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									IST-2000-25347                                               TEL


Contract for:
                               Accompanying Measure

                           Annex 1 - “Description of Work”

Project acronym: TEL
Project full title: The European Library
Proposal/Contract no.: IST-2000-25347
Related to other Contract no.: Not applicable

Date of preparation of Annex 1: 24/11/00
Version 2.0
Revision: 8th October 2002. 9.54 am
Operative commencement date of contract: 1 February 2001
IST-2000-25347                                                  TEL                    page2 of 36

1.      PROJECT SUMMARY ......................................................................................... 3

     OBJECTIVES ............................................................................................................. 3
     DESCRIPTION OF W ORK ............................................................................................. 3
     MILESTONES AND EXPECTED RESULTS ........................................................................ 3

2.      PROJECT AIM AND OBJECTIVES ..................................................................... 4

     PUBLISHER RELATIONS ............................................................................................... 4
     BUSINESS PLANS AND MODELS .................................................................................... 5
     METADATA DEVELOPMENT .......................................................................................... 5
     INTEROPERABILITY TESTBEDS ..................................................................................... 5

3.      TEL PARTICIPANTS ........................................................................................... 7

4.      CONTRIBUTION TO PROGRAMME/KEY ACTIONS ............................................ 7

5.      RELATIONS TO PROGRAMME .......................................................................... 8


7.      CONTRIBUTION TO COMMUNITY SOCIAL OBJECTIVES.................................. 8

8.      ECONOMIC              DEVELOPMENT                  AND        SCIENTIFIC            &      TECHNOLOGICAL
PROSPECTS .............................................................................................................. 9

9. WORKPLAN ....................................................................................................... 10

     9.1 GENERAL DESCRIPTION ...................................................................................... 10
     9.2 W ORKPACKAGE LIST .......................................................................................... 14
     9.3 W ORKPACKAGE DESCRIPTIONS ........................................................................... 15
     9.4 DELIVERABLES LIST .......................................................................................... 27
     9.5 GANTT CHART.............................................................................................. 30
     9.6 PERT CHART ................................................................................................ 31
     9.7 PROJECT MANAGEMENT ................................................................................... 32

10 CLUSTERING ...................................................................................................... 35

IST-2000-25347                                TEL              page3 of 36

1.      Project summary

TEL is an Accompanying Measure whose aim is to set up a co-operative framework in
support of ongoing work in the IST programme and at national level in European
countries leading to distributed access to major national digital collections. It will build
upon the ongoing digital library developments in individual participating national libraries
and will help to establish policy, standards and technical groundwork which will enable
the subsequent establishment of a pan-European service enabling access to cultural
and scientific knowledge. The project will carry out dissemination and best practice work,
together with concertation efforts bringing together findings from various related projects.

Description of Work
The overall workplan is to develop a co-operative framework that will lay the groundwork
for a system enabling integrated access to distributed national collections. The work is
focused on reaching essential agreements with a large number of stakeholders on
standards and processes, and testing critical areas such as inter-operability, scalability
and multi-lingual features. There is a substantial component of planning work that will
examine the issues surrounding the business aspects of any eventual system and its
future sustainability.

The nature of the work is heavily based on consensus building through human
networking with stakeholders such as library users, publishers, the relevant standards
communities and other libraries interested in major strategic issues such as preservation
and long-term access. The project will also carry out sufficient technical work to develop
testbeds and a portal that will adequately test areas which are presently unknown or
unscaled. It is emphasised that it is not an objective of the project to develop any
working system; the aim is merely to test the feasibility of an operational system which is
to be developed later.

The Consortium will work with significant publishers of electronic materials and publisher
organisations to establish co-operative approaches to business, licensing and copyright
matters, although it is emphasised that it will not be an objective of the project to reach
any binding resolutions concerning these issues. It will also investigate appropriate
business plans and models which will maximise the benefits of co-operation and will
consult with other projects and agencies to develop a concerted best practice approach
to metadata standards and schemas that will support wide scale access to digital
material, off-line digital materials and non-digital materials through national libraries.
Testing will include scalability of access and multi-lingual capability arising from results
identified through concertation on multi-lingual access.

Milestones and Expected Results
Among the major results of the project will be large scale concertation on business and
technical issues, streamlined negotiating procedures with publishers, joint and individual
business plans and models, joint metadata protocols, policies on sustainability of
metadata and testbed results relating to interoperability and scaling.
IST-2000-25347                                TEL              page4 of 36

2. Project aim and objectives

The aim of the project is to set up a co-operative framework, which will lead to a system
for access to the major national and deposit collections (mainly digital, but not precluding
paper) in European libraries. Such access is becoming more difficult to achieve as more
and more source material is being made available in electronic format (with a growing
proportion of the output being “born digital”), and so TEL will investigate how to make a
mixture of traditional and electronic formats available in a coherent manner to both local
and remote users. This accompanying measure is designed to underpin a range of work
being carried out internationally in the EC’s IST programme and at national levels in the
development of access to cultural and scientific knowledge, and as such will place a high
emphasis on other related projects in these fields.

This project will contribute to the cultural and scientific knowledge infrastructure within
Europe by developing co-operative and concerted approaches to technical and business
issues associated with distributed access to large-scale content. It will lay the policy and
technical groundwork towards a sustainable pan European digital library based on
distributed digital collections, building on the operational digital library developments in
the participating national libraries and other agencies and validated through the wider
CENL community.

The main results are expected to be the developing and testing of open standards,
working methods and practices that can readily be adopted by all national libraries to
enable them to work together as a seamless partnership. These will be achieved
through the following four specific objectives:

  Concertation and consensus building on publisher relations in the field of electronic
  publications and legal deposit
 Development of common and complementary business plans and models
 Concertation, consensus building and promotion of common metadata standards
  and models
 Setting up of test-beds for benchmarking and compliance with the TEL infrastructure

These objectives specified above will be pursued and measured as follows:

   Publisher relations

The specific goal is to improve current national-based practices and to develop an
agreed set of common approaches at a pan-European level, through the development of
good practice guidelines and streamlined negotiating procedures.

The TEL Consortium will work with significant publishers of electronic materials and
publisher organisations to establish co-operative approaches to business, licensing and
copyright matters. Advice will be taken from the CENL/FEP Joint Committee on
Electronic Publications who have done much work in this field, and note will be taken of
the initiatives undertaken by the individual national libraries.
IST-2000-25347                                TEL              page5 of 36

   Business plans and models

The Consortium will aim to develop business plans and models, which will maximise the
benefits of co-operation. This will be partly dependent on the work done on publisher
relations. Work will include market research and surveys of potential users. This
WorkPackage will also clarify the partners’ goals in the eventual exploitation of the
service, which in turn affects the harmonisation of authentication and payment solutions.
The result of this work will be joint or individual business plans and models reflecting the
various possible scenarios which will be suitable for implementation by participating
organisations in future operational services.

   Metadata development

The Consortium will develop, in co-operation with other relevant projects and agencies,
a concerted best practice approach to metadata standards and schemas that will
support wide scale access to digital material, off-line digital materials and non-digital
materials through national libraries. The work will include publisher metadata. The
project will also explore issues related to the scaling of distributed access and
aggregated indexing. The result of this objective is intended to be an agreed protocol
between the members for metadata construction, a reduction in the number of schemas
in use overall, and schemas for agreed approaches to be tested in the testbed
workpackage. A Metadata Handbook, for use by all TEL partners (present and future)
will be prepared as part of the work of this Workpackage, this Metadata Handbook will
be become an important component of the overall TEL Handbook which will cover all
aspects of the proposed operational service for use initially by the project partners and
subsequently by any new partners.

The project will also carry out concertation work on multi-lingual access and will
investigate a model for a multilingual service, by setting up procedures for synchronising
various versions of the service in different languages. Initially the languages of the
partners will be implemented, but the model will be open to other languages.

   Interoperability testbeds

The testbeds will be the environment in which to jointly experiment and, as a result,
provide optimal solutions for the development of services. The technical outcomes of the
testing will also support the concertation aspects of the project in encouraging the wide
adoption in Europe of interoperability standards. The aspects that will be taken into
account are: access, content, interoperability and performance.

This work will develop the functional architecture for an operational service and proof of
concept, through using a portal, for the test work. Two testbeds will be developed
focused on Z39.50 and http/XML. Testing will include scalability of access and multi-
lingual capability arising from results identified through concertation on multi-lingual
access. In addition, a prototype will be developed for a portal to test interoperability
between the http/XML and Z39.50 environments. The test plan will specify methods to
measure response times as a function of the number of hits, number of databases
IST-2000-25347                              TEL             page6 of 36

involved, number of simultaneous users and as a function of specific actions such as
Boolean searches.
IST-2000-25347                                   TEL            page7 of 36

3.        TEL Participants

 Particip-    Participant    Participant Name        Participant Country     Date      Date
 ant Role        No.                                   Short                 Enter     Exit
                                                       Name                 Project   Project

     CO            1          The British Library       BL        UK       Start of   End of
                                                                           Project    Project
     CR            2            Die Deutsche           DDB         D       Start of   End of
                                 Bibliothek                                Project    Project
     CR            3             Koninklijke            KB        NL       Start of   End of
                                 Bibliotheek                               Project    Project
     CR            4        University of Helsinki      HUL       FIN      Start of   End of
                                                                           Project    Project
     CR            5         Biblioteca Nacional        BN         P       Start of   End of
                                                                           Project    Project
     CR            6         Biblioteca Nazionale      BNCF        I       Start of   End of
                               Centrale Firenze                            Project    Project

     CR            7            Bibliotheque            SNL       CH       Start of   End of
                              Nationale Suisse                             Project    Project
     CR            8             Narodna in            NUK         SI      Start of   End of
                                Univerzitetna                              Project    Project
                             Knjiznica v Ljubljani

     CR            9         Istituto Centrale per     ICCU        I       Start of   End of
                               il Catalogo Unico                           Project    Project

     CR           10           Conference of           CENL       NL       Start of   End of
                             European National                             Project    Project

4. Contribution to programme/key actions

This project is an accompanying measure supporting the programme objective of
substantially improving access for citizens and professionals to Europe’s repositories of
cultural and scientific knowledge.

It will do so by setting up a co-operative framework for access to the major national
digital collections in 8 countries across Europe. It will thereby improve both the access
infrastructure and the volume of digital content available. The framework will encourage
the possible development of content by the Consortium members and by non-members
who will wish to join
IST-2000-25347                                 TEL              page8 of 36

5. Relations to programme

The project will relate to and promote concertation between a wide range of current
programme activities and build on previous ones. It will also be necessary to liaise with
and build on other work such as Gabriel, the gateway to the national libraries of Europe,
set up and maintained by CENL, the e:Lib programme in UK and commercial
developments. Examples (subject to feasibility studies) of work/projects with which
concertation could take place include:
 DTDs and standards for library materials of all types (books, serials, text, sound,
   archives, manuscripts, digital objects) and pulling together ongoing work in COVAX,
   ONE-2 and MALVINE, and liaison with LEAF
 Z39.50 profile, and support for the maintenance of the Bath Profile.
 long-term deposit issues (for example, collection and metadata standards).

6. Community added value and contributions to EU policies
TEL will enhance the European cultural institutions’ role in rolling out the Information
Society to individual citizens and will attempt to harmonise the many different legacy
approaches and different national traditions of service provision. The project also places
considerable emphasis in developing common agreements with publishers on issues of
licensing, pricing and electronic commerce. The project will also aim to allow national
libraries which are not so well developed in their digital access programmes to move
ahead faster than would otherwise be the case. Using the concertation framework of the
Conference of European National Librarians TEL will bring added value to the
community which could not be achieved through purely national approaches as
evidenced by:

   An integrated business plan will be developed which will, for the first time, give a
    harmonised European approach to digital object delivery, resolving the different
    approaches and cultures of the partners; there will not be a need to define a target
    market during the project, but preliminary investigations in this field will be initiated
   Co-operation will also build on the isolated national approaches to licence and
    access agreements, and will develop a consortial approach resulting in significant
    progress on access to commercial material, with emphasis on national library issues.
   TEL will be horizontally integrated, based on consensus building between partners,
    which will ensure ownership at European and national levels of issues underpinning
    the work.

7. Contribution to Community social objectives

A core outcome of TEL will be an impact of IST on peoples’ professional and everyday
lives. It embraces the social objectives of:

   facilitating lifelong learning and widening participation in the Information Society by
    making user friendly access to a widening range of content and opening up new
    possibilities for users.
   empowering the individual, raising the expectations and aspirations of individuals for
    access to cultural and scientific information, thereby helping to re-set personal
IST-2000-25347                                 TEL              page9 of 36

TEL, through its close work with potential users and project stakeholders, will be able to
detect wider trends in the ways users are interacting with and using information. New
ways of working and communicating will need new responses from information service
providers, and TEL will be able to keep those providers abreast of desired or necessary
changes. TEL will disseminate good practice to the national library community in Europe,
with the help of CENL, to facilitate service improvement to users at a local level.

8.     Economic development and scientific & technological prospects

TEL will move the co-operation of Europe's national libraries to a new level through the
introduction and exploitation through the creation of a framework for an eventual
European digital/hybrid library and the joint exploitation of digital technology. The
strategy is to devise ways of implementing standardised networking technology to work
in an optimum manner with the catalogues, digital libraries and other services of national
libraries. TEL will move the national libraries towards a wider role in which they can co-
operate to provide a wider educational, cultural, scientific and economic entity serving
the requirements of a pan-European (and beyond) community of users. In realizing this
aim the partners will have to develop imaginative and novel ways of integrating various
technical components which may have commercial value.

The Directors of the national library partners in this proposal have all committed their
libraries to developing a common network along the lines envisaged in this proposal.
Each participating library is currently experiencing significant growth in their acquisition
of digital materials and it is clearly seen that to develop a system whereby these
materials can be shared seamlessly will be to the benefit of the libraries and to their
users. Most of the partners have "digital library" programmes already in place, and this
project offers a means whereby common standards can be agreed.
IST-2000-25347                                 TEL             page10 of 36

9. Workplan

9.1 General description

The overall workplan is to develop a co-operative framework that will provide for wide
scale concertation on business and technical issues and promote take-up of standards
and compliance throughout Europe. The work plan is structured round a series of
consensus building platforms which will develop essential agreements with a large
number of stakeholders on standards and approaches, and test critical areas such as
inter-operability, scalability and multi-lingual features. These agreements will provide the
basis on which to implement an operational EU-Wide system of integrated access to
distributed national and deposit collections.

The nature of the work is therefore heavily based on consensus building through human
networking with stakeholders such as publishers, the relevant standards communities
and other libraries interested in major strategic issues such as preservation and long-
term access. The project will develop testbeds that will adequately test areas which are
presently unknown or unscaled. It is noted that scalability is difficult to test and might
only be defined rather than tested. Performance does not primarily depend on the
number of databases but does depend on the size and the organisation of databases

The two testbeds and a portal will be assessed regarding their access and retrieval
facilities, performance and authentication mechanisms. A major factor to be investigated
concerns the usage in terms of frequency and simultaneous usage. Most critical is
testing the conformance between both testbeds: will a search give comparable results in
both testbeds.

Duration and phasing

The project is of 30 months duration, with four main phases. During the first phase of six
months the review work will be carried out across WP’s 1-3, which will provide the
outputs and benchmarks for the testbed development and testing phases. Phase two
(month 6-18) is a period of consultation, concertation, and consensus building following
the early work of WP’s 1-3 and integrating results into the testbed development. Phase
two will end with several key deliverables (outlined in the individual deliverables list)s for
each workpackage) and a major halfway review at month 18. Phase 3 (month 18-27) will
be the testing and iteration phase with a revision process going on in parallel with work
in WP’s 1-3, continually applying the lessons learned from concertation or testing. The
final phase (month 27-30) is primarily for integration of all results into the final report.

The project will have regular reviews by the Management Committee. Major milestones
are as follows:

   M1 ( Month 6)      Review phase (phase 1)
   M2 (Month 18)      Consultation and Testbed Development phase (phase 2)
   M3 (Month 27)      Testing and Iteration phase (phase 3)
   M4 (Month 30)      Sign-off of project, final report (phase 4)
IST-2000-25347                                 TEL             page11 of 36

By the end of Phase 1 The Evaluation Plan and Project Plan & Handbook will have been
in place since Month 1, the state-of the art reviews will be completed, and the
Dissemination Plan will be in place. A dedicated project Website will be in place from
Month 3.

During Phase 2 the TEL Metadata profile will be established and compared with existing
international metadata standards and functions, in order to determine the
exchangeability of TEL metadata with other information systems.
Specifications/benchmarks for testbeds, and business plans and models plus scalability
projections will be prepared

By the end of Phase 3 the remaining recommendations, datamodels and other
deliverables will be ready and a Use Plan will be in place.

Phase 4 will be spent on final testing and the preparation of the final report.

Gantt and Pert charts, and a commentary of dependencies and inter-relationships
between the Workpackages, are provided in sections 9.5. and 9.6 and a more detailed
project plan is included as Appendix A.


The project contains a varied range of activities including desk research, consensus
building, concertation, business development and commercial negotiation. A range of
different methodologies is therefore appropriate for the various workpackages. The
methodologies used are summarised in the individual workpackage descriptions:

Additional work

As this project is an Accompanying Measure funding is not available for developmental
work in general. However, the partners have committed to carrying out required but
unfunded work in developmental areas, with a view to progressing towards an
operational system after the project ends. This will focus on the following main areas

   Digital library systems. This is ongoing work in the participating organisations that
    will connect to the TEL infrastructure by adopting the agreements and by providing
    the connectivity to the local digital library systems. The concrete planning of this will
    be detailed in the Use Plan, which will in part be used as an internal tool for tracking
    national digital developments and continually revised and will be a tool for
    participants to use during the project phase. A TEL Handbook will be produced for
    use after the project and will be used as a tool to define entry criteria for prospective
    new partners in TEL. There are two elements to this:
     acquired digital content (or content made accessible)
     digitised content.

    However, both can be seen to be components of the national digital library systems

   Joint developments - i.e. necessary work that will contribute to the testbed
    functionalities, and which is in part developed outside the Accompanying Measure.
    This will cover, depending on the test-bed requirements: format mapping and
IST-2000-25347                               TEL             page12 of 36

    conversions; implementation of authentication and payment services; interoperability
    between http/XML and Z39.50 (which is the core activity of WorkPackage 4);
    preservation and rights metadata; electronic document delivery.

All partners will deliver content as needed for the testbeds dependent upon their digital
developments at the time of commencement of testing.

Dissemination and concertation
Dissemination of all publicly available results is regarded as a high priority. The
Management Committee, and the participants in Workpackage 5, will be responsible for
ensuring timely dissemination activities such as papers, presentations and seminars.

Concertation will take place with ongoing projects. Other projects that have finished or
are drawing to a close will be studied with a view to identifying results/outcomes that can
be implemented in TEL, or built upon. This will cover European projects and significant
national projects from which many TEL partners already own the results, including:
 Reynard:
 ONE-2
 NWA: Nordic Web Archive (HUL)
 SVUC (Scandinavian Virtual Union Catalogue (HUL)
 META-LIB (Metadata Initiative of German Libraries. The goal of META-LIB is to
    develop guidelines for the use of metadata, particularly the Dublin Core Set, in the
    bibliographic processing of digital and digitised resources in academic libraries
 COVAX: Interoperability, XML schemas
 Distributed National Electronic Resource (DNER)
 Co-East       architecture, Z39.50 distributed searching (UK)
   SCHEMAS: metadata standards
   META-engine

Synthesis of Work

The work of the project will be carried out in six different Workpackages, each with its
own specific focus. It will be the responsibility of the Project Manager and the
Management Committee to ensure that each Workpackage Leader remains aware at all
times of the work carried out in other Workpackages and that they react wherever this
has an influence on the work within their own Workpackage. This will be achieved by
means of email communications from the Project Manager to each Workpackage Leader
notifying them all as soon as any reports, minutes or any project-related documents
become available. Additionally, these documents will be posted on the Management
Area of the TEL website as soon as they are available. All participants will have the
responsibility to keep in mind the overall aims of the entire project and not merely the
narrower aims of their own Workpackage.

The Workpackage Leaders will form a Technical Committee which will attend
Management Committee meetings as observers and which will hold their own technical
meetings after the Management Committee meetings.
IST-2000-25347                               TEL             page13 of 36

From time to time the regular meetings of Workpackage participants, especially in WPs
2, 3 and 4, will be scheduled back-to-back so that a Joint Meeting between the
participants of these Workpackages can be convened for the exchange of information
and forward planning. Early in the second half of the project there will be a joint meeting
bringing together all the Workpackages so that an exchange of findings, experiences
and ideas can take place.

The Management Committee will have the responsibility to ensure that project-wide
liaison takes place at all times.
IST-2000-25347                       TEL            page14 of 36

9.2 Workpackage List

 Work        Work        Lead      Person -   Start    End     Deliverable No.
Package Package Title Contractor    Month     Month   Month
   1       Publisher      KB         26         0       30         D1.1-D1.5
   2    Business Plan     BL         23         0       30         D2.1-D2.6
   3       Metadata       KB         24         0       30         D3.1-D3.6
   4    Interoperability DDB         49         3       30         D4.1-D4.4
   5    Dissemination    DDB         24         0       30         D5.1-D5.4
   6     Management       BL         41         0       30         D6.1-D6.6
IST-2000-25347                                    TEL              page15 of 36

                                                             9.3 Workpackage descriptions

9.3 Workpackage descriptions

                                  Workpackage description
                                    Publisher Relations

Workpackage           1             Start date or starting        Month 0
number:                             event:
Leader :        KB
Participant:    BL    DDB KB        HUL    BN BNCF           SNL NUK   ICCU     CENL Tot
per participant  4        2   8       2     2       2         2    2        1     1    26
To review current publisher statuses and relations and electronic legal deposit status
To achieve joint understandings and common approaches between partners
To achieve key operational understandings with important publishers and publisher

Tasks                                                                                 M/m
T1.1    Review existing digital depositing in the national libraries                  3
T1.2    Review current practices of the depositing of digital publications by         3
T1.3 Research legal and copyright issues                                             2
T1.4 Research digital depositing practice outside Europe                             2
T1.5 Define issues that need consensus derived from D1.1-1.3                         2
T1.6 Carry out the groundwork for agreements between publishers and                  10
        libraries on defined issues
T1.7 Compile handbook on digital depositing containing guidelines, pricing 4
        models, model contracts etc.
Description of work
This workpackage focuses on relationships between publishers and deposit libraries
and the conditions for access to digital stores, within and beyond the holdings of the
partners, of copyright protected materials .
A survey among CENL members will provide data on the policy and standards
aspects of legal and voluntary deposit of digital publications, archiving and long-term
sustainability. Metadata aspects will feed into WP3. The work will also highlight the
publisher-orientated issues relating to the libraries’ differing approaches to public
services regarding use, free or charged services, terms of access etc. which will feed
into WP2. Desk research will be done on deposit practices outside Europe and on
copyright and other legal issues.
A survey among publishers, followed by publisher fora in the partner countries, will
show publisher views on future possibilities of co-operation with national libraries.
The survey will be followed up by face-to-face interviews with selected leading
publishers in the partner countries.
Following the review, issues on which there is no consensus, either among the
national libraries themselves, or between national libraries and publishers, will be
Best practice on technical, pricing and licensing aspects at libraries will be monitored,
IST-2000-25347                                TEL             page16 of 36

followed by the determination of practice guidelines and agreements. A set of pricing
models will be developed out of the publisher agreements for input to WP2. Finally
mechanisms will be agreed on for ongoing monitoring and publisher feedback. These
mechanisms will include a protocol for the use of copyright material to those who are
providers of those materials.
These guidelines and agreements will be included in the handbook on digital
publishing for national libraries and publishers. The handbook will also contain
pricing models and models for standard contracts.
The work will develop consensus and validation for the existing CENL/FEP
Statement on codes of practices for the voluntary deposit of electronic publications. It
will identify future and emerging issues that need to be taken further through
continuing the discussion platform with FEP (the Federation of European Publishers)
and through consensus building with the wider publishing community.

The workpackage will begin with two surveys (one among CENL-libraries, the other
among publishers of electronic publications) to determine the current practices of the
deposit of electronic publications. This will be followed by concertation between
partners and CENL members (review of all current arrangements, policies and any
collaborative work). Publisher fora will be organised on a national basis by the
partners to discuss publisher views on future co-operation with the national libraries.
Models will be developed as a starting point for negotiations between libraries and
publishers on a national level. Also desk research will be done on copyright and
other legal issues. Finally, a handbook on digital depositing will be compiled.

Dependent on WP2, WP3, WP4
Depended on by WP 2, WP3, WP4, WP5

D1.1    Report on existing digital deposits in the national libraries (month 6)

D1.2     Report on current practices among publishers regarding the deposit of digital
         publications (month 16)
D1.3     State of the art review on legal and copyright issues and depositing practices
         outside Europe (month 16)
D1.4     Agenda for harmonisation between national libraries and publishers on
         digital deposits (draft month 18) (final month 27)
D1.5     Handbook on digital depositing for libraries and publishers (month 27)
IST-2000-25347                                 TEL             page17 of 36


M1 – State of the art review (month 6)
M2 – Report on publishers (month 16)
M3 – Publisher workshop on legal deposit, archiving and sustainability, agreements
(first round), peer review (month 24)
M4 – Publisher fora, agreements, publisher feedback (month 27)
M5 – Handbook for European libraries and publishers, including best practice (month

                              Workpackage description
                                  Business Plans

Workpackage             2           Start date or starting     Month 0
number:                             event:
Leader :         BL
months per       6     2       2 2        2 2            2   2     2       1      23
To prepare business plans for the eventual TEL service at national and European
levels including an initial plan, an expansion of the service beyond the original
partners and individual plans where appropriate

Tasks                                                                                m/m
T2.1      Review of current practice                                                 5
T2.2      Market research                                                            5
T2.3      Harmonisation and service scenarios                                        5
T2.4      Business plans                                                             8
Description of work
This workpackage will develop the business plans to provide a realistic and
sustainable service for implementation of digital library services. The project will
review the current business practices of the partners and through partner
concertation develop common business objectives. There will be a limited market
research programme selecting target populations from among the partners’ users.

It is felt that an analysis of Gabriel users will provide a useful method of surveying
potential users of a TEL service. Market research will consist of a preliminary phase
with a report followed by a second phase when the proposed offerings of TEL are
known. Harmonisation work will involve reviewing the business objectives of
partners, proposed products and services and target users, although it is stressed
that TEL will only provide an infrastructure; it will not be in a position to dictate the
content of the operational service. These will be brought together to produce service
scenarios which could be applicable across the national library community as a
whole. The work will then focus on a full business plan, modelling costs and
revenues for various services and packages of services for the initial implementation
by the partner libraries. WP2 will also determine the costs to the partners of
implementing an operational service. The work will analyse the types of charging
IST-2000-25347                                TEL             page18 of 36

model (if any) required by partners and which are most appropriate for various types
of service. The plan may need to take account of needs and objectives of individual
partners. An expansion plan will then be developed which will determine the terms
and market conditions under which the service will be opened to the rest of the
CENL libraries, subject to new participants demonstrating an ability to comply with
the functional specifications of TEL.

The partners will form a review group to identify all current practices and exploitation
plans and discuss harmonisation. There will be concertation with other CENL
libraries to ensure that the business plans will have wider applicability. There will
also be concertation with the proposed ONE-2 Consortium. The market research will
be by survey of selected target groups, using the advice of sub-contracted
professionals. A workpackage team comprising partner personnel and
subcontractors experienced in marketing and business development will develop the
business plan. The Consortium will take legal advice on the appropriate entity.

Dependent on WP1, WP3, WP4
Depended on by WP3, WP4

D2.1     State of the art review (Month 6)
D2.2      Preliminary market research report (Month 6)
D2.3      Harmonisation plan and services scenarios (Month 18)
D2.4      Second phase market research report (Month 21)
D2.5      Draft business plan (Month 24)
D2.6      Revised business plan with expansion plan (Month 27)


M1 – State of the art review (Month 6)
M2 – Preliminary market research, harmonisation and services scenarios (Month 18)
M3 - Business plan, expansion plan (draft month 24) (final month 27)
IST-2000-25347                                 TEL             page19 of 36

                             Workpackage description

Workpackage           3           Start date or starting       Month 0
number:                           event:
Leader :    KB
Participant BL        DDB KB       HU     BN     BNC       SNL NU   ICCU CEN       Tot
Number:                            L             F             K         L
months per  2         2      10    3      1      1         1   1    3              24

To reach consensus about the use of metadata in the TEL context

Tasks                                                                          m/m
T3.1      Review the current practices of partners                             4
T3.2      Determine international standards re. Exchangeability of             4
T3.3      Define the TEL metadata functionality                                2
T3.4      Decide on the TEL datamodel                                          3
T3.5      Define TEL Metadata Registry (implementation of the required         8
          conversions is not a chargeable task)
T3.6      Research the feasibility of a sustainability agency for metadata     2
T3.7      Compile the TEL metadata handbook                                    1

Description of work
This work package will focus on consensus building regarding metadata in the TEL
context. It will start with an inventory of current metadata practices among the
partners: if it is clear what the starting points for the partners are, it can be
determined what needs to be changed in order to contribute to the TEL service.
As metadata are a concern of the entire World Wide Web community, the work on
TEL metadata cannot be regarded as an isolated activity. International standards
need to be studied, the functions of metadata schemes in use by other institutions
and projects will be evaluated (such as: bibliographic, structural, technical,
preservation, rights and administrative metadata), and current and future options for
sharing and exchanging metadata need to be determined. This will result in a
recommendation for the type of datamodel to be used for the TEL portal.
The exact definition of the datamodel will result from the specification of the
functionality of metadata in the TEL context. The functionality of TEL metadata
depends on the content that the partners provide for the testbed (digital as well as
non-digital materials), and on user needs (e.g. searching, identifying and retrieving
digital documents). The functionality of non-bibliographic metadata is linked with the
functionality of the testbed, as specified in work package 4. The metadata profile that
results from this will be matched with the results from the evaluation of international
metadata standards and functions, in order to determine the exchangeability of TEL
metadata with other information systems.
Once the datamodel has been chosen, conversion schemes (mappings) need to be
IST-2000-25347                                  TEL             page20 of 36

designed and defined from the current datamodels in use by the partners to the
common datamodel. This will be done according to the functional and technical
specifications for the http/XML and Z39.50 testbeds that are to be defined in
Workpackage 4.
Collection Level Descriptions will be addressed by this Workpackage. The CLD
namespace, as defined by the Dublin Core working group on collection descriptions
(representing the work of DNER and RLG) will become part of the TEL Application
Profile. In the central TEL database collections will be described as individual items.
These descriptions will be in conformance with the TEL Application profile.
WP3 will specify the procedures regarding the ways in which XML standards from
other domains will be incorporated.
Finally, concertation and desk research is needed to determine the feasibility of a
CENL sustainability agency for metadata, to guarantee that other libraries can join
the TEL service after the project. This relates to the recommendations resulting from
WP2 regarding the exploitation of the TEL service beyond the project.

The workpackage will commence with a questionnaire among the partners to map
their current practices, and with desk research and concertation to determine the
state of the art regarding metadata on the web. A TEL metadata working group will
be installed to determine the functionality of the TEL metadata, the TEL datamodel
and the conversion schemes resulting from this. A TEL workshop on metadata will
enable concertation with other interest groups. Finally desk research and the
compiling of interim results will lead to the creation of a TEL metadata handbook.
This will comprise a database containing all details regarding TEL metadata. The
TEL Metadata Handbook will form an important part of the evolving USE plan which
will function as a pan-project reference tool during the project. It will also form part of
the TEL Handbook which will evolve into a complete guide to the service for existing,
and new, partners when an operational service is in place.

Dependent on WP 1, WP 2, WP 4
Depended on by WP1, WP2, WP4

D3.1      Review of current practices and state of the art (month 6)
D3.2      Report on functionality of TEL metadata (month 14)
D3.3      TEL Application Profile, incl. datamodel (month 20)
D3.4      TEL Metadata Registry (month 24) (developing throughout project)
D3.5      Report on the feasibility of a sustainability agency (month 27)
D3.6      TEL metadata handbook (month 27) (developing throughout project)


M1 – Datamodel (month 20)
M2 – TEL metadata handbook (month 27) NOTE – first version available earlier
IST-2000-25347                               TEL            page21 of 36

                               Workpackage description
                               Interoperability Testbeds

Workpackage     4    Start date or starting Month 3
number:              event:
Leader:     DDB
Participant BL DDB KB HUL BN BNC SNL NU ICCU CEN                                 Tot
                                     F       K      L

months per       6      11      8    8      3     3     3    3 3       1       49
To test interoperability between TEL partner systems
To test the feasibility of a dual Z39.50 and http/XML approach
To foster the implementation and development of Z39.50, OAI and other relevant

Tasks                                                                        m/m
T4.1     Functional specification for testbeds and TEL-Portal                6
T4.2     Develop and test Z39.50 Testbed                                     8
T4.3     Develop and test http/XML Testbed                                   12
T4.4     Implementation of TEL-Portal                                        12
T4.5     Portal interoperability test                                        9
T4.6     Report results of interoperability tests                            2

D e sc r ip t i on of w or k

Z39.50 testbed
Libraries that are already using the Z39.50 protocol on top of these services will
participate in the Z39.50 testbed, which will be located at DDB. This testbed will
support, by its nature, distributed searches, which means that the original databases
will be an integral part of the testbed. The partners will implement the appropriate
Z39.50 profile. The DDB will set up a server to support distributed searching and
define an interface.

http/XML testbed
Resources that are not accessed by Z39.50, will participate in the http/XML testbed.
This will be an aggregated index, located at the KB. The KB will set up procedures
for fetching and updating bibliographic records and will implement the mechanisms
for fetching, indexing and search and retrieval. The partners will implement local
mechanisms to convert bibliographic descriptions to an agreed XML-format (this
conversion work to be carried out by WP3) and to make these records available for
the fetching mechanism located at the KB. The KB will specify the protocols to be
used and will as much as possible make use of protocols that are available or under
development (OAI for record fetching and Search/Retrieve URL Service [SRU -
IST-2000-25347                                TEL               page22 of 36

formerly ZNG/http] for search and retrieval of XML via http).

Functional Concept
The main aim is to test interoperability between TEL partner systems with different
approaches. A portal will combine the Z39.50 and the XML-databases. The system
should allow the implementation of further protocols with respect to new
developments (e.g. SRU). The portal will provide the environment for
    Simultaneous search in distributed databases of different kind of resources
    Presentation of (a combination of) search results
    Multilingual subject based search
    Uniform multilingual web interface

Interoperability has to be accomplished in the search functionality and in the
presentation of results.
For the interoperability of search functionality a mutual commitment on a search
profile (e.g. Bath Profile) is needed.
It is intended to reach a uniform presentation of search results by using a uniform
metadata format for result sets. This metadata format has to be specified by WP3. If
other formats are used, mappings have to be provided by the portal to reach
interoperability. Results will be disseminated to relevant organisations and standard

TEL Portal
The Portal will be implemented and maintained as a central component. It will
connect to a variety of resources using different protocols (at least Z39.50 and
http/XML). Local points of access to resources can be established (“local portals”),
but are not part of the project work. The portal accomplishes the semantic
interoperability. The evaluation of portal software is part of the Functional
Specifications. The project partners have to select and at least one partner has to
implement the portal, which meets best the functional requirements. Mirror-sites can
be established to reach better availability by load sharing and redundancy, but are
presumably not required to reach the goal of the project.
The system will be scalable. It should be able to integrate further important
resources of all European national libraries. The system should be extensible. Future
provision of other protocols (e.g. SRU) should be possible.
The portal will contain access to information about all available resources and well-
structured information about search and retrieval capabilities offered in all CENL
Further information will be provided for national libraries not participating so far:
which technical fundamentals have to be met to fulfil interoperability and what
prerequisites a bibliographic resource has to fulfil in order to be included into portal
(e.g. definition of profile, XML DTD specification)
In the beginning the portal interface will provide at least two versions of languages
(English and German, but the possibility of also including French will be explored).
Other versions can be added in the future.
The feature of multilingual search will be provided as a subject based search. For
the realisation of this feature the results of the project MACS will be exploited.
IST-2000-25347                                TEL            page23 of 36

Participating partners will define the functional requirements in a joint effort. These
compilations will flow into the Deliverable D4.1, which will be regularly updated
throughout the project to continuously take account of results from WP1-3. Partners
are bound to implement the functionality described therein. Selection criteria,
implementation costs and maintenance of portal software are to be developed in a
joint effort and will be documented in D4.2. Based on these specifications relevant
software products are evaluated. In respect of functional behaviour the portal should
be extensible in order to meet requirements, which might result from other work
packages retrospectively (e.g. specific business models).

Dependent on WP1,WP2,WP3
Depended on by WP2, WP3

D4.1      Functional specification for testbeds and portal (Month 15)
D4.2      The TEL Portal (Month 20)
                  Selection criteria, implementation costs and maintenance
D4.3      Test plan for testbeds and portal (Month 22)
D4.4      Report on results of interoperability tests (Month 27)


M1     Acceptance of D4.1 – entering into commitment by the partners (Month 16)
M2     Acceptance of Z39.50 Testbed (Month 20)
M3     Acceptance of http/XML Testbed (Month 20)
M4     Agreement on TEL Portal based on D4.2 (Month 21)
M5     End of TEL Portal implementation (Month 27)
M6     Successful User tests and acceptance (Month 27)
M7     Reporting results (Month 27)
IST-2000-25347                                  TEL             page24 of 36

                              WorkPackage description
                         Dissemination and Use/Exploitation

WorkPackage     5                  Start date or starting       Month 0
number:                            event:
Leader :    DDB

Participant:     BL    DD    KB HUL BN BNC            SN    NUK ICC       CENL Tot
                       B               F              L         U
months per       2       7     2 2       2      2     2     2        2    1       24

To derive optimum benefit from other work through concertation

To disseminate the results of the project as widely as possible

To exploit the results in the most widespread and effective manner, both among the
partners and beyond

Tasks                                                                               m/m
T5.1      TEL Workshops                                                             5
T5.2      Presentations at conferences, academic papers                             3
T5.3      Major TEL conferences (at Month 15 and Month 30)                          3
T5.4      Publisher communications                                                  2
T5.5      Brochures and PR                                                          3
T5.6      Website (after Month 3)                                                   4
T5.7      Concertation                                                              4

Description of work

A Dissemination Plan will be drawn up at the beginning of the project. During the
progress of the project a Use Plan will be drawn up. This Use plan will evolve (as a
Web resource) as the project progresses and will contain interim findings,
specifications and agreements as well as core pieces of deliverables and reports.
The plan will be available as a tool by the project partner institutions for use in their
own digital library planning and development.

 A TEL Handbook (a Web resource) will also be developed. This Handbook, for use
after the project, will comprise a technical and business guide to the TEL service for
organisations wishing to add their digital collections to, and become part of, the TEL
service. The Handbook will describe the TEL system architecture and will specify
further developments that could be carried out after the TEL project to expand the
functionality and scope of the TEL service (e.g. extending eventual use beyond the
national libraries). There will be appreciable overlap between the contents of the Use
plan, the TEL Handbook and the TEL Metadata Handbook (WP3) all of which will be
evolving Web resources throughout the project. The task of overseeing the
IST-2000-25347                                TEL             page25 of 36

production of the TEL Handbook has been placed in WP5 because of its links with
the Use plan but the input and work to produce the Handbook will be distributed
across all workpackages.

The project will carry out comprehensive concertation activities for each of the major
themes of the project: publisher relations, business development and metadata.
Priority will be given to the identification of other relevant EU projects, both ongoing
and completed, and making contact with their coordinators, but in addition it is
recognised that there will also be significant work taking place at national levels
within the EU and elsewhere, and this work also needs to be identified and checked
for relevance. Specifically this will include preservation work currently taking place in
the USA and Australia. This will initially comprise informal contacts at coordinator
level, and where scope for concertation is positively identified exploratory work can
be carried out first by email, then perhaps through face-to-face meetings, and then in
the case of the most promising initiatives through specialist workshops. It is planned
to hold a number of workshops in each of the themes during the project but the plans
are open-ended so that more such workshops can be held if a convincing case can
be made to justify them. The purpose of these workshops will be to spread
awareness of related work that is being carried out, and to bring together the key
players so that opportunities for sharing results, and cooperation in any ways that
can be identified, can be fully discussed. The outcomes of all such discussions will
be disseminated through the website, except in cases where it is agreed that the
results should only be circulated to interested parties on a "closed" basis (most
probably where it is recognised that further opinions from known experts is required).

All public deliverables will be made available on the TEL website.

Dissemination in printed form will be through good quality brochures and information
leaflets, and a project fact sheet updated every six months

Publisher communications will be reinforced by production of publisher information
packs in print and on the web covering issues like preservation, licensing and
access, and the role national libraries can play in co-operation with publishers.

Two major conferences are planned, one at the half way stage and one at the end of
the project. The focus of these will be the opening-up to a wider audience of the
progress so far, the results, the outcomes of workshops, etc. and the collection of
feedback from the conferences so that it can be analysed and, where appropriate,
incorporated into both the reports and the future work of the project.

Internal consensus building, driven by the stated objectives of the project, will be a
major priority at all times during the work of the project. The workshops and
conferences will be particularly important vehicles for extending this consensus
building as far as possible beyond the project participants.

Dependent on WP1, WP2, WP3, WP4
Depended on by WP1, WP2, WP3, WP4
IST-2000-25347                             TEL              page26 of 36

D5.1      Dissemination Plan (Month 6)
D5.2      TEL dedicated website (Month 2)
D5.3      Use Plan (Month 27) (developing throughout project)
D5.4      TEL Handbook including Recommendations for further development of
          TEL (Month 27) (developing throughout project)


M1 Website: Public Site and Management Area (Month 3)
M2 Corporate Design and Slogan (Month 5)
M3 Dissemination Plan (Month 7)
M4 Project Fact Sheet 01 (on website Month 3; printed version Month 8)
M5 Milestone Conference (Month 15)
M6 First Round of Workshops and Fora (until month 20)
M7 Project Related Brochures
M8 Project Fact Sheet 02
M9 Second Round of Workshops and Fora (until month 30)
M10 Use Plan (Month 27)
M11 TEL Handbook (Month 27)
M12 Final Conference (Month 30)

                            Workpackage description

Workpackage         6          Start date or starting       Month 0
number:                        event:
Leader :     BL
Participant: BL     DD    KB   HUL BN BNC         SN    NUK ICCU      CENL    Tot
                    B                 F           L
months per     23    3     3   2     2    2       2     2     2               41

To manage the project in a timely and cost-effective manner
Tasks                                                                        m/m
T6.1     Project administration and liaison with EC                          20
T6.2     Meetings and peer reviews                                           7
T6.3     Establishment of stakeholder and user panels                        1
T6.4     Evaluation and benchmarking                                         1
T6.5     Deliverables and reports                                            8
T6.6     Establish, monitor and update detailed workplans with Technical     4
         Committee of WP Leaders and Management Committee
IST-2000-25347                                   TEL            page27 of 36

Description of Work
The co-ordinating partner will be the main interface between the project partners and
the European Commission. The co-ordinator will be responsible for managing the
project resources (including the budget), monitoring the progress of the project and
ensuring coherence between the outputs of the various workpackages. The co-
ordinator will compile two-monthly management reports, six-monthly progress
reports and annual reports indicating progress against resources spent and against
the project for submission to the European Commission. The co-ordinating partner
will also be responsible for administering the quality evaluation procedure for project
deliverables and overseeing their submission to the Commission. During the final
phase of the project the co-ordinator will work with the Technical Committee of
Workpackage Leaders to establish procedures for a more detailed monitoring of
project progress and inter-workpackage co-ordination (task T6.6). Deliverable 6.3
“Definition of mechanism for developing an operational service” will be a distillation
of the conclusions of the technical and business recommendations for the post-
project developments needed to move towards an operational service. A detailed
description of Project Management is given in section 9.7

D6.1      Evaluation plan (Month 1)
D6.2      Project plan and handbook (Month 1)
D6.3      Definition of mechanism for developing an operational service (Month 27)
D6.4      Bi-Monthly management reports (Month 2 onwards)
D6.5      6-Monthly progress reports (Month 6 onwards)
D6.6      Final report (Month 30)


M2 – M15 Two-monthly Management Reports (after every two months)
M16 – M20 Six-monthly Progress reports (after every six months)
M9, M21, M30 Peer Reviews (as determined by the EC)
M1 – Project Handbook (revised as required throughout project)
M1 – management Area in TEL website (updated throughout project)
M1 – Project Plan (updated throughout project)
M30 – Final Report

9.4 Deliverables list

Del.    Deliverable name                   WP    Lead      Est       Del. type*   Security**   Delivery
no.                                        no.   partic-   personm                             (proj.
                                                 ipant     onths                               month)
D1.1    Report on existing digital         1     KB        3         Report       Int          6
        deposits in the national
D1.2    Report on current practices        1     KB        3         Report       Pub          16
        among publishers regarding
        the deposit of digital
D1.3    State of the art review on legal   1     KB        4         Report       Pub          16
IST-2000-25347                              TEL        page28 of 36

       and copyright issues and
       depositing practices outside
D1.4   Agenda for harmonisation         1   KB    12      Report       Int   18 (draft)
       between national libraries and                                        27 (final)
       publishers on digital deposits
D1.5   Handbook on digital depositing   1   KB    4       Handbook     Pub   27
       for libraries and publishers
D2.1   State of the art review          2   BL    5       Report       Pub   6
D2.2   Preliminary market research      2   BL    3       Report       Int   6
D2.3   Harmonisation plan and           2   BL    5       Report       Int   18
       service scenarios
D2.4   Second phase market              2   BL    2       Report       Int   21
       research report
D2.5   Draft business plan              2   BL    5       Plan         Int   24
D2.6   Revised business plan with       2   BL    3       Plan         Int   27
       expansion plan
D3.1   Review of current practices      3   KB    8       Report       Pub   6
       and state of the art
D3.2   Report on functionality of TEL   3   KB    2       Report       Pub   14
D3.3   TEL Application Profile, incl.   3   KB    3       Report       Pub   20
D3.4   TEL Metadata Registry            3   KB    8       Report       Pub   24
D3.5   Report on the feasibility of a   3   KB    2       Report       Pub   27
       sustainability agency
D3.6   TEL metadata handbook            3   KB    1       Handbook     Pub   27
D4.1   Functional specification for     4   DDB   6       Report/Tes   Pub   15
       testbeds and portal                                tbeds
D4.2   The TEL Portal - Selection       4   DDB   12      Prototype    Pub   20
       criteria, implementation costs
       and maintenance
D4.3   Test Plan for Testbeds and       4   DDB   2       Report       Pub   22
D4.4   Report on results of             4   DDB   29      Report       Pub   27
       interoperability tests
D5.1   Dissemination Plan               5   DDB   10      Report       Pub   6 and
IST-2000-25347                           TEL        page29 of 36

D5.2   TEL dedicated website         5   DDB   4       Website     Pub   2

D5.3   Use Plan                      5   DDB   5       Report      Pub   27
D5.4   TEL Handbook including        5   DDB   5       Report      Pub   27
       recommendations for further
       development of TEL
D6.1   Evaluation plan               6   BL    1       Report      Pub   1

D6.2   Project plan and handbook     6   BL    3       Report      Pub   1
D6.3   Definition of mechanism for   6   BL    2                   Pub   27
       developing an operational
D6.4   Bi-.Monthly management        6   BL    17      Report      Pub   2
       reports                                                           onwards
D6.5   6-Monthly progress reports    6   BL    16      Report      Pub   6
D6.6   Final report                  6   BL    2       Report      Pub   30
IST-2000-25347                                         TEL                   page30 of 36


This Gantt chart represents a static snapshot of the main phases of the TEL Project
It has been superceded by the evolving project plan (version 1 attached as Appendix A)
   WORK                              0     3       6         9     12          15      18     21     24       27     30
  PACKAGE                                Review
                                                       Consultation /         Integration     Testing Revision      Final
                                                         Surveys            Testbed Design        Iteration        Report
                  Review                                                                           (Revise)
                  Publisher Fora
                  Legal Deposit
    Publisher     Archiving /
    Relations     Sustainability
                  Agreements /                                                                     (Revise)
                  Pricing Model
                  Market Research
                  User Survey
  Business Plan   Harmonisation /
                  Scenarios                                                         (Draft)               (Revise)
                  Business Plans
                  Expansion Plan
                  Review                                                                                  (Revise)
    Metadata      Sustainability
                  Metadata Hdbk

                Spec / Benchmark
                Z39.50 Testbed
                XML Testbed
                Z39.50 Testing
                XML Testing
                Test                                                (Prototype)                    (Revise)
                Gabriel Interface
                Report Results
                Brochures PR
             Phases                         1                           2                             3           4
           Milestones                             M1                                   M2                     M3 M4
           IST-2000-25347                                              TEL                page31 of 36

                9.6 PERT CHART

           Please note that work packages 5 and 6 are continuously dependent on the other four workpackages.

                                     Deliverable Number 1.2
  Deliverable Number 1.1           Report on current practices
Report on existing deposits        among publishers regarding
 in the national libraries.           the deposit of digital

                                      Deliverable Number 1.4
                                    Agenda for harmonistation
                                    between national libraries
                                     and publishers on digital
  Deliverable Number 1.3
 State of the art review on
legal and copyright issues
 and depositing practices             Deliverable Number 1.5
      outside Europe.          `       Handbook on digital
                                    depositing for libraries and

  Deliverable Number 2.1             Deliverable Number 2.2
  State of the art review.         Preliminary market research

                                     Deliverable Number 2.3
                                     Harmonisation plan and
                                       service scenarios.

                                      Deliverable Number 2.4                                                Deliverable Number 2.6
                                                                          Deliverable Number 2.5
                                       Second phase market                                                Revised business plan with
                                                                           Draft business plan.
                                          research report.                                                      expansion plan.

  Deliverable Number 3.1             Deliverable Number 3.2
                                                                          Deliverable Number 3.4            Deliverable Number 3.6
Review of current practices        Report on the function of TEL
                                                                          TEL Metadata Registry            TEL metadata Handbook
   and state of the art.                    metadata.

                                     Deliverable Number 3.3               Deliverable Number 3.5
                                     TEL Application Profile,           Report on the feasability of a
                                      including datamodel.                 sustainability agency.

                                     Deliverable Number 4.2               Deliverable Number 4.3         Deliverable Number 4.4
  Deliverable Number 4.1                                                                                   Report on results of
                                    The TEL Portal - Selection           Test plan for testbeds and
Functional specification for                                                                              interoperability tests.
                                     criteria, implementation                       portal
   testbeds and portal.
                                     costs and maintenance.

                                                                                                            Deliverable Number 5.4
                                                                          Deliverable Number 5.3           TEL Handbook including
  Deliverable Number 5.1              Deliverable Number 5.2                     Use Plan.               recommendations for further
   Dissemination Plan.                TEL dedicated website.                                                     development.

                                                                          Deliverable Number 6.3
                                                                         Creation of mechanism for
                                                                         developing an operational
  Deliverable Number 6.1
                                      Deliverable Number 6.2                      service.
     Evaluation Plan.
                                    Project plan and handbook.
                                                                                                            Deliverable Number 6.6
                                                                               Deliverable 6.4                   Final report.
                                                                             Bi-monthly reports

                                                                             Deliverable 6.5
                                                                         Monthly progress reports
IST-2000-25347                                TEL             page32 of 36

Key Dependencies

Workpackage 2, in order to draw up the draft business plan, is dependent on D1.1, D1.2,
D1.3, D3.1, D3.2, D3.3, D4.1 and D4.2. The revised business plan will take into account

WP2 itself is depended on by D3.4, D3.5, D4.1 and D4.2

The testbeds as required to be delivered in Workpackage 4 enable the user to search for
specific metadata fields that will be defined in Workpackage 3. The retrieved metadata
records collected from the different servers will conform to a datamodel that is also
defined by Workpackage 3. Workpackage 4 needs this data model as input from
Workpackage 3 for the testbed implementation and Workpackage 3 needs the testbed to
test different metadata implementations.

Work package 3 will define the datamodel and the list of TEL metadata elements on the
basis of the required functionality as defined by Workpackage 2 (which will define what
services will be provided) and by Workpackage 4 (which will define what functionality is
needed to provide those services). The maintenance of the datamodel needs a technical
and organisational infrastructure which will be part of the business model as defined by
Workpackage 2. The technical infrastructure for metadata maintenance will be part of
the responsibilities of Workpackage 4.

To some extent Workpackage 3 needs input from Workpackage 1 about which metadata
will be made available by publishers and Workpackage 3 will specify which metadata are
needed for specific authorisation functionality procedures as required by publishers.

WP5 and WP6 are continuously dependent on the other four Workpackages.

The dates and milestones are those mentioned elsewhere in the Technical Annex. The
interdependencies are continuous. For example it has been decided for Workpackage 4
to allow simple Dublin Core for the testbeds but Workpackage 4 should also take into
account that for the operational service the results of Workpackage 3 should be
implemented. In the meantime information on the requirements going from WP3 to WP4
will allow gradual improvement of the datamodel actually being used in the testbeds.

It is important to take into account this type of uncertainty and to allow for a continuous
stream of information between the Workpackages.

   9.7 Project Management
   Co-ordinating Partner
   The Co-ordinating Partner will co-ordinate, administrate and manage the project both
   in respect of its relations with the Commission and its substantive content. A
   consortium agreement will be drawn up for signature by all partners. This will ensure
   acceptance of roles and responsibilities, and of the procedural aspects of the project
   covering the conduct of the work, reporting requirements, payment of costs, and
   quality assurance issues. The Co-ordinating Partner will also lead the internal review
   process of project results and deliverables; as part of this process he will set up a
   Procedure for the review and acceptance of project deliverables , and oversee the
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   selection and appointment, and subsequent activities, of stakeholders, user panels
   and other fora specified in the individual workpackages. The Co-ordinating Partner
   will also be responsible for submitting cost claims to the EC and handling payments
   associated with these claims.

   The Co-ordinating Partner will have the responsibility to ensure that the requirements
   set out under “Synthesis of Work” at Section 9.1 in this Annexe are adhered to.

   Project manager
   The Co-ordinating Partner will provide or appoint a Project Manager who will be the
   main interface with the EC, will ensure the coherence of the work across all
   workpackages, and convene special meetings with workpackage leaders. The
   Project Manager will be responsible for the overall planning and monitoring of the
   work progress of the consortium, and for producing agendas and minutes. Papers to
   be discussed will be circulated at least one week before the meeting and archived.
   Minutes of the meetings will be circulated within 21 working days of each meeting.
   The Project Manager will be responsible for periodic reports to the consortium and
   the EC, for cost statements, handling of deliverables and payments, and generally
   progressing any issues, which may affect the satisfactory completion of the project.

   Where EC agreement to a decision is required, the Project Manager is responsible
   for liaising with the EC and informing the Management Committee of the outcome.

   The Project Manager will also be responsible for issuing and maintaining the Project
   Handbook showing details of contacts, the role of each individual, applications to be
   used, internal communication procedures, project documents and archive
   procedures, templates for reporting and cost statements, and details of the budgets
   for each partner/workpackage.

   A dedicated Management Area of the project website will be created and maintained
   by the Project Manager, and this will be used to provide an archive of all
   documentation relevant to the project.

   The Project Manager will be responsible for ensuring that each of the WorkPackage
   Leaders are kept fully informed about the progress made in other Workpackages, so
   that no Workpackages are ever operating independently of the project in general.

   Steering Committee
   A Steering Committee composed of the Directors of the participating partners (or
   their nominated representatives) will be set up. It is expected that their meetings can
   be arranged to correspond with meetings of the CoBRA Forum (ca. 3 meetings per

   Management Committee
   The day-to-day business and technical management and decisions of the project
   direction will be governed by a Management Committee comprising four members,
   which will be set up at the start of the project and which will be chaired by the co-
   ordinating partner and comprising one representative from each of BL, DDB and KB
   plus one more elected partner. The EC will be invited to attend meetings as an
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   observer. The Management Committee will meet at the start of the Project and
   regularly as required thereafter (every two months, at least in the early stages of the
   Project). Meetings will include review of the overall progress of the project against
   the project plan and will be followed by a reissue of the project plans if necessary.
   The Management Committee will also be responsible for ensuring timely
   dissemination activities such as papers, presentations and seminars. The
   Management Committee will operate by consensus where possible. Any issues
   raised at the meetings, which cannot be resolved by discussion, will be the subject of
   a vote by the participants for which a simple majority will be required.

   A further responsibility of the Management Committee will be to evaluate and
   formally sign-off the project deliverables and to perform internal quality control
   Workpackage leaders
   Each Workpackage is managed by a partner, as defined in the work plan. The
   workpackage leader is responsible for organising, managing and reporting on the
   work within the workpackage; technical meetings with workpackage members will be
   convened as necessary. The Project Manager will liaise with the workpackage leader
   when collecting management information and reviewing progress. A committee of
   Workpackage Leaders will be created, and their meetings will, where possible, be
   held on the same date and at the same venue as Management Committee meetings.
   This committee will have the additional responsibility of ensuring synthesis between
   the different workpackages.

   Project management techniques

   Project plan
   A project plan will be produced by the Project Manager, and updated regularly as
   required, based on the workplan described in this proposal and the final
   requirements of the EC. The Project Manager will maintain the plan under change
   control and produce reports of progress and resources utilised against the plan, and
   revisions of the plan as agreed by the management committee, as a management
   instrument for the consortium. Partners will be responsible under the consortium
   agreement for notifying the Project Manager as soon as possible if they envisage
   difficulties with achieving the plan. Any changes to the dates or costs associated with
   individual deliverables, that affect the end dates of milestones or dependencies with
   other deliverables or total project budget, should be agreed upon by the consortium
   and is subject to EC approval in advance.

   Regular meetings to review progress against milestones will be held with
   representatives from consortium members. Other meetings will be convened as

   The Workpackage leaders will be responsible for indicating on a bi-monthly basis
   work progress to the Project Manager, indicating which Workpackage tasks have
   been started, progressed or completed. The Project Manager will compile two-
   monthly management reports, six-monthly progress reports and annual reports
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   indicating progress against resources spent and against the project plan, for
   circulation to all project partners, prior to sending to the EC. The Project Manager will
   also organise all the required work for the annual review process by the EC.
   Workpackage leaders will participate actively in these reviews, presenting results to
   the reviewers. If a significant deviation from the plan is indicated in the reports the
   Project Manager will immediately notify the Management Committee and the EC.
   The major areas are as follows:

   Internal communication
   The Consortium will agree on document exchange formats, a document numbering
   system, virus checking, e-mail communication and other internal communication
   means between partners in order to ensure efficiency of the work organisation.

   Quality control
   Several procedures will be put in place to ensure the quality of the output from this
    Templates for deliverables will be provided,
    Each deliverable will be subject to language review, content review and review
       against the Technical Annexe requirements. This review will be performed
       internally by designated partners (and formally signed off by the Management
       Committee) other than the author or other contributors to the deliverable. Once
       this review is complete the deliverable will be despatched to the EC. The Project
       Manager will request confirmation from the EC that each deliverable has been
    Workpackage leaders will be responsible for the technical quality of deliverables
       from their workpackage
    Document control systems including classification and numbering schema will be
       maintained by the Project Manager. Copies of all significant correspondence
       between partners, specifications and reports will be sent to the Project Manager
       who will maintain a central register on a dedicated project website of all
    Change-control plans will be maintained by the Project Manager.

10 Clustering

   Projects with which TEL may develop concertation activities include:

      Reynard:
               NWA: Nordic Web Archive (HUL)
               SVUC (Scandinavian Virtual Union Catalogue (HUL)
      META-LIB (Metadata Initiative of German Libraries. The goal of META-LIB is to
       develop guidelines for the use of metadata, particularly the Dublin Core Set, in
       the bibliographic processing of digital and digitised resources in academic
      DELOS
      LEAF
      COVAX: Interoperability, XML schemas
      Distributed National Electronic Resource (DNER)
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      Co-East       architecture, Z39.50 distributed searching (UK)
      SCHEMAS: metadata standards
      META-engine
      ONE-2

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