#  Introduction

The present deliverable “D7.1: Data Management Plan” has been developed in the
framework of WP7 activities (“Project Coordination and Management”) under the
responsibility of D’Appolonia.

The purpose of the present document is to outline a preliminary strategy for
the management of the data generated in the framework of PLANHEAT project
activities. Procedures for the management of research data, energy resource
databases, urban maps and scientific publication data will be addressed. The
management policy will be defined fully in compliance with the open access
principles adopted by the European Commission and enforced through the Grant
Agreement.

The project recognizes the value of regulating research data management
issues.

Accordingly, in line with the rules laid down in the Model Grant Agreement,
the beneficiaries will deposit the underlying research data needed to validate
the results presented in the deposited scientific publications in a clear and
transparent manner. Furthermore, the beneficiaries have agreed, after a
careful assessment of the types of data that will be collected or become
available within the project, to take part to the Pilot Action on Open
Research Data to which the Work Programme Societal Challenge: Energy
Efficiency has adhered.

An overview on Open Access and in particular on the Open Research Data Pilot
will be given and different repositories will be investigated in order to find
the most appropriate modality for ensuring open access to discoverable data
and scientific publications generated throughout the project lifecycle.

Even if the document is due at M6 and project activities are at the beginning,
a tentative description of the expected dataset generated has been carried
out, trying to predict what data will be kept confidential and what data will
be instead made available during project development.

It is important to highlight that this Data Management Plan will be updated at
each reporting period as agreed by the whole Consortium.

#  Open Access

Open access can be defined as the practice of providing on-line free of charge
access to scientific information related to project outcomes. In the context
of R&D “scientific information” mainly refers

to

  * peer-reviewed scientific research articles, if projects results are going to be disseminated in academic journals (as with PLANHEAT project) 

  

  * scientific research data, that means not only data underlying the aforementioned scientific publications, but also any other data related to project activities, both processed or raw. 

  



Although there are no legally binding definitions of open access,
authoritative definitions appear in key political declaration such as the
_2002 Budapest Declaration_ and the _2003 Berlin Declaration_ . Under these
definitions, _“access”_ includes the right to read, download and print, but
also to copy, distribute, search, link, crawl and mine the former data,
provided that obligations to confidentiality, security and protection of
personal data are ensured and the achievements of PLANHEAT objectives,
including the future exploitability of results, are not jeopardized.

Open access is not a requirement to publish, but it is seen by the European
Commission as an approach to facilitate and improve the circulation of
information in the European research area and beyond. Open access to some data
generated in projects funded by the European commission is the key to lower
barriers to accessing publicly-funded research, as well as to demonstrate and
share the potential of research activities supported with the help of public
funding.

In the framework of the PLANHEAT project giving Open Access to data such as
public (or disclosable) urban heating and cooling demand/supply data, weather
data, urban heat islands maps, vectorial maps of local urban infrastructures,
emissions factors, database of costs and efficiencies of supply technologies,
etc... could enlarge the possibility of researchers to enhance the development
of new knowledge and foster the opportunity for public authorities involved in
urban planning activities (not only in the energy field) to facilitate their
analysis increasing the planning capacity as a fundamental step for a
structured development of the city of the future.

##  Open Access in Model Grant Agreement

The importance given by the European Commission to the open access issue is
clearly outlined in the PLANHEAT Grant Agreement. Particularly, Article 29.2
and 29.3 states the responsibilities of beneficiaries and the actions to be
undertaken in order to ensure open access to scientific publications and to
research data respectively. The text of the aforementioned articles is
reported below.

**Article 29.2:** _Open access to scientific publications_

Each beneficiary must ensure open access (free of charge online access for any
user) to all peerreviewed scientific publications relating to its results. In
particular, it must:

  1. as soon as possible and at the latest on publication, deposit a machine-readable electronic copy of the published version or final peer-reviewed manuscript accepted for publication in a repository for scientific publications; 

  

  

Moreover, the beneficiary must aim to deposit at the same time the research
data needed to validate the results presented in the deposited scientific
publications.

  2. ensure open access to the deposited publication — via the repository — at the latest: 

  

  

  1. on publication, if an electronic version is available for free via the publisher, or 

  

  2. within six months of publication (twelve months for publications in the social sciences and humanities) in any other case. 

  

  

(c) ensure open access — via the repository — to the bibliographic metadata
that identify the deposited publication.

The bibliographic metadata must be in a standard format and must include all
of the following:

  * the terms “European Union (EU)” and “Horizon 2020”; 

  

  * the name of the action, acronym and grant number; 

  

  * the publication date, and length of embargo period if applicable, and - a persistent identifier. 

  

**Article 29.3:** O _pen access to research data_

Regarding the digital research data generated in the action (‘data’), the
beneficiaries must:

(a) deposit in a research data repository and take measures to make it
possible for third parties to access, mine, exploit, reproduce and disseminate
— free of charge for any user — the following: (i) the data, including
associated metadata, needed to validate the results presented in scientific
publications as soon as possible;

(ii) other data, including associated metadata, as specified and within the
deadlines laid down in the 'data management plan' (see Annex 1);

(b) provide information — via the repository — about tools and instruments at
the disposal of the beneficiaries and necessary for validating the results
(and — where possible — provide the tools and instruments themselves).

This does not change the obligation to protect results in Article 27, the
confidentiality obligations in Article 36, the security obligations in Article
37 or the obligations to protect personal data in Article 39, all of which
still apply.

As an exception, the beneficiaries do not have to ensure open access to
specific parts of their research data if the achievement of the action's main
objective, as described in Annex 1, would be jeopardised by making those
specific parts of the research data openly accessible. In this case, the data
management plan must contain the reasons for not giving access.

The confidentiality aspects have been duly taken into account in the
preparation of this document in order do not compromise the protection of
project results and legitimate interests of project partners.

##  Open Access Research Data Pilot

Horizon2020 has launched an **Open Research Data Pilot (ORDP)** aiming at
improving and maximising access to and re-use of research data generated by
projects (eg. from experiments, simulations and surveys). These data are
typically small sets, scattered across repositories and hard drives throughout
Europe. The success of the EC’s Open Data Pilot is therefore dependent on
support and infrastructures that acknowledge disciplinary approaches on
institutional, national, and European levels. The pilot is an excellent
opportunity to stimulate and nurture the data-sharing ecosystem and has the
potential to connect researchers interested in sharing and re-using data with
the relevant services within their institutions (library, IT services), data
centres and data scientists. The pilot should serve to promote the value of
data sharing to both researchers and funders, as well as to forge connections
between the various players in the ecosystem.

Projects starting from January 2017 are by default part of the Open Data
Pilot. Projects started before but belonging to one of the following Horizon
2020 areas are automatically part of the pilot as well:

  * Future and Emerging Technologies 

  

  * Research infrastructures (including e-Infrastructures) 

  

  * Leadership in enabling and industrial technologies – Information and Communication Technologies 

  

  * Nanotechnologies, Advanced Materials, Advanced Manufacturing and Processing, and Biotechnology: ‘nanosafety’ and ‘modelling’ topics 

  

  * Societal Challenge: Food security, sustainable agriculture and forestry, marine and maritime and inland water research and the bio economy - selected topics in the calls H2020-SFS-2016/2017, H2020-BG-2016/2017, H2020-RUR-2016/2017 and H2020-BB-2016/2017, as specified in the work programme 

  

  * Societal Challenge: Climate Action, Environment, Resource Efficiency and Raw materials – except raw materials 

  

  * Societal Challenge: Energy Efficiency 

  

  * Science with and for Society 

  

  * Cross-cutting activities - focus areas – part Smart and Sustainable Cities. 

  

The PLANHEAT project recognizes the value of regulating research data
management issues. Accordingly, in line with the rules laid down in the Model
Grant Agreement, the beneficiaries will deposit the underlying research data
needed to validate the results presented in the deposited scientific
publications in a clear and transparent manner.

Furthermore, the beneficiaries have agreed, after a careful assessment of the
types of data that will be collected or become available within the project,
to take part to the Pilot Action on Open Research Data to which the Work
Programme Societal Challenge: Energy Efficiency has adhered in any case.

PLANHEAT project falls under the previously listed categories, since it
envisages the development of a tool to empower local authorities’ capabilities
to plan their future low carbon heating and cooling scenarios and consequently
several modelling activities and data research have to be performed in order
to demonstrate the effectiveness of results. Therefore, consortium committed
itself to respect the provisions that taking part in ORDP program implies,
targeting the possibility to give Open Access to different kind of data coming
from the development and the proper use of the PLANHEAT Modules (mapping,
planning, simulation) as described in Fig.1.

###  Fig.1 – PLANHEAT Open Access strategy

**2.2.1 Enabling projects to register, discover, access and re-use research
data**

Open Research Data Pilot project aims at supporting researchers in the
management of research data throughout their whole lifecycle, providing
answers to key issues such as “what”, “where”, “when”, “how” and “who”  1  .

**WHAT** : The Open Data Pilot covers all research data and associated
metadata resulting from ECfunded projects, if they serve as evidence for
publicly available project reports and deliverables and/or peer reviewed
publications. To support discovery and monitoring of research outputs,
metadata have to be made available for all datasets, regardless of whether the
dataset itself will be available in Open Access. Data repositories might
consider supporting the storage of related project deliverables and reports,
in addition to research data.

**WHERE** : All research data has to be registered and deposited into at least
one open data repository. This repository should: provide public access to the
research data, where necessary after user registration; enable data citation
through persistent identifiers; link research data to related publications
(eg. journals, data journals, reports, working papers); support
acknowledgement of research funding within metadata elements; offer the
possibility to link to software archives; provide its metadata in a
technically and legally open format for European and global re-use by data
catalogues and third-party service providers based on wide-spread metadata
standards and interoperability guidelines. Data should be deposited in trusted
data repositories, if available. These repositories should provide reliable
long-term access to managed digital resources and be endorsed by the
respective disciplinary community and/or the journal(s) in which related
results will be published (e.g., Data Seal of Approval, ISO Trusted Digital
Repository Checklist).

**WHEN** : Research data related to research publications should be made
available to the reviewers in the peer review process. In parallel to the
release of the publication, the underlying research data should be made
accessible through an Open Data repository. If the project has produced
further research datasets (i.e. not necessarily related to publications) these
should be registered and deposited as soon as possible, and made openly
accessible as soon as possible, at least at the point in time when used as
evidence in the context of publications.

**HOW** : The use of appropriate licenses for Open Data is highly recommended
(e.g. Creative Commons CC0, Open Data Commons Open Database License).

**WHO** : Responsibility for the deposit of research data resulting from the
project lies with the project coordinator (delegated to project partners where
appropriate).

##  Research Data Repositories

All data collected during the project will be in the first instance stored and
preserved in an online data repository linked to the project website with
access limited to the PLANHEAT Consortium, managed by ARTELYS and intended for
internal uses. Particular attention will be paid to the confidential and/or
sensitive data and the consortium will not disclose or share this information
to third parties.

In the internal PLANHEAT Consortium Repository a specific folder has been
dedicated for the collection of data to be included in the future PLANHEAT
Open Research Data Platform.

At M18 a preliminary analysis will be performed in order to identify the data
suitable to get open access disclosure: this preliminary list will be
integrated and confirmed at the end of the project (M36). Furthermore it is
important to remark that this Data Management Plan will be updated at each
reporting period.

Concerning the open access of discoverable data, different online public
repository possibilities will be investigated in subsequent stages of the
project. Some examples of suitable repositories under evaluation are shown
below:

 ZENODO (http://www.zenodo.org/) is the open access repository of OpenAIRE
(the Open Access Infrastructure for Research in Europe,
https://www.openaire.eu/). The goal of OpenAIRE portal is to make as much
European funded research output as possible available to all. Institutional
repositories are typically linked to it. Moreover, dedicated pages per project
are visible on the OpenAIRE portal, making research output (whether it is
publications, datasets or project information) accessible through the portal.
This is possible due to the bibliographic metadata that must accompany each
publication.

###  Fig. 2 - Zenodo homepage

 LIBER (www.libereurope.eu) supports libraries in the development of
institutional research data management policies and services. It also enables
the exchange of experiences and good practices across Europe. Institutional
infrastructures and support services are an emerging area and will be linked
to national and international infrastructure and funder policies. Building
capacities and skills, as well as creating a culture of incentives for
collaboration on research data, management are the core targets of LIBER.

###  Fig. 3 Liber homepage

PLANHEAT consortium is also already in contact with other “sister projects”
(i.e. Thermos and Hotmaps) currently working on Energy and heating and cooling
planning, in order to stimulate a mutual benefit sharing of data useful to
strengthen the future exploitation of the results of the project.

Specific energy data gathered at city level throughout mapping and simulation
activities could be also transferred to an open access database of energy
efficient solutions, such as **The Smart City Information System database
(SCIS)** , follow-up of the previous CONCERTO initiative.

###  Fig. 4-CONCERTO homepage

In case of availability of institutional repositories, and depending on the
particular institutional policies for their use (e.g. it might be the practice
of the company that all open access publications must be deposited in there),
the research data and scientific publications by PLANHEAT might be deposited
and made openly accessible even on institutional repositories.

#  Scientific Publications

As reported in the DoA, a dissemination and communication plan has been set up
in order to raise awareness on the project outcomes among specialized
audience. In this framework, the consortium commits itself to perform
publications in peer reviewed international journals, in order to make the
outcomes available to the scientific community. The partner in charge of
dissemination activities are responsible for the scientific publications as
well as for the selection of the publishers considered as more relevant for
the subject matter.

Further details on dissemination activities are enclosed in D6.6 _“Draft Plan
for Dissemination and Exploitation of results”_ and D6.7 _“Final Plan for
Dissemination and Exploitation of results”_ respectively delivered at M18 and
M36.

Fully in line with the rules laid down in the PLANHEAT Grant Agreement and
reported in section 2.2.1, each beneficiary will ensure open access to all
peer reviewed scientific publications relating to its results.

The project will make use of a mix of the three different possibilities for
open access, namely:

  1. **Open access publishing** (without author processing charges): partners may opt for publishing directly in open access journals, i.e. journals which provide open access immediately, by default without any charges. 

  

  2. **Gold open access publishing:** partners may also decide to publish in journals that sell subscriptions, offering the possibility of making individual articles open accessible (hybrid journals). In such case, authors will pay the fee to publish the material for open access, whereby highest level journals offer this option. 

  

  3. **Self-archiving/ “green” open access publishing** : alternatively, beneficiaries may deposit the final peer reviewed article or manuscript in an online disciplinary, institutional or public repository of their choice, ensuring open access to the publication within a maximum of six months. 

  

  

Moreover, the relevant beneficiary will deposit at the same time the research
data presented in the deposited scientific publication into a data repository.
The consortium will evaluate which of these data will be part of the data to
be published on the PLANHEAT Open Research Data Platform mainly according to
Ethics and confidentiality reasons.

##  Selection of suitable publishers

Each publisher has its own policy on self-archiving (i.e, the act of the
author's depositing a free copy of an electronic document online in order to
provide open access to it). Since publishing conditions of some publishers
might not fix to open access requirements applying to PLANHEAT on the basis of
the Grant Agreement, each partner in charge of dissemination activities will
identify the most suitable repository. Particularly, beneficiaries will not
choose a repository which claims rights over deposited publications and
precludes access.

At this stage any specific journal has been identified each beneficiary, in
collaboration with the project coordinator, will evaluate if the identified
journal and it article sharing policy can respect the consortium agreement in
terms of Open Access. According to consortium partners’ previous Open Access
experience, ELSEVIER journals could be considered a good option.

As example, ELSEVIER article sharing policy is summarized in the following
table  2

https://www.publishingcampus.elsevier.com/websites/elsevier_publishingcampus/files/Guides/Brochure_Ope
nAccess_1_web.pdf  2  
  
<table>  
<tr>  
<th>

</th>  
<th>

**Share**

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

**Pre submission**

</td>  
<td>

Preprints  1  can be shared anywhere at any time

PLEASE NOTE: Cell Press, The Lancet, and some society-owned titles have
different preprint policies. Information of these is available on the journal
homepage.

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

**After acceptance**

</td>  
<td>

Accepted manuscripts  2  can be shared:

  * Privately with students or colleagues for their personal use. 

  

  * Privately on institutional repositories. 

  

  * On personal websites or blogs. 

  

  * To refresh preprints on arXiv and RePEc. 

  

  * Privately on commercial partner sites. 

  

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

**After publication**

</td>  
<td>

Gold open access articles can be shared:

  * Anytime, anywhere on non-commercial platforms. 

  

  * Via commercial platforms if the author has chosen a CC-BY license, or the platform has an agreement with us. 

  

Subscription articles can be shared:

  * As a link anywhere at any time. 

  

  * Privately with students or colleagues for their personal use. 

  

  * Privately on commercial partner sites. 

  

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

**After embargo**

</td>  
<td>

Author manuscripts can be shared:

  * Publicly on non-commercial platforms. 

  

  * Publicly on commercial partner sites  3  . 

  

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

1  Preprint is the initial write up of author results and analysis that have
not yet been peer reviewed or submitted to a journal.

2  Accepted manuscript is a version of author manuscript which typically
includes any changes you have incorporated through the process of submission,
peer review and in your communications with the editor

3  For an overview of how and where author can share his article, it is
possible to check Elsevier.com/sharing-articles

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

##  Bibliographic Metadata

As mentioned in the Grant Agreement, metadata for scientific peer reviewed
publications must be provided. The purpose is to maximize the discoverability
of publications and to ensure EU funding acknowledgment.

The inclusion of information relating to EU funding as part of the
bibliographic metadata is necessary also for adequate monitoring, production
of statistics and assessment of the impact of Horizon 2020. All the following
information must be included in the metadata associated to each PLANHEAT
publication.

Information about the grant number, name and acronym of the action:

  * European Union (UE) 

  

  * Horizon 2020 (H2020) 

  

  * Research and Innovation Action (RIA) 

  

  * PLANHEAT[Acronym] 

  

  * Grant Agreement: GA N° 723757 

  

Information about the publication date and embargo period if applicable:

  * Publication date 

  

  * (eventual) Length of embargo period Information about the persistent identifier: 

  

  * Persistent identifier, if any, provided by the publisher (for example an ISSN number) 

  

#  Research Data

Research data refers to data that is collected, observed, or created within a
project for purposes of analysis and to produce original research results.
Data are plain facts. When they are processed, organized, structured and
interpreted to determine their true meaning, they become useful and they are
called information.

In a research context, research data can be divided into different categories,
depending on their purpose and on the process through which they are
generated. It is possible to have:

  * **Observational** data, which are captured in real-time, for example, sensor data, survey data, sample data. 

  

  * **Experimental** data, which derive from lab equipment, for example resulting from fieldwork 

  

  * **Simulation** data, generated from test or numerical models Research data may include all of the following formats:  Text or word documents, spreadsheets 

  

  * Laboratory notebooks, field notebooks, diaries 

  

  * Questionnaire, transcripts, codebooks 

  

  * Audiotapes, videotapes 

  

  * Photographs, films, 

  

  * Test responses 

  

  * Slides, artifacts, specimen, samples 

  

  * Collection of digital objects acquired and generated during the research process  Data files 

  

  * Database contents 

  

  * Models, algorithms, scripts 

  

  * Contents of software application such as input, output, log files, simulations 

  

  * Methodologies and workflows 

  

  * Standard operating procedures and protocols 

  

##  Key principles for open access to research data

According to the “ _Guidelines on FAIR Data Management in Horizon 2020_ ”,
research data must be _findable_ , _accessible_ , _interoperable_ , _re-
usable_ [5].

The FAIR guiding principles are reported in the following table  2  .  
  
<table>  
<tr>  
<th>

FINDABLE

</th>  
<th>

**F1** (meta)data are assigned a globally unique and eternally persistent

identifier

**F2** data are described with rich metadata

**F3** (meta)data are registered or indexed in a searchable resource **F4**
metadata specify the data identifier

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

ACCESSIBLE

</td>  
<td>

**A1** (meta)data are retrievable by their identifier using a standardized
communications protocol

**A1.1** the protocol is open, free, and universally implementable **A1.2**
the protocol allows for an authentication and authorization procedure, where
necessary.

**A2** metadata are accessible, even when the data are no longer available

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

INTEROPERABLE

</td>  
<td>

**I1** (meta)data use a formal, accessible, shared, and broadly applicable
language for knowledge representation

**I2** (meta)data use vocabularies that follow FAIR principles

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

</td>  
<td>

**I3** (meta)data include qualified references to other (meta)data.

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

RE-USABLE

</td>  
<td>

**R1** meta(data) have a plurality of accurate and relevant attributes.

**R1.1** (meta)data are released with a clear and accessible data usage
license

**R1.2** (meta)data are associated with their provenance

**R1.3** (meta)data meet domain-relevant community standards.

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

##  Roadmap and procedures for Data Sharing

PLANHEAT will generate a relevant amount of data that will be made available
not only for the purposes of the project but also for other tools and studies.
To facilitate the project data publication and the linking with the open
research data, a repository will be developed in order to share the project
data towards external communities The repository is an Open Source tool based
on public REST web services and will be published on the project public
website. Through the web services the users will be able download and filter
the open data in order to create synergies with other platforms. The website
provides a source catalogue, metadata and description of all the resourced
shared with the communities.

According to the aforementioned principles (Section 4.1), information on data
management is disclosed by detailing the next elements

  * **Data set reference and name** : Identifier for the data set to be produced. 

  

  * **Data set description** : its origin (in case it is collected), nature and scale and to whom it could be useful, whether it underpins a scientific publication. Information on the existence (or not) of similar data and the possibilities for integration and reuse will be also included. 

  

  * **Standards and metadata** : reference to existing suitable standards of the discipline. If these do not exist, an outline on how and what metadata will be created has to be given. 

  

  * **Data sharing** : Description of how data will be shared, including access procedures, embargo periods (if any), outlines of technical mechanisms for dissemination and necessary software and other tools for enabling re-use, and definition of whether access will be widely open or restricted to specific groups. The repository where data will be stored will be identified, if already existing, indicating in particular the type of repository (institutional, standard repository for the discipline, etc.). In case the dataset cannot be shared, the reasons for this should be mentioned (e.g. ethical, IP, privacy related, security-related etc.). 

  

  * **Archiving and preservation** (including storage and backup): Procedures that will be put in place for long-term preservation of the data. Indication of how long the data should be preserved, what is its approximated end volume, what the associated costs are and how these are planned to be covered. 

  

Since at M6, data set has not been generated yet, the previous list has to be
intended as a guideline for data generated in the future. Obviously, the
sharing of data will be strictly linked to the level of confidentiality of the
data itself. In particular, the level of confidentiality of gathered data will
be checked by the partner responsible for the activity (task leader) in which
data has been collected, with the data owners (such as public authority,
energy provider, industry, associations, etc...) in order to verify if data
can be disclosed or not. For the purpose, a written confirmation to publish
data in the PLANHEAT Open Access Repository will be asked via e-mail by the
task leader to the data owner. It will be possible to make such data available
only following the received confirmation provided by the data owner.

No confidential data generated within the project will be made available in
digital form  4  .

##  Expected Dataset

During the project will be collected several types of data in order to assess
the new strategies as well as practices also in comparison with current ones,
with the objective to evaluate the efficacy of the new strategies/practices.
Research data of this type will primarily consist of information such as facts
and numbers (especially statistics as well as factual data, such as those
related to land use/ soil occupancy), which will be collected to be examined
and considered as basis for reasoning, discussion, and calculation, as well as
results of interviews and surveys (especially those aimed at characterising
city needs for energy planning).

Among the data generated within the project and that could be shared within
the open repository:

  * _Specific Data from cities if the Municipality is the direct owner of the data (or the utility_ _accepted to share them) and no personal information/industrial confidential information are_ _present (particularly Velika Gorica, Lecce and Antwerp):_ cadastral maps (only if they are anonymous and a fee is not requested for the access), building footprint maps, energy consumption in aggregated forms compliant to D.8.1, etc. 

  

  * _Georeferenced database populated with hourly distribution of HDH and CDH to include UHI_ _phenomena in Velika Gorica, Lecce and Antwerp_ . A monthly subset of the air temperatures retrieved from IAASARS/NOA system- from which the CDH and HDH will be estimated- will be available to undergo validation against in-situ meteorological station data (to be provided by the cities). This will result in a specific calculation of the confidence put in this dataset. 

  

  * _Database_ including energy efficiency and retrofitting measures for buildings and related % of H&C demand reduction if explicitly anonymized following D.8.1 guidelines 

  

  * _Other Databases already publicly shared_ :i.e. demographic statistics, spatial analysis and statistics (es.green surface, number of schools etc.) 

  

  * _Database on industrial waste energy_ coming from industries, waste incinerators, power plants and for cooling purposes LNG terminals and NG decompression stations. This kind of data will be published in a completely anonymous way, providing waste heat value as a specific value or in a range of magnitude (i.e 10-20 MWh) according to the industry request of confidentiality and in complete accordance to D.8.1 guidelines and confidentiality issues ; 

  

  * _Specific data for supply sources_ : Solar energy, biomass, geothermal energy, water bodies, sewage network, data centres, shopping mall, underground ventilation shaft; 

  

  * _Database of emissions, technology and costs for the EU-28 countries_ : coming from already public databases. 

  

Data about urban energy infrastructures (i.e.maps of gas networks, DH
networks, electricity networks, sewage networks) are normally confidential
information and they won’t be explicitly shared without the allowance of the
utility/infrastructure owner which will be contacted at this purpose.

Accordingly, the beneficiaries will:

  * Verify with the data owners the level of confidentiality of the gathered data; 

  

  * Deposit the publicly disclosable data produced within or collected for the purposes of the project (including associated metadata) in an open research data repository; 

  

  * Check if the shared data could be stored and how long they could be stored; 

  

  * Take measures to allow any user to access, mine, exploit, reproduce and disseminate free of charge the data; 

  

  * Provide information about tools and instruments necessary for validating the results (providing the tools and instruments themselves whenever possible, or alternatively providing at least information, via the chosen repository, about the tools and instruments necessary for validating the results, such as specialized software or software code, algorithms, analysis protocols, etc.). 

  

Beyond input data listed above, the following outputs will be made publicly
available during the project lifetime, mainly distributing public deliverables
on the website and other data/information such as:

.

  * Results from cities survey towards PLANHEAT tool specifications definition. 

  

  * Results related to the analysis of available databases for what it concerns potential energy sources. 

  

  * Common IT framework specifications of the PLANHEAT integrated tool 

  

  * Models for mapping and quantifying current and future H&C demand in cities 

  

  * Models for mapping and quantifying local energy sources in cities (RES, waste heat, unconventional heat sources etc.) 

  

  * KPIs calculation models 

  

  * Algorithms for energy planning and simulation 

  

  * Geospatial dataset of hourly variation of HDH and CDH 

  

  * Strategic Plans for the cities of Antwerp, Lecce and Velika Gorica 

  

  * All the outcomes of the activities related to the validation of the PLANHEAT tool thanks to the support of the PLANHEAT validation cities: Antwerp, Lecce and Velika Gorica. 

  

It is also important to consider that the whole PLANHEAT tool will be
available at the end of the project (M36) in an Open Source version which will
be available from the project website.

#  Potential Exceptions to Open Access

The PLANHEAT modules constituting the integrated platform will be developed
iteratively and by means of prototypes of growing complexity and
functionality. These prototypes will be kept confidential until the final
release is ready (according to what is reported in the DoA).

As already reported in Chapter 4, the level of confidentiality of data will be
verified with the data owners in order to disclose only the information for
which the consortium has received a written permission to publish from the
data owners themselves.

It is foreseen that some data may be kept confidential and/or subject to
restriction in the diffusion.

One potential exception to open access could be represented by the individual
surveys that are carried out among the PLANHEAT cities networks which are
going to be engaged during the project. Some of the cities have already asked
to keep the questionnaire in anonymous form. Therefore, data could be only
partially available.

Additional data could be represented by energy consumption and production data
available at city level which could be owned by local DSOs or energy
providers. These data will be used for validating the different PLANHEAT
modules at level of the validation cities. It is reasonable to assume that
part of such data will be kept confidential.

Moreover, in order to define models for evaluating industrial excess heating
and cooling that could be recovered and reused in the city, partners will use
the results of energy audits carried out in different industry typologies.
Specific data used for elaborating the energy audits will be kept confidential
since they are of property of the industry itself while the models elaborated
for evaluating industrial waste heat will be publicly available (Deliverable
2.7, PU, M21).

Data subject to confidentiality restrictions would be provided by the
participants themselves, industries, local DSOs or heating providers, cities ,
etc..., and they will be stored and protected with state-of-the-art security
measures, accessed only by selected and restricted personnel of partners, and
will be used to validate the performances of the PLANHEAT tool.

This list of potential exceptions to open access must be considered
provisional. As reported above the data management plant will be updated at
each reporting period in order to update it based on the project’s evolution.

Furthermore, data collection will be performed fully in compliance with
European Standard and Regulations about Protection of Personal Data, as
already outlined in D8.1 “ _Ethics Requirements_ ” in order to avoid
incidental findings during the analysis of Heating and Cooling demand data
that could be redirect to personal habits, preferences, heating and cooling
consumption etc.

#  Conclusions and next steps

The present document has intended to outline a preliminary strategy for the
management of data generated throughout PLANHEAT project. Considering that
this deliverable is due at month six, few dataset has been generated yet, so
it is possible that in the future some aspects outlined in the present
document will need to be refined or adjusted.

This initial data management plan has however demonstrated that the consortium
fully commits itself to comply with open access requirements, also referring
to the main fact that the PLANHEAT tool will be a completely open source tool.
Moreover, a tentative list of dataset has been generated, showing the
soundness of the concepts that the projects aims to develop and demonstrate.

A dedicated Excel tracking sheet has been set up for the evaluation of the
disclosure of project data. The results of this monitoring process (DAPP) will
be progressively presented and discussed during the Consortium General
Assembly meetings along project life.

The update of the data management plan will reported in the different periodic
reports at the end of each reporting period.

Moreover, a specific task, namely Task 1.4, on “Overcoming barriers in data
collection” has been included in the DoA. Within this task, protocol and
procedure for data collection will be defined with reference to the different
layers of data which will be needed by the PLANHEAT modules. A comprehensive
repository of publicly available existing database will be set-up within this
task, clustering the already existing databases which can be used for the
project purposed (such as Corine, GEO2O, BPIE database, etc...).