The incubator process within the Network Development Work Package (WP6) of the GN5-2 project provides a mechanism to include new areas of work throughout the duration of the project in an agile way. The process aims to be simple and transparent, and to ensure that the proposed work will be of clear value to the community.
Guidelines:
- A proposal can be submitted at any time during the project by any member of the community.
- Proposed topics should be within the scope of the GN5-2 WP6 objectives.
- A proposal must be supported by at least three GÉANT project partners. By providing support, organisations confirm that they are willing to use the project results.
- A proposed project needs to be SMART (Specific, Measurable, Achievable, Resource- and Time-bound).
Proposals are reviewed on a first-come-first-served basis.
NETDEV Incubator is run in three phases: Project Proposal, Focus Group, Project Execution.
Phase 1: Project Proposal
Proposal submission:
- Before proposing a topic, proposers are advised to look at already submitted proposals. Supporting existing topics should be preferred over submitting a similar proposal.
- Proposals for incubator projects should be submitted to netdev-incubator@lists.geant.org, using Template 1 in a maximum of three A4 pages.
- The proposal should demonstrate that the planned output will be achievable within the given period of time and with the requested resources
- The proposal should provide evidence of support from at least three (3) GÉANT partnering organisations that are willing to use the project results.
IPR and GDPR:
- By submitting a proposal, the proposer is considered to confirm that their submission is not infringing any Intellectual Property Rights (IPR) of others.
- The proposal and proposers should comply with the GÉANT Project IPR Policy [IPR_Policy].
- Any personal data collected via the proposal will be used only for processing and promoting the proposal.
- Consent to such use of this personal data is considered to be provided when the proposal is submitted.
Proposal review:
- A submitted proposal will be reviewed in a shortest possible period on a first-come-first-served basis by the WP6 leadership team. Accepted proposals proceed to the next phase.
- If not accepted, the reasoning for the decision will be sent to proposers.
- In case the WP6 incubator budget is not available, persons proposing and supporting the project are welcome to work on the proposal without being paid by the GÉANT project. It can still be coordinated and supported by the WP6 team.
Retired proposals:
- If a proposal is retired (e.g. if withdrawn, or without sufficient support), the WP6 team will create a short closure report, containing the information outlined in Template 2
- Retired proposals will not be deleted so that they could be reactivated and proposed again under the same conditions.
Phase 2: Focus Group
A Focus Group is formed out of organisations that have submitted and supported the proposal, with the goal to review, define and refine the project proposal in more detail from the technical and project management perspective, to prepare it for execution as a part of an incubator project.
If not done already, market research will need to be undertaken as a part of the focus group work, resulting in a description of how the proposal relates to other solutions on the market or in the community. By the end of the focus group activity it must meet the following requirements:
- The expected output is well-defined – Specific, Measurable, Achievable, Resource- and Time-bound (SMART) – with clear value for the community.
- The project is structured, with clear tasks and timelines.
- The project is supported by three or more organisations from the community.
- There is sufficient budget within WP6 to cover the needed project budget.
- The expected project duration fits the project timeline so that the project results will be delivered and visible during the ongoing generation of the GÉANT project.
- Any new inputs have been taken into account.
- More detailed information about the people that will participate in the incubator project has been added.
The duration of a focus group should not be more than 3 months in total:
The outcome of the focus group work can be:
- Closure report (using Template 2) if there will be no incubator project proposal.
- Proposal for an incubator project - updated proposal using Template 3.
Phase 3: Incubator Project Execution
Main elements, such as the title, objectives, project (subtask) leader, team members, final outputs and outcomes are taken from the document produced by the focus group.
The incubator project will be executed within WP6 as a separate subtask within one of the existing WP6 tasks where the objectives and goals of the incubator project fit the best.
The incubator project (subtask) leader is accountable for delivering the incubator project results, within the specified timeline and resources.
The incubator project leader also has to make sure that the project work results are publicly reported (in a white paper, infoshare, training material, etc.).
The Task leader of the Task where the incubator project is assigned (hosting Task) is responsible for ensuring that project outputs and objectives are delivered and met, and that they are in accordance with WP6 Description of Work.
The NETDEV incubator coordinator in Task 0 is responsible for supervising the timeline and budget consumption, and if needed will escalate towards the incubator project leader, leaders of Task 0 and the hosting Task, and Work Package leaders.
An incubator project can last a maximum of six months. Wrapping up should start at the end of month 4, including summarising the work in a report or white paper and an infoshare.
Depending on the results, interest from the community and available budget, the work might continue, funded or not funded by the GN5-2 project, or can be closed.
The NETDEV Incubator is described also in this document.
Templates
 Template 1: NETDEV Incubator Project Proposal
- Name and Organisation of the person that is submitting the proposal.
- Title - Name of the proposal that describes what is being proposed.
- Rationale - Describing why this work is important, which problem it solves.
- 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).
- Users - Who are the users that would use the results of this work.
- Value - Describe the value that the proposal will provide to the users.
- Team - Organisations and possibly names of people that will form the team to work on the proposal.
- Time - Expected duration of this project.
- Resources - Which resources and budget are needed for this project:
- Manpower (per each individual that would participate in the team).
- Equipment (needed/existing equipment, which equipment should be bought).
- Travel budget.
- Other (please specify).
- Intellectual Property Rights (IPR) - As a proposer I declare that my submission is not infringing any IP rights of others.
- Does any code or previous work exist that is a subject of an existing IPR? Yes / No
- Information about gathering and processing any personal data
- Will you be processing any personal data for this project? Yes / No
- If Yes:
- Which data are you processing, how, and for what purposes?
- Do you have a privacy notice for it? If yes - please provide it.
- Contribution to an existing GÉANT project service - Will it create or contribute to an existing GÉANT project service? If yes, please specify which one.
- Organisations supporting the proposal - At least three organisations need to support this proposal. The following needs to be filled in for each of organisation:
- Your Name
- Your Organisation
- Will you implement the work results in your own organisation? Yes/No
- How much of an FTE will your organisation dedicate to work on this project?
- Would you work on this proposal even if not being paid from the GN5-2 project? Yes/No
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 Template 2: Closure Report
- Title of the project proposal
- Name and the organisation of the proposer
- Date of the proposal submission to netdev-incubator@lists.geant.org
- Link to the original proposal
- Activities performed by WP6 to promote the proposal
- List of organisations that supported the proposal
- Reason for retiring the proposal.
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 Template 3: NETDEV Focus Group Proposal for the Incubator Project
- Name, NREN - Name and Organisation of the person that is submitting the proposal.
- Title - Name of the proposal that describes what is being proposed.
- Rationale - Describing why this work is important, which problem it solves.
- 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).
- Users - Who are the users that would use the results of this work.
- 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.
- Team - For each individual nominated to participate in this project provide the following information:
- Name
- Organisation
- E-mail address
- Manpower available to work on the project
- Manpower to be funded by the GN5-2 WP6
- Support from their organisation Yes/No
- Role and job in the team
- Time - Expected duration of this project
- Resources - Total resources and budget needed for this project:
- Manpower
- Equipment (needed/existing equipment, which equipment should be bought)
- Travel budget
- Other (please specify).
- Intellectual Property Rights (IPR) - As a proposer I declare that my submission is not infringing any IP rights of others.
- Does any code or previous work exist that is a subject of an existing IPR? Yes / No
- Information about gathering and processing any personal data
- Will you be processing any personal data for this project? Yes / No
- If Yes:
- Which data are you processing, how, and for what purposes?
- Do you have a privacy notice for it? If yes - please provide it.
- Contribution to an existing GÉANT project service - Will it create or contribute to an existing GÉANT project service? If yes, please specify which.
- Organisations supporting the proposal - List organisations and contact persons that would like to use the project outputs. At least 3 organisations should support the proposal.
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