paepard regional platform procedure

7/29/2019 PAEPARD Regional Platform Procedure

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Workpackage 3 : information and

communication system

Project PAEPARD

Platform for African European Part-nership in Agricultural Research for

Development Phase II

Regional_Platform_procedure.doc Page 1 sur 6

Procedure to use the PAEPARD regional platform(Thierry HELMER - Version 1 - 05/02/2013)

What can you find in a PAEPARDs regionalplatform?

This paper aims to describe the structure and content of a PAEPARDs regional platform

1 Structure ofa PAEPARDs regional platform

The concept of a regional platform was developed to support the five regional groups in the development ofthe process guided by the user.The platform has been designed to meet the following objectives:

1 - Inform the PAEPARDs community and all about the stages of advancement made by the group inthe User-Led-Process

2 - Have a set of tools and a space for group works, prepares and performs the steps of User-LedProcess.

3 - Feed the regional and national actors of information (web articles, publications, studies, websites,news) to federated themes discussed by the group

4 Possibility of reuse approach, tools and IT structures set up for the group after the project for otherUser-Led- Process partnership initiatives


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To meet these objectives, the regional platform was built as a Web site that contains three distinct parts:

1 - A space "General Information", for everybody, whose aim is to present the User Led Process, theregional group and gives the group progresses in this process

2 - A space "Following User Led Process" for everybody, whose aim is to describe the differentstages of this process and especially to post all information and results generated in these steps.

3 - An Intranet, which is accessible only to members of the group, and in which will be builtcollectively all the necessary documents to the steps of the Use-Led-Process.

The User-Led-Process has been formalized under seven steps:

1 - The Desk Review

2 - National workshops

3 - Regional Workshop

4 - The inception workshop

5 - The Concept Note

6 - The writeshop

7 - The research project

These 7 steps User-Led-Process will naturally be represented by web pages in the three parts of the websiteregional platform.

The diagram below shows the functions tree of the regional platform website


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The URL of the five regional platforms are :

PROPAC http://paepard.org/consortia02

ROPPA http://paepard.org/consortia03

EAFF http://paepard.org/consortia01

FNARPAN/SACAU http://paepard.org/consortia05

COLEACP http://paepard.org/consortia04


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2 How to use the platform?

Mthod

The principle adopted by the groups to work on the platform is as follows:

1 - Each event (whether the preparation of a workshop, or writing a document) is first prepared in theIntranet site. This is the place where you will produce, share, discuss, modify and validate the information.

The intranet is structured according to the seven stages of User-Led-Process. Documents or information thatwill be produced in the part of the intranet on stage-User-Led Process concerned. For example, the list ofparticipants to the regional workshop and the proposal from the workshop program will be deposited in the"Regional Workshop" Input dedicated to the document reposittory.

2 - When the document or information is mature and has been validated by the group, it will get out ofthe private area (the Intranet) and exposed in an public area. In the previous example, the list of confirmedparticipants and the final program of the workshop will be copied to the next part of the Internet website called"Following the User-Led-Process" in the "Regional Workshop" pages. So, interested people, or any user orany member of the community PAEPARD or workshop participant will be able to view information relating tothe preparation of the regional workshop.

3 - Finally, for the uninitiated Internet users who know nothing of User-Led-Process, it is good to addinformation in the "General Information" in the "Summary of the progress of User-Led-Process" to explain thata regional workshop is planned and to give a link (on the section described in n 2) that will allow to knowmore about this workshop

Expected contents

Each group is free to publish the content they want on the website. However, we suggest to include thefollowing contents:

HOME PAGE

An explanation of the goals of this site and on what the User-Led-Process is

Group and workshops photos

Logos

GENERAL INFORMATION ----------------------------------------------------------------------------------------

PAEPARD project presentation

A short text summarizing the project (this text should be produced by our co-managers)

A link to the PAEPARD project website :http://paepard.org

A text giving explanation on what is the User Led-Process

Group presentation
http://paepard.org/http://paepard.org/http://paepard.org/http://paepard.org/


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Objectives of the group List of group participants

Synthesis on the User-Led-Process progress in the region

A synthetic text that is the state of the progress of work

Links to relevant parts of the website in "Following User-Led-Process" (for example, if wespeak of the Dessk review that has been done, we will link to the web page where it isavailable online in the "Following User-Led--Process" under "Desk Review." pages)

Information on the federated themes

A set of links to web pages on the federated theme lead byf the group

The display of RSS items containing specific article related to the federated theme of thegroup

The consultation of documents (if the intellectual property rights allow)

Contact

A contact form where the user can ask how to participate in the process or where it can leavequestions or suggestions

FOLLOWING THE USER-LED-PROCESS -------------------------------------------------------------------------

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Desk review A desk review available online and downloadable

Listing of consultants

LLinks to documents relating to the review

National workshopsFor each country in which organized a national workshop is, we find the same items as those described belowfor the regional workshop

Regional workshop

A page that describes the objectives of the workshop and its context

The list of confirmed participants available online and downloadable

The program and agenda of the workshop validated viewable online and downloadable

Practical information for participants

Presentations and documents preparatory workshop available online and downloadable

Summaries and conclusions when they have been written, searchable and downloadableonline

Concept note

Core Group list members

Concept note available online and downloadable

Research project List of the countries concerned by the project (map)


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The project team The document project available online and downloadable

INTRANET --------------------------------------------------------------------------------------------------------------------------

Discussion ForumIt is in this space that all the discussions relating to the preparation and drafting of documents orinformation necessary for the User-Led-Process can be led. To avoid saturating the mailboxes ofmembers of groups, discussions may be conducted directly in the forum installed on the platform.It is thus possible to maintain traceability of all decisions and discussions.Only discussions are concerned. Documents involved in these discussions will be deposited in the"Shared Documents" section of Intranet.

Discussions are managed and classified according to the different stages of User-Led-Process asdefined earlier in this guide, but members of the platform are free to add discussion topics ifnecessary.

Documents sharingIt is in this space that will be stored all documents in preparation. This space is divided intodirectories, each directory corresponds to a step of the User-Led Process. Each member of thegroup has registered on his computer this directory structure. When an authorized user put adocument on his own computer in this structure, then the system will automatically retrieve thedocument in the same directory on all computers in the group. And each participant has at anytime locally on their computer the latest versions of shared documents.

Documents are managed and categorized in folders that reflect the different stages of the User-Led-Process as defined earlier in this guide, but members of the platform are free to add thedirectories they deem appropriate.