#  1\. INTRODUCTION

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

##  1.2 Document description

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

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

More detailed versions of the DMP will be then submitted in case any
significant change may occur such as the generation of new data sets or any
potential change in the consortium agreement.

#  2\. DATA COLLECTION

##  2.1 Data description

In Visualmedia project there are 6 different sort of data that will be
gathered and produced during the project lifetime.

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

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

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

− **Cognitive Walkthroughs:** during the evaluation phase, end users will be
using the developed software solution, during the use they will be commenting
on its functionality. This is to identify flaws and space for improvement of
the product.

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

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

**Deliverables**

**Graphic**

**information**

**Interviews**

**Questionnaires**

**Contact**

**information**

**Figure 1. Types of Data**

Most of the datasets will be part of the information generated under the
following tasks, since these work packages involve contacting and getting
feedback from stakeholders and end users. Information obtained in WP2 and WP5
will mainly consist of the output resulting from questionnaires and interviews
distributed to stakeholders. However, data within WP7 is generally made up of
personal contact details from potential end-users to whom forthcoming results
could be of interest.  
  
<table>  
<tr>  
<th>

**WP/Task nr.**

</th>  
<th>

**WP/ Task Description**

</th>  
<th>

**Responsible**

</th>  
<th>

**Output**

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

WP2.- User Consultations & Requirements Definitions

</td>  
<td>

NTNU

</td>  
<td>

Deliverable

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

Task 2.2

</td>  
<td>

Identification of functionality requirements

</td>  
<td>

Questionnaires/ Interviews

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

Task 2.3

</td>  
<td>

Identification and monitoring of user needs and interests

</td>  
<td>

Questionnaires/ Interviews

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

WP5.- System Verification and Validation

</td>  
<td>

NTNU

</td>  
<td>

Deliverable

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

Task 5.4

</td>  
<td>

Test Sessions and Data Collection

</td>  
<td>

Interviews/

Questionnaires/

Cognitive

Walkthroughs D5.2

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

Task 5.5

</td>  
<td>

Data analysis and feedback

</td>  
<td>

Deliverable

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

WP7.-Dissemination

</td>  
<td>

Brainstorm

</td>  
<td>

Deliverable

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

Task 7.1.

</td>  
<td>

Promotional Activities

</td>  
<td>

Contact details

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

WP8 - Commercial Exploitation and Business Planning

</td>  
<td>

Signum

</td>  
<td>

Contact details

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

Task 8.1

</td>  
<td>

Establish and Manage Commercial Impact Advisory Group

</td>  
<td>

Signum

</td>  
<td>

Contact details

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

**Table 1. Work Packages data outcome**

##  2.2. Participants

As explained in deliverable 2.1 User Consultation Protocol and Tools, users in
the **Visualmedia** project are composed of:

− E _nd-users_ participating in the project, as stated in D.2.1, the user
partners in the consortia are: Bayerischer Rundfunk (Germany), BlueSky TV
(Greece), Hallingdølen (Norway), Radio Televisión Española (RTVE, Spain),
Setanta Sports (Ireland), and Televiziunea Română (TVR, Romania). The end-
users are considered those persons who actually will use the VisualMedia
product

− _Commercial impact advisory group_ which is formed from a group of
_professionals_ from the media industry who are not directly connected to the
project, with whom it is intended to exchange a deeper analysis and discuss
the commercial potential of **Visualmedia** product.

− _Users from outside the consortia._ They are stakeholders from 13 countries
not included in the consortium but who are members of the Online Community of
Interest and may become future sales representatives of the resulting product.

**End users**

**(within the consortium)**

**CIAG**

**Users (outside the Consortium)**

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

##  2.3. Tools

###  2.3.1. Questionnaires

This is one of the main tools for collecting the data for the establishment of
the user requirements and validation. These forms have been designed by NTNU.
There were created two different types of questionnaires, one online
questionnaire which was distributed to all users (i.e. end-users, CIAG, and
users outside the consortium). Another questionnaire was devoted for the
participant in the internal workshops at each users’ side.

###  2.3.2. Interviews

To complement the data from the questionnaires, there was also a series of
face to face interviews organized by the team of researchers from NTNU. As a
result of these encounters, notes were written down during the interview.
Audio recording was made of each interview in order to register all the
information produced and also the interview situations were photographed. A
project internal summary from each interview was produced. Each user partner
checked and approved their own interview summary. Additionally Skype meetings
with the members of the CIAG were held. During these, notes were taken down,
audio recordings were done, and internal summaries were made and put into
D2.2. This was to assure that the identified requirements with the end-users
match with the demand of experts outside the project, and to ensure market
mindshare.

###  2.3.3. Production diaries and data collection

During the validation process, user experiences will be collected in the form
of demo descriptions. Data collection will be based on actual user experiences
after the end-users have used Visualmedia system to create their own demos.
The emphasis lies on the practical experience and actual demos.

All end users are committed to document their work when implementing demo
material using Visualmedia. The feedback will be collected during March–June
2017.

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

It wil be important that end users also share data in the form of photos,
videos and other visual material. The materials are intended to be submitted
via e-mail, or if necessary, some other transportation method. In addition to
writing diaries, the end users’ experiences will be also collected by means of
Skype interviews,cognitive walkthroughs, and questionnaires. The data
collection should be planned and organized based on each end users’ individual
needs. A detailed plan will be written in D5.1, and all the collected material
will be combined into a final report (D5.2)

##  2.4. Evaluation and analysis of the data

Apart from the feedback (questionnaires, interviews, audio recordings, etc.)
there will also be data in video format (real-time and non-real time) that
will be two-fold. One, videos of the installation process and handling with
the product will be available for project internal usage mostly. Two, the
prototype productions itself from all the user partners. All this is in order
to analyse the quality of the productions and refine the technology components
as well as advise the users in the proper use of the technology.

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

End users are expected to provide questionnaires, photos etc. throughout the
different stages of the project: first about the expectations and the user
cases, then about the demo performance and concluding report about the final
demo products (was the final product what you had expected in terms of
quality, better or worse and how/why, etc).

##  3\. DOCUMENTATION AND METADATA

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

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

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

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

Concerning personal contact details, which will have been previously approved
by informed consent, only some contact information from people participating
in On-line Community will be published on the project website and in
deliverables. CIAG members authorise the project consortia to publish their
contact details and photo on the corresponding section of the website.
Information collected via questionnaires and interviews will be published
collectively but never revealing any personal opinion.

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

**Type of Data**

</th>  
<th>

**File Format**

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

Questionnaires

</td>  
<td>

Microsoft Word, Pages, PDF

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

Interviews

</td>  
<td>

AVI, mp4, jpeg, png

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

Videos

</td>  
<td>

avi, mpeg

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

Deliverables

</td>  
<td>

Microsoft Word

(compatible versions), Pages, PDF

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

Webinars, Demo Sessions

</td>  
<td>

AVI, FLT, mp4

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

Contact Details

</td>  
<td>

Microsoft Word

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

**Table 2. File formats**

##  4\. ETHICS AND LEGAL COMPLIANCE

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

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

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

##  5\. STORAGE AND BACK UP

Initially, data have been stored on Google Drive where all the information
will be uploaded in order to be accessible by all the consortia partners.
Google Drive is being used to back up the data and at the same time to be used
as a repository among partners to facilitate data exchange. Regarding
deliverables, they will be uploaded on the project website.

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

##  6\. DATA SHARING

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

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

##  7\. SELECTION AND PRESERVATION

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

##  8\. RESPONSIBILITIES AND RESOURCES

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

**Type of Data**

</th>  
<th>

**Resource**

</th>  
<th>

**Responsible**

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

Questionnaires/ Interviews

</td>  
<td>

Google Drive/External hardrive

</td>  
<td>

Andrew Perkis (NTNU)

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

Stakeholders contact details

</td>  
<td>

Google Drive

</td>  
<td>

Francisco Ibañez (Brainstorm)

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

Demonstrations, Webinars, user cases

</td>  
<td>

YouTube channel

</td>  
<td>

Javier Montesa (Brainstorm)

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

Deliverables

</td>  
<td>

Google Drive/ Website

</td>  
<td>

Francisco Ibáñez (Brainstorm)

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

###  **Table 3. Storage resources**

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

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

**Task name**

</th>  
<th>

**Responsible person name**

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

Data capture

</td>  
<td>

Veli-Pekka Räty (NTNU)

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

Metadata production

</td>  
<td>

Sebastian Arndt (NTNU)

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

Data storage & back up

</td>  
<td>

Andrew Perkis (NTNU)

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

Data archiving & sharing

</td>  
<td>

Francisco Ibáñez (Brainstorm)

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

**Table 4. Task leaders**