#  The Data Management Plan (DMP)

This DMP provides details regarding all the (research) data collected and
generated within the UTILE project. In particular, it explains the way data is
handled, organized and made openly available to the public, and how it will be
preserved after the project is completed. This DMP also provides
justifications when versions or parts of the project data cannot be openly
shared due to third-party copyright issues, confidentiality or personal data
protection requirements or when open dissemination could jeopardize the
project’s achievements.

This DMP reflects the current state of the art of the UTILE project. The
details and the final number of the project data sets may vary during the
course this project. The variations will be recorded in updated versions of
this DMP.

2.1

Data summary

The overall objective of UTILE is to defragment and actively bring together
both Innovation Providers and Innovation Developers, by setting-up an
innovative ICT Marketplace as a valorisation one-stop-shop, and additionally
to develop a value adding strategy ensuring

  1. to facilitate and catalyse innovation to effective valorisation, 

  

  2. to develop a viable business case ensuring sustainability of this initiative. 

  

  

UTILE will evaluate all FP7 and H2020 Health projects present in CORDIS at the
effective date of 1 April 2017, which will be conducted by health focused TTOs
with direct engagement of actual market end-users (biotech, pharma, investors)
in Europe and the USA, to identify the research results with the highest
potential for translation and exploitation.

The data used in UTILE are derived from the following sources of information,

  1. EU project reports, provided by the EU (CORDIS)  1  ; 

  

  2. EU project questionnaires  2  , requested from former project coordinators; 

  

  3. Evaluation methods, consisting of first evaluation round (III.A)  3  and second evaluation round (III.B)  4  , developed by UTILE partners in WP2. 

  

  

The EU project reports (I) are (final and/or intermediate) reports which are
publicly available and published in CORDIS.

Within UTILE these project reports will be used by the TTOs for the evaluation
of the projects.

Within UTILE a questionnaire is developed (II). The questionnaire is a web
based version on the UTILE website (Marketplace)  5  . The EU will send former
project coordinators of all projects the request to complete this
questionnaire. Within the questionnaire specific project information is
requested that act as complementary information to the (final) reports, to
improve the evaluation process of the TTOs. The questionnaire will explicitly
request for non-confidential information and information which can be
published publicly. This is requested since a

submitted questionnaire will be uploaded directly into the backend of the
Marketplace. With a response rate of 1020% it is expected to receive around
120-240 completed questionnaires.

For evaluation of the projects, UTILE will developed and implement an
evaluation method (III). This evaluation will assist the matchmaking process
for the linking of Innovation Providers with Innovation Developers. The
evaluation method is a two-round evaluation method. The first evaluation round
(III.A), also known as basic assessment, will be done based upon the EU
project reports (I). To ensure consistency among the TTOs, a Basic Assessment
Form (BAF) was developed. To ensure there is consistency between TTOs, in a
pilot a number of projects was assessed by all TTOs and results were
comparable.

The result of this evaluation will be a web based information sheet in the
backend of the Marketplace. All projects will go through the first evaluation
round.

After the selection of projects from the first evaluation round (based on
either a positive rank in the BAF or a positive questionnaire), the second
evaluation round (III.B) will take place. This evaluation round is also known
as deep dive assessment. It will be an extended assessment of which the exact
method is still under development. It will be a thorough evaluation, which
will at least include the information from the first evaluation round and a
completed questionnaire if available. The main goal of the deep dive is to
verify whether research results selected in the first evaluation round are
promising enough for further valorisation. Similar to the first evaluation
round, the result will be an evaluation report in the form of a web based
information form.

The evaluation method (III) developed in UTILE can be of use for other
evaluators. The evaluation method (III) will be made public. Information from
the evaluation methods (III) will be published in the Marketplace for other
users to get information about the projects or a scientific area.

2.2

Fair Data

This DMP follows the EU guidelines  6  and describes the data management
procedures according to the FAIR principles  7  . The acronym FAIR identifies
the main features that the project data must have in order be findable,
accessible, interoperable and re-useable. The data used and collected in this
project are: the project reports (I), questionnaires (II) and assessments
(III.A & III.B). Since the project reports (I) are already public data and
made FAIR by the European

Commission, the questionnaires (II) and the evaluation rounds reports (III.A &
III.B) need to be made FAIR by UTILE.

##  Findable data - Metadata

To make the data (questionnaires and evaluation reports) findable, unique data
identifiers are used. All this information will be stored into a database,
each entity will be a single table linked (related) to other entities by
external key. Due to these unique data identifiers and relations between data
entities, the data will be searchable on keywords like: “project ID, date-time
of upload or project title”. Due to these function the data will be easy
findable for project partners and externals. Next to this, data not created
for the functioning of Marketplace (i.e. the deliverables) will be saved using
specified conventions (i.e. “73326_D _#_ _[ _file description]_ ”) on the
backend of the website of UTILE. The deliverable 3.1: “Technical
documentation”  8  describes the design and architecture of the UTILE website
and Marketplace as well.

##  Accessible & Interoperable data

The database and Java code will reside into the subnet of INNEN and will not
be accessible from outside. Only developers with secured connection will have
access to the database interface. Project information, incl. project reports
(I), questionnaires (II) and evaluation reports (III.A & III.B) will be
accessible for registered users as explained in the technical documentation of
Marketplace **Error! Bookmark not defined.** . The project information, which
is accessible after login, will be exposed using html & JavaScript interface
for users. Marketplace will display the project information as text files,
e.g. pdf format, which will all be in English. Since Marketplace uses html &
JavaScript interface no additional proprietary software is needed.

##  Reusable data

The data collected in this project will be reusable for others, since no other
software is needed to download the information and the information can easily
be used as a source of information to other users. The evaluation method (III)
developed within UTILE exists of several steps and decisions which will lead
to the evaluation and ranking of the projects. It will be published on the
website as a deliverable and the UTILE website. Since this is public
information the method will be reusable.

2.3

Allocation of

Resources

For the hosting and maintenance of the UTILE website there is a small
allocation of resources, but this is minimal and accounted for in WP3. The
data will be saved on the website which will be hosted by a primary world
leading service with high-level physical and IT security. INNEN will be
responsible for the data and will make backups of the information and provide
maintenance where necessary. After the project the platform will be made
sustainable for example by making use of paid users for the maintenance of the
platform. The knowledge gathered within the project will be preserved on the
Marketplace website. The sustainability of the project will be investigate in
WP6, as part of the exploitation plan.

2.4

Data Security

The data security will mainly be dependent on the security of the website,
since all data will be located and transferred here. INNEN will be responsible
for this security and for providing back-ups were necessary. Since all data
will be transferred within the website, security issues with physical
transferable disks is not applicable. In addition mailing is only used for
communication purposes. The UTILE website will be totally under secure
connection using SSL (Secure Sockets Layer) protocol. The application will
stand on a dedicated machine not accessible from other applications or
domains. The dedicated machine will be hosted by a primary world leading
service with high-level physical and IT security. A backup of the entire
system will be done daily with a complete snapshot of the Linux virtual
machine. Application backups (database, files, etc.) will be executed with
6-12 hours frequency. Backup will be stored on a separate storage disks
provided by the hosting service. Since there will only be one up-to-date
version, there will not be any version specifications. The back-up will have
coded versions for security and maintenance reasons.

The security of the public website part (front-end) will use SSL protocol for
logged in pages. For the back-end of the website, restricted access is
provided to the project partners via registered login, due to which only
logged in user by secure connection will be allowed in the backend of the
website.

##  2.5 Ethical Aspects

There are some ethical aspects which may play a role in the implementation of
the project:

  1. Tracking of search behaviour 

  

  

To obtain information about the interest of the market, it is interesting to
track search behaviour of users of the marketplace. It could provide
policymakers, like the European Commission, relevant data on market interest
and thus may give direction to policy making. The tracking of search behaviour
might become an ethical aspect which need to be monitored. For anonymous
frontend user UTILE will probably use google analytics (analytics.google.com).
For registered user search tracking UTILE will store, the timestamp of the
search action and the parameters used for the search. We know that all other
information details (e.g. account name, username, etc.) have ethical issues
and thus will be avoided. Only an admin account will have access to that
information for recovery of registration problems.

  2. Permission form, terms and conditions, disclaimer 

  

  

For requesting and requiring information from the questionnaire, the
questionnaire will contain a permission form (terms and conditions,
disclaimer, under development by the UTILE Ethics Board) that states that
UTILE can use the provided information for the use of the execution of the
project. It needs to state the project for which this questionnaire will be
conducted, what kind of information is requested, what will be done with this
information and how this will be stored and protected. It will be emphasized
only public, non-confidential data should be shared through the questionnaire.

**Conclusions**

Within this DMP all the types and sources of information are described. It
provides an overview of how the data within UTILE will be used and handled.