#  Executive summary

The aim of this document is to provide the procedure to be adopted by the
project partners to collect and utilize the data from the customers involved
in the implementation of the business models under WP08 and research packages
WP1-7, 9-

11\.

The adopted procedure will follow the guidelines developed by the European
Commission in the document “Guidelines on Data Management in Horizon 2020”  1
. This Data Management Plan (DMP) is also in line with the methodology of the
DMP online tool developed by the Digital Curation Centre  2  .

It has to be highlighted that a DMP is mandatory for the projects
participating in the Open Research Data Pilot and for the “research and
innovation actions” or “innovation actions”. The project is a coordination and
support action participating in the Open Research Data Pilot.

Besides this it has to be noted that this DMP is intended to be a “living
document in which information will be made available on a finer level of
granularity through updates as the implementation of the project progresses”
3

This Draft of the Data Management Plan, submitted at M6 (31st October 2016),
describes a plan for data collection and utilization while the Data Management
Plan will be updated when the data is collected and the plan will state how it
should be utilized.

The adopted procedure includes the following steps: 1) Data set description 2)
Standard and metadata 3) Data sharing 4) Archiving and preservation (including
storage and backup) and 5) Ethical aspects.

The project partners agree on the procedure described in this document and on
providing further information on the data to be collected and utilized in the
deliverable “Data Management Plan”.

#  Introduction

The main objective of the project is to develop a smart specialized logistics
cluster for the chemical industry in the Port of Antwerp in order to shift
transport volumes from road to rail freight.

The developed solutions and concepts will be reviewed by the Advisory Board as
well as the General Assembly and potential customers.

This work will be performed within WP10 and WP12 and in specific within “Task
10.2”, “Task 10.3” and “Task 12.1”.

This document first describes the data set that will be collected, then
describes any applicable standards and metadata, and finally deals with data
sharing, archiving and preservation and ethical aspects.  
  
<table>  
<tr>  
<th>

**1.**

</th>  
<th>

**Data Set Description**

</th> </tr> </table>

Definition of Data Set Description (according to the H2020 guidelines):

_“Description of the data that will be generated or collected, its origin (in
case it is collected), nature and scale and to whom it could be useful, and
whether it underpins a scientific publication. Information on the existence
(or not) of similar data and the possibilities for integration and reuse”._

Data that will be generated or collected in the frame of practically every WP:
from market information to product specifications.

The first three WPs are pure R&D packages. Within these packages the
consortium wants to develop a working LessThanWagonLoad concept.

First a viable LWL concept is created preferably together with a potential
customer. Simultaneously, the consortium is going to develop a Automatic Wagon
Loading System (AWLS), this has to enable the developed LWL concept and make
it profitable. The data generated during these packages are commercially
sensitive so will be handled as confidential during the 3 years of the project
and 4 years after the end of the project. Within WP 9 a validation of this
system will be researched at the Italian terminal operator, ISC. The data will
be handled with the same care.

For WP4, 5 and 6 some market research is necessary to really pinpoint the
issues in the chemical industry and translate these problems or necessities
into working solutions. The market research for the two WPs will executed
together and coordinated by Essenscia, the Belgian federation of chemical
companies. Essenscia acts as neutral partner and will make the data anonymous
if the responses are commercially sensitive. The market research will be
handled as confidential. Nevertheless the preferences and requirements which
will be discovered during the research will be used to create public reports
but with anonymous and aggregated data. The dissemination of the market
research and the different solutions will be the topics of a concluding
conference organized for interested parties within the sector.

Within WP7 the main goal is to find possible destinations for viable mixed
train products. The process to select these destinations is twofold. First of
all a top-down approach is used to map the potential. In order to construct
this analysis, Eurostat data is used and drilled down to NUTS3 level. The
outcome of this exercise will be reviewed by Lineas’ market experts. The top-
down approach will be used as a long/short list from where the high potential
destinations will be selected. Together with the Business Development
department the outcome will be translated into concrete business cases with
potential roll-out. Due to the commercial sensitivity of the data, these
regions will be handled confidential.

Work package 8 tries to summarize everything which was researched before this
package and has the main goal to create a coherent business case for every
element. These business cases will consist of costs and potential benefits
which are only for internal use.

WP 11 calculates the environmental benefit of all preceding WPs and solutions
based on potential modal shift because of the enhanced product offering. These
reports will be made public to promote rail freight transport in Europe.

**At this stage of the project it is still not totally clear if there could be
any additional type of data involved or collected.** This will become clear
only once the project partners start working on the specific WP. In main order
this will be qualitative data, but for example in WP07 this will also include
some quantitative data.

Besides this here are some additional considerations that will be taken into
account:

  * The data will originate from the customers and will be collected by partners of the consortium 

  

  * This data will be directly used by and for analysis 

  

  * The data will underpin scientific publications published by the partners. However this will be done only on the overall aggregated level and not individual customer level. 

  

The data and thereby the outcome of these work packages can be useful for
every intermodal operator, terminal operator or any other players with the
supply chain. Those companies are competitors of Lineas and Lineas Intermodal.
For this reason the deliverables as well as the data will be confidential
during the project and four years after the end date of the project.

Based on the best of our knowledge, similar data has not been generated before
for research purposes in this specific setting. Data will be collected by
specific research participants. The participants will be recruited by the
consortium, using approaches that fit best with their customers and in ways
that maximize engagement. One of the methods that could be used is described
below:

The Consortium will send letters and survey questionnaires to target customers
to generate and gauge interest in their participation in market research or
the new developed business model. Based on the survey feedback, the Consortium
will identify the customers for interaction. The Consortium will invite the
identified customers to a short presentation and workshop to explain the
project background, the underlying economic assumptions and the potential
benefits. So the questionnaire is used as a starting point for further
interaction.

Those who wish to participate in the project will give permission for their
data to be used, specifying what data they are happy to share and how it can
be used. Finally it’s important to clarify that all data will be anonymised or
aggregated with other data in order to make it impossible to trace it back to
the client.  
  
<table>  
<tr>  
<th>

**2.**

</th>  
<th>

**Standards and metadata**

</th> </tr> </table>

Definition of Standards and metadata (according to the H2020 guidelines):

_“Reference to existing suitable standards of the discipline. If these do not
exist, an outline on how and what metadata will be created”._

The project focuses on the development a smart specialized logistics cluster
for the chemical industry in the Port of Antwerp in order to shift transport
volumes from road to rail freight. For this purpose, market information is
needed from relevant players inside the current chemical cluster. Accordingly
the data will be described and categorized with appropriate metadata.

Metadata is _“structured information that describes, explains, locates, or
otherwise makes it easier to retrieve, use, or manage an information resource.
Metadata is often called data about data or information about information”_ 4
_._

This means that during the project, the collected data will also be assigned
appropriate metadata, which will make it easier to manage the data itself.
However at this stage of the project we cannot define what metadata will be
collected. Because for example concerning WP2 and WP3, the Automated Wagon
Loading System does not exist -to the best of our knowledge. Also the metadata
might differ across the countries due to different data collection
regulations.

Nevertheless the data created or translated by the consortium will be FAIR at
all time. (Findable, Accessible, Interoperable a Re-usable). Although, it
should be mentioned that the project data and deliverables should be
considered as ‘photos’: The photo of today could be fairly different from the
photo of within a year or so.  
  
<table>  
<tr>  
<th>

**3.**

</th>  
<th>

**Data sharing**

</th> </tr> </table>

Definition of Data sharing (according to the H2020 guidelines):

_“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.
Identification of the repository where data will be stored, if already
existing and identified, 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, rules of personal data, intellectual property, commercial, privacy-
related, security- related)”._

The collected data will be a mix of confidential and public information. I t s
usage will be subject to customers and consortium’s partners consent. This
will be asked with a survey questionnaire that will be sent out to customer’s
i.e potential research participants. The survey questionnaires will include an
Informed Consent Form (ICF) which needs to be signed by the research
participants potentially interested in using the data.

The signature of the ICF will be a pre-requisite for the development of the
customized implementation plan. The ICF will include a short description of
the project mentioning that data collected from the customers will be used in
the framework of the project. It will be discussed with the client what data
and in what form can be shared with the project consortium.

The consortium consists of partners that operate in countries in which data
and privacy protection all have adopted the European legislation:

_“Client data is always treated confidentiality and all data management will
in particular be in line with privacy regulation of the European Union. It
will nevertheless be possible to use the data within the project.”_

The format of the agreements between the customers and project partners will
be defined during the activities, when they occur. However, the data that will
be shared for the purpose of implementing the work packages will be subject to
individual and commercial negotiations with the customers.

In general data privacy has not been identified as a major barrier within the
consortium. In specific the Consortium partners were asked to assess how data
and privacy protection are defined in their countries. Also they were asked if
the approach to data management is clearly regulated and if this presents a
barrier for the projects activities.  
  
<table>  
<tr>  
<th>

**4.**

</th>  
<th>

**Archiving and preservation**

</th> </tr> </table>

Definition of archiving and preservation (according to the H2020 guidelines):

_“Description of the 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”._

The customer data is deleted after the duration of the project. As all
customers are directly associated with one consortium partners with which a
bilateral contract for data handling is signed additionally to the Informed
Consent Form (ICF), this bilateral agreement might allow the data storing and
use beyond the project duration.

The data created by the consortium partners (not customer bound) in order to
develop the AWLS; analyze the environmental impact, etc. will be saved at
least 4Y after the end date of the project. Afterwards an evaluation takes
place to see if further archiving is necessary.

If needed, Non-Disclosure Agreements (NDAs) will be signed with the parties
that use the data for further work in the project (for instance by the
research partners).

To safely store the information in a manner that it is still accessible for
the consortium partners, a dedicated portal is created via the Targetprocess
tool. Every partner has been given access to this portal and is responsible
for his or her own password.

The table below provides a summary of the measures for data storing.

_Deliverable: D12.5 – Data management plan_

Table 3: Measures for data storing  
  
<table>  
<tr>  
<th>

</th>  
<th>

**Storage of data – description of method**

</th>  
<th>

**Duration of storage**

</th>  
<th>

**Comments**

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

**Customer data**

</td>  
<td>

All clients’ data should be kept confidential and anonymized **-** Paper
records such as questionnaires are stored in a locked filing cabinet **-**
Digital data is stored in a specific folder with restricted access. **-**
These set of data can only be consulted by members who need this information.

</td>  
<td>

Project duration

</td>  
<td>

The data can be shared within the consortium, however it must be kept
confidential by the partners

The whole data set will not be publically available and any publication
dissemination will obscure the client’s individual data.

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

**AWLS – WP 2,3, 11**

</td>  
<td>

The data related to the project is going to be stored on our servers and

Targetprocess for potential future patent.

</td>  
<td>

Project duration and longer if necessary

</td>  
<td>

Maybe needed for potential patent

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

**Market data – WP1, WP4-7, 9- 10**

</td>  
<td>

The plan is to store data in xls, csv- formats or in a data base.

</td>  
<td>

Project duration and longer if necessary

</td>  
<td>

No further comment

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

**Business cases – WP8**

</td>  
<td>

The data related to the project is going to be stored on our servers and
Targetprocess.

</td>  
<td>

Project duration + 3Y

</td>  
<td>

No further comment

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

13

_Data management plan_  
  
<table>  
<tr>  
<th>

**5.**

</th>  
<th>

**Ethical aspects**

</th> </tr> </table>

Are there any ethical or legal issues that can have an impact on data sharing?
These can also be discussed in the context of the ethics review. If relevant,
include references to ethics deliverables and ethics chapter in the
Description of the Action (DoA).

Is informed consent for data sharing and long term preservation included in
questionnaires dealing with personal data?

The consortium shall carry out the action in compliance with:

(a) Ethical principles (including the highest standards of research integrity)
and (b) Applicable international, EU and national law.

The consortium shall respect the highest standards of research integrity — as
set out, for

instance, in the European Code of Conduct for Research Integrity This implies
notably compliance with the following essential principles:

  * honesty; 

  

  * reliability; 

  

  * objectivity; 

  

  * impartiality; 

  

  * open communication; 

  

  * duty of care; 

  

  * fairness and 

  

  * responsibility for future science generations 

  

This means that consortium shall ensure that persons carrying out research
tasks:

  * present their research goals and intentions in an honest and transparent manner; 

  

  * design their research carefully and conduct it in a reliable fashion, taking its impact on society into account; 

  

  * use techniques and methodologies (including for data collection and management) that are appropriate for the field(s) concerned; 

  

  * exercise due care for the subjects of research — be they human beings, animals, the 

  

  * environment or cultural objects; 

  

  * ensure objectivity , accuracy and impartiality when disseminating the results; 

  

  * allow — in addition to the open access obligations under Article 29.3 of the Grant Agreement as much as possible and taking into account the legitimate interest of the beneficiaries — access to research data, in order to enable research to be reproduced; 

  

  * make the necessary references to their work and that of other researchers; 

  

  * refrain from practicing any form of plagiarism, data falsification or fabrication; 

  

  * avoid double funding, conflicts of interest and misrepresentation of credentials or other research misconduct. 

  

_Data management plan_ Activities raising ethical issues must comply with the
‘ethics requirements’ set out as deliverables in Annex 1 of the Grant
Agreement.

The documents must be kept on file and be submitted upon request by the
coordinator to the Agency (see Article 52 of the Grant Agreement). If they are
not in English, they must be submitted together with an English summary, which
shows that the action tasks in question are covered and includes the
conclusions of the committee or authority concerned (if available)