D 7.1 – PROJECT WEBSITE

Authors KITE, UNIBO

Work Package WP7 – Dissemination and Exploitation

Abstract

This document contains the description of the activities and

promotional material developed within the XCYCLE Project to

disseminate knowledge and results obtained from the research work.

In particular, it describes the Project website, which is the principal

mean of communication of project objectives, activities and results. It

includes a large number of functionalities, such as documents

download and information on the dissemination events.

In addition, this Deliverable provides the layout that will be utilised for

the production of periodical newsletters of the Project and presents

initial strategy for videos, which represent another way to

communicate the main concepts related to the Project.

This project is co-funded by the Horizon 2020 Framework Programme of the European Union (2014-2020) under contract number: 635975 Project XCYCLE

The present document is a draft. The sole responsibility for the content of this publication lies with the authors. It does not necessarily reflect the opinion of the European Union. Neither the INEA nor the European Commission are

responsible for any use that may be made of the information contained therein.

1 - Introduction

I

Deliverable Information

Work Package WP7 – Dissemination and Exploitation

Task T 7.1 – Creation and maintenance of the project Website

Deliverable title Project website

Dissemination Level Public

Status D - Draft (D: Draft / R: Review / F: Final)]

Version Number 1.0

Due date 31/08/2015

Project Information

Project start and duration 01/06/2015 – 30/11/18, 42 months

Project Coordinator Prof. Luca Pietrantoni

Department of Psychology, University of Bologna

Via Berti Pichat, 5 - 40126 BOLOGNA (BO)

Viale Europa, 115 - 47521 CESENA (FC)

luca.pietrantoni@unibo.it

Partners Alma Mater Studiorum – Università di Bologna

University of Leeds

Volvo Technology

Deutsches Zentrum für Luft- und Raumfahrt e.V.

Rijksuniversiteit Groningen

Staten Vag-och Transportforskningsinstitut

Imtech Traffic & Infra

KITE Solutions s.r.l.

JENOPTIK Robot GmbH

Website www.xcycle-h2020.eu

1 - Introduction

II

Control Sheet

VERSION DATE SUMMARY OF CHANGES AUTHOR

0.1 31/07/2015 First draft of the document KITE

0.2 25/08/2015 Partners comments and contributions UNIBO

1.0 31/08/2015 Final document KITE,

UNIBO

NAME

Prepared by KITE, UNIBO

Reviewed by ALL PARTNERS

Authorised by UNIBO

DATE RECIPIENT

31/07/2015 Project Consortium

31/08/2015 European Commission

1 - Introduction

III

Table of contents

1 Introduction ............................................................................................................................................. 1

2 XCYCLE Logo ............................................................................................................................................. 2

3 XCYCLE website ........................................................................................................................................ 3

3.1 Introduction .................................................................................................................................. 3

3.2 Home Page .................................................................................................................................... 3

3.3 Content pages ............................................................................................................................... 5

3.4 Consortium page ........................................................................................................................... 6

3.5 Downloads, News and Events...................................................................................................... 10

3.5.1 Table page ........................................................................................................................... 10

3.5.2 Project Material ................................................................................................................... 11

3.5.3 Graphic pages ...................................................................................................................... 13

3.6 Contacts ...................................................................................................................................... 13

3.7 Project workspace ....................................................................................................................... 15

3.8 Layout of Newsletter ................................................................................................................... 16

3.9 Video ........................................................................................................................................... 17

4 Conclusion .............................................................................................................................................. 19

1 - Introduction

IV

List of figure

Figure 1 – XCYCLE logo .................................................................................................................................. 2

Figure 2 – XCYCLE logo versions .................................................................................................................... 2

Figure 3 – Structure of XCYCLE website......................................................................................................... 3

Figure 4 – Home Page of XCYCLE ................................................................................................................... 4

Figure 5 – Internal page Human Factors ....................................................................................................... 5

Figure 6 – Partners Logos .............................................................................................................................. 7

Figure 7 – Internal page Consortium – part 1 ................................................................................................ 8

Figure 8 – Internal page Consortium – part 2 ................................................................................................ 9

Figure 9 – Deliverables & Papers ................................................................................................................. 10

Figure 10 – Internal page Project Material .................................................................................................. 12

Figure 11 – Internal page Infographic ......................................................................................................... 13

Figure 12 – Internal page Project Contacts ................................................................................................. 14

Figure 13 – Request for Press Kit ................................................................................................................. 15

Figure 14 – Project workspace structure ..................................................................................................... 16

Figure 15 – Newsletter Layout .................................................................................................................... 17

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List of tables

Table I – Content pages ................................................................................................................................. 6

Table II – XCYCLE Partners ............................................................................................................................. 7

Table III – Table pages ................................................................................................................................. 11

Table IV – Project Material pages ................................................................................................................ 11

1 - Introduction

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1 Introduction

This document contains the presentation and description of the XCYCLE website, the layout of newsletters and script of project videos that will be implemented in next months of activity.

The creation and maintenance of the website throughout the entire duration of the Project is only a specific step of a more general activity, which is generally indicated with the term “dissemination”. Dissemination, and hence also the website, is intended primarily as a mean of creating and spreading awareness about Project’s concepts, goals and results. On the contrary, exploitation calls for a proactive approach in bringing XCYCLE outcomes, in terms of methods and tools, to potential recipients, including stakeholders of the automotive domain, such as private companies and public administrations.

The dissemination activities can be classified as follows:

Active dissemination activities: they include the organisation of conferences and workshops, participation in related events and exhibitions and preparation of dissemination material as well as presentation of lectures and papers.

Passive dissemination activities: they are fulfilled via web pages, promotional material (including brochures and posters), general presentations, document repository, etc.

In other words, when active dissemination activities are performed, representatives of XCYCLE, i.e., partners, actively establish a connection to an audience, whilst in passive dissemination activities, it is the audience that acts in order to become more acquainted with the Project goals, actions and achievements.

The main goal of this document is to focus on the passive dissemination activities and, in particular, on the description of the website which has been set up at the beginning of the Project and will be progressively updated for the entire duration of the Project. Moreover, the layout of newsletters and script of project video will be presented. The initial promotional material, especially brochures, leaflets and posters will be described in Deliverable 7.2.

More in detail, this Deliverables is structured as follows:

The introduction describes the purpose of the document and its structure.

The logo of the XCYCLE Project is presented.

The main body of the Deliverable describes the content of the XCYCLE website with detailed account of each section. In particular, the most important ones are: Home, Project, Research, Development, Downloads, News and Events, Contacts and Project workspace. Related images refer to the website layout as it appears on 31st July, 2015.

Finally, a section is dedicated to other dissemination activities, such as the presentation of the layout that will be utilised for the periodical project newsletters and the writing of scripts for project videos.

2 - XCYCLE Logo

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2 XCYCLE Logo

To support an easy identification of the Project documents and activities, a logo has been created and agreed by the consortium (Figure 1). Descriptive elements, such as a cyclist riding its bike on a street within the project acronym, have been designed to depict one of the main XCYCLE objective, i.e., the development of an objective of user-friendly, technology-based, cooperative systems for improving cyclists safety, treatment in traffic and comfort.

Figure 1 – XCYCLE logo

The logo will appear in all documents and deliverables of the Project. Its colours are used in all dissemination materials in order to provide a coherent and homogeneous look and feel.

Different versions of the logo have been created to satisfy all needs and possible uses of the Project Partners.

Examples of them are presented in Figure 2.

Figure 2 – XCYCLE logo versions

3 - XCYCLE website

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3 XCYCLE website

3.1 Introduction

The XCYCLE website has been developed and published during the first three months of the Project. The address is http://www.xcycle-h2020.eu and it is hosted by KITE Solutions.

The main goals of the XCYCLE website are to present the Project to the scientific and technical world and to promote the intermediate and final results. In addition, it is used to streamline the communication between Partners: a menu element directly links to a reserved repository, managed by the Dissemination Manager using Microsoft SharePoint Foundation 2013 connected to website, where all the relevant project documents are stored, such as Deliverables, Minutes of Meetings, presentations and publications.

Figure 3 describes the high-level structure of the XCYCLE website.

Figure 3 – Structure of XCYCLE website

3.2 Home Page

The Home Page of the XCYCLE website provides a general description of the Project, by presenting its objectives and domain of application (Figure 4). In particular, it is possible to locate:

The XCYCLE logo, presented in the previous section. It will be a constant element in all pages’ header;

Website menu;

A descriptive text of XCYCLE project, with a specific focus on its goals and objectives;

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Clear identification of the European funding programme which financially supports all research activities.

A brief presentation of the Project Coordinator;

The list of the latest news. This area is always updated in order to keep visitors informed on future events of interest for the Project, such as meetings or conferences;

An area dedicated to the publication of promotional material, such as informative poster and leaflet.

Logos of all XCYCLE partners.

A footer summarizing the menu main items, the website copyright and cookies policy. This section will end all internal pages, maintaining the same graphic and functions.

Figure 4 – Home Page of XCYCLE

3 - XCYCLE website

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3.3 Content pages

The majority of the website internal pages are dedicated to the description of the project concepts, background and activities. An example of a descriptive page is the section Human Factors (Figure 5). In this, the main human factors which are going to be addressed and analyzed during systems design, test and evaluation are highlighted.

Figure 5 – Internal page Human Factors

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The structure of all standard internal pages includes:

A central section containing text to describe the specific topic of the Project, with and one or more explanatory images integrated into the framework;

In the top-left section, all others menu items shared in the same topic area of the page under visualization are reported. This will allow visitors to easily switch among different, but subject-correlated pages.

All pages of this type are shown in Table I with a brief description of their content and their purpose.

Table I – Content pages

PAGE NAME CONTENTS

Objectives Statement of the project goals and main scopes

Organization Brief description of Work Packages structure and interaction, depicted into a simplified PERT chart.

Interaction Graphic representation of XCYCLE interaction and clustering activities with other projects.

Bicycle Safety Outline of current cyclists safety issues and accident statistics.

Human factors Indication of the main human factors addressed by the project research

Behavioural Evaluation Specific section dedicated to one of the most interesting aspect of the project that is the analysis of user behaviour through innovative methodologies.

Infrastructure-based System

Explanation of the most common characteristics of infrastructure-based systems used in road traffic management

Cooperative System Summary of the architecture of the XCYCLE cooperative- system to be developed.

Vehicle-based System Presentation of XCYCLE objectives for technical improvements of vehicle-based systems

3.4 Consortium page

The XCYCLE Consortium web page presents the partners of the Project and allows connecting to their websites. XCYCLE project includes nine partners from five different European countries, operating mainly in the Automotive and Human Factor domains (Figure 6 and Table II).

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Table II – XCYCLE Partners

PARTNERS SHORT NAME COUNTRY

ALMA MATER STUDIORUM - UNIVERSITÀ DI BOLOGNA UNIBO Italy

UNIVERSITY OF LEEDS UNIVLEEDS United Kingdom

VOLVO TECHNOLOGY AB VOLVO Sweden

DEUTSCHES ZENTRUM FUER LUFT – UND RAUMFAHRT EV

DLR Germany

RIJKSUNIVERSITEIT GRONINGEN RUG Netherlands

STATENS VAG- OCH TRANSPORTFORSKNINGSINSTITUT VTI Sweden

IMTECH TRAFFIC & INFRA BV IMTECH Netherlands

KITE SOLUTIONS SRL KITE Italy

JENOPTIK ROBOT GMBH JERO Germany

The XCYCLE consortium is highly multidisciplinary and includes a well-balanced team with complementary expertise across different topics and a range of backgrounds: behavioural scientists, engineers, ICT experts. It is composed by two research institutes, three universities, three larger companies and one SME.

Figure 6 – Partners Logos

The XCYCLE Consortium page contains a short description of each Partner and a map of Europe with their countries (Figure 7 and Figure 8).

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Figure 7 – Internal page Consortium – part 1

Moving the mouse pointer over the map, at the partners’ geographic locations a pin point will appear. Then by selecting one, the page automatically scrolls down to the partner section, in which there is a brief description and a link to its official website.

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Figure 8 – Internal page Consortium – part 2

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3.5 Downloads, News and Events

Some pages of the website are not descriptive, but aim at grouping important documents and material of the XCYCLE project (e.g., deliverables, newsletters) available to download.

Depending on the type of downloadable content, there are three types of page: Table page (Paragraph 3.5.1), Project Material page (Paragraph 3.5.2) and Graphic page (Paragraph 3.5.3).

3.5.1 Table page

A typical page of the website with table structure is the one containing Deliverables & Papers (Figure 9), which includes:

A list of public deliverables available for download. At the beginning of the Project, the list is empty and then will be gradually populated. A complete layout is presented in Figure 9.

A list of papers related to the Project, displayed as above.

The complete index of the inner menu that page is included into, to quickly select other correlated sections;

A box highlighting the latest documents uploaded on the page.

Figure 9 – Deliverables & Papers

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All pages of this type are shown in Table III with a brief description of their contents.

Table III – Table pages

PAGE NAME CONTENTS

Deliverables & Papers List of public deliverables and abstracts of non-public deliverables divided per year of publications and available for download.

Press Release List of press releases published about the XCYCLE activities.

News List of the latest project news, with direct link to conferences official websites or to informative material available for download.

Event List Summary of all the news published in the website and related to the XCYCLE project, consortium and overall dissemination activities.

3.5.2 Project Material

The XCYCLE Project Material web page presents all the material that the visitor can download from the XCYCLE website, as listed in Table IV. By clicking on each icon, the related page is displayed.

Table IV – Project Material pages

PAGE NAME CONTENTS

PRESS KIT Request page for the visitor to receive project material.

NEWSLETTERS Publication of newsletters (pdf format) periodically produced.

PUBBLICATIONS List of papers and presentations produced by the Partners concerning the activities performed in XCYCLE.

VIDEOS Page containing videos about the project concepts, methods, findings and potential applications.

LEAFLET Publication of leaflets (pdf format) describing the project.

POSTERS Publication of posters (pdf format) describing the project.

INFOGRAPHIC Publication of graphic pages (pdf format) periodically produced.

PRESS RELEASE Publication of press release (pdf format) describing the project.

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The page is showed in Figure 10.

Figure 10 – Internal page Project Material

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3.5.3 Graphic pages

The Graphic pages contain the newsletters and the infographic in full-screen pdf format or available to download (Figure 11). The newsletter is composed by multiple pages, while the infographic by only one. The menu on the left allows to choose which element to consult (e.g., newsletter1 or infographic 5).

For more information about the layout of the newsletters and their goals, please refer to paragraph 3.8.

Figure 11 – Internal page Infographic

3.6 Contacts

This section of the XCYCLE website includes contacts of the Project Coordinator, of the Dissemination Manager and of the Dissemination team (Figure 12). A dedicated box in the left section of the page allows to directly contact all of them in an easy and immediate way for any request of additional information.

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Figure 12 – Internal page Project Contacts

In addition, for specific requests of informative material related to the Project, the visitor can use the dedicated page “Request for Press Kit” (Figure 13).

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Figure 13 – Request for Press Kit

3.7 Project workspace

The XCYCLE website gives partners the possibility to access a Project workspace, which is a repository of the documentation developed during the project, including deliverables, working and administrative documents. Users are allowed to upload and download files, to assign actions to other partners and to have a complete view of the forthcoming planned events and phone conferences.

Access to this area is directly allowed by selecting the menu Log in for Members and entering the correct credentials. Different accesses are granted to partners according to their role within the organisation.

The structure of this area guarantees easy search and management of documents and images, material exchange between XCYCLE Partners and consultation of all the information loaded in this area. This area will be finalized at the end of the month 3, using the software tool Microsoft SharePoint Foundation 2013. The Figure 14 shows a first draft of the structure of the Project workspace.

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Currently, to ensure the exchange of information between partners, a temporary solution has been implemented, consisting in the creation and use of a folder in Dropbox, available from the first month of the project.

Figure 14 – Project workspace structure

3.8 Layout of Newsletter

During the XCYCLE project, a regular production of activities reports in the shape of periodic newsletters updates interested subscribers and sector audience about major results, planned activities and upcoming public events. The newsletters can be downloaded from the public web site in the section Newsletters.

The first newsletter will be ready in mid-September and will contain a general description of the project and of the consortium. The graphic layout is presented in the Figure 15.

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Figure 15 – Newsletter Layout

3.9 Video

A video on the project will be realized.

A project video will be realized by professional communicators in order to present to the general public the approach, methods, tools and the innovative technologies developed within the project ensuring information also after the termination of the project. In particular, it is aimed to achieve two main purposes:

To raise awareness, give visibility and create a network of interest;

To show how the project can contribute to reduction of cyclists' fatalities by support inter-organizational learning and cooperation, fostering collaboration in ideas generation, and

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supporting their evolution leading to social and competitive advantage in value production for the stakeholders. Moreover the project will try to influence policy-makers.

Its target audience is not limited to technical and business people, as it is conceived as a dedicated to a more general audience. The video will be used for project design purposes, for conference presentations and for social Networks dissemination. The video will be disseminated and available on the website, as well as on social networks.

The project officer will be informed as soon as the project video is ready and the video will be prosed to several European Commission communication tools, in order to maximize its delivery.

4 - Conclusion

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4 Conclusion

Up to now, part of the dissemination material has been designed and developed: the project logo, all website sections, the layout of newsletters, and the structure of videos. The consortium will use Google Analytics to monitor the website number of visitors, the bounce rate and the position on the search engine. Other data collected on the project website will be: duration of visits, most visited pages, traffic sources, time spent on the website, referral traffic and geographical distribution of the visits.

Other communication materials, such as project flyers, posters, videos, press releases and infographics, will be developed and constantly updated during the Project to support the dissemination of intermediate as well as final results. Deliverable D7.2 will describe all these activities.

Deliverables related to initial and final plans for dissemination and exploitation are due respectively in month 18 and in month 36.