TEMPLATE FOR THE RENOVATION OF THE ACTION PLAN

ACTION PLAN

European Innovation Partnership on Active and Healthy Ageing

ACTION GROUP C2 - 2016-2018 NOTE: This is version of Action Plan is released by the AG C2 on January 20, 2016. This Action Plan will be updated after every sprint. Feedback, remarks and comments are more than welcome.

Action Plan AG C2 EIP on AHA 2016-2018

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TABLE OF CONTENTS: ACTION PLAN ............................................................................................................................................... 1

ACTION GROUP C2 - 2016-2018 ......................................................................................................... 1

Background and context .................................................................................................................... 3

INTRODUCTION TO THE ACTION GROUP AND THE ACTION PLAN ................................. 4

The Action Group C2 ............................................................................................................................ 4

The renovated Action Plan................................................................................................................ 4

Rationale .................................................................................................................................................... 5

Former plans and results ................................................................................................................... 5

Links with other EU initiatives ....................................................................................................... 5

OBJECTIVES ................................................................................................................................................... 7

General objectives ................................................................................................................................. 7

Specific objectives ................................................................................................................................. 8

ACTIVITIES, SPRINTS, SPECIFIC RESULTS AND IMPACT .................................................... 11

Generic objective 1: Contribute to the development and elaboration of guidelines on how to implement innovative procurement, building on the results available ..................................................................................................................................................................... 11

Generic objective 2: Facilitating standardization of AHA technologies ................... 12

Generic objective 3: Contributing to the development of knowledge for personal user experience, building on the results available ............................................................. 13

Generic objective 4: Facilitating the debate in Europe about privacy issues related to the upscaling of AHA technology .......................................................................... 14

Generic objective 5: Enhancing the discussion and search for results of the benefits of using interoperable solutions ............................................................................... 15

GOVERNANCE AND COORDINATION ............................................................................................ 17

Governance principles ..................................................................................................................... 17

Composition of AG C2 CT ................................................................................................................ 17

Role & responsibilities of Partners ............................................................................................ 17

Role & responsibilities of Coordinators .................................................................................. 17

Role & responsibilities of the Promoters in combination with CSA PROEIPAHA 18

Role & responsibilities of the European Commission ...................................................... 18

Communication ................................................................................................................................... 18

Commitments/tracking Work Plan Progress ............................................................................... 21

Common Work ........................................................................................................................................... 22

Action group functioning ...................................................................................................................... 22

Appendix 1. Glossary of key terms used in the Action Plan ................................................ 23

Appendix 2. List of contributing partners ................................................................................... 24


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Background and context Innovative approaches, methods and solutions, including social innovations and ICT developments, are essential if society is to support and enable people to live independently and to remain physically and mentally active as they age. Ageing people should be empowered to stay independent, autonomous and socially engaged for longer within their homes and communities. However, a series of bottlenecks hamper the successful implementation of policies in this area, and the deployment of innovative active ageing and independent living solutions that can support this goal. The European Innovation Partnership on Active and Healthy Ageing (EIP on AHA) sees overcoming barriers, (such as the lack of user-centred design and involvement in meeting people’s needs and in the design of services and products, missing agreement on open standards to ensure better interoperability, lack of specialised resource centres to support local care providers and limited availability of affordable and commercially viable solutions) as key to the successful implementation of actions in this area. Moreover, it recognises that addressing these shortfalls has the potential to unlock supply and demand side barriers for solutions to independent living and active ageing that can improve ageing people’s quality of life whilst generating substantial economic benefits, in Europe and globally, and supporting the sustainability of health and social care systems. In the meantime major societal and economic opportunities are emerging from providing innovative solutions for active and healthy ageing, the "Silver Economy" and there are increasing demand for finding solutions to make health and care systems more sustainable, while industry sees new major market opportunities arising. The EIP on AHA was set with the purpose of identifying and helping to remove persisting barriers to innovation for active and healthy ageing, through interdisciplinary and inter-sectoral approaches. It aims to increase the healthy lifespan of EU citizens by 2 years by 2020. The EIP on AHA Strategic 1 and Operational 2 plans identified a set of actions starting in 2012 and delivering measurable outcomes within its 2012-2015 timeframe. These measurable outcomes are reflected in the State of Play. This Action Plan is forth building on those results and contains the strategic planning for the period 2016-2018. The Strategic Implementation Plan for EIP on AHA identified several action areas. One of the main priorities situated under Pillar C (Active Ageing and Independent Living) was to enhance deployment and take up of interoperable independent living solutions based on open standards (Action Area C2).

1 http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/implementation_plan.pdf#view=fit&pagemode=none 2 http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/operational_plan.pdf#view=fit&pagemode=none

http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/implementation_plan.pdf#view=fit&pagemode=none

http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/implementation_plan.pdf#view=fit&pagemode=none

http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/operational_plan.pdf#view=fit&pagemode=none

http://ec.europa.eu/research/innovation-union/pdf/active-healthy-ageing/steering-group/operational_plan.pdf#view=fit&pagemode=none


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INTRODUCTION TO THE ACTION GROUP AND THE ACTION PLAN

The Action Group C2 An Action Group, in the context of the EIP on AHA, is an assembly of partners committing to work on specific issues relating to ageing, by sharing the knowledge and expertise with their peers, providing input based on to their national and local experience and identifying gaps that need to be fulfilled at European level. The focus of the C2 Action Group targets one of the main priority areas situated under Pillar C of the Strategic Implementation Plan for EIP on AHA, namely to enhance the deployment and take-up of interoperable independent living solutions based on open standards. In order to support this priority area, the specific goal for the C2 Action Group has been defined as “Development of interoperable independent living solutions, including guidelines for business models – extending active and independent living through open and personalised solutions supported by global standards, validated implementation of interoperable platforms and new evidence on the return on investment”. The Action Group is self-managing under the governance of the Action Group Coordination Team (AG CT). Overall, the EIP is a co-operation between different directorates of the EC under the leadership of DGCNECT. Currently the Action Group C2 consists of 63 commitments varying from the whole EIP on AHA stakeholder group such as universities, health service providers and technology providers. Together the organizations are working on collaborative work towards joint deliverables within the field of interoperability.

The renovated Action Plan This renovated Action Plan follows the former Action Plan which was written in 2012. This renovated Action Plan is aligned with the current work processes of the various EIP on AHA stakeholders and contains updated strategic objectives. The renovated Action Plan is being developed based on consultation of the whole C2 Action Group. Several draft versions have been released in order to allow the whole community to contribute to the renovation of the Action Plan. This renovated Action Plan foresees various things. At first, the strategic objectives of the Action Group are updated. This update is needed since C2 wants to be more supportive of other Action Groups in the domain of EIP on AHA. These new strategic objectives have also led to new specific objectives. The renovated Action Plan ends with suggestions for real sprints on specific topics to contribute to the specific and, in the end, the strategic objectives.


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Rationale The EIP on AHA aims to identify and remove persisting barriers to innovation for active and healthy ageing, through interdisciplinary and inter-sectoral approaches. It aims to increase the healthy lifespan of EU citizens by two years. The AG C2 aims to contribute to these goals in the domain of innovative solutions.

Former plans and results The former Action Plan of Action Group C2 had foreseen different Deliverables organized around 4 different Action Area’s (user empowerment, innovative procurement, Return on Investment, interoperability). From the planned deliverables the following were released:

D3: Interoperability process recommendation for EIP-AHA and recommendations for standardisation

D4: Set of good practice documents for the implementation of independent living solutions based on experience

Besides these deliverables, several concrete results have been reached. These concrete results are related to mutual learnings for example. For an extensive overview of the results and impact of AG C2, we refer to the State of Play document that is released in December 2015.

Links with other EU initiatives The work of the C2 Action group is related to a number of EU research and innovation initiatives addressing Active and Healthy Ageing, as follows. The EU research and innovation framework programme Horizon 2020:

Societal Challenge 1 addresses Health, Demographic Change and Wellbeing. There are a number of research and innovation activities that are directly relevant to the work of Action Group C2; synergies are being developed. These include work on open service platforms (e.g. UniversAAL, ReAAL projects), as well as other independent living research and innovation funding activities.

Within ICT LEIT, there is a major activity concerning development of the Internet of Things. An activity of particular interest is the industry initiative called Alliance for Internet of Things Innovation (AIOTI). One focus area of this industry grouping is development of smart living environments, where selection of use cases and interoperability will be key areas of synergy with C2.

The Active and Assisted Living Joint Programme (AAL JP)

This programme is jointly funded by Member States and the EU and supports close to market projects aiming to bring innovative products and


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services for active and healthy ageing to the market across Europe. There are direct synergies between C2 work areas and a number of AAL JP activities, including relevant products and services for independent living.

The Knowledge and Innovation Community (KIC) on Healthy Living and Active Ageing

Under the European Institute of Technology, a new KIC has started which will be promoting entrepreneurship and innovation for active and healthy ageing. There will be a number of synergies.


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OBJECTIVES In agreement with the overall goals of the EIP on AHA to improve quality of life, increase systems and services sustainability and to increase the EU economy's competitiveness, the Action Group aims to contribute to the enhancement of the deployment and take-up of interoperable independent living solutions based on open standards. Taking into account the rationale for AG C2 and based on the expertise and interests of the group expressed in their ideas for collaborative work, four broad domain areas have been identified to address the challenge and organize the work ahead:

Domain Area 1: Innovative procurement Domain Area 2: Standardization and interoperability Domain Area 3: Personal User Experience Domain Area 4: Privacy Domain Area 5: Return on Investment

A set of objectives will be pursued (general objectives and specific objectives) on a three-year framework. They are described below.

General objectives The general objectives were identified based on the needs from the whole EIP on AHA community. The general objectives are foreseen to contribute to the overall objective of the EIP on AHA. Each general objective is defined for a specific domain area. An additional objective, collaboration with other AGs is added to ensure a wider spreading of the knowledge available within AG C2. This additional objective fits in the nature of AG C2 to work on concrete use cases.

1: Contribute to the development and elaboration of guidelines on how to implement innovative procurement, building on the results available.

2: Facilitating standardization of AHA technologies.

3: Contributing to the development of knowledge for personal user

experience, building on the results available.

4: Facilitating the debate in Europe about privacy issues related to the upscaling of AHA technology.

5: Enhancing the discussion and search for results of the benefits of using interoperable solutions.


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6: Assist other AGs within EIP on AHA with challenges on interoperability and user empowerment.

Basic results from multiple initiatives are already available; there is a deliverable on user empowerment3 and it’s also worth mentioning that Puglia region has already developed an online interactive website for the innovative procurement (including European experiences, such as the Basque Country (Spain), the Lower Rheine region (Germany), Northern Ireland and The Italian regions of Puglia and Trento). The reason for listing these generic objectives again is to keep this work updated and being sure that all knowledge areas will be state of the art.

Specific objectives

Each generic objective has been specified with one or more specific objectives. These specific objectives should determine objectives in order to define sprints that contribute to these specific objectives.

Generic objectives Specific Objectives

1: Contribute to the development and elaboration of guidelines on how to implement innovative procurement, building on the results available

1.1: Update the guidelines on innovative procurement (IP)

1.2: Disseminate IP guidelines among EU public procurers and other stakeholders and involve them in the EIP on AHA community

1.3: Contributing to the knowledge on IP by mapping public and private investments.

2: Facilitating standardization of AHA technologies

2.1 Develop and disseminate a common vision on how to reach interoperability within and between domains.

2.2: Define process for standardization (incl. sample use cases)4

3 https://www.yammer.com/c2independentliving/uploaded_files/24854060 4 Possible partners for such a standardization process were identified at the Riga 2015 panel discussion, see http://c2.eip-aha.trialog.com/images/eipAhaC2/c/c2/EIP5_Panel_summary_v0.2.pdf.

https://www.yammer.com/c2independentliving/uploaded_files/24854060

http://c2.eip-aha.trialog.com/images/eipAhaC2/c/c2/EIP5_Panel_summary_v0.2.pdf



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2.3: Contribute to the standardization process within AHA, and in particular at IEC SyC AAL and Continua Alliance

2.4: Contribute to the discussion to define a label and certification scheme

2.5: Enrol EIP-AHA stakeholders and involve them in the specification, development and demonstration of application integration profiles (through interoperability tests)

2.6: Enrol EIP-AHA stakeholders and involve them in the specification, development and demonstration of a successful interoperability practice

2.7: Enhance the cooperation between platform initiatives so that (1) applications are not locked with one platform and (2) application can use features from different platforms

2.8: Create a repository of labelled/certified application and platform integration profiles that will inform on readiness (research ready, living lab ready, deployment ready), interoperability features, and availability of implementations

3: Contributing to the development of knowledge for personal user experience, building on the results available.

3.1: Promote the discussion on interoperable and standard user profile experiences by developing user profiles that work across products and platforms.

3.2: Enhance the discussion on personal user experience with respect to accessibility, attractiveness, usability and personalization.

4.1: Map common privacy issues all over Europe based on experience


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4: Facilitating the debate in Europe about privacy issues related to the upscaling of AHA technology

4.2: Raise awareness on the different aspects of privacy in relation to EIP on AHA with respect to interoperability

5: Enhancing the discussion and search for results of the benefits of using interoperable solutions.

5.1: Define examples of successful and failing business models in the domain of EIP on AHA with respect to interoperability

5.2: Disseminate the results of the defined examples

6: Assist other AGs within EIP on AHA with challenges on interoperability and user empowerment.

6.1: Create synergies to benefit at most from the knowledge available within EIP on AHA to deal with common challenges.


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ACTIVITIES, SPRINTS, SPECIFIC RESULTS AND IMPACT Activities to be undertaken to progress on the Action Plan are numerous, will involve different resources and actors and will be common to different objectives. They cannot be displayed to its whole extension in this document. As a result of these activities several results will be achieved. What follows is a list of key activities that will be carried out by the partners to develop the plan and a list of the expected tangible results that different partners have committed to obtain. On each generic objective identified, there will be a table with sprints and obtained results.

Generic objective 1: Contribute to the development and elaboration of guidelines on how to implement innovative procurement, building on the results available

Lead partner: TBC > Since there is no sprint leader available for the first 6 months of 2016, this objective will be put on hold for the meantime.

Contributing partners:

Vienna Technical University (Martin Kampel - [email protected])

Cogvis (Rainer Planinc - [email protected])

CORAL network (Allan Nordby Ottesen - [email protected])

Region of Southern Denmark (Allan Nordby Ottesen - [email protected])

INOVA+ (Ana Leal - [email protected])

AgeingWell Network (Ana Leal - [email protected])

Needs

1.1: Update the guidelines on innovative procurement (IP)

1.2: Disseminate IP guidelines among EU public procurers and other stakeholders and involve them in the EIP on AHA community

1.3: Contributing to the knowledge on IP by mapping public and private investments.

Impact

Increased knowledge of different innovative procurement models

Stakeholders

Buyer departments of both public and private organizations

Producers and suppliers who serves the demander’s needs

Activities Results

S1.1: Share info about national and European events on the topic innovative procurement (timeline: continuously)

R1.1: Updated list with all relevant national and European events on innovative procurement


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S1.2: Define good examples of public and private investment in relation to innovative procurement (timeline: January – June 2016)

R1.2: List of good examples on innovative procurement that can be shared

S1.3: Update the guidelines on innovative procurement (timeline: July – December 2016)

R1.3: Up to date guidelines on innovative procurement

S1.4: Disseminate knowledge, best practices and updated guidelines on innovative procurement (timeline: continuously)

R1.4: List of shared knowledge with listed impact of the dissemination activity

Generic objective 2: Facilitating standardization of AHA technologies

Lead partner: TRIALOG


universAAL community

URC/GPII

AAL JP

Future Internet Community

Puglia Region

Needs

2.1 Develop and disseminate a common vision on how to reach interoperability within and between domains.

2.2: Define process for standardization (incl. sample use cases)5

2.3: Contribute to the standardization process within AHA, and in particular at IEC SyC AAL and Continua Alliance

2.4: Contribute to the discussion to define a label and certification scheme

2.5: Enrol EIP-AHA stakeholders and involve them in the specification, development and demonstration of application integration profiles (through interoperability tests)

2.6: Enrol EIP-AHA stakeholders and involve them in the specification, development and demonstration of a successful interoperability practice

5 Possible partners for such a standardization process were identified at the Riga 2015 panel discussion, see http://c2.eip-aha.trialog.com/images/eipAhaC2/c/c2/EIP5_Panel_summary_v0.2.pdf.




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2.7: Enhance the cooperation between platform initiatives so that (1) applications are not locked with one platform and (2) application can use features from different platforms

2.8: Create a repository of labelled/certified application and platform integration profiles that will inform on readiness (research ready, living lab ready, deployment ready), interoperability features, and availability of implementations

Impact

Common cost-effective implementation practice of applications based on platform and application interoperability

Stakeholders

Platform developers / Platforms operators – facilitators

Application developers / service providers

Interoperability alliances

Activities Results

S2.1: Create a vision for interoperability based on different approaches, identify EIP on AHA stakeholders with interest, identify platform offers and interoperability collaborations (timeline: January – June 2016)

R2.1: Initial community to work on platform interoperability

S2.2: Set up a cooperation environment for interoperability cooperation’s, work towards a platform integration profile, and identify and evaluate reusability gains (July – December 2016)

R2.2: Examples of practice and gains

S2.3: Create and expand a supporting community

R2.3: initial ecosystem

Generic objective 3: Contributing to the development of knowledge for personal user experience, building on the results available

Lead partner: Stuttgart Media University, Germany (Gottfried Zimmermann; [email protected])


Kronikgune, Basque Country (Ane Fullaondo Zabala; [email protected])

Atenzia, Spain (Marisa Picornell Elizalde; [email protected])


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Regional Centre for AT of the Emilia Romagna region (Massimiliano Malavasi; [email protected])

Osakidetza, Basque Country (Angel Faria; [email protected])

Project INTENT-CARE - (Maria José Lumini Landeiro ( [email protected]), Teresa Martins ([email protected])

Needs

3.1: Promote the discussion on interoperable and standard user profile experiences by developing user profiles that work across products and platforms.

3.2: Enhance the discussion on personal user experience with respect to accessibility, attractiveness, usability and personalization.

Impact

Products providing a personal user experience

Similar user experience across products

Stakeholders

User researchers + user groups/associations

Manufacturers and developers of products

Developers of standards

Designers and user experience experts

Activities Results

S3.1: Identify useful personas and appropriate scenarios for them (timeline: January – June 2016)

R3.1: Set of persona descriptions (on web portal available)

S3.2: Showcase on selected personas and scenarios (Timeline: July – December 2016)

R3.2: Showcase videos available on a web portal

S3.3: Recommendations (lessons learned) for AHA manufacturers and product developers (timeline: January – June 2017)

R3.3: Recommendations and lessons learned available on a web portal

S3.4: contributions for standardization R3.4: Comments on ISO/IEC 24751 drafts through national bodies

Generic objective 4: Facilitating the debate in Europe about privacy issues related to the upscaling of AHA technology


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Lead partner: TRIALOG


Consorzio Ricerche Roma

Needs

4.1: Map common privacy issues all over Europe based on experience

4.2: Raise awareness on the different aspects of privacy in relation to EIP on AHA with respect to interoperability

Impact

Understanding the state of play

Integration of privacy-by-design and privacy impact assessment in development practices

Stakeholders

Upscaling initiatives

Legal / Ethical / Policy stakeholders

Activities Results

S4.1: Informing on privacy standards and initiatives, organizing an awareness workshop and enrolling initiatives on Privacy Impact Assessment (timeline: January 2016 – June 2016)

R4.1: Initial ecosystem around privacy within AHA

S4.2: Privacy Impact Assessment work (timeline: July – December 2016)

R4.2: Awareness on future obligations and practices.

Generic objective 5: Enhancing the discussion and search for results of the benefits of using interoperable solutions

Lead partner: Stichting RijnmondNet (Florian Visser – [email protected])


Stella Tsartsara ([email protected])

Fraunhofer IGD ([email protected])

Rijksuniversiteit Groningen ([email protected])

DHACA ([email protected])

INOVA+ (Ana Leal - [email protected])

AgeingWell Network (Ana Leal - [email protected])


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Needs

5.1: Define examples of successful and failing business models in the domain of EIP on AHA with respect to interoperability

5.2: Disseminate the results of the defined examples

Impact

Contribute to the evidence of (economical) benefit of using interoperable solutions

Stakeholders

Buyers departments

Policy makers

Technology developers

Activities Results

S5.1: Defining a theoretical framework for identifying the contingency factors (timeline: January – June 2016)

R5.1: A literature study, identifying the contingency factors.

S5.2: Identify successful and failing business models in the domain of interoperable solutions (timeline: July – December 2016)

R5.2: A set of examples with evidence of contingency factors.

S5.3: Mapping the contingency factors with the examples (timeline: January – June 2017)

R5.3: A map of the examples when framed in terms of the concepts and organized according to contingency factors


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GOVERNANCE AND COORDINATION

Governance principles Action Groups establish their own working methods and governance, with the EC acting as a facilitator. There are three components to governance structure: the partners, the action group coordinators and the EC. The governance structure will ensure timely development of the AP and the incorporation of newly interested partners. Overall, the rules of engagement between the parties are based on the following principles:

Openness and partnership – common willingness of all partners to cooperate with other relevant partners.

Coordination – participation of a representative(s) in the coordination meetings of the Action Group

Reporting – regular reporting from the Action Group's meetings, progress of actions and deliverables to be made public

Evaluation – outcome of actions to be evaluated, and results made public

Composition of AG C2 CT The Coordination team that will drive and be accountable for the delivery of the Action Group C2 plan for 2016-2018 will be made up of:

A. the leaders of ongoing sprints, collaborative work and synergies included in the Action Plans 2016-2018;

B. any other action group member, (who is not in the above category) but is appointed by the group for a specific purpose (eg. Integration of knowledge, continuity of actions etc.)

At the first AG C2 meeting of 2016 the latter are appointed by the Action Group.

Role & responsibilities of Partners

Implement the agreed Action Plan to the agreed standards and deadlines Ensure the effective preparation and delivery of all AG products Evaluate of AG performance and reporting on progress

Role & responsibilities of Coordinators

Implement the agreed Action Plan to the agreed standards and deadlines Lead the AG team and coordinating all matters of the commitment contents Regular liaison with the EC and facilitator on all AG related matters Ensure the effective preparation and delivery of all AG products Participation at meetings and in discussions Take responsibility for the effective flow of information between AG Support evaluation of AG performance and reporting on progress


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Submit of the final results of the Action Plan based on data provided by all AG

Besides the main goal of the Coordination Team, being accountable for the delivery of the results, the following goals are also in their scope:

1. Support the use of the tools that are created to professionalize the activities of the organization of the EIP on AHA (i.e. The Commitment Tracker, EIPonAHA Portal and Innovative Practices Repository etc.);

2. Support the efforts and contribute to continuously improve the measurement of impact of the EIP on AHA (i.e. MAFEIP) towards its 2020 SIP targets;

3. Commit to supporting the visibility of the EIP on AHA and dissemination of its work whenever relevant.

Role & responsibilities of the Promoters in combination with CSA PROEIPAHA

Facilitating the CT with administrative support Participation in meetings and representative actions Ensure proper preparation of AG C2 meetings

Role & responsibilities of the European Commission

Representation of the Action Group Handling of external communication Monitoring framework Ensuring regular communication among partners Sending invitations for AG C2 meetings to all partners Taking responsibility for the effective flow of information and interactions

between AGs Seeking opportunities to consolidate EIP

Communication In terms of communication about the role of coordinator, vs the other players in the EIP on AHA (eg promoters, EC etc), this is listed in the next table. This table has been agreed earlier on between all the stakeholders.


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Tasks AG Coordinator AG leaders from the EC PROEIPAHA CSA (including promotor)

Representing the EIP on AHA

- Sending updates to the EIP AG members - Presentation in Events

-Invitations for meetings - General Information about the EIP AHA - Presentation in Events (in agreement with AG coordinator)

-Sending updates to the EIP AG members (in agreement with AG Coordinator) - Answering requests for general information about the EIP AHA

External Communication (Non-AG members)

1) Joining Existing Commitments - Decide on the applications to join commitments together with AG leaders - Send confirmation message to new members joining AGs

1) Joining Existing Commitments Decide on the final Decide on the applications together with AG coordinators 2) Mailing lists: Organising rules and different access levels

1) Joining Existing Commitments Send information about commitments to interested parties and follow up. 2) Mailinglists: - Checking if new members are eligible according to the rules set up by the AG leaders - Keeping lists up to date - Upload the Mailing list on Collaborative Platform - Maintaining Templates

AG Meetings

1) Preparation: Setting the dates in agreement with AG leaders 2) Agenda: - Elaborating Agenda 5) Minutes: - Review Minutes

1) Preparation: Deciding on date and location in agreement with AG coordinators 2) Agenda: - Elaborating agenda with the AG coordinator 3) Logistics: - Provide conference calls system - provide room booking & Catering - ePass 4) Presentations

1) Preparation: - Organising timeslots for international phonecalls/videoconferences ('Doodle') - Distribute information about logistics of conference calls - Taking minutes of preparatory phone calls: templates, Checking/revising, Distribution 2) Agenda: - Template for the agenda - Recommending agenda items to AG leaders and coordinators - Distribution of agenda to AG members


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Prepare contents with AG coordinators 5) Minutes: - Review Minutes

3) Logistics - Collect confirmation of attendance from partners and set the list of participants before the meting - Printing materials for the meeting 4) Presentations: - Maintain template - Collect and distribute ppts 5) Minutes: - Write Minutes / Record of Meeting (in coordination with AG coordinator) - Disseminate Minutes / Record of Meeting


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Commitments/tracking Work Plan Progress

Tools:

- Create a new tool for tracking Commitments.

- Integrate the data to the new web platform

- Maintain and update the tool (not the content, i.e. the partners will be in charge of updating the tool once the existing information has already been input).

- Reminders to AG members when Commitments have not been reported.

- Collection of finalised deliverables from the AGs.

- Dissemination on the basis of AG leaders/coordinators dissemination plan

- Horizontal Report on Commitments Tracking (traffic light system – on time, delivered or delayed)


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Common Work

Yearly milestones: - Brainstorming and decision process on content with partners - Follow-up & analysis of intermediate and final results - Relationship with AG coordinators Facilitation and brainstorming: - Filling out tables/encouraging collaboration - Reminders Editing, analysing and supervising: Content Dissemination and showcasing Concept/strategic choice

Yearly milestones: - Template - Tracking deadlines - Reminders - Relationship with AG coordinators Editing, analysing and supervising: - Layout - Language Dissemination and showcasing: - Presentation/layout - Language - Distribution

Action group functioning

Internal working guides Identity and promotion Newsletters/social media Publications and visual identity


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Appendix 1. Glossary of key terms used in the Action Plan Commitments: individual tasks regarding the declaration of intention on the work that one or several organisations will be doing in the context of an Action Group. Usually ‘commitments’ should refer only to individual tasks, the ones that were committed to in the 2 invitations for commitments. Nevertheless, following the processes to join existing commitments, we are now in the situation of commitments managed by 2 or more organisations. In the context of AG work, B3 did not follow the individual commitments and started developing collaborative work, A1 and A3 are working on tracking the progress of these individual commitments and D4 is using a mixed approach, tracking progress of individual commitments and some collaborative work planned under AA4. Collaborative work: agreed project carried out by several organisations, in some occasions a set of individual commitments can be grouped and create collaborative work. (Note that in some AGs collaborative work has been named as joint deliverables, common projects or even other less used terms). Even if the result in practical terms is the same, we can identify two types of collaborative work so far:

A. Being ‘born’ in the EIP on AHA as a new project idea B. An individual project that was presented to AG members and ‘recruited’

new members for the project from the pool of partners of a given AG Sprints: collaborative work that is managed as a project Sprint, that means that it is carried out by a set of organisations in a short-time period (e.g. 6 months) and it has one or several associated deliverables. Sprints refer to the prioritisation of collaborative work. Sprint will receive extra support from the PROEIPAHA promoters. Synergies: thematic working groups which interests are cross-cutting to one or several Action Groups under the EIP and are established in a collaborative approach. They may include collaborative work and sprints agreed among representatives of the different AG involved. Deliverables: tangible results from individual commitments, collaborative work or SPRINTS (e.g. a Report, a completed pilot study, a guideline, etc.). Deliverables have to be specific, measurable, achievable, results-oriented and time-bound. Deliverables will be divided in some cases in a set of activities; these activities will also be time-related and can include “milestones”. Renovation of an Action Plan: the renovation of an Action Plan is a process to plan the work to be carried out in an Action Group by the present members. It does not imply a new call for commitments where new organisations can join the AG or where the existing organisations can propose new commitments.


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Appendix 2. List of contributing partners

Organisation/Consortium partners

Country Specific partners

CORAL United Kingdom Jon Dawson

OFFIS Germany Marco Eichelberg

European Commission EU Ramon San Martin

European Commission EU Peter Wintlev Jensen

PROEIPAHA Spain Evert Jan Hoogerwerf

Stuttgart Media University Germany Gottfried Zimmerman

TRIALOG France Antonio Kung

Tecnalia Spain Carmen Pastor

IHE Europe France Karima Bourquard

Puglia Region Italy L. Milella

Puglia Region Italy Pietro Siciliano

Avisco Netherlands Florian Visser

EAHSA Belgium Jean-Christophe Vanderhaegen

SANTECH France Christophe Lorieux

Vienna University of Technology

Austria Martin Kampel

AAL JP Belgium Karina Marcus

South Denmark European Office

Denmark Allan Nordby Ottesen

Servicios de Teleasistencia Spain Marisa Picornell

Kronikgune Spain Ane Fullaondo

Fraunhofer IGD Germany Reiner Wichert

Consorzio Roma Ricerche Italy Alexandru Serbanati

Rijksuniversiteit Groningen Netherlands Hans Wortmann

Eurescom GmbH Germany Anastasius Gavras

Documents

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