THE METHODOLOGY: STATUS AND OBJECTIVES THE PILOT PROJECT B

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2 Contents The methodology: status and objectives 3 The pilot project B 3 Definition of the overall matrix 4 The starting phases: setting up the framework for the pilot project 4 1) Constitution of the local Task Force 4 3) Meeting of data producers 5 4) Identification of themes 5 Implementation of the pilot project: the workshops 6 Time Schedule and deliverables 7 Annexe 1: Methodology for the development of the sub-themes 8 1) Rocket 1: Answering to a specific need of inhabitants 8 2) Rocket 2: Participating to/ creating a project or policy 9 3) Rocket 3: Co-designing a tool for innovation 10 Annex 2: Requirements for deliverables of the Pilot Project B 11 THE METHODOLOGY: STATUS AND OBJECTIVES The methodology is a set of guidelines provided by the AVITEM (firstly Mediterranean Institute) and the FING to all the partners in charge of implementing the pilot in their territories (and other partners who would like to do so): Sewerage Board of Limassol (SBLA) in Cyprus Geodetic Institute of Slovenia Local Council Association in Malta Sociedad de Desarrollo Medioambiental de Aragon (SODEMASA) in Spain Provence-Alpes-Côte d Azur Region in France This methodology aims to give a common framework and methodological advice to the partners to implement the pilot and draw up transnational conclusions useful for the project purpose. The partners will have to demonstrate the results of their pilot through the deliverables as mentioned in the application form. The methodology is common to all the partners. Nevertheless, partners have neither the same needs, nor the same experience of open data and citizens participation. Therefore, flexibility is given to the implementation of this methodology is order to permit each territory to adapt it to its own needs, choices and expectations. Also, for those partners who would like to benefit from additional support from the AVITEM and the FING, this methodology can be completed by closer accompaniment and monitoring. THE PILOT PROJECT B While open data movement is emerging or starts to develop through the opening of public sector information, and while it is usually considered as a great step towards creating more transparency putting public authorities under the scrutiny of citizens - the actual potential participation of citizens to this movement is still underdeveloped and needs to be further analysed. At the moment, actually, above the means of pressure for more accountability from political representatives and civil servants that transparency can constitute, citizens have been mainly envisaged as possible contributors to web applications created from open data. As apps require IT knowledge, these citizens are most of the time geeks, developers or designers, usually involved in this process through hackatons. Now, one of the ideas of HOMER project initiators was that open data could also open new possibilities for citizens to participate to the public sphere. That is why the pilot project B has been proposed and conceived as a way to investigate and experiment on how the great majority of people, thanks to open data, can bring their contribution to improve quality of life in their territory. Above this general objective stimulating citizens participation to the public sphere pilot project B aims to reach the following specific objectives: Raising awareness on open data opportunities for citizens Evaluating the demand for open data on specific projects or policies (both public and community) Enhancing citizens creativity and taking advantage of it for creating innovative initiatives Stimulating the re-use of HOMER datasets in the Mediterranean Creating new applications, tools and services. 2 HOMER METHODOLOGY PILOT B HOMER METHODOLOGY PILOT B 3

3 DEFINITION OF THE OVERALL MATRIX Before starting the implementation of the pilot, each partner can try to answer to the following questions, even though answers are not definitive and can evolve during the first phases of the project. 1. What is the nature of the policy tool do we want citizens to participate? What do we want citizens to work on (project, policy, service, tool, etc.)? 2. What do we want to achieve at the end of the pilot? What are the outputs and results we want to have produced? 3. In which field do we want to implement the pilot (transport, tourism, urban renewal, etc.)? The topic of the pilot project has to be in line with the partner institutional strategy and mission and useful for the future development of his activities. The selection of this topic will allow to define the scope of the Task Force and map the key actors to be involved in this Task Force. The exact formulation of the general theme(s) of the creative workshops will be discussed and agreed with the Task Force. The work implemented within the pilot B should be published on line (on a blog for example) all along its development in order to communicate on the work done and welcome possible new interested persons (notably in the creative workshops). THE STARTING PHASES: SETTING UP THE FRAMEWORK FOR THE PILOT PROJECT 1) Constitution of the local Task Force Each partner identifies and contacts the target persons who will constitute the local Task Force on his territory. These resource persons will: identify the people who will participate to the pilot project, notably the workshops; comment the themes and issues presented either by the partner or the participants to the workshops; provide with ideas, contacts, etc. These resource persons are not necessarily experts of open data, but people working on innovation related issues and with a very good knowledge of the territory: in particular data producers and heads of networks, but also consultants, students, innovative industrials, associations, etc. It is very important that participants come from diverse origins in order to enrich the overall input of the Task Force. The local Task Force should not be too numerous: about 10 people. 2) Organisation of an open data awareness event Each partner has the possibility to organise an event to raise awareness and provide general information about open data. Nevertheless, as some partners have already organised such open data related events, they are free to make it or not: potential participants to the creative workshops should not be exhausted with an additional event! This event should not last too long (2-3 hours at the end of the day). It could consist in: presentation of the open data and issues at stake presentation of the HOMER pilot workshops recruitment of participants to the workshops The partner and the local Task Force should target precisely the people to be invited to the event in order to ensure a balance between competences, skills, interests, in the audience. Publicity could be done on the partner website, provided that the announcement requires to contact the partner. 3) Meeting of data producers A data census is performed in each territory in order to assess the data availability and base the pilot on reliable data information. To begin with this census, each partner organises a meeting gathering data producers: local public actors, but also communities (such as OpenStreetMap) and private organisations (non-profit associations, enterprises, etc.). This meeting is an opportunity for the participants to discuss on which data they can open and provide. Participants are selected by the partner in collaboration with the local Task Force according to the general themes selected. Eg. If one of the general themes selected is related to transportation, participants should include transport department of local authorities, transport companies, bicycle associations, etc. The meeting gathers around 20 participants. The data census will permit to understand which datasets exist. After the census, the partner should deliver one page, published on-line, including: a list of datasets a description of 3 to 5 lines on each dataset the theme corresponding to each dataset 4) Identification of themes Each partner, in collaboration with the Task Force, identifies one or two general themes for his pilot. In every general theme, problem oriented sub-themes are identified and listed. Everyone corresponds to one of the three rockets described in Annex 1. These themes and sub-themes will be presented in the first creative workshop (see below) and participants will decide which topics they would like to work on. 4 HOMER METHODOLOGY PILOT B HOMER METHODOLOGY PILOT B 5

4 TIME SCHEDULE AND DELIVERABLES Indicative time schedule Date Activities Deliverables (in each territory) September 2012 Constitution of the local Task Force 1 local Task Force September/ October 2012 Organisation of an open data awareness event (if needed) Not required in the Application Form October 2012 Meeting of data producers 1 working meeting Minutes End 2012/ early 2013 Realisation of the data census 1 data census End 2012/ early 2013 Identification of themes Not required in the Application Form At the end of the starting phases, the pilot project has at its disposal: A local Task Force During the 1st half of 2013, with an interval of 1,5 month between each workshop 3 creative workshops 1 local creative workshop according to the Application Form, but more will be needed A data census A list of general themes and sub-themes A list of potential participants to the creative workshops 2013 Production of usage scenarios and prototypes 1 usage scenario or prototype according to the Application Form, but it is highly recommended to produce more IMPLEMENTATION OF THE PILOT PROJECT: THE WORKSHOPS June 2013 Presentation of the first productions in the international conference in Marseilles Not required in the Application Form but highly recommended Three creative workshops are planned for the first level of activities: the elaboration of usage scenarios/ visions. For the next levels, work can probably be performed remotely. How to attract participants? Working with professionals with diverse background, on very innovative creation, is a big incentive and stimulus for people interested in these issues. In each workshop, participants are divided in groups of about 6-7 people, who work on different themes. In the first creative workshop, themes and sub-themes which have been selected (in the first phase, see above) are presented. Participants decide which topics they would like to work on. In case the theme or at least the sub-theme they would like to work on is not present in the list, the partner can decide to accept or not this new topic. If too many participants decide to work on the same theme, they can be divided into several groups. A group can work on several usage scenarios at the same time; then only the best ones will be kept. The difference between the three rockets (see Annex 1) should not necessarily be done formally at the beginning of the workshop. Animation is very important for the success of the workshops. End 2013 Presentation of the productions 1 presentation event 6 HOMER METHODOLOGY PILOT B HOMER METHODOLOGY PILOT B 7

5 ANNEXE 1: METHODOLOGY FOR THE DEVELOPMENT OF THE SUB-THEMES The sub-themes developed in the pilot project can have different purposes. Each partner should have in mind these different kinds of opportunities, as they correspond to different objectives and results. In general, subthemes can be developed towards three directions, which have been called rockets in reference to their composition and the direction they follow. The first rocket is oriented towards a problem for inhabitants The second rocket is oriented towards a project/ a policy The third rocket is oriented towards the conception of a tool/ space for innovation/ creation Each rocket is divided in three levels, corresponding to the pilot different steps of progress. The partner can reach one of the three different levels and stop before reaching the third level, which is the most advanced step he can reach. Of course the higher the partner goes, the better it is. At the end of each level, a certain amount of deliverables is achieved. At the beginning of the next level, a selection between them is done in order to work on the most relevant and interesting ones. Thus: the first step will produce 10 usage scenarios/ visions; the second step will select 4 usage scenarios/ visions to produce 4 cahiers des charges (requirements) based on these 4 usage scenarios/ visions selected; the third step will select 2 cahiers des charges to produce 2 prototypes based on these 2 cahiers des charges selected. These numbers are given for a general guidance, but each partner can adapt them to his own needs. Whatever the chosen rocket is, the creative process is based on what open data can bring, and users are involved in the co-design process to respond to concrete needs. Users can be mediators, users representatives or real people. 1) Rocket 1: Answering to a specific need of inhabitants This first axis starts from the identification of a problem/ a need/ an expectation from inhabitants. The pilot will then try to respond to this need by creating services or usages permitted by open data. 1st level: Identification of visions/ Creation of usage scenarios Usage scenarios are co-built with inhabitants, who tell their vision and what they would like to do for an identified subject. These scenarios are based on reality as they are in connection with existing data. 2nd level: Elaboration of the requirements/ Cahier des charges Requirements are the description of the ingredients required to reach the usage scenario which has been defined in the first level. 3rd level: Creation of the functional prototype This last step is the concretisation of all the work implemented within the pilot, as it consists in creating the service responding to the needs, scenarios, and requirements defined in the previous steps. Example of Rocket 1: A problem of high traffic within a city centre has been identified, causing damages in terms of noise, pollution, safety, waste of time for the inhabitants of the area and visitors. The pilot project will try to find solutions to rethink soft mobility in the city centre. 1st level: starting from the available data (number of each transport mode cars, collective transport, soft vehicles - circulating in the area per day, number of accidents, rates of gas emission, average time to cover a certain distance, etc.), the group involved in the pilot project defines the objectives he would like to be reached (eg. a certain percentage of travels in bicycle) and the vision he has for the area (eg. real network of bicycle lanes, bike share systems, secure bicycle parking, intermodal stations, screens in the streets or application on smart phones displaying information comparing the time/ cost to reach a certain point using different kinds of vehicles). Once this usage scenario is achieved, the pilot can decide to stop here (if there is not enough time left, for example) or proceed with the second step. 2nd level: the pilot project group defines what is needed to make this usage scenario real: legal authorisations, involvement of the different stakeholders such as local authorities or transport organisations, communication campaigns towards inhabitants, etc. The, the pilot can decide to stop here or proceed with the third step. 3rd level: thanks to the work implemented in the previous steps, the service (eg. secure bicycle parking in intermodal stations) is created. 2) Rocket 2: Participating to/ creating a project or policy This second axis starts from the choice of a project or a policy, existing or not. The pilot will then try to enable inhabitants to co-design the project/ policy thanks to the data. 1st level: Identification of visions for the project/ policy The first step consists in identifying what data can bring: how can the selected project be improved by data input? Visions of the project improved thanks to data are developed, in co-construction with inhabitants. 2nd level: Elaboration of the requirements/ Cahier des charges Requirements are the census and description of the ingredients required to implement the vision which has been defined in the first level. 3rd level: Concretisation of one of the visions produced This last step is the concretisation of all the work implemented within the pilot, as it consists in implementing the project or policy as it as been defined in the previous steps. It requires a partnership and agreement with the stakeholders in charge of the project (public administrations ). Example of Rocket 2: The Municipality has started to think a project of brownfield transformation into a vast cultural centre. The pilot project will try to improve this project by the input of data. 1st level: data likely to bring an added value to improve the project are identified. Eg. the number of visitors of the different cultural sites in the area and surroundings would permit to evaluate populations needs or deficits in cultural sites; the number of amateur music groups would permit to assess if the tools (rooms ) put at disposal are sufficient to promote cultural vitality and creativeness. The collection and analysis of this kind of data will permit to better define population s needs, estimated employment generated, etc. and adapt the tools provided by the new cultural centre, such as rooms allowing artists to have a workspace, rooms for exhibitions or concert halls, etc. One of the difficulties encountered by the pilot here is to have access to the relevant data. At the end of this level, the pilot can decide to stop here (if there is not enough time left, for example) or proceed with the second step. 2nd level: the pilot project group defines what is needed to implement this new vision of the project: involvement of the different stakeholders, in particular here the Municipality implementing the reconversion of the brownfield, evaluation of the space needed, etc. Then, the pilot can decide to stop here or proceed with the third step. 3rd level: thanks to the work implemented in the previous steps, the cultural centre is created. 8 HOMER METHODOLOGY PILOT B HOMER METHODOLOGY PILOT B 9

6 3) Rocket 3: Co-designing a tool for innovation This third axis aims to create a system, a tool or a space that people would use to design innovative initiatives. These initiatives would start from data that they would transform into useful information. This system/ tool/ space would then help developers and others to find inspiration. 1st level: Identification of visions for the tool for innovation In the first step, needs and objectives of the tool are identified. According to these, the nature of the tool is determined, as well as its usages, in co-construction with inhabitants. This tool will permit to develop initiatives around open data. 2nd level: Elaboration of the requirements/ Cahier des charges Requirements are the census and description of the ingredients required to implement the vision which has been defined in the first level. 3rd level: Creation of the tool/ opening of the space This last step is the concretisation of all the work implemented within the pilot, as it consists in creating the system, tool or space which has been defined in the previous steps. Example of Rocket 3: The need for a methodological kit allowing developers, designers, start-ups, citizens, etc., to use a replicable method in order to exploit opportunities offered by open data has been identified. 1st level: objectives of the methodological kit are defined: it will aim to implement actions dedicated to re-use, analysis and share of open data in the framework of a citizen participation initiative, public debate, etc. This methodological kit will be replicable. At the end of this level, the pilot can decide to stop here (if there is not enough time left, for example) or proceed with the second step. 2nd level: the pilot project group defines what is needed to create the methodological kit, according to its content, which can be workshops, exhibitions on data, consultations on data... The needed ingredients therefore can be spaces, material, persons specialized in data, etc. Then, the pilot can decide to stop here or proceed with the third step. 3rd level: thanks to the work implemented in the previous steps, the methodological kit is created. ANNEX 2: REQUIREMENTS FOR DELIVERABLES OF THE PILOT PROJECT B Partners implementing the pilot project B in their territory must provide with deliverables as requested in the Application Form. These deliverables are the following: 1 Local Task Force 1 Data Census 1 Creative local workshop (can be more) 1 Scenario/prototype (can be more) These deliverables are compulsory and have to contain minimal requirements, which are listed below. Other activities can be useful for the good implementation of the project, but documents related to them do not need to follow a particular template. E.g. Open Data awareness event, Meeting of data producers, Presentation of Scenario/prototypes at local level, Presentation in the final conference in Turin, etc. Communication: Partners should also provide a specific document in order to diffuse activities related to the pilot outside HOMER: please provide with a short text (a half page) explaining the concept of the pilot B activities (in particular the creative workshops) that you implement on your territory. Use a clear and communicative language, as this text will be published on HOMER website. Also provide with photos and any material which could be used for the communication. The detailed description of activities related to each deliverable has been provided within the Pilot B Methodology of implementation dated from the 4th of July Minimal requirements for each deliverable: All the deliverables should respect EU communication rules (cf. logos), and should be preferably in English. Local Task Force The deliverable should be a list including: name of the person name of the institution to which he belongs contact details if relevant, role in the pilot Data Census The deliverable is one or two pages including: a list of datasets a description of 3 to 5 lines on each dataset the theme corresponding to each dataset 10 HOMER METHODOLOGY PILOT B HOMER METHODOLOGY PILOT B 11

7 Creative local workshop The deliverable, as any other event, includes at least: an agenda minutes a list of participants with signatures some photos If not included in the agenda or the minutes, it would be good to have a short text explaining the concept of the workshop, the aim and the methodology. Scenario or prototype As explained in the Pilot B Methodology of implementation, several kinds of scenarios and prototypes are possible: 1) Usage scenario: tells the vision of inhabitants, what they would like to do for an identified subject. 2) Identification of visions for a project/ policy: visions of the project improved thanks to data, in co-construction with inhabitants. 3) Identification of visions for a tool for innovaion: nature and usages of the tool, in co-construction with inhabitants. In the 3 cases, the deliverable is a document including at least: title what is the need objectives to reach what are the existing data which can help reach these objectives (short summary of the data census) beneficiaries description of the vision option: requirements/what action/what ingredients are needed to implement this scenario The prototype is the creation of the service, or the implementation of the project, or the creation of the tool for innovation, which responds to the needs, scenarios and requirements defined in the previous steps. 12 HOMER METHODOLOGY PILOT B