Data Collection Plan (Deliverable 2.

2) Methodology and plan of the consortium to ensure completion of the questionnaire`s content Cybion Srl MAP-IT! Review Meeting 5 March 2008 - Brussels

Background
D2.2 requested by Reviewers at October Review Meeting
From Consolidated Review Report Develop and issue a new deliverable D2.2 Data Collection Plan, which outlines the methodology and the plan for how the consortium will ensure the completion of the questionnaires content for the relevant organisations, utilising local networks, events, etc. The plan should also identify real contingency planning options, both in general, as well as at the national level, for addressing low response rates of questionnaires

Prepared by Cybion and delivered to EC on 14 December 2007

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Objectives
To outline the methodology, the plan and the follow up activities to ensure the mapping data collection and the completion of the questionnaires content by the target players

To define contingency plan options for addressing the possibility of low response rate to questionnaires
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Data collection Objectives

To collect data from target countries to get:
1. View of the existing situation in the MED targeted countries in terms of industrial players identification and qualification in the area of ICT 2. Clear picture of the research expectations characterising each country in specific ICT areas

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IVEM Methodology

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Data Collection Overview

Players identification
Type of data to be collected

Data collection process

Sending of questionnaires to selected players Follow up activities
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Players identification
Qualitative targets
Industrial MED ICT stakeholders MED players with past experiences, current results and/or future plans in ICT research related to FP7 ICT Workprogramme Multipliers Universities?

Quantitative targets
To identify in all eight countries a minimum of 2.500 IT organisations

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Type of Data to be collected

Data is double-layered
information on organisations such as turnover, areas of activity and size
Can be collected by online research means

information on industrial players current position on the potential for expected future research cooperation
Requires direct, active participation of players (questionnaires, interviews)
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Data collection process

Administrative data collection from on-line sources Upload data on database Send questionnaire to companies Follow up activities

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Type of Data to be collected from:

on-line sources (databases):
administrative data (name, address, sector) research related information (projects participation, patents filed, existing collaborations with universities/research centres);

off-line sources (questionnaires and interviews if necessary):

detailed research competencies previous research cooperation with EC players research needs.
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Upload data to MAP-IT! database

Partners insert MED organisations into database via their personal access to MAP-IT! DB Each partner given data access solely corresponding to its responsible MED country
ITIDA: Egypt USMBA: Morocco CYBION / Cabinet Plus Formation: Tunisia UNESCO: Lebanon and Syria INNOVA: Palestinian Authority and Jordan EUROQUALITY: Algeria

Manual insertion or group export of data allowed

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Upload data to MAP-IT! database Partners have permission to view, edit and delete (if necessary) data records Cybion serves as database administrator and provides data entry support to partners when needed

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Questionnaires sending to players

Reasons for using questionnaire in mapping exercise
Gaps identified are to be bridged by sending questionnaire Need to listen to MED ICT players ideas and expectations regarding envisaged research activities or future collaboration plans with European players
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Questionnaires sending to players

On-line distribution

Entire completion process can be followed from the back end analysing how many questionnaires have been completed and how many are still in the ongoing completion process

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Questionnaires sending to players

Questionnaires follow format detailed in D1.4 Promoted to MED industrial stakeholders:
Personal visits Sent by mail or fax E-mail invitations with personal login/password to complete on-line Accessible via the public MAP-IT! website At Awareness Workshops and relevant events

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Questionnaires sending to players

On-line distribution
Sent automatically starting from initial stakeholders contacts gathered by Consortium members and inserted into MAP-IT! database All MED organisations sent e-mail (from info@mapit-med.eu) with personal access (login / pass) to questionnaire with options:
to fill it in online immediately to access it later to start completing the questionnaire and return at another time to finish the entire process
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Questionnaires sending to players

On-line distribution

http://www.map-it-med.eu/questionnaire

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Questionnaires sending to players

Promoted at events
Promoted at awareness, dissemination and training events organised by the Consortium in the target countries in addition to external events where partners participate in the course of the project The events that have been identified up to now are:
Event in Palestinian Authority organised by Innova (28th Jan 2008) Event in Jordan organised by Innova (27th Feb) Event in Egypt organised by ITIDA (TBD)
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Questionnaires sending to players

Access to questionnaire online

Registration page created MED organisation requests to access questionnaire E-mail sent to administrator (CYBION) with request info + brief profile info Cybion sends login/password to organisation that allows it to immediately access questionnaire
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Data Collection Methodology

Players identification Data collection on identified players Upload information MAP-IT! database Data screening and filtering of players Sending of questionnaires to selected players Follow up activities
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Follow up activities
Phone calls Personal visits Further distribution at events Follow-up e-mails from partners Assisted completion over the phone On-line tool on partners websites Lead the players to essential sections of the questionnaire
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MAP-IT! 1st Periodic Review

Follow up activities
Second dispatch of restricted questionnaire
Interactive Help/support function Events participation Focus on large companies Visibility incentive at future events

Link placement on partners websites

Search engine optimisation Involve intermediary organisations
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Follow up actions
2nd email
Follow up phone-calls to recipients: to aim at obtaining from the respondents at least the answers concerning the research priorities Reminder e-mails to first thank the organisation for having initiated the questionnaire filling-in process to propose the link to the complete questionnaire or a direct entrance to the research priorities section (Section B) allowing the companies to complete only company name, sector and research priorities
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Follow up actions Participation to local events

Distribution of part A of the questionnaire
Follow up phone calls to complete the questionnaire

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Follow up actions
Search engine optimsation
Optimising the MAP-IT! questionnaire webpage using SEO techniques to maximise visibility Improve the structure and keyword density of webpage to have more success with visitors finding questionnaire via search engines

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Follow up actions
Link presence on partners websites
To increase visibility and facilitate access to the questionnaire Assists MED players learn about questionnaire especially on MED partner websites (i.e: ITIDA, USMBA) ITIDA on-line tool

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Contingency Planning
To address the case of low response rate of questionnaires
To ensure complete compilation of questionnaire to gather needed data for mapping exercise To define secondary plans that could make up for fewer results
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Contingency Planning
Organisation of dedicated restricted workshops at national level between major research players Agreements with sectorial portals to diffuse the link to the questionnaire on other populated webpages Motivation to participate: companies that accept to answer to the questionnaire could be offered a free consultancy on research proposal idea to be submitted under 7th FP in ICT domain.

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Contingency Planning
Dedicated restricted workshops at national level between major research players
Major research players could be invited to discuss research priority areas among representatives of different ICT research areas Grouping of players from same ICT field is considered an option to save time and resources These workshops will be organised with the support of local partners and the participation of national information points and other intermediary organisations that are in contact with the consortium partners

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Contingency Planning
Agreements with sectorial portals to diffuse the link to the questionnaire on other populated webpages
MED ICT portals EU-MED initiative websites MED-IST

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Contingency Planning
Added motivation to participate
MED organisations that accept to answer to the questionnaire will be offered a free consultancy on research proposal idea to be submitted under 7th FP in ICT domain Only applicable for those that fill out complete questionnaire Could encourage MED stakeholders (especially SMEs) since this is a major request from experiences at workshops

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Contingency Planning
CHECK POINTS

When: End of March to check questionnaire completion status

Why: individual country decisions based on preidentified criteria

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THANK YOU!

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D1.3 - Objectives and plans for involvement of Working Groups and Expert Panels ITIDA Task leader

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