MS02: Definition of Work-flows

A specific workflow has been developed and is now in place to track activities shared between different In-Kind partners, both within and between regional hubs. This is a complex issue, particularly where a regional hub is responsible for IK contributions from multiple member states (and the institutes within them). In order to facilitate the process, it is important that In-Kind Field coordinators (WP2) share contacts and information with the Regional Hub Managers (W6) who may not be from the same institute or even located in the same country. Both will have relevant information concerning technical development, industrial interest (during construction and thereafter), events and publications etc.

The need for a well-defined workflow was acute in two cases: The Forschungszentrum Jülich (FZJ) in Germany is the WP-2 IK-hub for 'central Europe' covering Germany, the Czech Republic and Switzerland. The WP6-hub manager is, however, located at the Paul Scherrer Institute (PSI) in Switzerland. It is important that both share information not only about technical progress and ESS-outreach in their own respective countries. There must also be a streamlined process for gathering and sharing information about the Czech partner institutes and industry. Both the WP2 coordinator and the WP6 manager have different contact points within these institutes and wider industries. Only through alignment is it possible to build up a comprehensive picture. A similar situation is true for the IK-hub in Italy which is also responsible for Hungary. The Nordic regional hub in Lund has more resources, but it already covers Denmark, Sweden, Norway, Iceland, Lithuania, Latvia, Estonia and Poland. A structured information workflow between WP2 and WP6 is also important with a view to future new membership additions to ESS. For example: in the case of new-entrant Belgium the multi-country hub is expected to be located in the Netherlands or France. If Portugal joins, it is likely to be served through the regional hub in Spain.

The workflow which was developed jointly between WP2 and WP6 leaders, outlines detailed processes for systematic information sharing and updating between IKC-hub coordinators and regional hub-managers. The workflow shows who will contact who and when, where relevant data is stored, who can access the data and modify it. It also describes who will take action, so that there is no unnecessary duplication of work or contact. The workflow also specifies how information is fed back into ESS in Lund (and vice-versa) by both the IK Field Coordinators and the Regional Hub Managers. The workflow has been discussed and shared in the recent WP-2 meeting (11+12 February 2016) and will be presented during the upcoming W6 regional hub managers meeting on the 7th March 2016. The workflow is available on request.