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### This is the draft incubator process. This is still work in progress which will be completed by the end of March 2023 ###


This document provides an overview of the WP6 Incubator Process.

General view 

 

Phase 1: Proposal Submission and Evaluation

Phase1, Stage 1: Proposal Submission

  • Objectives: This proposal should demonstrate that the planned output will be achievable within the given period of time with the requested resources.
  • Input: Description of why this work is important, which problem it solves and organisations supporting the proposal (Template 1).
  • Criteria: in accordance with the WP6 Description of Work (DoW) and support of at least 5 organisations that are GÉANT project partners is needed.
  • Output: The proposal is sent to netdev-incubator@lists.geant.org including the following information detailed in Template 1.

Phase1, Stage 2: Proposal Support

  • Objectives: To collect from support organisations why they support this proposal, whether they will implement it and whether they will work on it.
  • Input: Model questionnaire to be sent to support organisations (Template 2).
  • Criteria: At least 3 supporting organisations from GÉANT project partners are needed to proceed to the next step - phase 1 stage 3.
  • Output: the questionnaires filled in by support organisations.

Phase1, Stage 3:  Proposal Evaluation

  • Objectives: Proposal Evaluation to go to the second phase (creating a focus group) taking into account the budget availability and enough support from the GÉANT community and the project feasibility within the period. The support organisations are welcome to work on the proposal without being paid by the WP6 project. It could still be coordinated and supported by the WP6 team.
  • Input: the documents provided in stages 1 and 2 (Template 1, Template 2).
  • Criteria: If sufficient support (at least 3 organisations that are GÉANT project partners) is not received 6 months after the proposal is announced, the proposal will be treated as a retired proposal.
  • Output: In case the project does not go on, a  Proposal Closure Report will be written, using Template 3.
  • Duration: Approximately 2 weeks (depending on wp6 team availability).

Phase 2: Focus Group

  • Objectives: Create a focus group (working group) and refine the project proposal from the project management perspective, to be executed as a part of an incubator project.
    • Complete market research and describe how their proposal relates to other solutions at the market or in the community.
    • Finalise the project proposal, refining the same, initially submitted Template 1
    • Define the team in more detail:
      • Specify exact names, organisations, and allocated manpower (clearly stating what should/not be funded by the WP6 in the GÉANT project).
      • Proposed participation for each of the team members should be agreed upon with these individuals, as well as their organisations.
    • Define the project manager for the project.
  • Input:
    • Template 1
    • The supporting organisations provide additional requirements or information which might influence the initial proposal.
  • Criteria: The proposal should ensure that the project is Specific, Measurable, Achievable, Resource- and Time-bound (SMART), realistic and relevant to the community and target user groups.
  • Output:
    • Project promotion: Infoshare
    •  Focus Group Proposal for the Incubator Project (Template 5) or a Focus Group Closure Report (Template 4) in case there will be no incubator project proposal.
  • Duration: 3 months
    • 2 months to refine the proposal
    • 1 month for proposal evaluation and final decision.

Phase 3: Incubator Project Execution

  • Objectives: Realise the goal of the project (demonstration, PoC, training, etc.).
  • Input: Previous work and all previous documents 
  • Criteria: Achieve the goal of the project (demonstration, PoC, training, etc.). Feedback from support organisations
  • Output:
    • Dissemination is extremely important: at least a report or a white paper, a GÉANT infoshare could be done.
    • Result report
    • Assessment of the incubator project
  • Duration: 6 months maximum

 Templates 

Template 1: NETDEV Incubator Project Proposal

  1. Proposed by: Name, NREN
    Name and Organisation of the person that is submitting the proposal.
  2. Title
    Name of the proposal that describes what is being proposed. 
  3. Rationale
    Describing why this work is important, which problem it solves.
  4. Output
    Tangible and intangible outputs that will be produced as a result of this proposal. The output should be Specific,Measurable, Achievable, Resource- and Time-bound (SMART). 
  5. Users
    Who are the users that would use the results of this work.
  6. Value
    Describe the value that the proposal will provide to the users.
  7. Team
    Organisations and possibly names of people that will form the team to work on the proposal.
  8. Time
    Expected duration of this project.
  9. Resources
    Which resources and budget are needed for this project:
    1. Manpower (per each individual that would participate in the team)
    2. Equipment (needed/existing equipment, which equipment should be bought)
    3. Travel budget 
    4. Other (please specify).
  10. Intellectual Property Rights (IPR)
    As a proposer I declare that my submission is not infringing any IP rights of others.
    1. Does any code or previous work exist that is a subject of an existing IPR? Yes / No
  11. Information about gathering and processing any personal data
    1. Will you be processing any personal data for this project? Yes / No
    2. If Yes:
      1. Which data are you processing, how, and for what purposes?
      2. Do you have a privacy notice for it?
  12. Contribution to an existing GÉANT project service
    Will it create or contribute to an existing GÉANT project service? If yes, please specify which one.
  13. Organisations supporting the proposal
    List organisations and contact persons that would like to use the project outputs.
    (Not a mandatory field - can be left empty if not known at the time when the proposal is submitted.)

Template 2: Supporting the Incubator Project Proposal

Your Name:

Your Organisation:

Name of the proposal being supported: 

In order to support a proposal, please send the answers to the following questions to netdev-incubator@lists.geant.org

  1. Why do you support this proposal?
  2. Will you implement the work results in your own organisation? Yes/No
  3. Is your organisation willing to work on this proposal? Yes/No
  4. If yes:
  1. How much of an FTE will your organisation dedicate to work on this project?
  2. Would you work on this proposal even if not being paid from the GÉANT 5-1 project? Yes/No
  1. Any other comments?


Template 3: Proposal Closure Report

  1. Title of the project proposal
  2. Name and the organisation of the proposer
  3. Date of the proposal submission to netdev-incubator@lists.geant.org
  4. Link to the original proposal
  5. Activities performed by WP6 to promote the proposal
  6. List of organisations that supported the proposal
  7. Reason for retiring the proposal.


Template 4: Focus Group Closure Report 

  1. Title of the project proposal
  2. Name and the organisation of the proposer
  3. Link to the original proposal
  4. List of organisations that supported the proposal
  5. Date when the focus group is established
  6. Activities performed within the focus group related to the proposal.
  7. Reason for retiring the proposal.


Template 5: NETDEV Focus Group Proposal for the Incubator Project

  1. Proposed by: Name, NREN
    Name and Organisation of the person that is submitting the proposal.
  2. Title
    Name of the proposal that describes what is being proposed. 
  3. Rationale
    Describing why this work is important, which problem it solves.
  4. Output and Outcome
    Tangible and intangible outputs that will be produced as a result of this proposal. The output should be  Specific, Measurable, Achievable, Resource- and Time-bound (SMART).  
  5. Users
    Who are the users that would use the results of this work.
  6. Value
    Describe the value that the proposal will provide to the users, and how it differs from other solutions that might exist in the community or in the market.
  7. Team
    For each individual nominated to participate in this project provide the following information:
    1.  Name
    2.  Organisation
    3.  E-mail address
    4. Manpower available to work on the project
    5. Manpower to be funded by the GN5-1 WP6 
    6. Support from their organisation Yes/No
    7. Role and job in the team
  8. Time
    Expected duration of this project
  9. Resources
    Total resources and budget needed for this project:
    1. Manpower 
    2. Equipment (needed/existing equipment, which equipment should be bought)
    3. Travel budget 
    4. Other (please specify).
  10. Intellectual Property Rights (IPR)
    As a proposer I declare that my submission is not infringing any IP rights of others.
    1. Does any code or previous work exist that is a subject of an existing IPR? Yes / No
  11. Information about gathering and processing any personal data
    1. Will you be processing any personal data for this project? Yes / No
    2. If Yes:
      1. Which data are you processing, how, and for what purposes?
      2. Do you have a privacy notice for it?
  12. Contribution to an existing GÉANT project service
    Will it create or contribute to an existing GÉANT project service? If yes, please specify which.
  13. Organisations supporting the proposal
    List organisations and contact persons that would like to use the project outputs.




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