D8.2 MARINE-EO Website · 2020-01-09 · Redmine Collaborative Workspace ... The website is built using the Drupal CMS1 version 7. Drupal is a modular open-source content management

Document Due Date: 31/03/2017

Document Submission Date: 11/04/2017

D8.2 MARINE-EO Website

Work Package 8: Communication, Exploitation and Dissemination of results

Document Dissemination Level: Dissemination level

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This document was prepared by NCSRD with the valuable contribution of WP8 partners.

Public

Confidential, only for members of the Consortium (including the Commission Services)

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Copyright Marine-EO Consortium. All rights reserved. 2

Document Control Page

Deliverable number: 8.2

Deliverable title: MARINE-EO Website

Deliverable version: 1

Work Package number: 8

Work Package title: Communication, Exploitation and Dissemination of results

Due Date of delivery: 31/03/2017

Actual date of delivery: 11/04/2017

Dissemination level: Public

Editor(s): Manolis Paterakis (NCSRD) Katerina Skroumpelou (NCSRD) Dimitris Zacharakis (NCSRD)

Contributor(s): Eirini Papadopoulou (NCSRD)

Reviewer(s): Alexia Tsouni (NOA) Alkis Astyakopoulos (NCSRD) Anestis Trypitsidis (NOA) Rafael Zurita (SATCEN) Fábio Vieira (FRCT) Stelios C.A Thomopoulos (NCSRD)

Ethical advisor(s): Stella Oikouta (NCSRD)

Status: ☒ Draft

☒ Consortium reviewed

☒ WP Leader accepted

☒ Ethical Advisor(s) accepted

☒ Project Coordinator accepted

Project starting date: 1/1/2017

Project duration: 47 months

Rights: MARINE-EO Consortium

Version History

Version Date Beneficiary Description 1.0 1.1 1.2

17/03/2017 21/03/2017 24/03/2017

NCSRD SATCEN HCMR

Outline of the deliverable Input received Input received

1.3 24/03/2017 NOA Input received 2.0 31/03/2017 NCSRD Updated consolidate version 3.0 11/04/2017 NCSRD Final version



Abbreviations and Acronyms

NCSRD National Center for Scientific Research ‘Demokritos’ PCP Pre-Commercial Procurement WP Work Package D&C Dissemination and Communication CMS Content Management System DoW Description of Work RSS Rich Site Summary



Table of Contents Abbreviations and Acronyms .................................................................................................................. 3

Table of Figures ...................................................................................................................................... 5

1. Introduction ................................................................................................................................... 6

1.1 Structure of the document ................................................................................................................ 6

1.2 Collaboration with project partners .................................................................................................. 6

2. MARINE-EO Website ....................................................................................................................... 6

2.1 Introduction ....................................................................................................................................... 6

2.2 Technical Specifications and Technology used .................................................................................. 7

2.2.1 Data Model ................................................................................................................................ 7

2.2.2 Theme/Appearance ................................................................................................................... 7

2.2.3 Privacy Issues Compliance ......................................................................................................... 7

2.2.4 Access Levels ............................................................................................................................. 7

2.3 Content .............................................................................................................................................. 8

2.3.1 Project Overview ....................................................................................................................... 9

2.3.2 Consortium ................................................................................................................................ 9

2.3.3 Activities .................................................................................................................................... 9

2.3.4 News ........................................................................................................................................ 10

2.3.5 Contact..................................................................................................................................... 10

2.3.6 Pre-Commercial Procurement Section .................................................................................... 10

2.4 Website Strategy ............................................................................................................................. 10

2.5 RSS Feed .......................................................................................................................................... 10

3. Redmine Collaborative Workspace ................................................................................................ 11

3.1 Technical Specifications ................................................................................................................... 11

3.2 Basic functionalities ......................................................................................................................... 11

3.2.1 Issue tracking module .............................................................................................................. 11

3.2.2 E-mail notifications .................................................................................................................. 11

3.2.3 Reminding e-mails ................................................................................................................... 12

3.2.4 Atom feed ................................................................................................................................ 12

3.2.5 News module ........................................................................................................................... 12

3.2.6 Documents module ................................................................................................................. 12

3.2.7 Calendar module ..................................................................................................................... 12

3.2.8 Gantt module ........................................................................................................................... 12



Table of Figures

Figure 1: The MARINE-EO website front page, with the project’s logo, consortium and the latest news and

Tweets ............................................................................................................................................................... 8

Figure 2: The Consortium page of the website ................................................................................................. 9

Figure 3: Activities page..................................................................................................................................... 9

Figure 4: The Contact page .............................................................................................................................. 10



1. Introduction

1.1 Structure of the document

During Task 8.2 “MARINE-EO Website and Social Media” of “WP8 - Communication, Exploitation and Dissemination of results” the MARINE-EO website, the Redmine collaborative platform, and the Social Media accounts for MARINE-EO are created and launched. In this document, the process of designing, developing and launching these components will be described, as well and their detailed contents and function.

1.2 Collaboration with project partners

NCSRD is the coordinator of this Task, with participation of other partners. The partners and all participating

members will create an account on the website, and in that way they will obtain access to limited content on

the website. Similarly, the partners’ contribution in social media accounts content is of great importance.

Thus, all partners are requested to inform the communication and dissemination team about the events, the

conferences and other activities they participate to, in relation to the MARINE-EO project. The required

language is English since both the website and the social media accounts will be solely in English. The content

provided to the D&C team should include the below:

Text: A short description of the event (where, when, who, what)/ Marine-EO Partners Participants/ Other

significant attendees

Image: At least one image (jpg, png, gif) or video.

Links: Any useful links to the event should be included raising the traffic to MARINE-EO’s project visibility

through cross advertising.

Getting closer to the PCP process the contact area in the website (which for now is generic) will be formatted

in a way that there will be a thematic breakdown of contact points regarding public’s requests. At that stage,

WP2 partners’ participants will work closely with the D&C team securing that all content that will be uploaded

on the website and social media accounts will be correct and accurate.

D&C team and the Project coordinator will also be given Editors/Managers access in the website for the best

monitoring of all content and also for achieving a good response rate to public’s interaction.

2. MARINE-EO Website

2.1 Introduction

The purpose of the Marine-EO website is twofold. On the one hand, it is to publicize and document the activities and progress of the Marine-EO project, as it is its main promotional tool. On the other, it serves as a platform where third parties can express interest and submit proposals in calls for tender that the Marine-EO makes public, but the PCP exact procedure is yet to be defined. For this purpose, a platform is developed, where both the partners and the public can create an account, sign up for the newsletter, learn about the project, and participate in the procurement process. The site can be accessed at the following address:

https://www.marine-eo.eu

https://www.marine-eo.eu/



2.2 Technical Specifications and Technology used

The website is built using the Drupal CMS1 version 7. Drupal is a modular open-source content management system, powering more than 2%2 3 of web sites worldwide, based on PHP and SQL technologies. The website is deployed on a Unix server, accessible only through HTTPS.

2.2.1 Data Model

The data model of the website is under continuous development to accommodate all current and future requirements for the Marine-EO project, not only as a presentation website but as a full-fledged web portal that promotes, supports and facilitates all the project’s dissemination and collaboration activities (both physical and digital), deliverables and developments . This means that it can handle user accounts, event scheduling and registration, newsletter deliveries, collection of input through online questionnaires, distribution of activity results and product deliverables as digital documents through multiple levels of access and more. The modular architecture of the framework allows for the extension of the portal’s functionality with new features even during its production lifetime.

2.2.2 Theme/Appearance

The appearance theme has been designed explicitly for the MARINE-EO project, based on the popular Bootstrap4 front-end framework, with a responsive, mobile-first, approach in mind. This means that the portal appearance and structure adapts to the end-user’s device capabilities and screen real-estate in order to provide a pleasurable and fully-functional experience on both mobile (tablets, phones) and desktop devices.

2.2.3 Privacy Issues Compliance

All access to any private data submitted by the users is restricted only for use within the website operation and is not exposed to any third-parties outside of the project consortium. Both the use of cookies as well as statistics tracking (e.g. Google Analytics) is compliant with European Legislation on privacy issues, with informational popup banners being displayed before the collection of any data, to ensure user’s consent.

2.2.4 Access Levels

Access levels have been specified according to the type of the website user and the project’s dissemination levels. There are five different access levels, described here from the lowest to highest access level.

Website visitor

A website visitor has read-only access to all website content (news, activities, project information, etc.), except for the content marked as “Restricted”.

Simple User

A simple user is a user that had an account on the MARINE-EO website, however they are not a consortium member. This user has, at the moment, same level access as the website visitor, and they can also view and edit their profile. In the future, should more sections be added to the site, the

1 https://drupal.org 2 W3Techs (2011-07-15). "Usage of content management systems for websites", http://w3techs.com/technologies/overview/content_management/all, retrieved 2011-07-15. 3 BuiltWith (2011-03-28). "Drupal Usage Statistics", http://trends.builtwith.com/cms/Drupal, retrieved 2011-03-28. 4 http://getbootstrap.com

https://drupal.org/

http://w3techs.com/technologies/overview/content_management/all

http://trends.builtwith.com/cms/Drupal

http://getbootstrap.com/



simple user’s access will be modified accordingly. One such example is the PCP area, where a simple user will have access and also the ability to submit a proposal.

Consortium member

A consortium member user has read-only access to the full content of the website, including any restricted (limited dissemination) documents.

Editor

An Editor has full access to the content of the website. They can also edit the content and publish new content.

Admin

An administrator can configure the website and edit the settings of the website. They also have Editor permissions.

2.3 Content

As specified in the DoW, the content of the MARINE-EO website is divided into separate sections, each one of them dedicated to up to date information concerning the project. The content is updated by the Editors (users with editor access). The sections of the website are described below:

Figure 1: The MARINE-EO website front page, with the project’s logo, consortium and the latest news and Tweets



2.3.1 Project Overview

The Project Overview section contains a general description of the project and its objectives. In this section the work packages are going to be uploaded, and also all relevant deliverables. The dissemination level will be defined by the administrator, and the corresponding users will have limited or full access to these contents.

2.3.2 Consortium

The Consortium section contains a list of all partners, along with a brief description and any contact links and social media accounts they may have.

Figure 2: The Consortium page of the website

2.3.3 Activities

The Activities page includes all planned activities of MARINE-EO, along with the relevant results. Such can be planned events, deadlines, or any other type of planned activities that are time-defined.

Figure 3: Activities page



2.3.4 News

The news page contains all news published. News can be any type of announcement or general update concerning the project.

2.3.5 Contact

The contact page consists of a contact form. It forwards the query to the site administrator.

Figure 4: The Contact page

2.3.6 Pre-Commercial Procurement Section

The content and appearance of this section is yet to be specified. From what is now defined, the section will contain a submission form used by the public to participate in the Call for Tenders. The section will also contain the actual call for tenders, the procurement status, any other relevant clarification documents and a Frequently Asked Questions dedicated page.

2.4 Website Strategy

As described in the introduction, one of the two main purposes of the Marine-EO website is to publicize and

document the activities and progress of the Marine-EO project, being the primary tool for the project’s

dissemination and awareness strategy. The website will be updated frequently, with new content added to

its News and Events sections. This is the reason the website was developed on Drupal CMS, so as to make it

easy for a non-expert user to be able to add content to it without the help or supervision of the website

administrator. Each time a section is updated or new content is added, a newsletter will be sent to the

relevant subscribers, inviting them to revisit the site. Additionally the website will be used a cross

promotional tool between the project’s social media accounts creating traffic between the website and the

social media accounts. This strategy ensures that users will know the site is something active, and that, with

their each visit, they will find something new to read. New activity is posted on the front-page, so that the

user knows where to look for updates.

2.5 RSS Feed

The site offers the ability for subscribing at its RSS feed. The RSS obtained from the site will include the

standard RSS document, with full text and relevant entry metadata, such as the publishing date. Subscribing



to the feed will remove the need for the users to manually check the Marine-EO website for updates. A user

will be able to subscribe to full content feed, or to separate, specific sections, such as News, Activities, PCP.

3. Redmine Collaborative Workspace

Redmine is a very powerful and an extremely flexible project management tool and an issue tracker. It's free, open source, built on the popular Ruby on Rails framework and has a strong community.

3.1 Technical Specifications

Environment:

Redmine version 3.3.0.stable

Ruby version 2.3.1-p112 (2016-04-26) [x86_64-linux]

Rails version 4.2.6

Database adapter Mysql2

Web Server:

Apache

Passenger Module

3.2 Basic functionalities

A part of functionality which is used for projects could be referred as a module. Modules are like bricks, using which you can build a home page for your project. You can disable a module if its functionality is not needed.

The Core Modules enabled for Marine-EO are:

1. Issue tracking

2. News

3. Documents

4. Files

5. Calendar

6. Gantt

3.2.1 Issue tracking module

One of the primary features of Redmine is issue tracking. Creating an issue (filling forms), Issue page view, Issue list (Issues tab in projects menu where all the issues get listed) are fairly straightforward operations and self-explanatory views. This module is too deeply tied into all you need for effective project management and supported by other modules in Redmine: member roles, permissions management based on roles, priorities, sub issues, watching, comments, listing filters, and more. A topic of great value in this module is getting updates on issues.

3.2.2 E-mail notifications

It's very important to know when the issue you are working on gets updated. Redmine comes with e-mail notifications support, which can be enabled by users on a per-user and per-object basis using the "watching"



mechanism. If you "watch" an issue you will be notified about any changes in the issue by e-mail. To be able to watch issues, you need to register in Redmine first. If it was you who created the issue, it is assigned to you or if you were the previous assignee of the issue, you will already get updates about changes in this issue. However, whether you will receive notifications depends on your settings in the user profile. A sample list of actions for which notifications should be sent: Issue added, Issue updated (meaning Note added, Status updated or Priority updated), News added, Comment added to news, Document added.

3.2.3 Reminding e-mails

Issues have optional due date attribute. Redmine has a task that generates notifications about upcoming issues due dates. So assignees will be notified about the issue due date in advance.

3.2.4 Atom feed

Luckily Redmine provides a way to follow changes in an issue without watching it. You can subscribe to the Atom feed of the issue. The Atom feed is also available for the issues list. Using this feed you can get information about new issues in a project.

3.2.5 News module

It's essential that all major changes made to a project are accompanied with official news from the project owners. Therefore, Redmine would not be a good project hosting solution without the News module. Under this tab, project news are listed with shortened content. The full content is shown when we open the news page by clicking on the news title. A user can add news clicking on Add news link in the top-right corner, only if he has the Manage news permission. Also a user can add comments clicking on Add a comment link, if he has the Comment news permission.

3.2.6 Documents module

The Documents module is useful because projects have a lot of documents. In Redmine a document is a documentation unit which can include, for example, images, chapters as separate files. This module adds the Documents tab to the project menu, which is available only if a user has the View documents permission. A member can add a new document clicking on new document link, on Documents tab, only if he has Add Documents permission. The selection to edit and/or delete a document, is visible after you click on document’s title and you will be redirected to the document page containing the Edit link as well as the Delete link. Edit/Delete documents permissions are needed accordingly.

3.2.7 Calendar module

The Calendar module adds the Calendar tab to the project menu, which is available only if a user has the View calendar permission. This module is really useful if issue creators always set the start and due dates. If an issue has neither it won't be displayed on the calendar at all. By default the calendar for the current month is shown under this tab. This calendar shows start and due dates of issues, if they are specified. Thus, the start date is shown with the green arrow pointing forward and the due date is shown with the red arrow pointing backward. If start and due date are the same the red rhombus is used instead.

3.2.8 Gantt module

It seems that no project management software is complete without the Gantt chart. This type of bar chart is perfect for representing the flow of work on the project in terms of time and resources availability. The Gantt module adds the Gantt tab to the project menu, which is available only if a user has the View Gantt chart permission. The resulting chart can also be printed or be exported to PDF or PNG, although the later requires RMagick plugin to be installed.