Synthesized Assessment of all Study Visits

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Dec 10, 2013 (3 years and 7 months ago)

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1





Synthesized Assessment of all Study
Visits


















Period:
J
an

Jun

201
2

Project Partner:
BISTRITA






2




Project acronym:

OSEPA

Project name:

Open Source software usage by European Public Administrations

Project code:


INTERREG IVC, 0918R2


Document Information:

Document title:


Report on the assessment of the study visits



Date of Delivery:


29
.
0
6
.201
2


Component:


CP3

Component Title:


Exchange of Experience



Component Leader:

USFD

Distribution (Restricted/Public): Restricted to the
partners of the Consortium

Nature:



Report


History Chart

Date

Changes

Cause of change

Implemented by


Initial Document

N/A

BISTRITA


Authorisation







Disclaimer

Th
e information in this document is subject to change without notice.


All rights reserved

The document is proprietary of the OSEPA Consortium. No copying or distributing, in any form or by any means, is allowed
without the prior written agreement of the own
er of the property rights. This document reflects only the authors’ view.
The INTERREG Programme is not liable for any use that may be made of the information contained herein.

No.

Action

Partner

Date

1

Prepared

BISTRITA

29
/
0
6
/201
2

2

Approved



3

Released





3


1.

INTRODUCTION

................................
................................
................................
................................
.......

4

2.

STUDY VISITS

................................
................................
................................
................................
...........

5

3.

REPORTING 1ST OSEPA
STUDY VISIT (STUTTGA
RT 8
-
9 JUNE 2010)

................................
..........................

6

3.1

A
SSESSMENT OF
P
ROGRAMME

................................
................................
................................
................................
..

7

3.2

A
SSESSMENT OF COMPOSI
TION OF PARTICIPANTS

................................
................................
................................
..........

8

3.3

R
ESULTS

................................
................................
................................
................................
................................

8

4.

REPORTING 2ND OSEPA
STUDY VISIT (SAMBRUK
, SWEDEN, 30 JUNE


1 JULY 2010)

..............................

9

4.1

E
VALUATION OF
T
RAINING AND
L
EARNING

................................
................................
................................
...................

9

4.2

R
EACTIONARIES

................................
................................
................................
................................
....................

10

4.3

C
ONCLUSION OF THE
A
SSESSMENT FEEDBACK F
ROM
P
ARTICIPANTS

................................
................................
.................

10

5.

REPOR
TING 3RD OSEPA STUDY

VISIT (FUNDECYT, SPA
IN, 2
-
3 DECEMBER, 2010)
................................
...

10

5.1

E
VALUATION OF
T
RAINING AND
L
EARNING

................................
................................
................................
.................

11

5.2

R
EACTIONARIES

................................
................................
................................
................................
....................

11

5.3

O
VERALL
E
VALUATION OF THE
S
TUDY
V
ISIT

................................
................................
................................
................

11

6.

R
EPORTING
4
TH
OSEPA

S
TUDY
V
ISIT
(T
HE
U
NIVERSITY OF
S
HEFFIELD
,

E
NGLAND
,

7

A
PR
IL
,

2011)

................................
...

12

6.1

S
TUDY
V
ISIT

................................
................................
................................
................................
........................

12

6.2

E
VALUATION OF
T
RAINING AND
L
EARNING

................................
................................
................................
.................

13

6.3

R
EACTIONARIES

................................
................................
................................
................................
....................

13

6.4

C
ONCLUSION OF THE
A
SSESSMENT FEEDBACK F
ROM
P
ARTICIPANTS

................................
................................
.................

13

7.

REPORTING 5TH OSEPA
STUDY VIS
IT (SCHOTEN, BELGIUM
, 18
-
19 OCTOBER, 2011)

..............................

13

7.1

S
TUDY
V
ISIT

................................
................................
................................
................................
.........................

13

7.2

E
VALUATION OF
T
RAINING AND
L
EARNING

................................
................................
................................
.................

14

7.3

R
EACTIONARIES

................................
................................
................................
................................
....................

15

7.4

C
ONCLUSION OF THE
A
SSESSMENT FEEDBACK F
ROM
P
ARTICIPANTS

................................
................................
.................

15

8.

REPORTING 6TH OSEPA
STUDY VISIT (JIHLAVA
, CZECH REPUBLIC, 29
-
30 MARCH 2012)

........................

15

8.1

S
TUDY
V
ISIT

................................
................................
................................
................................
........................

15

8.2

E
VALUATION OF
T
RAINING

AND
L
EARNING

................................
................................
................................
.................

17

8.3

R
EACTIONARIES

................................
................................
................................
................................
....................

17

8.4

C
ONCLUSION

................................
................................
................................
................................
.......................

17

9.

CONC
LUSION

................................
................................
................................
................................
.........

17



4


1.

Introduction

OSEPA project

aims to promote knowledge and expertise sharing among public
administrations. The major objective is to provide to those administrations less familiar
with FOSS guidelines on how to proc
eed with its adoption, based on the experience of
organizations which have already migrated to it.

So, OSEPA i
s dedicated
to

exchanging experiences

in order to identify and analyze good
practices. The
main planned results
of the project are to exchange kno
wledge and
experiences on FOSS usage by European Public Administrations; gather, review,
exchange, transfer best practices about FOSS uptake and related policies.

The

m
ain parts
of the project are:



Survey of current FOSS usage

in consortium countries and
in some EU non
-
consortium countries (reaching at least 20 countries). The survey will tackle
current use of FOSS, attitudes and experiences, readiness assessment, inhibitors,
etc



A requirements analysis and guidelines on
software procurement policies of
Eu
ropean Public Administrations



Interregional events
(9 Workshops, 6 Study Visits & 6 Site Visits) aiming to
facilitate

the

exchange of experiences

and also
2 European Conferences



A
Good Practice Guide

on FOSS uptake
among European Public Administrations

(ai
ming to collect and consolidate concrete evidence helping policy makers and
experts to shape their own policies)



Analysis and recommendations on
European

and National
Policies and practices
on FOSS
(aiming to offer a policy overview that will make comprehe
nsible the
dynamics, the potential
,
the inhibitors and the policy obstacles related to FOSS
adoption)
.



OSEPA project aims also to promote interregional co
-
operation through Workshops, Site
Visits and Study Visits.


5



The
W
orkshops

focus on reviewing good

practice cases and exploring on how/when
FOSS can be successfully adopted and deliver productivity /cost/strategy gains.

The objective of the
Site Visits

is:



To promote bilateral assessment of policies (that will remain confidential)



To feed a comparati
ve analysis of existing practice (that, as a synthesis, will
became available to all European Public Administrations and contribute to
influence the relevant policy debate).


2.

Study Visits

The purpose of the Study Visits is to offer consortium partners (and

other EPAs’
representatives) the opportunity to exchanging knowledge and experiences in various
themes of FOSS usage by EPAs. The Interregional Study Visits will focus on reviewing
cases of good practice at a micro
-
level exploring and brainstorming on ho
w/when FOSS
can be successfully adopted and deliver productivity /cost/strategy gains. Themes will
include topics such as the following: FOSS that is currently in use or could be used by
Pas, Readiness / Stance of staff, Technical aspect of migration to FO
SS, Issues with
language, getting technical support for FOSS etc. (as well as topics that may arise during
the project definition phase). Depending on the importance and the developments in
the field, specific topics may be addressed in more than one works
hop.

The acquirement of operational and technical knowledge is expected to influence
debates on relevant EPA’s policies.


The OSEPA project includes 6 Study Visits, as follows:

the first one in Stuttgart (MFG),
Germany; and then in Malmö (SAMBRUK)
, Sweden

and Lyngby
-
Taarbaek, Denmark; the
3
rd

one in Extremadura (FUNDECYT), Spain; Schoten, Belgium; Sheffield (USFD), England;
and the last one in Vysocina,
Czech Republic.


6



3.

Reporting 1st OSEPA Study Visit

(
Stuttgart 8
-
9 June 2010
)

In 8
-
9
June 2010
, t
he first
OSEPA Study Visit
took place in Stuttgart organized by the
Public Innovation Agency

for ICT and Media,
MFG Baden
-
Württemberg
, Germany.

The
purpose of the Study Visit was to make available the know
-
how already adopted by
FOSS more experienced users.

Represe
ntatives of organizations that have adopted FOSS and other experts were there
discussing about best practices and sharing acquired knowledge and experience from
the users of FOSS.

Among the speakers:
T
h
o
mas
Uhl

(
To
p
al
i
s
AG
), Be
n
ja
m
in
S
c
hu
ma
c
he
r

(
I
TO
MIG
GmbH

/

B
ö
blingen
)
,
Jan

Verlinden

(
S
c
h
o
t
en
)
,

Ho
r
s
t

Brä
une
r

(
S
c
h
w
ä
bis
c
h

City
Hall
)
,

and Oliver

S
c
hu
l
z
e (
Ag
o
r
u
m
S
o
ft
w
ar
e
)

Thus, the programme was the following: first of all, the Open Source Network LiSoG and
its project to build up an Open Source Stack offerin
g a complete OSS environment from
Hardware to Desktop was presented. Furthermore, two speakers representing public
administrations from the Land Baden
-
Württemberg


the City of Schwäbisch Hall and
the City of Böblingen


talked about their Open Source Best

Practices. Last but not least
an Open Source company


Agorum Core Gmbh


presented its document management
solutions for Public Administrations and how these were applied in the City of
Schwäbisch Hall.

The Study Visit also hosted
a world café workshop,
allowing for further discussions on
FOSS issues as well as networking opportunities among the participants.


The subsequent assessment is mainly based on a questionnaire that has been sent to
the participants after the Study Visit.



7


3.1
Assessment

of Progr
amme

Participants appreciated that several perspectives were presented during the visit and
that they had the chance to listen to quite a lot of speakers. Yet, the overallassessment
shows that some participants would nevertheless have preferred going

“on t
he ground”
and visiting a public administration in the region.

On the first day a so called World Café was organized which enabled participants to
enter in a true dialogue. The World Café is an innovative methodology for hosting
conversations. These conver
sations link and build on each other as people move
between groups, cross
-
pollinate ideas, and discover new insights into the questions or
issues that are most important to a specific theme field. For the World Café within the
OSEPA Study Visit the followi
ng questions were suggested to be discussed:

-

Open Source Document Management: how to improve office filing?

-

Open Source: cost saving and mission critical


is it possible?

-

Open Source Solutions: How to increase interoperability?

This type of discussi
on was appreciated by most participants as shows this
comment in the questionnaire: “The methodology of the Interactive World Café
is very appropriated for the discussion of the proposed topics.” Nevertheless,
some participants
criticized

that too less tim
e was foreseen for that format and
therefore there had not been the chance to go really into detail. This should
been taken into account when opting for a similar discussion format in another
Study Visit. Furthermore, a bigger group would have been an adva
ntage for
implementing such a format as discussions would then become
livelier
.




8


3.2

Assessment

of composition of participants

As described above, it would have been an advantage if some more experts would
have taken part in the Study Visit because more p
erspectives and inputs from
different actors would have been reflected. Nevertheless, participants were very
active in debating relevant questions and the time for questions after presentations
was always used completely. This shows that there was a high i
nterest in the topic
and in the presentations.

Nevertheless, there was the problem of the heterogeneity of the group that took
part in the Study Visit. Some of them had a political background and others had a
technical background. It is very difficult to
combine these two interests and needs.
This is reflected in the questionnaire where one participant comments that he would
have preferred a more political focus. When being asked what should be added to
the programme he answers

“Presentations by politician
s”. Another participant
criticizes that the Study Visit was only partly relevant to his work because issues have
“not [been] discussed in depth technical”.

For the next Study Visit, a clear focus should be defined: either technical or political.
Based on t
hat focus, the project partners should define which experts they send to
the Visit.


3.3
Results

Altogether
, this was a
successful

first Study Visit with concrete
outputs
. All
participants evaluated that the Study Visit was
very useful
(scoring 5 or 6 out
of 6
when asked about the
usefulness
) or at least
useful
(scoring 4 out of 6).

The City of Schoten, OSEPA project partner, has decided to apply the Open Source
Document Management System by Agorum which was presented during the Study
Visit and which has a
lready proved to be
successful

in the City of Schwäbisch Hall.
These positive results are summed up by the
assessment

of Jan Verlinden, IT

9


Manager of the City of Schoten. He describes his learning effects as follows:
“Schwäbisch Hall: process manager to ma
ke processes more performant before new
application is introduced
-

hope we can succeed in engaging one in Schoten.


4.

Reporting 2nd OSEPA Study Visit

(
SAMBRUK, Sweden, 30 June


1 July 2010
)

In

30
th

of

June


1
st

of
July 2010

the second Study Visit of the O
SEPA project took
place in the cities of Malmö
, Sweden and Lyngby
-
Taarbaek, Denmark. During the
Study Visit the participants
were given the opportunity to study best practice cases
of migration to FOSS

from
both the demand and the supply side as well as to

explore
other FOSS products for communication services.



The

Study Visit agenda included the following topics
: local/national

OSS repositories
versus OSOR


the Danish version, the supplier perspective, OS best practices
-

Lyngby
-
Taarbaek Municipality (
from 100% Microsoft Municipality to an OS
environment; OSS products for telephony, call mgmt and voice dictating system),
the
Service Platform project in Lyngby
-
Taarbaek, case study


city of Roskilde.

Among
the speakers:

Jens Kjellerup
(
Lyngby
-
Taarbaek

Mu
nicipality
), Morten Kristoffer
Hansen
(Danish Ministry of Science and Technology),

Allan Ramsby (Lyngby
-
Taarbaek

Municipality
), Morten
Kjaersgaard
(Danish OSS suppliers association),

Claes
-
Olof
Olson (SAMBRUK).



4.1
Evaluation of Training and Learning

Th
e assessment questions w
ere

designed to:

a) Determine what the participants have learned

b) Get useful feedback, to help with future Study Visit planning



10



4.2

Reactionaries


Reactionaries

aim to obtain the reactions of Study Visit participants to matte
rs outside
the evaluation of the learning itself. Through “
Reactionaries
', useful data can be
obtained to help plan future Study Visits.


4.
3

Conclusion of the Assessment feedback from Participants

The participants’
feedback indicates

that the Study Visi
t session in Lyngby
-
Taarbaek was
well structured and conducted. The majority of the Participants’ learning objectives
were met and the overall impression given was that the Study Visit time was well spent
as a constructive and productive event.


5.

Reporting
3rd OSEPA Study Visit

(
Fundecyt, Spain, 2
-
3
December, 2010
)

The 3
rd

Study Visit of the OSEPA project was held in the region of Extremadura, Spain,
during 2
nd

and 3
rd

of December 2010. The organization of the
visit was provided by
Fundecyt , where experienc
es was gathered by private organizations and public agencies
of the region, that presented its relationship with Free Software to the experts involved.


The program bega
n

at the headquarters of Fundecyt with a presentation of the
“Omnibus Project” by the S
panish company Complusoft, presentation f
o
llowed by a visit
to the New Knowledge Centre. The participants in the Study Visit
were able

to see
firsthand the implementation model of the Free Software in Extremadura health system
and also to visit
a Secondary

School in which open source tools were used to manage
classes.



11


Through the Study Visit in Extremadura, the consortium partners (and other EPAs’
representatives) had the opportunity to exchang
e

knowledge and experiences in various
themes of FOSS usage by
EPAs. The Interregional Study Visit
focuses

on reviewing cases
of good practice at a micro
-
level in this region exploring and brainstorming on
how/when FOSS can be successfully adopted and deliver productivity /cost/strategy
gains. Themes included topics
such as the following:

-

FOSS that is currently in use or could be used by Pas, as for instance the case of
the New Centers of Knowledge in Extremadura

-

Technical aspect of migration to FOSS, as was the example on Jara project in the
Public Health System, et
cetera.


5.
1

Evaluation of Training and Learning

The assessment questions were designed to:

a) Determine what the participants have learned

b) Get useful feedback, to help with future Study Visit planning


5.
2

Reactionaries

Reactionaries

aim to obtain t
he reactions of Study Visit participants to matters outside
the evaluation of the learning itself. Through “
Reactionaries
', useful data can be
obtained to help plan future Study Visits. The main purpose of reaction evaluation is to
enhance the quality of
training programs, which in turn leads to improved performance.


5.
3

Overall Evaluation of the Study Visit

The overall evaluation of the Study Visit has been very positive, in general, from the
point of view of the experts involved.


12


Topics were interestin
g and useful and the programme was well balanced, offering the
possibility to examine use in practice (school, Women´s House


OSS for adult learners)
.

A general opinion is that
Extremadura’s OSS adoption in PA’s could be a solution for
money saving.

Also,

the evaluation shows a relevant interest regarding the e
-
Health care applications
and policies.


6.

Reporting 4th OSEPA Study Visit
(
The University of Sheffield, England, 7
April, 2011
)


6
.
1 Study Visit

The forth OSEPA Study Visit


organized by The Univer
sity of Sheffield


was held in
Sheffield in 7 April 2011. Department of Computer Science had the chance to present
their Best Practices to the experts of the OSEPA Project
.

Themes included the following topics:



Sam Allaby
-

Open source in business and org
anizations and its adoption in
the UK



Visit to Genesys



Professor Mike Holcombe
-

Using FOSS in practical software development in a
university context



David Speake CICS
-

CiCS' strategy for and use of open
-
source software



Professor Babak Akhgar
-

Critical S
uccess Factors for Knowledge Driven Smart
Cities (KDSC)


13



6
.
2 Evaluation of Training and Learning

The consolidated assessments of the participants of the Study Visit were designed to
determine what the participants have learned and get useful feedback, to
help with
future Study Visit planning.


6
.
3 Reactionaries

Reactionaries aim to obtain the reactions of Study Visit participants to matters outside
the evaluation of the learning itself. Through “Reactionaries', useful data can be
obtained to help plan fu
ture Study Visits.


6
.
4 Conclusion of the Assessment feedback from Participants

The participants’ feedback indicates that the Study Visit session to the Department of
Computer Science form The University of Sheffield was well structured and conducted.
Th
e majority of the Participants’ learning objectives were met and the overall
impression given was that the Study Visit time was well spent as a constructive and
productive event.


7.

Reporting 5th OSEPA Study Visit
(
Schoten, Belgium, 18
-
19
October, 2011
)


7.1

Study

Visit

The sixth OSEPA Study Visit was held in Schoten from 18
-
19 October, 2011.


14


The first day of the study visit took place in the Castle of Schoten where the city of
Schoten organized a hands
-
on lab where you could learn about a large palette of op
en
source solutions in 25 different sessions. Each participant could attend 5 different
sessions of his interest. The sessions were grouped together into 5 tracks: android
communication, best cases for big public administrations, best cases for municipalit
ies
and tracks of open source solutions by small and medium enterprises.

The participants learned about Drupal websites, android apps, libre office, proxmox,
security, cloud computing, etc. (cfr http://epaopensource.schoten.be).

During the pauses they had

the opportunity to exchange views with other participants
interested in open source software. The hands
-
on labs were attended by 6 different
partners of the OSEPA consortium: Vysocina Region,

Sambruk, CTI, LPS, Bistriţa and the
Emilia
-
Romagna region. Also a lot of people from local Belgian municipalities and cities
came to the hands
-
on labs to learn about open source software.

The second day was held in the town hall of Schoten. Kurt Vermeiren
, the elected
representative from Schoten responsible for ICT, talked about the use of open source
from a political point of view. Afterwards the experiences of Schoten with different open
source solutions were explained by ICT manager Jan Verlinden. The o
pen source
company Inuits explained their experience in building open source solutions for different
municipal processes. In the afternoon there was a visit of the IT
-
infrastructure of
Schoten.


7
.
2 Evaluation of Training and Learning

The consolidated ass
essments of the participants of the Study Visit were designed to
determine what the participants have learned and get useful feedback, to help with
future Study Visit planning.



15


7
.
3 Reactionaries

Reactionaries aim to obtain the reactions of Study Visit p
articipants to matters outside
the evaluation of the learning itself. Through “Reactionaries', useful data can be obtained
to help plan future Study Visits.


7
.
4 Conclusion of the Assessment feedback from Participants

The participants’ feedback indicates

that the Study Visit was well structured and
conducted. The majority of the Participants’ learning objectives were met and the overall
impression given was that the Study Visit time was well spent as a constructive and
productive event.


8.

Reporting 6th OS
EPA Study Visit
(
Jihlava, Czech Republic, 29
-
30 March 2012
)


8
.
1 Study Visit

The Study Visit took place on 29
-
30 March 2012. The purpose of the study visits was to
offer consortium partners (and other EPAs' representatives) the opportunity to access
the k
now
-
how (processes, solutions, approaches, etc) already adopted by FOSS more
experienced partners. Acquiring operational and technical knowledge is expected to
influence debates on relevant EPA's policies.

The first day of the study visit took place in Col
lege of Polytechnics Jihlava, Vysocina
Region. Themes included the following topics:



J.Lindourek
-

Head of ICT department, J.Zemanek
-

server room & FOSS on servers (
Linux systems)


16




Tomáš Souček
-

Developers background (Google Chrome plugins, NetBeans)



Jakub Podhorský
-

Student´s systems (Request Tracker, Horde, E
-
learning, Discuss
forum)



Tomáš Kubiš
-

Practical usage of Moodle



In the second part of the day Martin Procházka, Jaroslav
Krotký
-

Open source in the
network of Vysocina Regional Office

The second day was held in the town hall Municipality of Nové Město na Moravě,
Vysocina Region.

Themes included the following topics:



Z. Grepl, CIO presents FOSS solution and applications in
metropolitan network and
regional network iNovoměstsko and Municipality web portals based on Drupal and
WordPress.



Remote user support based on FOSS, eGon Center
-

system of staff training, Asterisk


IP telephony in our municipality and allowence organiza
tions, FOSS Helpdesk and
central register of investment requirements.



J. Topinka Z. Grepl/M. Havelka
-

eLearning based on FOSS



The Visit in technological center of city and server room reveals the way of approach
concerning Document record management based

on FOSS technologies, Effeso


registration platform which link each other catalogs processes, services and activities
of the organization



17


8
.
2 Evaluation of Training and Learning

The evaluation of study visit was overall positive. Participants appreciat
ed especially
successful implementation of FOSS and hands
-
on information on cost saving related to
these implementations
.


8
.
3 Reactionaries

Reactionaries aim to obtain the reactions of study visit participants to matters outside
the evaluation of the lear
ning itself. The main purpose of reaction evaluation is to
enhance the quality of study visits, which in turn leads to improved performance.


8
.
4 Conclusion

The study visit was appreciated by all participants, particularly the visit the the
Municipality o
f Nove Město na Moravě, which is the role model in FOSS implementation
in Vysočina Region.

Some participants would have enjoyed a higher degree of interaction and more practical
activities. Participants had a chance to observe the use of FOSS in e
-
Learnig
and Moodle
as employed by the College of Polytechnics. The Municipality of Nové Město na Moravě
presented municipality web portals based on Drupal and WordPress, remote user
support, Asterisk
-

IP telephony, EGON Centre
-

system of staff training, Effeso
-

registration platform.


9.

Conclusion

As an overall conclusion, OSEPA study visits were interesting and productive, helping the
participants to enhance their knowledge about FOSS solutions but also to find out new

18


information from more experienced partners,
information that they can later use in their
own city and country.


The OSEPA study visits achieved
the proposed objectives
offering to the consortium
partners the opportunity to exchange knowledge, views and experiences in various themes
of FOSS usage and

to acquire operational and technical knowledge.