OZ 2011/3

M T 73 ORGANIZACIJA ZNANJA 2011, LETN. 16, ZV. 3 1. A partner who had not created a record (e. g. current date is significantly higher than the deadline of a result) got notified to create the record. 2. Whenever a record in the dissemination scheme is created, project partners get notified. An example of an event relating to the target audiences: 1. A partner having information about a target audience of interest to the dissemination (e. g. an event) creates a record (e. g. in Target audiences – Events). Creating the record triggers notification of partners about the event. Examples of events relating to the communication plan (the communication plan is made machine readable): 1. A partner who had not created or updated a record (e. g. dissemination record created - communication record not created) got notified to create or update the record. 2. When a record in the communication plan is created, partners get invited to participate in preparing the presentation of the result. Requirements that have to be met by the presentation (e. g. the presentation should be prepared in compliance with specific/ common rules, the presentation should reference the project) are a part of the invitation. 3. When the presentation of the result is prepared, the status in the communication record is changed, and the rest of the partners get invited to review and comment on the presentation. 4. After giving/completing the presentation, the status in the communication record is changed, and the partners get notified about any significant feedback. Submission of any data always triggers validation of data, which prevents submission of incomplete and unchecked data. About the events partners do not need to be informed about immediately the messaging system creates journals. A partner gets access to these journals when entering the system. The messaging system creates and maintains a journal of newly created target audiences, a journal of deleted dissemination records, stopped dissemination actions, etc. To assure only relevant messaging each project partner unchecks a preferences form listing all the message types. (Some of the messages cannot be unchecked – e. g. partner deadline violation messages.) Amessaging system, which can be implemented by scripting, checks the dissemination documents regularly. When an event occurs (e. g. a deadline violation), it creates and sends a message. The messaging system is activated also after each event that requires an action (e. g. a partner has created a communication record). The automated messaging diminishes the amount of work. It should, however, be designed with a sense of reality (intuitiveness, politeness, supportiveness – e. g. a partner is unable to create a record due to incomplete information about an event; the system should be supportive in such a situation and should enable the dissemination team to get involved and help resolve the situation) (Mulligan and Mabe, 2011). Dissemination is not a perfect process Not all interests in the project can be served adequately. Such an attempt would result in excessive dissemination efforts. However, a source (e. g. a website) containing all available information about the project and its results can be provided. And based on target audiences feedback, additional dissemination can be initiated if necessary. In this way the target audiences can be served more adequately. The information provided, however, needs to be arranged in such a way to serve a variety of needs. This includes bridging the gap between the background knowledge of target audiences and required knowledge for target audiences to fully benefit from project results (e.g. a glossary, tutorial, answers to frequently asked questions) and also additional topics not covered by the information source content but related to the project results (e. g. by a discussion forum, internet events). This way we can prevent excessive growth in dissemination actions count and assure access to project results for all interesting parties. Dissemination management Management of dissemination activities is seamlessly integrated into them. There is a dissemination scheme, a communication plan, a set of dissemination policies and a set of tools intended to be in support of adequate presentation of the project and its results to target audiences. Each project partner is quite aware of what results it should deliver and when. And it is also aware of target categories that should be informed about the results. This allows us to build a scheme of dissemination actions. The dissemination scheme should be under continual consideration by the project partners in a discussion forum and is filtered through discussions, which enables Maksimiljan Gerkeš: DISSEMINATION OF KNOWLEDGE ...