Executive Summary  6

1 Introduction  7

2 Data summary  8

2.1 Purpose of data collection/generation in SENET  8

2.1.1 Data collection/generation in WP1  8

2.1.2 Data collection/generation in WP2  9

2.1.3 Data collection/generation in WP4  10

3 FAIR data principles  11

3.1 Making data findable (including provisions for metadata)  11

3.2 Making data openly accessible  11

3.2.1 Deposition in an open access repository  11

3.2.2 Methods or software tools needed to access the data  13

3.2.3 Restriction on use  13

3.2.4 Data Access Committee  13

3.2.5 Ascertainment of the identity of the person accessing the data  13

3.3 Making data interoperable  13

3.3.1 Interoperability  13

3.3.2 Standards or methodologies  13

3.3.3 Standard vocabularies and mapping to more commonly used ontologies  13

3.4 Increase data re-use  14

3.4.1 Data licenses  14

3.4.2 Date of data availability  14

3.4.3 Usability by third parties after the end of the project  14

3.4.4 Data quality assurance processes  14

4 Allocation of resources, data security and ethical aspects  14

4.1 Costs for making SENET data FAIR  14

4.2 Responsibility for data management  14

4.3 Data security  15

4.4 Ethical aspects  15

4.5 Other issues  15

5\. Conclusion and further development of the DMP  16
#  Executive Summary

This document represents deliverable 4.5 (D4.5) – the initial version of the
Data Management Plan (DMP) – elaborated in the framework of SENET. It has been
implemented by the project coordinator Steinbeis 2i GmbH (S2i) and has been
written as part of work package (WP) 4 – Impact maximisation: communication,
dissemination and exploitation.

During the lifetime of SENET, several activities, such as surveys, interviews
and Expert Group meetings, will involve the collection, processing and/or
generation of data, in order to obtain meaningful insights which will feed
back into the project. In this context, this initial version of the DMP
describes the data management procedures for all data to be collected,
processed and/or generated in the framework of SENET in line with the
Guidelines on FAIR Data Management in Horizon 2020  1  .

The DMP is intended to be a living document to which more detailed information
can be added through updates as the implementation of the project progresses
and when significant changes occur. The DMP will be updated at least twice
during the project’s lifetime – before the periodic review in month 18 and the
final review in month 30. Further updates to e.g. include new data, changes in
the consortium policies or composition may be implemented on an ad hoc basis.
The revision history (see page 3) and version number clearly indicate who has
implemented the changes and when.

_The terms and provisions of the EU Grant Agreement (and its annexes) and the
SENET Consortium Agreement will prevail in the event of any inconsistencies
with recommendations and guidelines defined in this deliverable D4.5._

#  1 Introduction

The SENET project participates to the Open Research Data Pilot (ORDP) which
aims to improve and maximise access to and re-use of research data generated
by Horizon 2020 projects. A DMP is required for all projects participating in
this pilot. The ORDP applies primarily to the data needed to validate the
results presented in scientific publications. Other data can also be provided
by the beneficiaries on a voluntary basis.

The DMP is a key element of good data management. It describes the data
management procedures for the data to be collected, processed and/or generated
by a Horizon 2020 project in line with the Guidelines on FAIR Data Management
2  .

In order to make research data findable, accessible, interoperable and re-
usable (FAIR), a DMP should include information on:

  * the handling of research data during and after the end of the project, 

  

  * what kinds of data will be collected, processed and/or generated, 

  

  * which methodology and standards will be applied, 

  

  * whether data will be shared/made openly accessible and 

  

  * how data will be curated and preserved (including after the end of the project). 

  

The SENET DMP will therefore help to:

  * sensitise project partners for data management, 

  

  * describe the project specific data management procedures, 

  

  * assure continuity in data usage if project staff leave and new staff join, 

  

  * easily find project data when partners need to access it, 

  

  * avoid unnecessary duplication e.g. re-collection or re-working of data, 

  

  * keep data updated, 

  

  * make project results more visible. 

  

This document presents the initial version of the DMP, delivered in month 6 of
the project. The DMP is intended to be a living document to which more
detailed information can be added through updates as the implementation of the
project progresses and when significant changes occur. The DMP will be updated
at least twice during the project’s lifetime – before the periodic review in
month 18 and the final review in month 30. Further updates to e.g. include new
data, changes in the consortium policies or composition may be implemented on
an ad hoc basis. The revision history (see page 3) and version number clearly
indicate who has implemented the changes and when. The next versions of the
DMP will go into more detail and describe the practical data management
procedures implemented by the

SENET partners.

#  2 Data summary

The following section describes the overall purpose of data
collection/generation, the types and formats of data generated and collected
throughout the project, the re-use of existing data and the data origin, the
expected size of data as well as data utility on WP level. A detailed list of
all data and their respective format to be made accessible by an open access
repository is included in section 3.2. The following section concentrates on
WPs 1, 2 and 4 since WPs 3, 5 and 6 only comprise confidential data.

##  2.1 Purpose of data collection/generation in SENET

The SENET project has three specific objectives. It aims to

  1. identify health research and innovation challenges of common interest between the EU and China. 

  

  2. create a sustainable health networking and knowledge hub which facilitates favourable conditions for a dialogue between Chinese and EU research and innovation entities. 

  

  3. implement collaborative health research and innovation initiatives between the EU and China. 

  

  

To this purpose, SENET collects and generates data for internal use and
further processing by the SENET project partners such as surveys, interview
transcripts, reports, plans, and focus group documentations (i.e. SENET Expert
Groups) as well as data that will be made accessible for external users such
as the project deliverables and communication and dissemination materials.

Being a Coordination and Support Action (CSA), SENET does not generate typical
research data. Analyses generated during the project’s lifetime will be made
accessible on a voluntary basis (if applicable and according to data
protection/ethical requirements).

###  2.1.1 Data collection/generation in WP1

The data generated in WP1 support the assessment of strategic health
priorities and the health research and innovation landscape in Europe and
China. The data will be generated via an online survey, (telephone) interviews
and desk research.

_Table 1: Data collection in WP1_  
  
<table>  
<tr>  
<th>

Purpose of data collection/generation

</th> </tr>  
<tr>  
<td>

Elaboration of deliverables:

  * D1.1 Scoping paper: Review on health research and innovation priorities in Europe and China 

  

  * D1.2 Map of major funding agencies and stakeholders in Europe and China 

  

  * D1.3 Guide for health researchers from Europe and China through the funding landscape 

  

  * D1.4 Strategy paper: Towards closer EU-China health research and innovation collaboration 

  

</td> </tr>  
<tr>  
<td>

Types and formats

</td> </tr>  
<tr>  
<td>

  * Deliverables – Format: .docx, .pdf 

  

  * Online survey results – Format: .xlxs 

  

  * Telephone interviews transcripts – Format: .docx/.pdf 

  

  * Desk research – Format: .docx, .pdf, .html 

  

</td> </tr>  
<tr>  
<td>

Re-use of existing data

</td> </tr>  
<tr>  
<td>

Evidence from the literature (e.g. policy documents, agreements, grey
literature, academic studies) collected through desk research (see reference
lists in deliverables)

</td> </tr>  
<tr>  
<td>

Data origin

</td> </tr>  
<tr>  
<td>

  * Primary data (online survey, interviews) 

  

  * Data from the literature 

  

</td> </tr>  
<tr>  
<td>

Expected size

</td> </tr>  
<tr>  
<td>

Not yet known.

</td> </tr>  
<tr>  
<td>

Data utility

</td> </tr>  
<tr>  
<td>

The raw data (interview transcripts, survey results) generated in WP1 will not
be made openly accessible. These data will be useful for the SENET partners to
prepare the deliverables. The deliverables from WP1 will feed into the Expert
Group consultations in WP2. They may also be useful for other researchers /
consultants and policy makers.

</td> </tr> </table>

###  2.1.2 Data collection/generation in WP2

WP2 aims to develop a sustainable network between the EU and China to
facilitate a constant dialogue on addressing common health research and
innovation challenges and facilitating the identification of relevant topics
in healthcare. The data generated in WP2 comes from the SENET Expert Group
meetings / consultations.

_Table 2: Data collection in WP2_  
  
<table>  
<tr>  
<th>

Purpose of data collection/generation

</th> </tr>  
<tr>  
<td>

  * Elaboration of deliverables: 

  

o D2.1 Modus operandi – Operational manual for the meetings o D2.2 Initial
roadmap for enhancing EU-China health research and innovation collaboration o
D2.3 Strategic recommendations for health research and innovation
collaborations o D2.4 Consolidated action plan for research and innovation
priorities in health

  * Planning / execution of Expert Group meetings 

  

</td> </tr>  
<tr>  
<td>

Types and formats

</td> </tr>  
<tr>  
<td>

  * Deliverables – Format: .docx, .pdf 

  

  * Stakeholder list – Format: .xlsx 

  

  * Event calendar – Format: .xlsx 

  

  * Expert Group meeting protocols/minutes – Format: .docx, .pdf 

  

</td> </tr>  
<tr>  
<td>

Re-use of existing data

</td> </tr>  
<tr>  
<td>

WP2 will re-use data from WP1.

</td> </tr>  
<tr>  
<td>

Data origin

</td> </tr>  
<tr>  
<td>

  * SENET project and consortium 

  

  * Desk research (event calendar) 

  

  * Primary data (Expert Group meeting protocols/minutes) 

  

</td> </tr>  
<tr>  
<td>

Expected size

</td> </tr>  
<tr>  
<td>

Not yet known.

</td> </tr>  
<tr>  
<td>

Data utility

</td> </tr>  
<tr>  
<td>

The raw/sensitive data (stakeholder list, protocols/minutes) generated in WP2
will not be made openly accessible. These data will be useful for the SENET
partners to prepare the Expert Group meetings and deliverables. The
deliverables from WP2 may be useful for other researchers / consultants,
policy makers, funding and health authorities, programme owners and managers.

</td> </tr> </table>

###  2.1.3 Data collection/generation in WP4

WP4 delivers the formal structure and processes for the effective
communication and dissemination of project results. It thereby produces a wide
range of data in the form of online and printed communication materials such
as the website, newsletters, social media contributions, press releases and
flyers. The dissemination activities are described in D4.1 “Communication and
dissemination plan and material developed” and monitored in D4.4
“Communication and dissemination action report”.

_Table 3: Data collection in WP4_  
  
<table>  
<tr>  
<th>

Purpose of data collection/generation

</th> </tr>  
<tr>  
<td>

  * Elaboration of deliverables: 

  

o D4.1 Communication and dissemination plan and material developed o D4.2
Launch of SENET website / mobile app and report on functionalities o D4.3
Exploitation plan o D4.4 Communication and dissemination action report o D4.5
Data Management Plan

  * Dissemination and communication materials 

  

</td> </tr>  
<tr>  
<td>

Types and formats

</td> </tr>  
<tr>  
<td>

  * Deliverables – Format: .docx, .pdf 

  

  * Presentations – Format: .pptx, .pdf 

  

  * Business card, flyer – Format: .docx, .pdf, printed 

  

  * Newsletters, press releases, other publications – Format: .docx, .pdf 

  

  * Project website – Format: .html 

  

  * Contact data of newsletter subscribers – Format: .csv 

  

  * Communication and dissemination monitoring – Format: .xlsx 

  

  * Social media analysis – Format: .csv 

  

  * Website analysis – Format: .xlsx, .pdf, .csv 

  

</td> </tr>  
<tr>  
<td>

Re-use of existing data

</td> </tr>  
<tr>  
<td>

Data from other WPs will be re-used in WP4 (e.g. information for newsletters
from WP1 deliverables).

</td> </tr>  
<tr>  
<td>

Data origin

</td> </tr>  
<tr>  
<td>

SENET project

</td> </tr>  
<tr>  
<td>

Expected size

</td> </tr>  
<tr>  
<td>

Not yet known.

</td> </tr>  
<tr>  
<td>

Data utility

</td> </tr>  
<tr>  
<td>

The dissemination and communication materials developed in WP4 will be useful
to increase the project visibility and to inform stakeholders about the
project. The confidential data (some of the deliverables, contact data, etc.)
will be useful for the project partners.

</td> </tr> </table>

#  3 FAIR data principles

##  3.1 Making data findable (including provisions for metadata)

SENET data are currently not discoverable with metadata. Metadata may be
created after the project’s end for specific deliverables that will be
considered as “worthy” to be identified. Descriptive and administrative
metadata will be created, cataloguing the project data after the end of the
project.

Where applicable, data produced are identifiable and locatable by means of
search keywords.

In order to facilitate easy referencing of the data, a standard naming and
versioning convention will be employed, as follows:

_Project name + item name + version number_

1) Example for deliverables:

SENET_Dx.x_shorttitle_vx.x.docx (or .pdf) 2) Example for documents at task
level:

SENET_Taskx.x_shorttitle_vx.x.docx (or .pdf, .pptx, etc.)

3) Example for documents not being assignable to a specific task or
deliverable: SENET_WPx_shorttitle_vx.x.docx

##  3.2 Making data openly accessible

###  3.2.1 Deposition in an open access repository

All SENET deliverables classified as “public” and other significant data such
as communication and dissemination materials are made openly accessible via
the SENET project website. The following table summarises these SENET’s
deliverables and other data.

_Table 4: Openly accessible data in SENET_  
  
<table>  
<tr>  
<th>

Dataset

</th>  
<th>

Dissemination

level

</th>  
<th>

Format

</th>  
<th>

Repository

</th> </tr>  
<tr>  
<td>

WP1

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

D1.1 Scoping paper: Review on health research and innovation priorities in
Europe and China

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

D1.2 Map of major funding agencies and stakeholders in Europe and China

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

D1.3 Guide for health researchers from Europe and China through the funding
landscape

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

D1.4 Strategy paper: Towards closer EU-China health research and innovation
collaboration

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

WP2

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

D2.2 Initial roadmap for enhancing EU-China health research and innovation
collaboration

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

D2.3 Strategic recommendations for health research and innovation
collaborations

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

D2.4 Consolidated action plan for research and innovation priorities in health

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

WP4

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

D4.5 Data Management Plan

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

SENET website

</td>  
<td>

Public

</td>  
<td>

HTML

</td>  
<td>

Openly accessible via world wide web

</td> </tr>  
<tr>  
<td>

SENET business card

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website (and print)

</td> </tr>  
<tr>  
<td>

SENET flyer

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website (and print)

</td> </tr>  
<tr>  
<td>

SENET press releases

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr>  
<tr>  
<td>

SENET newsletters

</td>  
<td>

Public

</td>  
<td>

PDF

</td>  
<td>

Shared via SENET website

</td> </tr> </table>

Data containing personal information (e.g. name, email address, etc.) of
individuals is considered confidential under the General Data Protection
Regulations (GDPR) and cannot be made openly accessible. This refers in
particular to:

  * Transcripts / audio files from interviews (in order to guarantee that personal opinions cannot be linked to a specific individual). 

  

  * Individual results of the online stakeholder survey (as it was guaranteed that the survey was completely anonymous and that the results will be only used for the SENET project). 

  

  * Protocols/minutes SENET Expert Groups as (in order to guarantee that personal opinions cannot be linked to a specific individual). 

  

  * Files containing contact information such as the stakeholder list or newsletter contact list (due to GDPR). 

  

In case a data cannot be shared, the reasons for this will be mentioned in
further versions of the DMP (e.g. ethics, personal data, intellectual
property, privacy-related, security-related). In principle, data sharing and
re-use policies will comply with the privacy and ethics guidelines of the
SENET project. Consent will be requested from all external participants to
allow data to be shared and re-used. All sensitive data will be anonymised
before sharing.

###  3.2.2 Methods or software tools needed to access the data

No specific software tools are needed to access SENET data. Common software
such as Microsoft Word, Excel, PowerPoint and Adobe Acrobat Reader or an
alternative Open Office software are sufficient to gain access.

###  3.2.3 Restriction on use

SENET data can be shared and re-used with the exception of personal data
(which will be treated according to the GDPR). All SENET deliverables that are
classified as “public” will be made available through the SENET project
website.

###  3.2.4 Data Access Committee

If applicable, all data access issues will be discussed with the entire
consortium at any given time throughout the project’s lifetime.

###  3.2.5 Ascertainment of the identity of the person accessing the data

There is no way of ascertaining the identity of a person accessing the data
via the project website.

The project website and Twitter account are monitored using Google Analytics.
Google Analytics data cannot be related to an individual person but provides
helpful information for the analysis of what visitors do, like and share on
the project website and social media.

##  3.3 Making data interoperable

###  3.3.1 Interoperability

Data produced by the SENET project is interoperable. This means that data
exchange and re-use between researchers, institutions, organisations,
countries, etc. is allowed. SENET data classified as “public” are generated
according to standards for formats, are as compliant as possible with
available

(open) software applications and can be used in combination with other
datasets from different origins.

SENET data can be shared and re-used with the exception of personal data
(which will be treated according to the GDPR).

###  3.3.2 Standards or methodologies

SENET does not follow any specific data and metadata vocabularies, standards
or methodologies to make data interoperable. Data is stored in on the openly
accessible project website and explained in the SENET deliverables. Mainstream
software is used to generate the data. The language used is English. Metadata
assorting the datasets will be defined at a later stage of the project life
cycle.

###  3.3.3 Standard vocabularies and mapping to more commonly used ontologies

Standard vocabularies will be used for all data types present in the SENET
data set, wherever possible, to allow inter-disciplinary interoperability.

In case it is unavoidable that SENET uses uncommon or generates project
specific ontologies or vocabularies, mappings to more commonly used ontologies
will be provided.

##  3.4 Increase data re-use

###  3.4.1 Data licenses

The choice of licensing schemes will be discussed with all partners during the
next consortium and the information will be updated in the next version of the
DMP. In case of generation of data subject to licensing, a scheme will be
picked to fit the need of SENET’s open data ensuring not only their long-term
preservation and re-use but also the interests of the consortium along with
the rights of individuals whose date has been collected.

At this point of the project, the use of a creative common license CC4 seems
most likely.

###  3.4.2 Date of data availability

SENET deliverables are published on the project website and thus are made
available for use by third parties once they have been approved by the
European Commission.

Any other data will be made available for re-use immediately after the end of
the project, after careful evaluation on what should be kept confidential due
to privacy concerns and what will be shared openly.

No embargo to give time to publish or seek patents is foreseen at this point.

###  3.4.3 Usability by third parties after the end of the project

Apart from the data that has to be kept confidential due to privacy concerns,
data produced and generated during the project are useable by third parties
even after the end of the project. The SENET project website will be online
for two years after the project end (SENET open access repository). Hence,
third parties will be free to re-use the data.

The SENET project partners are obliged to preserve the project for five years
after the project end (until June 2027). However, making data available and
re-usable indefinitely (e.g. by using other online repositories) will be
considered during the project’s lifetime where applicable.

###  3.4.4 Data quality assurance processes

The overall SENET project does not describe any data quality assurance
processes. Data quality is assured during the implementation of each task by
the respective project partner (quality assurance procedures described in D5.2
Quality assurance and risk management plan).

#  4 Allocation of resources, data security and ethical aspects

##  4.1 Costs for making SENET data FAIR

The SENET project website has been selected as an open access repository for
all public SENET data which is covered as part of the expenses in WP4.
Resources for long-term preservation have not been discussed.

##  4.2 Responsibility for data management

Each project partner is responsible for a reliable data management regarding
their work within the SENET project. S2i as the project coordinator and task
leader of 4.5 Data management is responsible for the overall data management
at project level.

##  4.3 Data security

Each project partner is responsible for the security and preservation of their
data and the consideration of the project’s ethical requirements (described in
D6.1, D6.2, D6.3 and D6.4).

To make sure that the data loss is prevented, the project partners’ servers
are regularly and continuously backed-up.

Furthermore, the SENET project data are saved in an online platform
(NextCloud). In order to keep the data secure, access will be controlled by
encryption of long-term cloud-based backup. S2i as the project coordinator
ensures that all project partners can access the data securely by providing
web access via password control.

In the event of an incident, the data will be recovered according to the
necessary procedures of the data repository owner. The next version of the DMP
shall contain more details on the exact data recovery procedure that will be
adopted in SENET.

Personal data will be secured further by password-protecting the individual
documents. The passwords will be kept secure and only be shared with partners
who need to work with the data.

SENET data is not stored in certified repositories for long-term preservation
and curation.

##  4.4 Ethical aspects

SENET entails activities which involve the collection of data from selected
individuals (i.e. survey, interviews, SENET Expert Groups). The collection of
data from participants in these activities will be based upon a process of
informed consent. The participants’ right to control their personal
information will be respected at all times. The project coordinator S2i in
cooperation with the Steering Committee will deal with any ethical issues that
may arise during the project’s lifetime.

All SENET partners will conform to the Horizon 2020 Ethics and Data Protection
Guidelines  3  and any personal information will be handled according to the
principles laid out in the GDPR. Therefore, SENET project partners will only
collect and process data which is necessary to perform the research and
development activities of the project.

All relevant ethical aspects as identified and established by the SENET Ethics
Summary Report will be further described in a specific work package (WP6). In
this context, the following four deliverables will be submitted in project
month 12 (December 2019):

  * D6.1 H - Requirement No. 1 

  

  * D6.2 POPD - Requirement No. 2 

  

  * D6.3 NEC - Requirement No. 3 

  

  * D6.4 NEC - Requirement No. 4 

  

Further information on the ethics procedures implemented in the framework of
SENET are described in the Grant Agreement Annex 1 Part B Section 5.1.

##  4.5 Other issues

SENET does not make use of any other national/funder/sectorial/departmental
procedures for data management.

#  5\. Conclusion and further development of the DMP

The present document represents the first version of the SENET Data Management
Plan established in

June 2018 (month 6). It sets a benchmark to identify the actions that need to
be implemented by the SENET project partners in order to fulfil the European
Commission’s requirements in terms of data management and accessibility of the
research data.

The DMP is a living document and will be updated and further developed during
the project’s lifetime. A second version will be elaborated before the
periodic review in month 18 (June 2020). The final version will be prepared
before for the final review in month 30 (June 2021).

_Table 5: DMP update timetable_  
  
<table>  
<tr>  
<th>

Project month

</th>  
<th>

Date

</th>  
<th>

Responsible partner

</th>  
<th>

Comments

</th> </tr>  
<tr>  
<td>

16

</td>  
<td>

April 2020

</td>  
<td>

Steinbeis 2i GmbH

</td>  
<td>

Interim version of the DMP ready for periodic review in M18

</td> </tr>  
<tr>  
<td>

28

</td>  
<td>

April 2021

</td>  
<td>

Steinbeis 2i GmbH

</td>  
<td>

Final version of the DMP ready for final review in M30

</td> </tr> </table>