Greening Events Project Plan by G4iXp43

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									Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 09/02/2010




JISC Project Plan
Overview of Project
1. Background
The Greening Events project proposes to conduct an exploratory investigation into how to minimise
the sustainability impacts of academic related events (such as conferences and seminars, training,
administrative and project related events) whilst gaining the maximum benefit from them. The project
proposes to use real academic events such as case studies, ranging a from a national conference
(organised by the UK Economics Network, scheduled for September 2010) through to monthly
national training events scheduled throughout 2010 (organised by JISC Digital Media) and will cover
both physical and virtual events that use a range of potentially impact-reducing ICT based
technologies.

The project builds on two earlier JISC-funded software development projects, the Collaborative
Research Events on the Web (CREW) project and the Mobile Campus Assistant project. The CREW
software uses Semantic Web and Web 2.0 technologies to link event information ranging from data
about delegates and presenters to recorded event presentations and annotations made by
participants in a social software context. We will customise CREW to hold event information for the
project's case study events throughout 2010 and extend its use of Google maps to include just-in-
time, mobile device accessible information (such as “next bus” to the event or “there is someone at
your train station with whom you may share a taxi”) based on technology from the Mobile Campus
Assistant project. The resulting software will allow the event organisers engaged within this project to
plan their events more effectively (in terms of carbon footprint) and also help delegates get connected
and/or get information delivered to their mobile devices as they travel to the event - in order to help
them make more environmental-friendly choices if they wish.

2. Aims and Objectives
The overall aim of the Greening Events project is to help investigate how best to balance the need
and desire of getting the most from academic related events while minimising the sustainability impact
of them. The two main objectives are:

1. To develop a prototype systemic impact analysis methodology and use it to conduct assessments
of the primary, secondary and tertiary (direct and indirect) sustainability impacts of events. This
analysis will combine other factors such as financial costs and the less tangible but no less important
social, personal and organisational costs and benefits of people attending the events, thus enabling a
more rounded exploration of the balance between costs and benefits.

2. To explore the use of a variety of technologies to help minimise the sustainability impact of events.
To do this the project builds on two earlier JISC-funded software development projects and will lead to
prototype software that will allow the event organisers to effectively plan their events and attendees to
get connected and/or get information (including via mobile devices) towards “greener events”.

3. Overall Approach
The project is made up of two key parts:

Systemic Impact Assessment
The JISC conference 2010 is likely to be the initial scoping study for this part of the systemic impact
assessment due to its timing (April 2010), size and innovative nature in terms of the virtual event (the


Page 1 of 8
Document title: Greening Events Project Plan
Last updated:06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

team at ILRT have discussed the event previously with the JISC Communications team). A more in
depth study and analysis of project training and conference events will follow this scoping study using
JISC Digital Media and the HE Economics Network as case studies.
                                                                                            1
The Greening Events systemic impact assessment will cover not only what the Suste-IT report calls
primary and secondary sustainability effects of ICT but also tertiary or systemic impacts, that is, wider
knock-on impacts that may include behavioural changes and wider socio-economic impacts on the
system as a whole. The impacts of these knock-on systemic (tertiary) impacts will often be very much
more significant than the more direct, primary and secondary impacts.

The systemic assessments will also include non-sustainability related factors such as financial costs
and the less tangible and quantifiable social, personal and organisational costs and benefits of virtual
and face to face events, thus enabling a more rounded exploration of the balance between costs and
benefits. It will also explore the impacts at different scales from local to global in order to understand
how local, national and international policies may interact either to reinforce or conflict with each
other’s goals to accidentally create so called perverse incentives or other unintended consequences.

At present there is no standardised methodology available that lays out how to conduct such systemic
assessments, however the Greening Events project analyst, Paul Shabajee, has been working at
Hewlett Packard research labs with WWF and other partners over the last two years to develop
approaches to conducting these forms of assessment – building on the work of WWF and HP7. Such
assessments would include using a range of modeling approaches and provide both quantitative (e.g.
estimated CO2e values using Life Cycle Assessment Software and other modeling tools and
qualitative outputs (scenario based explorations and models of more systemic consequences).

Event Organisational and Mobile Accessible Information Tools
The project will develop and trial a range of tools to support physical events and assess to what extent
better information and better use of commonly available technologies (such as mobile phones) can
improve the sustainability of a wide range of physical academic events.

The project proposes to build on the software tools produced by previous JISC-funded work (CREW
and Mobile Campus Assistant projects) at the ILRT and to trial them with the events being run by
JISC Digital Media and the Higher Education Academy Economics Network in the 2010. We will
analyse (through questionnaires and follow up discussion with event participants) to what extent the
availability of knowledge tools can help reduce the carbon footprint of an event, for example enable
those travelling to events to cease to rely on the knowledge of a taxi driver and instead be able to use
public transport simply and easily to allow them to reach an event using the information available on
mobile-accessible websites. The tools developed in Mobile Campus Assistant cater for both smart
phones that are GPS-aware and also phones that have only simple Internet access. Options for
those without mobile phones will also be considered together with scenarios around promoting taxi
share or giving options for car share for delegates travelling from the same location.

These two strands of work will help to develop a prototype toolkit for event organisers to help them
make informed decisions on how best to deliver their event so as to maximise the benefits whilst
minimising the negative sustainability impacts. The toolkit will be a combination of technology (built on
the CREW and Mobile Campus Assistant software) and supporting guidance from the Systemic
Impact Assessment study developed through this project. It will be designed to have generic
applicability for future event organisers wishing to plan their Greener Events with sustainability in
mind. The toolkit may take the form of a set of worksheets and supporting information or an on-line
equivalent, although until feedback is gained from stakeholders the best choice of format, etc. cannot
be made.

Critical Success Factors
These will be agreed by the Steering Committee at the outset of the project but are likely to include:

1
    http://www.susteit.org.uk/uploads/DOCS/55-SustainableICTreport_final.pdf
Page 2 of 8
Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

        Event delegates are successfully targeted with questionnaires in order to help evaluate their
         use of public transport for example in their travel to the events to be case studied.
        The software event planning and information tools are intuitive and usable for event
         organisers and delegates.
        The sustainability toolkit is available to be used post project by JISC Digital Media and the
         Economics Network.

Boundaries to the project
The project will not be covering events related to teaching e.g. lectures, seminars, etc. The toolkit will
be based around existing tools and will be available for local adaptation but not as an ongoing service.

4. Project Outputs
The deliverables from the project will include:

        Public email list and project website blog
        Pilot of “MyEvent” software used for the case study events
        Systemic impact report and Toolkit
        Final project report

5. Project Outcomes
The University of Bristol has a Sustainability programme (as stated in the letter of support) focusing
on reducing carbon emissions from University activity. Outcomes from this project are expected to be
extremely useful in informing policy around academic events in their widest meaning and in
demonstrating the application of systemic impact analysis to help develop Green Impact initiatives.
Similarly JISC Digital Media and the Economics Network, as events organisers, are offering staff time
to the project due to the value they expect to derive from Greening Events.

6. Stakeholder Analysis

                    Stakeholder                               Interest / stake            Importance
JISC                                                  Funding body                      High
University of Bristol                                 May help to shape future          High
                                                      overseas academic events
                                                      policy
JISC Digital Media                                    Deployment of project             High
                                                      deliverables into their service
Economics Network                                     Deployment of project             High
                                                      deliverables into their service
Other Greening ICT projects                           Sharing of best                   High
                                                      practice/methodologies
Universities and other academic institutions          Increasing understanding of       Medium
                                                      issues
Academics                                             Increasing understanding of       Medium
                                                      issues
Event organisers                                      Increasing understanding of       Medium
                                                      issues
Event suppliers                                       Understanding of potential        Medium
                                                      impact and means to minimise
                                                      these
Attendees/delegates                                   Understanding of potential        Medium
                                                      impact and means to minimise
                                                      these


Page 3 of 8
Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

7. Risk Analysis

              Risk                   Probability   Severity    Score     Action to Prevent/Manage Risk
                                        (1-5)        (1-5)    (P x S)
Staffing                             2             4          8         Although some of the original
                                                                        named staff in the bid were no
                                                                        longer available, the ILRT are able
                                                                        to draw on a sufficiently wide pool
                                                                        of highly qualified technical and
                                                                        project management staff and so
                                                                        replacement staff were found to
                                                                        take over work on the project.
Organisational                       4             1          4         The need to tightly manage the
                                                                        interdisciplinary team across this
                                                                        multi-stakeholder, multi-
                                                                        collaborator project justifies the
                                                                        proportion of project management
                                                                        allocated.
Technical                            3             3          9         The project remit addresses fairly
                                                                        innovative development in terms of
                                                                        offering mobile-accessible, just-in-
                                                                        time information to event
                                                                        delegates, and knowledge tools to
                                                                        event organisers. However we are
                                                                        not creating new software, we are
                                                                        building on the work of the Mobile
                                                                        Campus Assistant project, limiting
                                                                        data to that of the City of Bristol
                                                                        (building on the current integration
                                                                        of transport information for
                                                                        example) and building on the
                                                                        CREW web application software
                                                                        which was produced over several
                                                                        years via the JISC funded CREW
                                                                        project. We have carefully scoped
                                                                        the technologies to be used by a
                                                                        very experienced technical
                                                                        developer. In addition we are
                                                                        relying on mature, Open Standards
                                                                        and freely available tools and
                                                                        services for implementation.
Legal                                3             1          3         Legal issues may apply in terms of
                                                                        the sharing of delegate information
                                                                        for example. However we will
                                                                        ensure that data privacy is
                                                                        guaranteed where necessary and
                                                                        provide delegates with full
                                                                        information at the events to be
                                                                        case studied (for example asking
                                                                        for their positive consent to be
                                                                        included, targeted with
                                                                        questionnaires, and voluntarily
                                                                        linked with other delegates when
                                                                        traveling to events where possible).
Stakeholders                         2             3          6         Event delegates are important to
                                                                        the project in terms of providing

Page 4 of 8
Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

                                                                  feedback as to their behaviours
                                                                  around travel to events or remote
                                                                  participation, in order to help
                                                                  analyse where intervening
                                                                  organisational actions have impact.
                                                                  By linking with established event
                                                                  organisers, hand picking the
                                                                  events to be case studies and
                                                                  building on good relations with
                                                                  JISC Digital Media and the
                                                                  Economics Network we expect to
                                                                  have good access to delegates for
                                                                  user engagement purposes.
Sustainability                       2               3   6        This is an exploratory project but
                                                                  we hope its findings will have value
                                                                  and general applicability – both in
                                                                  terms of the generality of academic
                                                                  events (even lecture and seminar
                                                                  series are type of academic
                                                                  events) and extensibility to cities
                                                                  beyond Bristol. The Head of
                                                                  Sustainability, Martin Wiles, at the
                                                                  University of Bristol fully supports
                                                                  the project and his – and others' –
                                                                  agreed participation on the
                                                                  Steering Committee should
                                                                  increase the chances of its
                                                                  extension after this project phase.
                                                                  We are linked with other projects
                                                                  thatare developing campus
                                                                  information for their Universities
                                                                  (such as the JISC-funded Erewhon
                                                                  project at Oxford University) so
                                                                  there may be sustainability options
                                                                  in terms of the software developed.


8. Standards
   Name of standard or                         Version                  Notes
      specification
RDF/SKOS
RSS                                      1.0
XHTML


9. Technical Development
During software development, short releases with frequent bug fixes will be facilitated by ILRT’s use
of the Trac (or similar) software development support tool and software will be version controlled
using software such as Subversion. We will make available the outputs from this project for a 12-
month minimum period beyond the project’s end. Greening Events will produce open source software
to standard as advocated by OSS and the JISC guidelines.




Page 5 of 8
Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

10. Intellectual Property Rights
The source code of the application will be the copyright of the University of Bristol. The source code
and binaries will be made available on an open source license and will be available to the UK HE and
Further Education community in perpetuity.

Project Resources
11. Project Partners
The project is based at the University of Bristol and is employing Paul Shabajee (the project analyst)
on a consultancy basis.

12. Project Management
The project will be managed and administered by Debra Hiom on an overall 0.2 FTE (phased at
various points in the project). She will have responsibility for managing the strategic direction of the
project, including management of the Steering Committee, management of the technical developer
and project analyst, liaison with the Sustainability department at the University and organisers of the
events to be case studies, and related organisations and JISC projects, monitoring project activities,
organising the project web site and email list, producing JISC progress and final reports and
undertaking any remedial action required in the event of project slippage or the occurrence of other
risks.

The Steering Committee will meet at least once every two months and will advise on the direction of
the project, help identify critical success factors, advise on the sustainability plans for the toolkit and
evaluate the outputs of the project in their own work settings.

Project Team Members

Name                                      Role                             Contact
Debra Hiom                                Project Manager                  ILRT, University of Bristol
                                                                           0117 331 4381
                                                                           d.hiom@bristol.ac.uk
Paul Shabajee                             Project Analyst                  ILRT, University of Bristol
                                                                           paul.shabajee@bristol.ac.uk
Phil Cross                                Senior Technical Researcher      ILRT, University of Bristol
                                                                           0117 331 4391
                                                                           phil.cross@bristol.ac.uk
Nikki Rogers                              Steering Committee               ILRT, University of Bristol
                                                                           0117 331 4412
                                                                           nikki.rogers@bristol.ac.uk
Martin Wiles                              Steering Committee               Sustainability Office, University
                                                                           of Bristol
                                                                           0117 928 8034
                                                                           M.R.Wiles@bristol.ac.uk
Dave Kilbey                               Steering Committee               ILRT, University of Bristol
                                                                           0117 331 4432
                                                                           d.kilbey@bristol.ac.uk
Kieren Pitts                              Steering Committee               ILRT, University of Bristol
                                                                           0117 331 4397
                                                                           kieren.pitts@bristol.ac.uk
Sarah Agarwal                             Steering Committee               ILRT, University of Bristol
                                                                           0117 331 4395
                                                                           sarah.agarwal@bristol.ac.uk
Ros O’Leary                               Steering Committee               ILRT, University of Bristol
                                                                           0117 331 4440
                                                                           ros.oleary@bristol.ac.uk
Page 6 of 8
Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012



13. Programme Support
We have requested permission from the JISC Communications team to conduct a study of the JISC
Annual Conference in April 2010, as this will provide an excellent pre-case study to help inform the
initial research.

14. Budget
See Appendix A for details.

Detailed Project Planning
15. Workpackages
See Appendix B for more details.

16. Evaluation Plan

 Timing       Factor to Evaluate          Questions to Address        Method(s)      Measure of Success
Months        Questionnaires/Data         Are we asking the right   Iterative
1-7           gathering                   questions to our users    development
                                                                    and testing
Month         Project progress            Is the project on         Progress         Milestones have been
5/6                                       schedule?                 report           met
Month 8       MyEvent pilot               Does the software help    Pilot software   Positive feedback from
              software                    organisers/delegates      at Economics     event
                                          make more informed        Network          organisers/delegates
                                          choices                   Event
End of        Achievement                 Have objectives been      Review by        Sign off
Project       against aims and            met?                      Steering
              objectives                                            Committee

17. Quality Plan

Output                                       Pilot of “My Event” Software
Timing        Quality criteria          QA method(s)    Evidence of         Quality                 Quality
                                                         compliance     responsibilities             tools
                                                                                                       (if
                                                                                                  applicable)
Month       Fitness for purpose         Acceptance       User feedback  Project                  Interview
8                                       testing          is positive    Manager/Project          and survey
                                                                        Analyst
Output                                     Systemic impact report and Toolkit
Timing        Quality criteria          QA method(s)    Evidence of          Quality                Quality
                                                        compliance      responsibilities             tools
                                                                                                       (if
                                                                                                  applicable)
Month       Comprehensiveness             Peer review                          Project
 10         and appropriateness                                             Analyst/Project
                                                                              Manager

18. Dissemination Plan

     Timing                Dissemination                Audience           Purpose              Key Message
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Document title: Greening Events Project Plan
Last updated: 06/08/2012
Project Acronym: Greening Events
Version: 1.0
Contact: d.hiom@bristol.ac.uk
Date: 06/08/2012

                              Activity
Project               Description of project in   JISC and           To inform            Likely benefits of
commencement          JISC and ILRT               academic           stakeholders of      project
                      websites, blog and          community          the projects
                      mailing lists.                                 commencement
                                                                     and aims and
                                                                     objectives
Feb 2010              Project plan                JISC and other     Detail about
                                                  stakeholders       activities and
                                                                     timescales
During project        Reports of significant      JISC and other     Keeping              Dependent on
                      events                      stakeholders       stakeholders         events
                                                                     abreast of
                                                                     developments
June 2010             Interim Project Report      JISC and other     Report of project    Progress against
                                                  stakeholders.      progress and         plan.
                                                                     issues.

Completion of         Publication of article(s)   Academic           To inform the
project                                           community          community of the
                                                                     key findings and
                                                                     outputs of the
                                                                     project and to
                                                                     stimulate
                                                                     discussion of
                                                                     further research
                                                                     needed


19. Exit and Sustainability Plans

      Project Outputs                Action for Take-up & Embedding             Action for Exit
Pilot “MyEvent“ software           Dissemination within the community,    Documentation made available
                                   adaption of software with local
                                   information sources


  Project Outputs              Why Sustainable          Scenarios for Taking         Issues to Address
                                                                Forward
CREW                         Open Source             Adaptation/use by other
                             Software                institutions/organisations
Mobile Campus                Open Source             Other institutions can        Getting local data in
Assistant                    Software                adapt with their own local    compatible formats
                                                     data

Appendixes
Appendix A. Project Budget

Appendix B. Workpackages




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Document title: Greening Events Project Plan
Last updated: 06/08/2012

								
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