan for its technical and content management.


3. Promotion and Communication Plan

Since the registration phase has been considered a critical issue, in order to overcome users’

reluctance in accessing the platform and achieve a critical mass, a proper communication

and promotion plan has been developed and agreed by the consortium.

The Platform description has been provided in the Smart-Space Project Website, to boost

users adoption: see http://www.alpine-space.eu/projects/smart-space/en/platform

SMART-SPACE Partners have been provided with a “Registration and Communication Pack”

composed of:

• A promotional video, that has been created in English in order to easily explain the

main advantages and services what will be available in accessing the platform. The

video will be available soon on the SMART-SPACE YouTube official Channel.

• A Power Point presentation, that can be easily shown during events, workshops,

conferences as a supporting material (see Annex 6.1).

• Registration Instructions, a guide to support users willing to register into the

platform (see Annex 6.2).

It has been clearly highlighted that the promotional and communication material have to

been used prior to users’ registration instruction. This because a user has to be highly

committed and convinced of the platform added value before embarking the registration

barrier.

Moreover, a detailed “Promotion and Communication Strategy” has been developed and

shared with Project Partners (during the Partner Meeting in Wien – 8th February 2018), in

order to reach the critical mass, that has been considered around 300 Users by the end of

the project,

The Promotion and Communication Strategy includes both Actions foreseen to achieve a

critical mass, and promotion guidelines.

Specifically, the actions foreseen to achieve the target critical mass are the following:

• Identification of “bonus/incentives” for platform users: for example, the access to

presentations and material only from the platform, free registration to events using

the platform.

• Identification of activities that can be exploited, promoted, disseminated through the

platform, such as training courses, events, workshop, material of interest (e.g. white

papers).

http://www.alpine-space.eu/projects/smart-space/en/platform


• Activation of high-level discussion or opening of interesting communities on the

platform. This will let users perceive the added value of being part of a “close”

community.

On the other hand, the suggested promotional guidelines are:

• Events: every opportunity of public speech or visibility has to be exploited to

promote the platform. Partners can leverage on the material provided by AFIL within

the Communication Pack (presentation and video) to introduce the platform and

invite the people registering. Real-time registration actions are also considered

effective.

• Potential interested “communities” and networks (e.g. other Interreg project

partnerships, Vanguard Initiative, Eusalp communities…) to be invited in joining the

platform.

• Social media and other channels to be exploited to boost the platform adoption.

In addition to the above-mentioned actions, it has been clarified that all the material

developed and collect through pilot actions have to be upload and make accessible via

platform.

The final goal to be reached by the end of SMART-SPACE Project is to have around 300 users

registered and an active community on the platform.

The target users of the platform are the target users of SMART-SPACE Project, in particular:

• Companies, with a specific regard to SMEs;

• Intermediaries (Clusters, Business Support Organizations, Chamber of commers,

industrial associations, …);

• Policy Makers.

The overall community will thus be heterogeneous and interregional, initially addressing

mainly the partners regions.

Each Project Partner has been asked to plan and identify specific activities to be performed

in the next months to achieve a critical mass and to promote the platform. Specific

templates have been provided and AFIL has in charge the periodical monitoring of the

performed activities, that will be done on a quarterly basis.

4. Platform Management

4.1 From the design to the launch of the platform

The SMART-SPACE Platform management has embarked several different activities since its

design until its official launch:


• February 2018: Installation and configuration of the Open2.0 architecture

• March 2018 – August 2018: design and customization of the Platform according to

partners needs during both face-to-face and online meetings;

• February 2018 – June 2018: Platform installation and configuration of customized

features;

• July 2018 – August 2018: internal test for the use of the platform and feedback

collection;

• September 2018: Platform Beta Test with a limited sample of external users and

feedback collection;

• October 2018 – October 2019: official launch and opening to external users and

massive promotion of the platform.

From the official launch of the platform, partners massively promote and communicate the

platform following the Communication Strategy (see previous section for details).

AFIL is the partner in charge of the Platform development and it is in charge of managing the

platform administration till the end of the Project.

In particular, AFIL until the end of the project have to:

• Manage the technical platform administration;

• Manage and monitor the content uploading.

4.2 Technical management

The technical management of the platform is completely in charge of AFIL, from the project

starting to its accomplishment (D.T4.4.1 “Sustainability plan” will define the strategy and

clarify roles and responsibilities beyond the project timeframe).

Technical management activities include:

• Periodical update of the platform infrastructure architecture – Open2.0. Open 2.0 in

an Open Source application made available by Lombardy region. The Open2.0 base

architecture is periodical updated, including applications and layout improvements

or even new plug-ins. The periodical update follows a predefined and available

manual (provided by Lombardia Informatica) and it is needed in order to benefit

from the latest platform version. More information on the Open2.0 applications are

available at http://www.open2.0.regione.lombardia.it/site/index;

• Periodical check and possible conditions update of the Digital Ocean hosting service.

• Periodical check and possible conditions update of the Aruba domain space:

www.smartspacehub.eu.

http://www.open2.0.regione.lombardia.it/site/index


• Periodical check and potential emerging issues solving, done through IT experts

support. This task includes the resolution of problems, bugs or technical unexpected

issues that might arise during the platform usage.

• Users assistance. The platform has been provided with a dedicated tool for Service

Assistance. AFIL has in charge the redirect of the tool, in order to daily monitor

eventual assistance request.

Beside the technical management of the platform, a huge amount of activity is devoted to the content management, deeply described in the next section.

4.3 Content management

The content management of the platform is in charge of AFIL together with Project Partners,

particularly WP T2 and WP T3 Task Leaders, from the launch of the platform until the project

ending (D.T4.4.1 “Sustainability plan” will define the strategy and clarify roles and

responsibilities beyond the project timeframe).

Contents development was in charge of WP2 PPs. In particular, they have developed a

toolset addressed to the targeted SMART-SPACE stakeholders: SMEs, Intermediaries and

Policy Makers.

The toolset has been uploaded in the platform within 4 new Widgets that have been

specifically designed by AFIL. In particular:

1. Service for SMEs: it included key information and guidelines for SMEs willing to

“Assess Digital Maturity Level”, “Learn on Digital Technologies”, “Implement Digital

Action Plan” and “Invest in Digital Technologies”.

2. Service for Intermediaries: it includes useful material and connection to strategic

network and initiatives for increasing Intermediary Organizations companies that

support companies in adopting Industry 4.0.

3. Service for Policy Makers: it includes guidelines for Policy Makers to promote joint

cooperation to develop digital technologies, toolset to strengthen the cooperation

among AS innovation stakeholders and guidelines on how to structure Public Private

Partnerships dedicated to digitalization.

4. Synergic Platform: this addressed all stakeholders and it provides an overview of the

most important opportunities for stakeholders to meet and share best practice and

cooperation opportunities.

The contents of the widgets need to be periodically updated and checked by Work Package

2 Task Leaders, that have been given with Administrators Users Rights.

All PPs are asked to periodically populate the whole platform environment with specific

news, events and discussions that might be of interest for the community.


Project Partners have been provided with specific templates, in order to periodically upload

contents into the platform. The monitoring of this activity is performed by AFIL, that

periodical send reminders.

It has been clarified and agreed that active users are the real added value for a collaborative

environment such as the SMART-SPACE Platform. Due to this, in order to stimulate

stakeholders’ active involvement, PPs need to proactively upload materials and be active

asking questions and feedback, opening discussion, posting news when a new service have

been uploaded, etc. All validated users can proactively animate the platform.

Note that all contents have to pass the Validation Control, that is in charge of AFIL. This

ensure that contents displayed in the platform are not offence or illicit, and that the

platform is populated only with added-value interesting contents.

Beside the contents, the management of new registrations is in charge of AFIL, that

periodically receive new registrations and validation requests.

5. Conclusions

After the development, customization of the SMART-SPACE Platform (see D.T 2.1.1 “Setting

up of the AS Digital Innovation HUB platform” for details), the present deliverable

summarized actions needed for 1) promoting the platform in order to reach the target

critical mass and for 2) maintain the platform, both from a technical point of view as well as

with regards to a content perspective within the project timeframe.

Next steps will focus on the definition of a plan for the sustainability of the platform beyond

the project timeframe (See D.T4.4.1 “Sustainability Plan” for more details).


6. Annexes

6.1 Platform presentation


6.2 Platform registration instructions

This document present guidelines to register the SMART-SPACE Platform.

In order to register, new users need to follow these steps:

1. Link to www.smartspacehub.eu

2. If you still have an account, just enter Username and Password.

If you are a new user, click on “NEW USER/NUOVO UTENTE”

3. Insert your data:

1) Name/NOME, Surname/COGNOME and Email.

2) Check “I’m not a robot/NON SONO UN ROBOT”

3) Accept Privacy Agreement/ACCONSENTO.

4) Register now/REGISTRATI SUBITO

http://www.smartspacehub.eu/


4. After having registered, you’ll see this message “An e-mail has been sent to your

address”. Search in your e-mail and follow the first link to fulfil the registration. If the

first link does not work, follow the second link below.

5. Set a Password for your account

1) Choose a password

2) Repeat the password/RIPETI PASSWORD

3) Save/SALVA

1

2

3 4


6. Access the platform.

Set English version and start enjoying it!

Remember to fulfil your profile to be able to exploit all platform functionalities.

Follow the instructions to complete your profile:

7. First of all complete your profile information and save changes.

1

2 3


8. Indicate at least one TAG of Interest


9. After having saved changes, remember to ask for validation

Simply press VALIDATION REQUEST/Richiesta di validazione and then confirm.


After having confirmed your request for validation, it will be take in charged to the

platform administrator and validator. Once they will have validated your profile, you will

get full access to platform functionalities. See your profile to check the validation status.

d.t2.1.2. development of a maintenance plan · date of submission: 11.03.2019. smart-space –...

Documents