Deliverable D4.3 reports the functions of the Open Source Portal and the requirements for each associated Open Source project web site. Specifically, this deliverable sets out the direction for how the work in WP6 will be conducted. Each open source project utilises established work practices for community based open source projects hosted on open platforms. The Open Source Portal shall constitute a cohesive entry point to all open source projects. As such it provides links to developed and provided resources (including source code, executables, and test files) and tools (including software configuration management system, mailing lists, and build environment) used in each open source project. Developed and provided resources will be available during and after the conduction of the formal PREFORMA project. With adoption of best practices from community driven open source projects and adherence to full transparency for all digital assets, contracted organisations are well placed to successfully establish thriving and long-term sustainable open source communities of relevance for memory institutions and other stakeholder groups.

This deliverable defines the competitive evaluation strategy which will be used for the assessment of the results of the suppliers at the end of the design phase 1. The competitive evaluation strategy serves to choose those suppliers which will pass the design phase 1 and will continue with the prototyping and testing phases.

Evaluating and comparing suppliers requires us to identify two distinct processes:

• evaluation process: during this process each supplier is individually examined and it is scored according to its characteristics. The evaluation process is formalized through the evaluation matrix, as described in Section 2.1. The outcome of the evaluation process is the supplier score, that is a number representing the scoring achieved by the supplier;
• comparison process: once the suppliers have been scored, they are compared with each
  other on the basis of their supplier scores. The comparison process is formalized through the comparison matrix, as described in Section 2.2. The outcome of the comparison process is a ranking of the suppliers, based on their scorings.

In particular, as detailed in Section 3, the PREFORMA evaluation matrix consists of four categories: Impact on the Challenge, Technical Approach, Quality of the Tender, and Price/Cost. Each category contains several items which are scored using a likert scale ranging from 1 (bad) to 5 (excellent), according to well-established standards, like ITU-T P800. The score for each item is obtained with a weighted average of the scores assigned by different reviewers which belong to the three following reviewer types: technical expert, domain expert, and external expert. The score of a category is the weighted average of the scores of its items and the total score for a supplier is the weighted average of its category scores.

This document provides an overview of the dissemination strategy, activities, and materials the PREFORMA Project intends to use over the lifetime of the project. The dissemination activities aim to increase the impact of the project by making it visible to as wide an audience as possible, while focusing on those target users for which the project is most relevant.

In particular, it presents a short overview of the production of the print and presentation materials that have been designed and created in the first months of the project and which will be used for the networking and dissemination of PREFORMA. All future printed materials for PREFORMA will be based on the designs and templates described herein. Printed materials play a key role in dissemination and networking, as the first impression one gets of the project, which cannot be undone, is imparted by them.

Furthermore this report, targeted towards all sectors of the PREFORMA network, serves as an easy-to-use guide for the project partners to inform, improve, streamline, and standardise the procedures concerning the project’s dissemination activities. Finally, it describes how these processes will be monitored.

This deliverable features six Chapters and one Annex.

• Chapter 1 introduces the objectives and the main characteristics of the project’s communication and dissemination work.
• Chapter 2 provides a brief overview of the first dissemination materials that have been produced to present/promote the project and spread its results.
• Chapter 3 summarises the target audience to be reached.
• Chapter 4 analyses the variety of dissemination methods and channels to be adopted with the goal of disseminating outcomes and results.
• Chapter 5 describes how the effectiveness of dissemination activities will be continuously monitored and evaluated.
• Chapter 6 presents the conclusions.
• The Annex contains a promotional plan including the description of how, when, to whom, who will distribute this material.

This Deliverable is a report on the networking platform of tools and guidelines, which includes all terms of reference and methodologies for:

• Networking with the stakeholders (memory institutions, ICT providers, standardisation bodies)
• Enlargement of the network
• Specific methodologies of the Working Groups

This document is intended to include all necessary information on the procedures to ensure a smooth internal work process as well as provide the wider public with an overview of the PERFORMA project.

Most of these procedures are already in place and have effective and beneficial impact on the progress of the work.

The first section on General Methodology builds on the indication of the Project Handbook. The aim is to further explore current best practices so they are readily available to new members of the network.

The second section on Networking Activities and Enlargement of the Network describes the methodologies decided by the consortium to formalise the agreements with external partners who express their interest and the intention to cooperate with the project. It outlines a unique workflow which exploits existing tools to ensure the smooth management of this very delicate task.

The third section on PERFORMA Working Groups is dedicated to the terms of reference and the procedures for the activity of each Working Group.

The last section presents some final considerations and draws the conclusions.

Finally, the Annexes contain the templates of the affiliation agreements.