D1.1 KICK-OFF MEETING REPORT - UrbanData2Decide€¦ · D1.1 KICK-OFF MEETING REPORT PROJECT...
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D1.1 KICK-OFF MEETING REPORT
PROJECT
Acronym: UrbanData2Decide
Title: Data Visualisation and Decision Making Solutions to Forecast and Manage Complex
Urban Challenges
Coordinator: SYNYO GmbH
Reference: 847511
Type: Joint Programme Initiative
Programme: Urban Europe
Start: September 2014
Duration: 26 months
Website: http://www.urbandata2decide.eu
E-Mail: [email protected]
Consortium: SYNYO GmbH, Research & Development Department, Austria (SYNYO)
University of Oxford, Oxford Internet Institute, UK (OXFORD)
Malmö University, Department of Urban Studies, Sweden (MU)
Open Data Institute, Research Department, UK (ODI)
IT University of Copenhagen, Software Development Group, Denmark (ITU)
ZSI Centre for Social Innovation, Department of Knowledge and Technology, Austria (ZSI)
D1.1 KICK-OFF MEETING REPORT
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DELIVERABLE
Number: D1.1
Title: Kick-Off Meeting Report
Lead partner: SYNYO
Work package: WP1: Project Management and Coordination
Date: October 2014
Authors: Julia Neuschmid, SYNYO
The UrbanData2Decide project is co-funded under the Joint Programming Initiative, 2nd
call Urban Europe.
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TABLE OF CONTENT
1 Introduction ......................................................................................................................... 4
2 Participants .......................................................................................................................... 5
3 Agenda ................................................................................................................................. 6
4 Minutes ................................................................................................................................ 8
5 Conclusion .......................................................................................................................... 17
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1 INTRODUCTION
The UrbanData2Decide kick-off meeting took place at Hotel Kummer (Vienna) on September 29nd and
30th 2014. Its objective was to establish the project into more detail as well as all involved partners.
Figure 1: Meeting Venue Vienna
Representatives from all project partners participated at the meeting and discussed the concept as
well as the steps necessary to implement it. Thus, day 1 focused on the project vision, objectives, and
outcomes as well as the partners’ individual expectations through workshops based on their previous
experiences. Furthermore, the work packages were presented and discussed among all partners. On
the second day the tasks of the initial work packages were discussed in depth and further developed
in brainstorming sessions. One of the meeting’s highlights was a presentation by Winn Nielsen and
Line Jensen Buch who presented highly interesting use cases from their city of Copenhagen as well as
by Steve Turner who presented current urban challenges in the city of Manchester. In sum, we could
elaborate a common understanding of tasks, defined roles, responsibilities, and concrete next steps.
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2 PARTICIPANTS
All consortium partners attended the kickoff meeting with a total number of 16 participants listed in
the table below.
NO. NAME ORGANISATION COUNTRY
1 Jonathan Bright OXFORD United Kingdom
2 Johannes Bockstefl FFG Austria
3 Line Jensen Buch City of Copenhagen Denmark
4 Joshua Ddamba Kibuuka ITU Denmark
5 Yvonne Dittrich ITU Denmark
6 Susanne Dobner ZSI Austria
7 Nicklas Guldåker MU Sweden
8 Per-Olof Hallin MU Sweden
9 Tom Heath ODI United Kingdom
10 Peter Leitner SYNYO Austria
11 Julia Neuschmid SYNYO Austria
12 Winn Nielsen City of Copenhagen Denmark
13 Markus Rasmusson MU Sweden
14 Steve Turner Manchester City Council United Kingdom
15 Christian Voigt ZSI Austria
16 Norbert Weidlinger Major Cities of Europe -
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3 AGENDA
Day 1 September 29, 2014 09:30 – 17:00
09:30 – 10:00 Get together
10:00 – 10:15 Welcome and introduction of the agenda (SYNYO)
10:15 – 11:15 Introduction round of organisations and key staff members (ALL)
11:15 – 11:30 Coffee break
11:30 – 12:00 JPI Urban Europe, Requirements, Reporting, Networking (Johannes Bockstefl, Austrian Research Promotion Agency Programme Manager)
12:00 – 12:30
Project presentation (SYNYO) - Facts and figures - Background and concept - Project goals and timeline, state of the art and challenges
12:30 – 13:45 Lunch
13:45 – 14:45 Insights on specific cases and challenges in decision-making from network and city partners
- Major Cities of Europe and e-Government and OGD Initiative in the City of Vienna (Norbert Weidinger)
- Integrated urban renewal and open data initiatives in Copenhagen (Line Jensen Buch and Winn Nielsen)
- City of Manchester (Steve Turner) - Urban Safety and Security in the City of Malmö (MU)
14:45 – 15:45
Consortium expectations workshop (ALL) - Experiences from previous projects - Which outcomes of UD2D are most relevant for each project partner
15:45 – 16:00 Coffee break
16:00 – 17:00 Work package overview (WP LEADs – 10 min presentations – essential objectives and tasks in the WP, interlinkages and existing know-how)
- WP2: Basic Exploration, Stakeholder Studies and Requirement Analysis (MU) - WP3: Method Modeling, Visualisation Design and Framework Elaboration (ITU) - WP4: Proof of Concept and Demonstrator Implementation (SYNYO) - WP5: Demonstration and Validation (ZSI)
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- WP6: Dissemination and Exploitation (OXFORD)
19:30 Dinner
Day 2 September 30, 2014 (main project partners) 09:00 – 16:00
09:00 – 09:30 Project planning (SYNYO) - Targets to fulfil (DOW) - Draft deliverable outlines (for the first project year) - Quality assurance
09:30 – 10:45 WP2: Basic exploration, stakeholder studies and requirements analysis (MU) Presentation, discussion and definition of initial steps and subtask deadlines for:
- Research methodology - Data collection - Data analysis
10:45 – 11:15 Coffee break
11:15 – 11:45 WP3: Concept design and framework development aspects (ITU) Presentation and discussion:
- Interdependencies between WPs and tasks - Detailed planning of WP and first steps
11:45 – 12:30
WP6: Dissemination activities (OXFORD) Presentation, discussion and definition of initial steps and subtask deadlines for:
- Newsletters, factsheet, poster, press releases, Social Media, Website, etc. - Upcoming events, call for papers etc. - Publication agenda
12:30 – 14:00 Lunch
14:00 – 15:00
WP1: Administrative tasks (SYNYO) - Signatures and forms - Financial aspects and reporting - File exchange, cloud storage, mailing list - Contact data and communication guidelines - Skype calls and next physical meetings incl. review meeting
15:00 – 16:00 Discussion of open questions and summary of next steps
16:00 Meeting closure
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4 MINUTES
Day 1
Time: 10:00 – 17:30
Participants:
Project partners: Susanne, Christian, Nicklas, Markus, Per-Olof, Yvonne, Joshua, Tom, Jonathan,
Peter, Julia
City partners: Steve, Line, Winn
Network Partner: Norbert Weidlinger
FFG: Johannes Bockstefl
1) Welcome by Peter
Introduction of project and city partners (organisation profile and key staff members):
ZSI
OXFORD
ODI
MU
ITU
City of Copenhagen
FFG
City of Manchester
SYNYO
City of Vienna / Major Cities of Europe
2) JPI Urban Europe (Johannes Bockstefl, Project Officer)
The funding programme, future calls and key information about reporting are presented:
Joint Actions of the JPI Urban Europe (2010-2013)
Strategic future orientation of JPI Urban Europe (2014+): Research and Innovation agenda to
be completed in 2015
Future Call: ERA-NET 2014/15 Smart Cities, 30 Mio Euro (call opens in January 2015); but not
all countries are eligible
Future Call: ERA NET 2015/16 Smart Urban Futures
FFG: Role as “project observer” that monitors the overall progress of the UD2D project in
regards to content; information hub
Annual project report (template by the FFG) will be delivered by SYNYO to FFG (only content,
no financial issues). Content will be provided by SYNYO together with the project partners.
In addition, there will be individual partner/country reports according to respective
national/regional standards (including financial issues).
Networking activities, JPI Urban Europe Meeting in Brussels on October 14th
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There might be an interim meeting with the project officer to present the interim results (but
there will not be a review meeting as e.g. in FP7 projects
There might be a final presentation with the FFG at the end of the project (has not been
clearly defined yet)
Urban Europe logo needs to be on all dissemination material/publications; as well as
additional national requirements (e.g. for Austria the FFG logo).
3) Project presentation
Peter gives an outline of the project which is then discussed:
Presentation of the background of the project, the overall concept as well as the overall WP
structure
ITU has already started to collaboration with the City of Copenhagen with a focus on urban
renewal
Data requirements depend on the cases. Therefore, in the first phase of the project the
specific cases need to be defined in a strong dialogue with city partners.
Data sources: in UD2D we will mainly use (open) data form municipalities and social media
data. What about private data (e.g. energy consumption) from companies? The issue of
engaging companies as data providers in the cases is discussed. ODI mentions to have good
connections to private companies/data providers that might be of relevance for UD2D.
Figure 2: Overall UrbanData2Decide Concept: UrbanDataVisualiser & UrbanDecisionMaker
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The outcome of the project should be reusable; the challenge is to find the balance between
on the one hand a general solution that on the other hand also satisfies the specific cases
(end-user driven). The big benefit of the project should be the reusability of the results.
Data quality is mentioned as an important issue for decision-making
City partners underline that the implementation of open data in cities is a long process that
requires a lot of internal training and restructuring
City of Manchester: has already worked on 3D visualisations and the analysis of Twitter
streams
Pedestrian area/Shared Space in Mariahilferstraße is mentioned as a current example for
urban decision making in the City of Vienna. Could be a potential use case for Social Media
Analysis.
Figure 3: Cities as complex and highly dynamic systems
4) Insights on specific cases and challenges in decision-making from network and city partners
City partners provide information about their cities, present several cases and their processes in
decision-making:
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Mr. Weidinger presents the Major Cities of Europe Network and the role in the UD2D project
as dissemination and networking partner: 0utlook on the Major Cities of Europe conference
in June 2015 in Hamburg as a potential event to disseminate UD2D.
Line speaks about integrated urban renewal and open data initiatives in the City of
Copenhagen. The different phases of the decision-making process and citizen engagement
are presented (from selection of the area, to application and funding, planning and
realisation of the project). Several forms of citizen involvement processes are used
(workshops, phone surveys, information meetings, etc.). Social media could especially be
useful to get the young generation involved in participatory processes.
Steve presents the City of Manchester and ongoing activities: Development of the city
throughout the last 10-15 years (from a city of population decline to a city of growth and
great diversity). Some challenges still remain such as poverty, low income, etc. of the
population in some parts of the city. The city is currently developing a long term strategy
(“Smart City Plan”). The city makes use of gaming technologies for citizen involvement.
Per-Olof presents an example for operative decision making, urban safety and security in the
City of Malmö: in the past years, especially between the years 2009-2011, there happened a
great number of intentional fires. Current questions or challenges are how to improve
people’s living conditions, to identify critical social environments and to identify hotspots.
Figure 4: Malmö use case on urban safety and security
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Figure 5: Copenhagen use case on urban renewal
Figure 6: Presentation of the potentials and challenges of the City of Manchester
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5) WP overview and involvement of city partners:
Identify in which WPs and tasks of UD2D city partners will be involved:
As the use cases and the city’s requirements are rather diverse, each partner will primarily
focus on one use case only. Several concepts of different use cases will be develop and finally
the most promising one(s) will be implemented (proof-of concept). Partners can suggest own
case studies together with the related cities, e.g. City of Copenhagen together with ITU on
urban renewal, etc.
As not all partners can be involved in both, the DataVisualizer and DataDesicionMaker, it is
proposed to split the development of these two parts between the partners.
The question in which WP/task we will have a general framework and in which WP/task we
will start the specialisation of the system in regard to the different cases comes up and is
discussed. Specialisation could already happen as part of WP3 (conceptual phase).
DAY 2
Time: 09:00 – 16:00
Participants: Susanne, Christian, Nicklas, Markus, Per-Olof, Yvonne, Joshua, Tom, Jonathan, Peter,
Julia
1) Introduction
Julia provides a short introduction to the workplan and deliverables:
Workplan and defined WP leaders
Tasks and defined tasks leaders (task leaders are organisations that are named in the first
place in the detailed WP description in the proposal)
Deliverables and quality control; proposal of reviewers for each deliverable.
2) WP2: Basic exploration, stakeholder studies and requirement analysis
Per-Olof moderates the discussion of WP2 and the individual tasks:
Terminology: Provide “decision-support” as the main objective of the project (rather than
“decision-making”)
Another key aspects is the data component: focus on a “data-driven decision support
system”
Discussion about different decision-making processes in cities (e.g. proactive vs. reactive
decision-making processes). As urban planning is a highly complex domain different cases
will have different decision-making processes.
Therefore it is helpful to define 3-4 use cases/domains and look at those into more detail.
The defined use cases are so far: (1) Urban renewal case study in the City of Copenhagen, (2)
urban safety case study in the City of Malmö, (3) Vienna Case to be specified (SYNYO; ZSI), (4)
Oxford/Manchester case to be specified (might be transport).
The question comes up if we also consider closed data? Primary open data should be used. In
case additional closed data is required for proper analysis and visualisation in the respective
domain, this should be pointed out to the cities. It is also helpful for the cities to see what
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data is required to be open. So cities can better plan upcoming open data activities and new
releases of data.
When planning WP2 we should keep in mind what information/input from WP2 we will need
for WP3 (WP2 results as input of WP3)
Methodology and process: Task leaders (OXFORD, ITU, ZSI, MU) provide in coordination with
MU draft structures for the collection of required data and information. The draft will be
send to the project partners that are involved in the task so that they can comment on the
structure. After the final structure is send to all the partners that are involved in the
respective task, the partners fill the template with the required information, which is then
brought together by the task leader.
Figure 7: Cities as social spaces
WP2 Tasks:
T2.1 (0XFORD) collection of relevant data sources and visualisation methods. OXFORD will
prepare a template for the collection and spread it among the partners
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T2.2 (ITU) Collection of examples (good practices) on urban decision-making approaches and
tools; proposed structuring into: 1) General process, 2) planning and policy support, 3) data
& tools.
T2.3 (MU) stakeholder analysis; i.e. more domain specific and case specific than other tasks.
Start with Malmö and Copenhagen case to map the specific processes and stakeholder
requirements.
T2.4 (ZSI) social, ethical and legal aspects; legal aspects should be country specific; limit the
legal approach to the countries where we have cases. Legal aspects should also take into
consideration the handling of social media data.
T2.5 (MU): combination of results from T2.1-T2.4 and translation of results into clear
requirements for WP3.
3) WP3: Concept design and framework development aspect
Yvonne presents a draft concept, first framework development aspects, and the planned timeline.
Main points to consider are:
Develop one flexible system and infrastructure
Specify use case specific integration rules and different data input
Taxonomy is required, onthology
Development of a conceptual model
Link WP3 and WP2; Task 2.1. should also include research on relevant data standards
Task 3.3 will start together with tasks 3.2 and 3.1, they will go in parallel
Three main parts of the concept are suggested: (1) Data visualizer, (2) Decision maker, (3)
End user Analysis interface; the latter one might be proposed in the concept but might not
be implemented in WP4
Link to WP4: Proof of concept(s); both parts, the DecisionMaker as well as DataVisualiser
interface need to be implemented in the demonstrator
Information sharing is highlighted; proposal to build a library with interesting literature that
is structured according to the work packages.
4) WP6: Dissemination
Jonathan present planned dissemination activities:
Website to be launched in Oct/Nov with basic project information
Newsletters will be spread via the Major Cities of Europe network
Foldable factsheet
Twitter account: @data2decide
Google Calendar for interesting upcoming events
List of events where partners disseminated UD2D
Proposal to have a blog if partners can contribute on a regularly basis with new content; the
blog could be integrated in the website
5) WP1: Administrative
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Julia presents the following administrative points:
Grant Agreement should be valid from 01.September 2014 – 31. October 2016
Consortium agreement; summary of final changes
Process of financial reporting and reporting of content
Summary of the responsibilities of WP leaders, task leaders, each organisation and the
coordinator
Proposal for the communication strategy (E-mail, Skype, Dropbox, google docs, physical
project meetings)
6) Next steps (Actions list)
WP6: Dissemination:
October 14th:
JPI Urban Europe Meeting in Brussels (OXFORD, SYNYO)
Poster and updated Factsheet (OXFORD)
October/November:
Launch of website (SYNYO)
Calendar for upcoming events (OXFORD) and communicate planned/interesting conferences
and events (ALL)
WP2: Basic exploration, stakeholder studies and requirement analysis
First proposal of cases in Vienna and/or Oxford/Manchester until mid of Dec. (SYNYO; ZSI;
OXFORD; ODI)
2.1. draft structure to collect information send until 20. Oct. (OXFORD)
2.2. draft structure to collect information send until 20. Oct. (ITU)
2.3. draft field report on Copenhagen case study by the end of this year (ITU)
2.3. Malmö: first interviews with the city in October/ November (MU)
2.4. draft structure until 20. Oct. (ZSI); focus on the countries of the case studies
Skype call on WP2 to discuss the draft structures and further timeline October/November
(ALL)
Draft reports 2.2-2.4, January
WP3: Concept design and framework development aspect
Starting in January
Skype call in middle of December (ALL)
Administrative issues:
In the upcoming week:
Consortium agreement will be send out by SYNYO to sign (ALL)
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Template for deliverables will be provided as well as proposed reviewer list of deliverables
(SYNYO)
Kick-off ppts and minutes will be uploaded to the dropbox (SYNYO)
Check the Grant Agreement for the correct date 01.09.2014-31.10.2016 and send the
coordinator a confirmation and the signed page per E-mail when your GA is signed (ALL)
5 CONCLUSION
During the kick-off meeting we came one step further towards a common understanding of the
project. Members of all consortium partner organisations were present and were able to add
valuable input to the overall mandate, structure, and expectations of UrbanData2Decide. Questions
and uncertainties could have been addressed and decisions, findings, and next steps were
documented. Initial decisions concerning pertinent project planning and administrative issues were
made and a roadmap for the early project phase was laid out in the form of deliverable outlines.