**1 INTRODUCTION**

To boost the benefits of public investment in research funded under H2020, the
European Commission wants to improve access to scientific information,
including both publications and research data. H2020 already mandates open
access to all scientific publications and from 2017 is running the Research
Data Pilot (ODR). The ODR pilot’s aim is to enable and maximise access to and
re-use of research data generated by Horizon 2020 projects.

Specifically, open access following the FAIR principle is encouraged, i.e.
that research data should be Findable, Accessible, Interoperable and Reusable.
The pilot applies across all thematic areas of the H2020 work programme,
including Research and Innovation Actions (RIA), Innovation Actions (IA) and
Coordination and Support Actions (CSA).

As a CSA, peer-reviewed scientific publications do not fall within the scope
of the EPRISE project. However, the deliverables containing the most relevant
results will be made available on the project website as well as all the
dissemination material.

The project will produce research data and this deliverable describes the
types of data and how it will be collected, processed and/or generated, which
methodology and standards will be applied, which data and with which tools
data will be shared and preserved. This Data Management Plan is not a static
document and it will be updated before the project reviews.

The EPRISE project aims to coordinate regional and European strategies and
financial resources. It also looks to support SMEs working in the photonics
industry to overcome barriers in four markets: Medical Technologies,
Pharmaceuticals, Agriculture and Food. Thus, it will produce two categories of
data, namely data about regions and data about markets. A selection of this
data will be made open access by means of an online database during and after
the end of the project.

#  DESCRIPTION AND PURPOSE

Research data will be organised into three datasets. For each dataset, a brief
description is provided, including the type of data that will be collected or
generated, its purpose and relation to the objectives of the project, the data
utility.

##  Regional Photonics Dataset

This dataset arises from the activities of the work package WP2 “Regional
Grounds and Opportunities”. It contains information on:

  * Regional photonics ecosystem, namely companies, universities, research technology organisations (RTOs), clusters and networks; 

  

  * Regional Research and Innovation Smart Specialization Strategy (RIS3) and previous regional/national/European investments in the four target markets. 

  

Data is both qualitative (description of organisations’ core activity,
investigation into RIS3) and quantitative (company size, investment amount).

The purpose of this data collection is:

  * Mapping photonics activities and actors in the majority of regions of the eight countries covered by the EPRISE consortium. This relates to the project objective of raising regional authorities' awareness about the potential of photonics-based technologies and their applications on the four target markets; 

  

  * Writing success stories with the aim of highlighting regions’ photonics sector; 

  

  * Producing case studies to profile European/regional co-funding scenarios in relation to the project objective of promoting co-funding initiatives and coordinating regional photonics strategies within Europe. 

  

The dataset has a twofold utility. Throughout the project, generated data
(success stories) will be useful to public authorities and policy makers to
showcase their regional photonics ecosystem to peers and potential partner
regions with the aim of developing new collaborations. After the project, the
open access database issued from the dataset will provide information useful
for the whole photonics community.

##  Market Data

Information on Medical Technologies, Pharmaceuticals, Agriculture and Food
sectors includes data related to the access to these markets for photonics
companies, data about specific market experts, data about system integrators
and end-users. The aim is to cover the whole value chain. This data will be
collected and generated through the WP3 (“Go to Market services”) and WP4
(“Photonics SMEs networking”) activities and will be organised into two
separate datasets.

###  Go-to-Market Dataset

This dataset consists of qualitative data, namely the results of a survey of
the market barriers that companies developing photonics-based products face in
the four target markets. The survey also contains information about the
potential interest of companies, integrators and end-users in participating in
the events organised in the framework of EPRISE (“European Photonics
Roadshow”).

The purpose of the dataset is:

  * identifying a list of Go-to-Market challenges that companies encounter with the aim of organising events tailored to their needs and expectations; 

  

  * producing a list of companies, integrators and end-users to pre-arrange B2B meetings for the Roadshow, because one of the project objectives is to boost collaboration along the whole value chain. 

  

As a result, the dataset will be useful to both SMEs and integrators. It will
encourage business development in the form of testing or adaptation of new or
existing photonics technologies on the basis of the end-users’ feedback.

###  Dataset of Experts

In order to set-up a network of market specific experts in the chosen target
markets, WP3 will create a dedicated dataset, including their contact details
and area of expertise.

The purpose of this qualitative dataset is the organisation of Go-to-Market
sessions during the European Photonics Roadshow. By matching the list of Go-
to-Market challenges (Go-to-Market Dataset) to the suited expert, SMEs will be
provided with concrete solutions on how to overcome market barriers. Also,
project partners will be able to search the dataset for an expert to help
answer requests which come in from SMEs during the project. This fits with the
project aim of assisting SMEs in accessing the four target markets through
qualified advice tailored to their needs.

Thanks to this dataset, partner clusters will rely on a network of experts
when providing their members with business support as well as when organising
future events based on a wellestablished format. Additionally, companies will
enhance their business skills, while experts will benefit of increased
visibility.

#  DATA COLLECTION

This section describes how the data will be collected and generated, the
origin of the data, how the data will be organised during the project,
including naming conventions, version control and folder structure. It
outlines how the consistency and quality of the data collection will be
controlled and documented to help secondary users to understand and re-use it.
Finally, it details how data will be stored and backed up during the research.

##  Methodology

The methodology for the gathering of data about regional photonics ecosystems
was established by WP2’s leader and co-leader in the first two months of the
project. The dataset will be built-up by merging information (basically name
of the company/research institute, country, postal and website address) from
the already published Photonics 21, EPIC (European Photonics Industry
Consortium) and OASIS (Open the Access to Life Science Infrastructures for
SMEs) databases. This data will be checked, updated and improved by including
additional information such as home region of photonics companies,
universities, networks and clusters, contact details when available, company
size, target markets, keywords or description of the company core activity.
Companies will be classified as follows:

  * Companies fabricating and developing photonics components or products; 

  

  * Companies manufacturing photonics-enabled products/systems; 

  

  * Industries dependent on photonics for product manufacturing. 

  

Each partner will collect this information for as many regions as possible in
their country. New data will be derived from partner clusters’ databases,
cluster fieldwork and, as detailed in Section 4.2, from direct online
submission by organisations on the project website. Financial data and
information about a company’s evolution and maturity will be extracted from
additional existing national databases (for example “Allabolag” in Sweden or
“Corporama” in France). Regarding regional RIS3s and information on previous
regional and European investments and funding, data published by the regions
themselves (calls for bids, announcements, reports, roadmaps) or results of
other EU funded projects will be exploited. The latter will be obtained via
the CORDIS portal or by establishing collaborations with other H2020 project,
such as Europho21.

Data for the Go-to-Market Dataset will be collected via interviews with
companies, integrators and end-users. The interviews will be conducted by
partners during the first year of the project. An electronic template to guide
the interviews has been produced by the WP4’s and WP3’s leaders. It will be
used by every partner during the regional events and their organisation and
follow-up. The questionnaire contains questions that are common to all
interviewees (for example their interest in participating in the Roadshow),
others concerning end-users only (their awareness of photonics) or photonics
companies only (questions about Go-to-Market barriers and time to market).
Finally, the Datasets of Experts will be based on the EPRISE consortium
fieldwork and previous partners' contacts.

##  Standards enabling data re-use

The management procedures enabling future use of data are described below:

  * _Data formats_ : to facilitate data re-use standard file formats such as Excel and Word files (xls and docx extensions) will be used; 

  

  * _Metadata provision:_ The web-based tool developed for data sharing is described in the Section 4.2. No metadata is needed to re-use data imported from this online database. 

  

  * _Documentation provision_ : For online submission of data (see Section 4.2), procedural information will be provided on the dedicated webpage, namely how to fill in the data form, how to extract data, how gathered information will be used and how confidentiality aspects will be managed. A brief description of the dataset and its purpose will be included as well. 

  

  * _Naming conventions_ : Files will be named according to their content for easy identification. The name of the file version uploaded to the web-based tool chosen for data storage and internal sharing (see subsection 3.3) will be preceded by the prefix “EPRISE_GANo732695”. 

  

Partners will attach the suffix “_initials” to the original filename when
editing files.

  * _Version handling, folder structure_ : If multiple versions of a file are kept, the version number will be specified after the filename. In the internal shared space data will be stored using a folder structure following WP organisation. Once the files are uploaded, versioning will be automatically managed by the web-based tool in the case of further uploads or editing and co-editing performed directly in the shared space. 

  

  * _Quality assurance:_ project management structure, decentralized responsibility and crosscheck of the results (see deliverable D1.1, “Project management Guide”) will ensure data quality. 

  

##  Storage

Data collected and generated during the project as well as deliverables and
dissemination materials will be stored in an online space shared by partners.
A Microsoft Sharepoint site was set-up during the first months of the project
in the framework of the WP5 (“Dissemination and communication activities”).
This server-based web-application enables internal communication and exchange
of data and documents. The site is hosted by the WP5 leader on a server
located at his Sedgefield site in the UK. Stored files are regularly backed-up
(daily and weekly with the backups held off-site) and it is possible to track
their history, compare different file versions and restore previous versions.
It is accessible to all team members of each partner working on the project
via a personal account.

#  DATA SHARING

This section focuses on data sharing, including which data will be retained,
how it will be made accessible and how it will be preserved during the project
and beyond the lifetime of the grant. It determines whether access will be
public or restricted to specific groups and how ethics and legal compliance
will be managed. The tools set-up for enabling re-use, procedures for
accessing existing data and submitting new data are also described. Finally, a
long-term preservation plan for the data is presented.

##  Data Selection and Confidentiality

_Regional Photonics Dataset_

Information contained in the Regional Photonics Dataset will be partially
shared. The adopted selection criteria for data on photonics actors are the
following:

  * Name of the organisation (company, RTO, network, cluster), country, region, postal and website addresses, target markets, and keywords/description will be open access; 

  

  * Company size and internal company classification will be used only within the consortium. Company classification could affect the data organisation on the online database described in Section 4.2; 

  

  * Contact details will be kept confidential (GPDR compliant) as they are personal data which is not publicly available. The contact details of the related cluster will be provided instead. Confidential details about company activity and strategy or trade secrets of new data issued from partner clusters’ databases will not be included in the company description. 

  

Additionally, organisations will be informed about which data will be made
publicly visible and about the possibility of obtaining a correction of
inaccurate data or opting out at any moment. Companies submitting data
directly on the website will be informed about the applied confidentiality
policy when completing the form via dedicated documentation (see Sections 3.3
and 4.2).

Other regional data, namely information on RIS3, success stories and case
studies will be published only in the form of public deliverables or
dissemination material.

_Market Datasets_ :

The use of the Go-to-Market dataset will be restricted to the consortium.
Information will be exploited to organise business events and to write market
booklets for dissemination. As a general rule, questionnaire results published
in market booklets will be made anonymous. In case of publication of
information susceptible to disclosing confidential data (testimony, Go-to-
Market session outcomes) formal consent will be asked.

Regarding the Dataset of Experts, a mid-term (Month 15) version will be
published in the form of confidential deliverable made accessible only to
partners to organise the events and to the European Commission. An updated
version will be made open access in the last project period. Experts’ contact
details will be published in the online database only after having received
their permission.

Finally, depending on the questionnaire outcomes it will be decided if it’s
worth adding some of the data about integrators and end-users included in the
Go-to-Market Dataset to the Regional Photonics Dataset. The personal data
protection rules mentioned previously for the Regional Photonics Dataset will
be applied.

##  Accessibility

The Regional Photonics Dataset and the Dataset of Experts will be shared via
an online database that will be published on the project website  (
_https://eprise.eu/_ )  . The former will be made available at the end of the
first year of the project (Month 12), the latter at the end of the second year
(Month 24). Online data will be regularly updated as the activities of the WP2
and WP3 progress. The template used by partners for interviews with companies,
integrators and end-users (see Section 3.1) will be adapted and made available
on the website as an online questionnaire for external users from the second
year of the project.

A registration page has been designed on the website to allow organisations or
experts to directly provide their information to the EPRISE project with
permission to use it for the purposes described in this document (Sections 2.1
and 2.2). After they register with the site, they will able to log in and
create or modify their own profile at any time by filling in a web form.

All data collected online will be stored encrypted in a secure area of the
server which is hosting the website. The data will be exported securely at
regular intervals and then saved on the Sharepoint site for partners to access
and use it. Data stored in the Sharepoint site will be processed following the
selection procedures described in Section 4.1 and exported to the online
database. Data is stored in either csv or xls format and the standard language
for relational database management systems Structured Query Language (SQL) is
used. Website users will be able to search with different criteria depending
on the database section (section dedicated to the Regional Photonics Dataset
or section dedicated to the Dataset of Experts). Search results will be
displayed on a results webpage.

##  Long-term preservation

In addition to the setting-up of the online database, public deliverables and
dissemination materials will be published on the project website. At the end
of the project, a Smart Book based on market data, including Go-to-Market
session outcomes, will be uploaded on the website in the form of an ebook.
This will ensure that the data will be preserved as long as the website
exists. At the end of the project, the Smart Book will be also distributed as
a long-lasting publication with an associated ISBN code (international
standard ISO 2108) through a service provided by the CNR partner.

The Photonics Dataset and the Dataset of Experts have long-term value and will
be preserved and curated beyond the lifetime of the project. The EPRISE
consortium is discussing with Photonics21 about the possibility of
transferring Regional Photonics Dataset information to their website for
longterm preservation. Photonics21 is renewing its website, therefore more
details about this collaboration will be available in October 2017. The
information contained in the Dataset of Experts will be included in partner
clusters’ databases for further exploitation in business event organisation
and business support to their members. Partners are considering transferring
data about experts to the Photonics21 website as well. Further details will be
provided in the updated version of this Data Management Plan.

#  RESPONSABILITIES AND RESOURCES

WP leaders (WP2, WP3 and WP4) are in charge of the management of the data
collected and generated through the activities of their own work package. This
includes data storage in the space shared by partners and related procedures
(folder structure, naming, versioning, documentation provision) as well as
data selection and the protection of confidential data (anonymization, consent
request). As the WP5 deals with dissemination and communication activities,
its leader will manage the technical aspects such as development and
maintenance of the web-based tool developed for gathering and sharing
information (database) and related infrastructures (website, webserver). He
will also be in charge of the preservation of any digital content, including
data storage (Sharepoint site set-up) and the back-up of the data. The project
Manager will coordinate all the activities related to data management.

During the project, the costs related to the Sharepoint site and the website
will be covered by the

WP5 leader’s budget. 25 user licences for this Sharepoint site have been
purchased. Those licences are not time-limited. Sharepoint site will be
maintained open for six months after the end of the project to allow partners
to download copies of any of the information they want to keep. After that,
the site will be closed and the data archived by the WP5 leader. The project
website is being hosted by a web-hosting company under hosting fees and for
ownership of the domain name. The partners will decide commercially which
partner(s) will host the site after the end of the project. The data will be
then transferred to that partner’s preferred web host just prior to the end of
the project. Smart Book publication will be free of charge.