#  1.- INTRODUCTION

A DMP describes the data management life cycle for all data sets that will be
collected, processed or generated **under** the research project. It is a
document outlining how research data will be handled during **the initiative**
, and even after the **action** is completed, describing what data will be
collected, processed or generated and following what methodology and
standards, whether and how this data will be shared and/or made open, and how
it will be curated and preserved. The DMP is not a fixed document; it evolves
and gains more precision and substance during the lifespan of the project.

##  1.1 Project background and vision

Creative industry SMEs in the broadcast media sector, such as small-scale TV
stations and production companies, have a need for Virtual Reality and
Augmented Technologies to remain competitive, bearing in mind their
limitations in facilities and resources. The possibility of expanding the use
of advanced graphics technologies which are only within reach for large-scale
TV networks, will be an important step forward to creative industry SMEs’ in
the competitiveness of this industry.

The vision in the SmartSet project is to develop a low cost virtual studio
solution that, despite being ten times less than the cost of comparable
solutions on the market, will have the same quality and functionality of high
cost solutions currently used by larger broadcast media companies so that the
project will increase the competitiveness of the European creative industries,
particularly in the broadcast media sector.

The SmartSet initiative is a response to a demand from creative industry SMEs
in the broadcast media sector to provide an advanced, cost effective virtual
studio solution which will increase their competitiveness in the market. The
project contributes to expanding a vibrant EU technological ecosystem for the
creative industries' needs and foster exchanges between the creative
industries SMEs and providers of ICT innovative solutions.

Having said that, it is essential to know if the SmartSet Innovation Action is
in line with the worldwide experts expectations in the field of Virtual Studio
technology and be sure that SmartSet objectives are aligned with the main
stakeholders and end users opinions. The generated data within the project
will be mainly related to consultation and validation processes, obtaining a
priceless feedback from endusers.

User consultations comprises activities related to defining user needs and
ensuring the SmartSet solution meets the express requirements of creative
industry SMEs, not forgetting that SmartSet solution has to be also cost
effective. User consultation also has to provide critical input to the
development of exploitation strategy and the SmartSet business planning
process.

##  1.2. Document description

The Data Management Plan intends to identify the dataset which is going to be
handled, to define a general protocol to create, manage and guarantee free
access to results and data collected within the project lifespan. This
document will be periodically updated along the duration of the project.

Due to project´s nature, the type of data managed in the project can´t be
considered as sensitive beyond some contact details and answers to
questionnaires. In SmartSet, the amount of information will be relatively
small since interest groups are established and focused on media professionals
and data collection is only addressed to consultation matters.

More detailed versions of the DMP will be then submitted when any significant
changes occur such as the generation of new data sets or changes in consortium
agreements.

#  DATA COLLECTION

The main goal of this section is to define the nature and different types of
data that will be used in the project as well as the agents that will be
involved in the process.

##  Data description

In SmartSet project there are 5 different sort of data that will be gathered
and produced during the project lifetime.

− **Personal Data:** contact details from stakeholders and project partners
who are taking part in either the requirements definition and some
consultation procedures or becoming a member of the On-line Community or CIAG.

− **Questionnaires:** forms created in order to c0llect feedback from industry
professionals about some aspects of the project that the consortia wish to
confirm and validate.

− **Interviews:** after answering questionnaires, it is expected to study more
complex parts of the system in depth with the aim of obtaining a clear idea of
customers´ expectations.

− **Graphic information:** pictures, videos, etc that are shared among end-
users when implementing the technology in their own virtual studios.

− **Deliverables:** these documents were described in the Description of Work
and accepted by the EC. According to the Workplan, these reports will be
published on the Project website to be accessible for the general public. Some
of the deliverables will contain aggregated data obtained by means of
questionnaires and interviews, summing up the gathered feedback without
revealing personal information from participants.

**Deliverables**

**Graphic**

**information**

**Interviews**

**Questionnaires**

**Contact**

**information**

**Figure 1. Types of Data**

Most of the datasets will be part of the information generated under the
following tasks, since these work packages involve contacting and getting
feedback from stakeholders and final users. Information obtained in WP2 and
Wp4 will mainly consists of the output resulting from questionnaires and
interviews distributed to stakeholders. However, data within Wp7 is generally
made up of personal contact details from potential end-users to whom
forthcoming results could be of interest.  
  
<table>  
<tr>  
<th>

**WP/Task nr.**

</th>  
<th>

**WP/ Task Description**

</th>  
<th>

**Responsible**

</th>  
<th>

**Output**

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

WP2.- User Consultations & Requirements Definitions

</td>  
<td>

Lapland UAS

</td>  
<td>

Deliverable

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

Task 2.1

</td>  
<td>

User Consultation Process Protocol and Tools

</td>  
<td>

Questionnaires/ Interviews

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

WP4.- System Verification & Validation

</td>  
<td>

Lapland UAS

</td>  
<td>

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

Task 4.3

</td>  
<td>

Questionnaires and Templates for Data Collection

</td>  
<td>

Questionnaires

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

Task 4.4

</td>  
<td>

Test Sessions and Data Collection

</td>  
<td>

Interviews

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

Task 4.5

</td>  
<td>

Data analysis and feedback

</td>  
<td>

Deliverable

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

WP7.-Commercial Exploitation & Business Planning

</td>  
<td>

UPV

</td>  
<td>

Deliverable

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

Task 7.1.-

</td>  
<td>

Establish and Manage CIA Group

</td>  
<td>

Contact details

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

**Table 1. Work Packages data outcomes**

##  Participants

As explained in deliverable 2.1 User Consultation Protocol, participants in
the **Smartset** project are composed of:

− _Developers_ of the **Smartset** software

− E _nd users_ whom are also the **Smartset** project partners together with
developers

− _Commercial impact advisory group_ which is formed from the group of
_stakeholders_ to share more general opinion among professionals in the
creative industry concerning the commercial potential of **Smartset** product.
In this case, we are going to include in the group of stakeholders , members
of the CIAG in order to simplify the analysis.

**Figure 2. Different participants’ groups involved in the SmartSet project**

##  Tools

###  Questionnaires

One of the main tools for collecting the data of user requirements and
validation is a versatile questionnaire. These forms are carried out with
Webropol by Lapland UAS. The surveys will be published online and the link to
the survey sent to each target group (end users and CIAG as representatives of
the stakeholders). After getting the link, respondents have 1,5–2 weeks time
to answer the survey and finally the questionnaires will be printed out from
Webropol.

###  Interviews

To complement the data from the questionnaires, there will also be a series of
online interviews and/or meetings (in Skype or other similar online tool)
organized by Lapland UAS with the help of Brainstorm. The interviews are based
on the data gained from the questionnaires.

All the online sessions will be recorded for research data purposes and
transcripted.

###  Production diaries and data collection

In the phase 2 of the user consultation process, user experiences will be
collected in the form of demo descriptions. Data collection is based on actual
user experiences after the end users have used SmartSet for making demos. The
emphasis is on the practical experiences and actual demos.

All end users are committed to document their work when carrying out demo
material with SmartSet within the project. The production diaries and other
data are collected during January–April 2016.

The end users are going to be provided with a template in which they will
document the processes, materials, experiences etc. in each of the demos
they’ll make. These templates will act as diaries that also will show each end
user’s personal development process as they gain more knowledge along the way.

It wil be important that end users also share data in the form of photos,
videos and other visual material. The materials are intended to be submitted
via e-mail, or if necessary, some other transportation method. In addition to
writing diaries, the end users’ experiences will be also collected in Skype
interviews. These interviews should be planned and organized based on each end
users’ individual needs. All the material will be combined into a final
report.

**Figure 3. Tools used for data collection**

##  Evaluation and analysis of the data

Apart from the feedback (questionnaires, interviews, etc…) there will also be
data in video format (real-time and non-real time) in order to analyse the
quality of the productions and refine the technology components as well as
advice the users in the proper use of the technology.

The conclusions obtained by means of questionnaires, interviews, etc., which
can´t be considered as sensitive, will come out publicly. The gathered
material will be processed to both written and visual (charts, still photos
from demos etc.) final reports for further development of **SmartSet** .

End users will also deliver written reports, photos etc. about different
phases: first about expectations and demos, then about realization of the
demos and concluding report about final demo products (was final product what
you expected in quality, better or worse and how/why etc).

#  DOCUMENTATION AND METADATA

As explained in previous sections of the DMP, data produced in SmartSet will
be mostly the outcome of analysing questionnaires and interviews to better
know the potential customers´expectations and perception about the SmartSet
product.

The information handled within this project might not be particularly
susceptible to be reused since it has been especifically designed for SmartSet
features. Despite this fact, conclusions resulting from the research are going
to be openly published and summarised in the approved deliverables which their
final versions will be accessible on the project website.

As a first stage, information is initially foreseen to be saved and backed up
on personal computers. Additionally, file nomenclature will be according to
personal criteria. Regarding file versioning, it is intended to fulfill
project policies detailed in D.1.1.- Project Handbook.

On a second stage, the consortia has chosen Google Drive platform in order to
upload and share information enabling in this way to be accessible among
project partners. Thereby, server could act at the same time as a security
copy.

Concerning personal contact details, which will have been previously approved
by informed consent, only some contact information from people participating
in Online Community will be published on the project website and in
deliverables. CIAG members authorised project consortia to publish their
contact information and photo on the corresponding section of the website.
Information collected via questionnaires and interviews will be published
collectively without revealing any personal opinion.

At this stage of the project, the main formats of files containing information
are described in the following table. However, this information is subject to
future changes which will be duly updated in next versions of DMP:  
  
<table>  
<tr>  
<th>

**Type of Data**

</th>  
<th>

**File Format**

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

Questionnaires

</td>  
<td>

Microsoft Word, Pages, PDF

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

Interviews

</td>  
<td>

AVI, mp4

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

Deliverables

</td>  
<td>

Microsoft Word (compatible versions),

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

</td>  
<td>

Pages, PDF

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

Webinars, Demo Sessions

</td>  
<td>

AVI, FLT, mp4

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

Contact Details

</td>  
<td>

Microsoft Word

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

**Table 2. File formats**

#  ETHICS AND LEGAL COMPLIANCE

On the one hand, Lapland University of Appled Sciences as responsible for User
consultation and Validation process deliverables is in charge of data security
and legal compliance. As a public institution, the university acts in
accordance to their internal rules of Information Security Policies and fulfil
National legislation referring this matter.

Brainstorm is a certificated company under ISO:9001 and it is committed to
ensure the necessary measures to guarantee the data protection.

In deliverables, answers from respondents are not going to be single out
individually, thereby, it will be impossible to for external people to
identify respondents answers. Data will be analyzed as a whole, however, the
questionnaires weren’t anonymous as every respondent gave their names and
contact information. This information is not being revealed at any time.

#  STORAGE AND BACK UP

Initially, data have been storaged in personal computers and periodically
security copies are being done. Initially, it has been established to save all
new data in a frequency of once per week as long as new data are being created
or added. Despite the fact that, the amount of data collected does not require
a considerable storage capacity, external hard drive is expected to be used to
ensure the data storage. In addition, as explained above, Google Drive is
being used to back up the data and at the same time to be used as a repository
among partners to facilitate data exchange. Regarding deliverables, they will
be uploaded on the project website.

The onus of data storage speaking about questionnaires and interviews will be
on Lapland UAS but only due to practical reasons since they will be in charge
of leading questionnaire and interview collection. Concerning demo session
video and webinars, Brainstorm will assume the responsibility of keeping save
the information. Last but not least, personal information will be kept in a
personal computer with private access.

#  DATA SHARING

All of the reports will be published online in _the publication series of
Lapland UAS_ . As a part of the Publication series B: Reports, all the
publications will have official ISSN- and ISBN-numbers.

Furthermore, public deliverables will be uploaded and accessible on due curse
on the project website section, Outcomes.

Graphic material such as demonstrations, webinars and session videos will be
uploaded on the project´s youtube channel to be accessible for general public.

#  SELECTION AND PRESERVATION

At this stage of the project, the intention is to preserve and keep data at
least 5 years after the project finalisation.

#  RESPONSIBILITIES AND RESOURCES

As a collaborative project, data management responsibility is divided into
different persons/organisations depending on the role they have adopted in the
project:  
  
<table>  
<tr>  
<th>

**Type of Data**

</th>  
<th>

**Resource**

</th>  
<th>

**Responsible**

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

Questionnaires/ Interviews

</td>  
<td>

Personal Computers/ Google

Drive

</td>  
<td>

Timo Puuko (Lapland Univ)

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

Stakeholders contact details

</td>  
<td>

Personal Computer

</td>  
<td>

Francisco Ibañez (Brainstorm)

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

Demonstrations,

Webinars, virtual set templates

</td>  
<td>

Youtube channel

</td>  
<td>

Javier Montesa (Brainstorm)

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

Deliverables

</td>  
<td>

Personal Computer/Google Drive/ Website

</td>  
<td>

Francisco Ibáñez (Brainstorm)

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

**Table 3. Storage resources**

Taking into consideration the nature of the data handled in the project, it is
not foreseen to need any exceptional measures in order to carry out our plan.
Moreover, no additional expertise will be required for data management.

Regarding the work to be done speaking about data storage and back up, the
project has agreed to appoint task leaders to take care of ensuring the plan
commitment.  
  
<table>  
<tr>  
<th>

**Task name**

</th>  
<th>

**Responsible person name**

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

Data capture

</td>  
<td>

Timo Puuko

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

Metadata production

</td>  
<td>

Timo Puuko

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

Data storage & back up

</td>  
<td>

Timo Puuko

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

Data archiving & sharing

</td>  
<td>

Francisco Ibáñez

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

**Table 4. Task responsibles**