#  Executive Summary

The GAP data policy document sets out our principles and agreed practices in
data management and sharing of data produced by the GAP project. Our goal is
to ensure our research data is ‘findable, accessible, interoperable and
reusable (FAIR) to ensure it is soundly managed.” We are guided by the
principle that “good data management is not a goal in itself, but rather the
key conduit leading to knowledge discovery and innovation, and to subsequent
data and knowledge integration and reuse.”  1

Our principles are described in relation to the different types of data
collected for the GAP project, and our approach to data sharing, balanced with
maintaining anonymity for data subjects, is presented. There are two rounds of
interview data produced in GAP: in WP3 and WP5. Access to data collected in
WP3 [interviews with personnel on their past experiences in deployment on CPPB
missions] will be restricted, as “open access to data 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.”  2

Access to the interview data produced in WP5, during the evaluation of the
game, will be open access, as will the data produced by the players within the
game.

The DMP will support the management life-cycle for all data that will be
collected, processed or generated by GAP. It will include:

  1. what data GAP will generate 

  

  2. whether and how it will be made accessible 

  

  3. how it will be maintained and preserved. 

  

  

The DMP will be updated and completed (i.e. become more precise) as GAP
evolves. New versions of the DMP will be created whenever important changes to
GAP occurs (due to inclusion of new data sets, changes in consortium policies
or external factors). This document, following the suggested Horizon 2020 FAIR
Data Management Plan (DMP) template format given by the European

Commission, outlines our approach to data sharing, within the limitation of
ensuring privacy for GAP’s research participants. Further information on our
policy towards data collection, storage, protection, retention and destruction
and compliance with national and EU legislation, and incidental findings may
be found in the GAP Data Policy document and the GAP Incidental Findings
document respectively.

At every stage, the GAP management and consortium will ensure the Data
Management Plan is in line with the norms of the EU and Commission [as
expressed in the General Data Protection

Regulation (GDPR) (Regulation (EU) 2016/679)] and will promote best practice
in Data Management.

#  1.Introduction

Gaming for Peace (GAP) is a project funded through the European Commission
Horizon 2020 Secure

Societies programme. GAP will collect deployment experiences from relevant
civilian and military informants in Europe (WP3). These will then be used, in
conjunction with a review of state of the art current training, to develop a
curriculum in soft skills (communication, cooperation, gender awareness and
cultural competency) and this curriculum will be embedded in an immersive
online role-playing game. Under WP5, there will be several rounds of
evaluation of the curriculum and game, producing interview data with police,
military and civil personnel and player metrics for those same individuals.
The final version of the curriculum and game will be used by those being
deployed in Conflict Prevention & Peace Building (CPPB) roles.

GAP supports the four key principles of FAIR - findability, Accessibility,
Interoperability, and Reusability, and in its data management plan aims to go
beyond proper collection, annotation, and archival to include “the notion of
‘long-term care’ of valuable digital assets, with the goal that they should be
discovered and re-used for downstream investigations, either alone, or in
combination with newly generated data.”  3

We adopt the definition of ‘Digital research data’ as information in digital
form (in particular facts or numbers), collected to be examined and used as a
basis for reasoning, discussion or calculation; this includes statistics,
results of experiments, measurements, observations resulting from fieldwork,
survey results, interview recordings and images.  4

##  "As open as possible, as closed as necessary"

The GAP project was reviewed by the European Commission’s Ethical reviewers in
December 2015. In this review the issue of anonymity of interview and game
participants was raised. As the pool of research participants has very defined
parameters, the ethics reviewers expressed the opinion that ensuring anonymity
of the participants would be a challenge. Following this assessment, it was
agreed with the Commission Project Officer that GAP should not participate in
the Open Research Data pilot. The ORD pilot aims to improve and maximise
access to and re-use of research data generated by Horizon 2020 projects and
takes into account the need to balance openness and protection of scientific
information, commercialisation and Intellectual Property Rights (IPR), privacy
concerns, security as well as data management and preservation questions.
While open access to research data becomes applicable by default in Horizon
2020, the Commission also recognises that there are good reasons to keep some
or even all research data generated in a project closed, as is the case for
the first round (WP3) interviews in GAP.

However, the data generated in the second round of interviews in GAP (WP5)
which comprises interviews with players evaluating the game will be open
access as the likelihood of identifying information will be minimal, as the
focus of the interviews is on the experience of playing the game.

#  2\. Data Summary

##  2.1 Purpose of the data collection/generation and its relation to the
objectives of the project & types and formats of data

GAP will gather interview and game play data primarily from the following
project partners in two rounds of data gathering:

  * Police Service of Northern Ireland (PSNI) 

  

  * Finnish Defence Forces (FINCENT) 

  

  * Armed Forces of the Republic of Poland (Via NDUW) 

  

  * Polish National Police (WSpol) 

  

  * Bulgarian Defence Force (BDI) 

  

  * Portuguese State Police (PSP) 

  

Data will also be gathered from members of the project’s ‘End-user Advisory
Board’. This is primarily comprised of NGO and voluntary groups working in the
CPPB field. In the first round of data gathering (WP3), this is to be combined
with state of the art knowledge in training personnel in CPPB missions to
build realistic scenarios which capture the defined learning objectives of
GAP. Personnel from the same organizations will be interviewed in the second
round of data gathering (WP5), the purpose of which is to gather data on the
experience of playing the game. Metrics from data generated by the players
actually playing the game will also be collected and analyzed to ascertain the
degree and kind of learning achieved in the game.

**Table 1: Types of data to be collected throughout the project**  
  
<table>  
<tr>  
<th>

**1\. Interview data:**  
  
<table>  
<tr>  
<th>



</th>  
<th>

**_Work Package 3 (WP3) interviews_ ** : Interviews with participants’ (drawn
from end-user partner organizations and the end-user advisory board member
organizations) on their experience of deployment in CPPB missions. The data
from these interviews will contribute to the development of game play
storylines, ensuring that the game is based on realistic scenarios. Interview
data will also be analysed using sociological methods and theories to produce
journal publications and will be the subject of analysis for PhD theses funded
by GAP.

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



</td>  
<td>

**_Work Package 5 (WP5) interviews_ ** : In the evaluation phase of GAP, there
will be pre- and post-gameplay interviews. Participants will evaluate the
game, both from a computeruser interaction perspective and from the
perspective of impact on their organizational role and others organizational
roles in CPPB missions. These interviews will focus on their experience of the
game and their interpretation of and response to the various scenarios. This
data will be used to modify the game play experience and the curriculum, and
will be interrogated to contribute to sociological and psychological
understandings of CPPB training and experiences.

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

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

**2\. Game play data:**

The performance of test players will be recorded in the game and a data set
will be

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

</td>  
<td>

produced from this. Test players will again be sought from the participating
armies and police services, with additional testers sought from organisations
in the End-user Advisory Board. The GAP game will require players to take on
different roles within the game than they hold in real life (e.g. a male
member of the army could play the role of a female NGO worker). Data produced
will be used to study the degree and kind of learning, including the
achievement of various soft-skills (communication, cooperation, gender
awareness, cultural competency) by the players. The data will be used to
modify the game play experience and the curriculum as necessary, and also will
provide the basis for a ‘skills passport’ that will provide a means to
standardize results and thus enable game players to document their achievement
of targeted softskills.

</td>  
<td>

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

**2.2 Re-use of existing data**

GAP will not reuse existing data.

##  2.3 Origin of data

GAP will produce original research data from two rounds of interviews carried
out in six countries, and play metrics within the subsequently developed game
[see 2.1 above].

##  2.4 Expected size of the data

WP3 interviews: Interviews with 15-30 individuals will be carried out in each
country lasting 45 minutes – one hour. This will produce approximately 30
typed pages of transcript per interview. This will produce approximately 180
individual interviews x 30 pages of interviews= 2,700-5,400 pages of
transcript.

WP5 interviews: 15-30 interviews will be carried out in each country lasting
15-30 minutes pregame play and 30/45 minutes post-game play. This will produce
approximately 30 typed pages of transcript per interview. This will produce
approximately 180 individual interviews x 30 pages of interviews= 2,700-5,400
pages of transcript.

Game data: The exact size of the gameplay database will depend on the specific
assessment metrics produced by WP4.2, but it is not expected that it will
consist of more than 1 GB of data.

**2.5 To whom is this data useful?**

This data will be useful to academics, practitioners (end users) and
policymakers. It will be useful to researchers who are interested in the
development of serious games, specifically games as a tool for learning; and
researchers who aim to understand the acquisition of specific soft skills,
specifically but not limited to those skills as used by CPPB personnel. It
will be useful to end users (organizations such as the end user partners in
the Consortium of GAP) who can use the data to expand and attain a greater
understanding of how to provide and deliver a curriculum of appropriate soft
skills to personnel being deployed in CPPB.

#  3\. FAIR Data

##  3.1 Making data findable

Our policy is guided by the 3 steps outlined in Annex 1.

Open access to digital research data involves 3 steps:

Procedure for open access (research data):

Step 1 — Deposit the digital research data, preferably in a research data
repository.

Step 2 — Provide open access by taking measures to enable users to access,
mine, exploit, reproduce and disseminate the data free of charge (e.g. by
attaching a ‘creative commons licence’ (CC-BY or CC0 tool) to the data). Open
access must not be given immediately; for data needed to validate the results
presented in scientific publications, as soon as possible; for other data,
beneficiaries are free to specify embargo periods for their data in the data
management plan (as appropriate in their scientific area).

Step 3 — Provide information, via the repository, about tools and instruments
for validating the results.

###  3.1.1 Naming conventions

GAP interview data will follow the naming convention (Interview
number_Initials of

interviewer_date of interview_GAP name and project). Thus an example of a file
name would be “Int1_RB_10.1.2017_GAP 700670”

The game play dataset will be labelled as such, with metadata providing more
information on background to the data.

###  3.1.2 Search keywords

Metadata data will be included with each item to be deposited in the open
access repository (see section 3.2.2 for details on the repository). This will
allow for keyword searching.

###  3.1.3 Metadata

Each item to be included in the open access repository will include metadata
giving background explanation of the GAP project, and specifics on how the
data was created and the data format. We will follow the guidelines set out in
the TARA repository (see section 3.2.2)

##  3.2 Making data openly accessible

###  3.2.1 Which data produced will be made openly available

Anonymised WP5 interview transcripts and game play data will available for
open access sharing. WP5 interviews concern the participants’ experience of
the game, and are likely to contain less sensitive information that WP3
interviews (although identifying information or vignettes may be present). WP5
interview transcripts will be checked to ensure anonymity by the responsible
team member at each organisation (see table one of the GAP Data Policy
documents for further details) before wider release to the Consortium. Any
identifying details or vignettes (after anonymization) will be redacted before
release to the wider Consortium.

Game players will be given an identifying number, with their corresponding
identifying details encrypted and kept in a secure location by project partner
Haunted Planet Studios (HPS). Prior to depositing email addresses used for
creating game accounts, hashed passwords, all IP addresses logged during play
and any chat logs that maybe be created will be removed. As game play data can
be fully anonymised, and players will be taking on a role different from their
role in real-life, the ability to identify game players will be severely
circumscribed, thus this data will be suitable for depositing in the TARA
repository.

WP5 Interview data to be deposited will include:

  * Anonymised interview transcripts from pre and post-game play interviews. 

  

Game data to be deposited will be:

  * Description of the scenarios and the soft-skills learning goals associated with these 

  

  * Anonymised quantitative data, on actions taken within the game, broken down by scenario 

  

WP3 interview concern the real experience of CPPB by members of the
participating police and armies (listed in section 1.1) plus participating NGO
and civil society members. Due to the sensitive nature of the data collected
via interview, and the risk of interviewee identification, sharing of
interview data on the interviewee’s experience of CPPB activities will not be
included in the open access repository. Rather, WP3 interviews will be made
available for sharing on a case-by-case basis following a request to the GAP
PI. Anonymised WP3 interview transcripts will be available to other
researchers on request. Requests will be reviewed by the GAP PI and, if the
request is deemed appropriate, anonymised transcripts with identifiable
vignettes redacted, will be supplied.

As per Article 38 of the Grant Agreement, Visibility of EU funding Any
dissemination of results (in any form), even when combined with other data,
must include the reference to EU funding set out in the GA.

###  3.2.2 Method for data accessibility

Open access means taking measures to make it possible for third parties to
access, mine, exploit, reproduce and disseminate data — via a research data
repository. A ‘research data repository’ means an online archive for research
data; this can be subjectbased/thematic, institutional or centralised. The GAP
project will use Trinity’s Access to Research Archive (TARA) to make the above
outlined data openly accessible. TARA is designed to store, index, distribute,
and preserve the digital materials of Trinity College Dublin. Content,
deposited directly by Trinity faculty and staff, may include research papers,
photographs, videos, theses, conference papers, or other intellectual property
in digital form. The content is then distributed through a searchable Web
interface. TARA uses DSpace open source software, developed by MIT and Hewlett
Packard.

Data uploaded to TARA is requires metadata attached to each item. This
metadata entails descriptive information about an item that allows it to be
found via keyword searching. Thus each item of GAP data will include metadata.

**3.2.3 Methods or software tools needed to access the data** TARA is
accessible from a standard web browser.

##  3.3 Making data interoperable

###  3.3.1 Interoperability of data produced

TARA has a predefined list of software packages that it supports. These
software types are ‘recognised’ by TARA and will be maintained as such by the
system on an ongoing basis and if/when the content is exported or moved, or
the server is changed. Qualitative interview data will be provided on
Microsoft word, which is a package ‘recognised’ in TARA. All transcripts will
be provided in English and will follow a standard transcript template
developed by the research team.

Game play data will be provided in machine-readable eXtensible Markup Language
(XML) format, which is also supported in TARA. Supporting data on the
scenarios that the data relates to will also be supplied in XML format.

###  3.3.2 Standard vocabularies

In the conduct of qualitative interviews it is likely that technical terms,
specific to conflict prevention and peace building, may be used. In this case,
we will provide a mapping of these terms to accompany the transcripts.

The gameplay data will be expressed in an XML application designed
specifically to reflect the metrics produced in WP4.2. A Document Type
Definition (DTD) will be provided, which will help with making the XML data
set fully machine-readable, searchable and interoperable.

##  3.4 Increase data re-use

By depositing WP5 interview and game play data in the TARA repository, this
data will be made freely available to anyone via the internet. TARA provides a
persistent web link that remains constant and allows anyone worldwide access
over the internet. No licencing would be required for accessing of the
deposited data.

WP3 data, shared if appropriate, will be provided in a standardised PDF
format. The PI will liaise with those accessing the data about format
usability – while ensuring the security of the data.

**3.4.1 When will the data be made available for re-use?**

Data collected during the project will be used for two purposes 1) creation of
the training game and 2) academic publication. We will embargo release of the
data until both of these objectives have been achieved. The anticipated time
period for depositing the data into the TARA repository will be late-2019.

**3.4.2 How long is it intended that the data remains re-usable?**

The TARA repository provides long-term stewarded preservation of deposited
materials; no specific time limit will put on the use of data deposited in
TARA.

#  4\. Allocation of resources

By using the TARA repository, we are able to avail of a service provided, at
no additional charge, to TCD academics. Thus, additional funding for making
GAP data open access is not required.

##  4.1 Responsible persons

The GAP Principle Principal Investigator (Anne Holohan) will be responsible
for ensuring that interview transcripts and game data are deposited into TARA.
Once deposited, the TCD library team, who manage the TARA repository, will be
responsible for the long term storage of the GAP data.

#  5\. Data security

All data deposited into TARA is backed up on the TCD servers. The GAP
Principal Investigator will also ensure that GAP data is stored on
departmental servers.

#  6\. Ethical Aspects

As discussed at the start of this document, ethics concerns mean that we
cannot have full openaccess sharing of all data to be produced by the GAP
project. GAP ethics documents outline: 1) our policy towards in data
collection, storage, protection, retention and destruction and compliance with
national and EU legislation, and 2) our Incidental Findings policy. In brief,
our policies on the above are as follows:

  * Data Collection: Data will be collected in WP3 and WP5 via interview and game testing. All participating individuals will be provided with information sheets on the project and asked to sign consent forms. Via these we will ensure that that our policies on handling, storing and retaining their data, their right to withdraw and our policy on incidental findings are understood by the study participants. Participants in interviews and game play may involve the same individuals, or may be conducted with separate people. In either scenario, separate consent will be sought before interviews and game evaluation. 

  

  * Data storage: Interview data will be immediately transferred off recording devices and encrypted. Access to un-anonymised data will be strictly limited and only anonymised data will be transferred amongst consortium members. Consent forms will be kept in a secure and separate location from transcripts and game play data. 

  

  * Data protection: The content of data produced by the GAP project will be specified, and we will provide copies of appropriate authorizations according to the legal requirement of the area where the research is planned to take place. This includes all partner institutional/college ethical approval committees, operating under the auspices of EU regulations on Data Protection and Privacy, notably the Data Protection Directive (Directive 95/46/EC) and the General Data Protection Regulation (Regulation (EU) 2016/679). 

  

  * Original recordings will be stored for the duration of the project (2.5 years); after this time they will be irreversibly destroyed by overwriting the file with other sound. The consent forms will be stored at a different location to the transcripts and recordings for the duration of the project. Then they will all be destroyed by shredding of hard copies (informed consent) and irreversible overwriting of soft copies. Those who collected original recordings in each jurisdiction will be responsible for destruction of the aforementioned material in this manner at the end of the project. 

  

  * Incidental findings: Should interview data result in an incidental finding (such as reports of illegal/prohibited behaviour or reports of PTSD) the research team will follow the escalation/reporting protocol (set up in the GAP Incidental findings policy document). In the case of illegal prohibited behaviour, this will be reported in the first instance to the appropriate person in their organisation, who will then escalate this to an outside agency if appropriate. In the case of mental health issues, the research team will direct the participant to support services both inside and outside their organisation. 

  

Full details of these policies are available in the GAP Data Policy Document
and the GAP Incidental Findings document.

##  6.1 Informed consent

GAP will comply with Article 39.2 of the grant agreement:

GAP's open data policy will be outlined in information sheets and consent
forms for participants in pre and post-game interviews. Game players will also
receive information and consent forms that inform them how the data will be
used.

**7\. Timetable for Updates.**

The DMP will be updated minimally at Month 12 and Month 28, after the
scheduled Ethics Committee meetings but also whenever important changes to GAP
occur (due, for example, to inclusion of new data sets, changes in consortium
policies or external factors).