Communication Channels

Written on Mar 18, 2018.

In order to support the cooperation among the members of a widely distributed consortium such as OpenAIRE-Advance, a comprehensive and complementary set of tools is offered to project members. These tools cover the needs from mail and synchronous communication to issue reporting and tracking.

1. User Identification- LDAP

The LDAP (Lightweight Directory Access Protocol) is applied in all OpenAIRE tools and ensures security and user identification when logging to project tools.

For registration or support: Claudio Atzori (claudio.atzori@isti.cnr.it) or Eleni Koulocheri (ekoulocheri@di.UOA.gr)

2. Ticketing System - Redmine

Redmine The Redmine Ticketing System has been effectively used in OpenAIRE. Now, using the same setup, the “OpenAIRE-Advance” subproject has been created under “OpenAIRE” Project.

For new Redmine accounts or support: Claudio Atzori (claudio.atzori@isti.cnr.it) or Eleni Koulocheri (ekoulocheri@di.UOA.gr)

URL: https://issue.openaire.research-infrastructures.eu/projects/advance

3 Synchronous Communication - Gotomeeting

Gotomeeting is a powerful and easy to use online system for synchronous communication and collaboration. A registration to Gotomeeting for OpenAIRE is already valid and will be used for tech/net/WP Leader meetings. The credentials have been shared with OpenAIRE-Advance WP Leaders who are advised to book slots by themselves and share the meeting details accordingly.

Internal Rules for Gotomeeting use

Some basic rules have been agreed so as to ensure that Gotomeeting is used properly.

gotomeeting screenshot

OpenAIRE Gotomeeting “Schedule a meeting” Screenshot

1.     When someone books a conference, he/she must state WP or Activity and the name of the organizer, in the “Enter meeting name” field, see Fig. 3.

2.     Nobody should change password.

3.     In case that somebody realizes abuse in the use of the service, this should be reported to Eleni Koulocheri (ekoulocheri@di.UOA.gr)

4.     It is strongly recommended that users avoid connecting to GoToMeeting via phone (OpenVoice service) since there is a chance that the project will be charged. In such a case, all costs will be retrieved from the corresponding WP other costs.

5.     Also, ARC/UOA are paying these (unforeseen) costs from the management budget and it is necessary to ensure that similar costs are shared amongst the core management partners in the future.

For access requests or technical issues: Eleni Koulocheri (ekoulocheri@di.UOA.gr)

Link: https://global.gotomeeting.com

4. File sharing system – Box

Box Same as for Redmine, in OpenAIRE’s file sharing system, a new folder “OpenAIRE_Advance” has been created. Using Box, useful project content is stored in the Cloud and it is easily accessible. Users can find project templates, contractual documents, dissemination material, logos, WP related stuff, etc. Partners are invited to use it so as to upload/download all sharable content, e.g. review-ready deliverables, internal reports etc, with respect to folders structure.

It is vital for the project to ensure transparency during the project lifetime, hence Box is one of the most crucial tools towards it.

For access or questions: Pedro Principe, pedroprincipe@sdum.uminho.pt.

Link: http://box.openaire.eu/ > OpenAIRE_Advance

5. Communication Threads - Slack

Slack is used for informal communication among the members of various working groups of the project. Within the Openaire instance of Slack, multiple threads, dedicated to a specified topic of the project can be created, keeping thus, an archive of discussions.

For new accounts, invitations or support: Eleni Koulocheri (ekoulocheri@di.uoa.gr)

URL: https://openairegroup.slack.com

6. Collaborative Writing – Google Docs

Logo of Google Drive Aiming to an efficient and effective teamwork among the partners, it is important to set up collaborating writing environment. For that purpose, a Google Drive folder has been set up and will be accessible by WP Leaders and Regional Coordinators. This folder can also be used for uploading stuff that should be internally visible to the partners, if necessary.

For access or support: Eleni Koulocheri (ekoulocheri@di.UOA.gr)

URL: https://drive.google.com/drive/folders/1CtIO7huXyf0-o-uKmLUxOnTMA8T5Jo6_?usp=sharing

7. Presentation Enhancement Tool – Mentimeter

Mentimeter is a powerful tool for the enhancement of presentations, It ensures interactive presentations offering the audience the opportunity to participate in real-time activities.