DG Energy and Transport

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Nov 10, 2013 (3 years and 8 months ago)

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DG Energy and Transport





D4.2.2
-
2



FUNCTIONAL
DESIGN
SPECIFICATIONS
:

INTERNET &

EXTRANET


Specific Support Action

Transport Research
Knowledge Centre

Prepared

Dominique De Buys

Koen Verheyen

Date

17
.
12
.
2007


Approved

Gabriele Jauernig

Date

20.12.2007

Contract No

TREN/06/FP6TR/S07.66844/518369


Released

Gabriele Jauernig

Date

20.12.2007


Contract N°. TREN/06/FP6TR/S07.66844/518369



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-
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:
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Page:
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Document Change Record


Issue

Version

Comments

Affected Pages

Date

Change
Release

Draft 1

1.0

Draft document in preparation of extranet
requirements
meeting on 23.11.04

22.11.07


Draft

2

1.0

Integration of features discussed on 23.11.07

26.11.07



Draft 3


1.0

Revisions to internet features

05.12.07


Issue 1

1.0


17.12.07



















Distribution

Organisation

Number of Documents

TRKC DSC
, Focus Group and DG TREN Task
Manager

1 electronic document



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Table of c
ontents

1.

I
NTRODUCTION
&

STRUCTURE

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

5

1.1

I
NTRODUCTION

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

5

1.2

D
OCUMENT STRUCTURE

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

5

2.

H
IGH LEVEL SYSTEM ARC
HITECTURE

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

6

2.1

O
VER
ALL APPLICATION ARCH
ITECTURE

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

6

2.2

I
NTERNET
&

EXTRANET ENVIRONMENT

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

6

3.

I
NTERNET WEB APPLICAT
ION

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

7

3.1

E
VOLUTION OF THE
TRKC

SITE

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

7

3.2

G
ENERAL TEMPLATE LAYO
UT

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

7

3.2.1

TRKC

BANNER

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

9

3.2.2

N
AVIGATION PATH AND L
INKS BAR
................................
................................
......................

9

3.2.3

T
HE
TRKC

MENU

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

9

3.2.4

T
HE QUIC
K SEARCH

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

10

3.2.5

T
HE SIDE BAR

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

10

3.2.6

T
HE FOOTER BAR

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

10

3.2.7

I
NVISIBLE TEMPLATE CO
MPONENTS

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

10

3.3

W
EBSITE STRUCTURE
................................
................................
................................
.........

11

3.3.1

H
OME PAGE
(
MIDDLE PAGE CONTENT
SECTION
)

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

11

3.3.2

P
ROGRAMMES SECTION

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

14

3.3.3

P
ROJECTS
&

A
NALYSIS SECTION

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

16

3.3.4

T
HEMATIC
&

POL
ICY PUBLICATIONS

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

19

3.3.5

L
INKS
L
IBRARY

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

19

3.3.6

G
LOSSARY

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

19

3.3
.7

A
BOUT
TRKC

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

19

3.3.8

I
NTERACTIVE SIDE BAR

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

20

3.3.9

Q
UICK LINKS IN NAVIGA
TION BAR

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

22

4.

E
XTRANET WEB APPLICAT
ION

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

23

4.1

P
ROPOSED EXTRANET MEN
U STRUCTURE

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

23

4.2

A
DMINISTRATION

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

24

4.2.1

U
SER MANAGEMENT

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

24

4.2.2

S
TATISTICS
&

REPORTS

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

24

4.2.3

W
ORKFLOWS
,

ENTIT
Y TYPE
,

STATUSES
&

NOTIFICATION

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

24

4.2.4

P
ARTNER ALLOCATION

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

27

4.2.5

S
ECURITY

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

27

4.3

S
UBMISSION TOOL

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

28

4.3.1

V
ERSIONING OF PROJECT

FORMS

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

28

4.4

D
ATA VALIDATION

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

29

4.5

D
ATA PUBLICATION

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

30

4.5.1

O
VERVIEW

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

30

4.5.2

N
EWS
/

NEWSLETTER
/

PRESS RELEASES

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

31

4.5.3

F
REQUENTLY
A
SKED
Q
UESTIONS
(FAQ)

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

32

4.5.4

G
LOSSARY

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

32

4.5.5

E
VEN
TS

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

32

4.5.6

L
INKS

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

33

4.5.7

P
UBLICATIONS

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

33

4.5.8

T
HEME DEFINITIO
NS

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

33

4.5.9

I
SSUE OF PUBLICATION
DATE PROCESS

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

E
RROR
!

B
OOKMARK NOT DEFINED
.

4.5.10

P
ICTURE

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

34

4.6

H
ELPDESK
&

CONTACTS

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

34

4.7

M
ANAGEMENT
D
OCUMENTS

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

34

5.

G
LOSSARY OF TERMS

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

35


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Table of f
igures

Figure 1: TRKC application architecture

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

6

Figure 2: Design mock
-
up of TRKC home page and general templ
ate layout (1)

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

12

Figure 3: Design mock
-
up of TRKC home page and general template layout (2)

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

13

Figure 4: Example of current Cou
ntry programme overview page on TRKC site

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

14

Figure 5: Sample identity banner of a programme on TRKC internet site

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

16

Figure 6:
Current TRKC thematic structure

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

16

Figure 7: Sample identity banner of a project on TRKC internet site

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

18

Figure 8: Project subm
ission workflow from internet site

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

21

Figure 9: Proposed extranet menu structure

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

23

Figure 10: Example of workflow detail on the

current TRKC extranet

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

25

Figure 11: Example of status change workflow and the necessary notification trail

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

26

Figure 12: Workfl
ow for performing a status change on the extranet

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

27


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1.

Introduction & s
tructure

1.1

Introduction

This document covers the functional requirements for the internet and extranet applications of the
Transport Research

Knowledge Cent
re project
, which is funded by the European Commission under
the 6
th

Framework Programme (FP6)
.


Using a web
-
based information portal (known as the Transport Research Knowledge Centre or
TRKC) t
he project aims to illustrate how research programmes and pro
jects help to develop
innovative, efficient and cost
-
competitive technologies and applications. It also shows how these
support the European transport policy for sustainable mobility. In short, TRKC provides an overview
of transport research carried out at

European, international and national level.


This project has a long track record
in

transport research dissemination: a first initiative


called the
EXTRA project


which was funded under the 4
th

Framework Programme, collected and analysed
FP4 project a
nd result information and disseminated them via an internet site hosted on the Europa
portal

on DG TREN. The project was
re
-
launched in 2002 with FP5 funding
(the projects was
named

EXTR@Web) but it widened its horizons as for the first time it
collect
ed

research programme
information from all countries forming the European Research Area (ERA) as well as projects and
results
funded at EU, national and international levels.


The new project, which started in February 2007, will run until August 2009. It
fo
llows on from
EXTR@Web and
will continue its
core mission but with a stronger emphasis on collecting
exhaustive information from FP5, FP6 and FP7 projects and analysing FP6 results from projects
ending
until
December 2008.

From a dissemination viewpoint t
he project will focus more
than
previously
on New Member States and will establish closer ties with other transport research
multipliers in order to increase awareness of the TRKC and establish it as the information portal on
European transport research.


This document results from several interactive and participative
surveys and workshops undertaken
between July and November 07 involving consortium partners and external transport stakeholders. It
describes a revised information structure and design for th
e internet site and proposes new and
simplified extranet workflows adapted to suit the revised reporting forms and project processes.


Following feedback and approval of the present document by the client
,

the TRKC development
team will start working on th
e prototype development of the internet and extranet applications.


This deliverable includes D4.2.2
-
1 “Web analysis according survey results”.

1.2

Document s
tructure

This document is structured as follows:




Section 2 presents the overall application architect
ure
;



Section 3 presents the features of the internet web application
;



Section 4 presents the features of the extranet web application
;



Section 5 provides a glossary of project
-
related and technical terms used in this document.



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2.

High level system architect
ure

2.1

Overall application architecture


Figure
1
: TRKC application architecture

2.2

Internet
& extranet
environment

In August 2007
the internet site was migrated from the Europa site to be hosted by an external
hosting organisation unde
r the responsibility of the contractor. This means that the internet and
extranet data is now hosted on the same production server
, which provides more flexibility in terms
of publishing cycle
.


The extranet provides the necessary functionalities to perfor
m the following tasks:




Collection of information from external providers using a submission tool
;



Data validation
;



Data publication of transport research information
;



Upload and management of TRKC project documents which are not for internet release
;



Mana
gement of contact data and user feedback;



Administration of
users’

rights and generation of reports.


After validation of the collected transport research data, the data to be published can be reviewed on
a staging site
that has the characteristics of the
internet dissemination environment. Data can then
be published in batches or individually.




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3.

Internet web application

3.1

Evolution of the TRKC site

User surveys and workshops undertaken during July
-
November 07 have emphasised users’ interest
in the core info
rmation

of the site, i.e. programme and project information as well as results analysis

(including related products such as policy brochures and thematic research summaries) and a links
library.


Considering that the TRKC site consists essentially of datab
ases and is thus not an editorial / news
site it is however important that its home page is visually attractive and sufficiently ‘lively’ to attract
visitors and give them an idea of what is new and worth
reading

on the site.
Therea
fter visitors
move on t
o
the
main pages where they can browse and search programme and project information
as well as view secondary information such as events or the glossary.


The main problem of the site is that it is not sufficiently known as a reference in the transport
com
munity


this is partly due to a weak marketing effort
. In addition, although hosted on the
Europa site in the transport section, it was not well sign
-
posted in introductory DG TREN pages and
suffered from an irregular update cycle. Since August 07, GOPA
-
Cartermill, the project leader is
responsible for its hosting which allows the publishing team more update flexibility.


The new contract includes an internet recasting as well as a restructuring of data and enhanced
functionalities. However, the design

needs to adhere to Commission rules
1

as it is planned to hand
over the site and database application at the end of the contract so that it can be hosted on Europa
again if required.

The look & feel of the internet site and its technical infrastructure wi
ll therefore
continue to be developed in keeping with the latest Information Providers’ Guide (IPG) rules
applicable to all sites hosted on Europa to ensure compatibility. The internet Graphic User Interface
(GUI) will also keep up with the Web Accessibili
ty Initiative (WAI) and the impl
e
mentation of Level A
(priority 1) recommendations as prescribed in the Commission IPG.


New or expanded internet features

can be traced in the present document by the icon shown in the
left
-
hand margin.

3.2

General template lay
out

For the TRKC website a general page template will be developed. All standard web pages in the
website (static and dynamic) will implement this template. The template will contain both static and
dynamic bits.

The template will be created so that all se
ctions will be entirely visible by default (without the user
having to scroll) in the screen resolution 1024 x 768 pixels or higher, except for the footer bar which
may disappear in longer pages.


The following are the main components of the template:



The
TRKC banner



The navigation path and links bar



The TRKC menu



The quick search



The side bar



The footer bar



In addition, there are invisible template components.





1

See Information Provide
rs’Guide on Europa:
http://ec.europa.eu/ipg/download/index_en.htm





8


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3.2.1

TRKC banner

As indicated before the TRKC banner will follow the IPG style
. It is a backgroun
d image that combines
the EU flag with the TRKC title. It contains one link on the right
-
hand side: the
Important legal notice
,
which includes a disclaimer text, the copyright notice as well as a statement concerning personal data
protection (see on Europa
:
http://europa.eu/geninfo/legal_notices_en.htm
). Currently this is
represented on the TRKC site by a
‘Privacy statement’
2
.


Check with DG TREN webmaster
: Although the TRKC site is provided in

English
only, the ‘About TRKC’ exists in several languages: Czech, French, German and
Italian. The standard Europa banner includes a language selection tool with a
dropdown list showing existing languages. Is this also applicable to the TRKC
since it is

clear that the other languages offer limited
translated pages and
English should be the default selected language throughout.

3.2.2

Navigation path and links bar

The
navigation path

goes on the left hand side of the navigation & links bar. It contains a
breadcrumbs
trail

for the current page. The breadcrumbs component is based on the site map structure of the web
site. All but the rightmost item of the breadcrumbs trail contain a link to the corresponding page in the
site
map.


Here is a pseudo overview of the TRKC site map structure:




TRKC home:
www.transport
-
research.info

o

Top
-
level menu item if applicable: (e.g. Programmes, …)



Specific page (e.g. Browse by funding origin,

…)


Here is an example of navigation path:

TRKC Home > Programmes > Country overviews


The
links bar

goes on the right
-
hand side of the navigation & links bar. It contains links to the
What’s
new

page, the
FAQs

and the
Contact us

(feedback) form.

3.2.3

The TRKC

menu

In contrast with the current TRKC site which only contains one level of menu items, the new menu will
have sub
-
levels. This means that hovering over a top
-
level menu item opens a popup sub
-
menu next to
the selected menu item.


The full menu structure

will be like this:




TRKC Home

(no sub
-
menu)



Programmes
:

o

Country overviews

o

Browse by funding origin

o

Br
owse by funding organi
s
ation



Projects & Analysis

o

Transport Themes

o

Browse by funding origin

o

Browse by partner organis
ation



Thematic &

Policy Publications




2

Privacy statement:
http://www.tran
sport
-
research.info/web/privacy_statement.cfm?color=AdvSearch



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o

Thematic publications

o

Policy publications



Links Library (no sub
-
menu)



Glossary

(no sub
-
menu)



About TRKC

o

What is TRKC

o

Press releases

o

Benefits for users

3.2.4

The q
uick
s
earch

The quick search part of the template goes on the right
-
hand side
of the screen, directly below the
Navigation and Links Bar.


The quick search part contains a text field and submit ‘Search’ button for searching across the entire
site. After the user types a search query and clicks the Search button (or hits the ENTER ke
y), he/she is
redirected to the general search results page.


It is required that the user enters at least one character in the search field, for the Search button to
become active.


There is also a link to the
Advanced search

page
should the user wish to
restrict his/her search.

3.2.5

The side bar

The side bar is the area on the right
-
hand side of the screen (below the quick search) containing several
promotional items / interactive items. These items are the same on every specific page. For instance:



Newslette
r & RSS registration
: this area allows the visitor to register directly to the mailing list
for receiving either the newsletter or an
RSS alert
. A link to an
About RSS
explanatory

page
will also be provided.




Submi
t project info



Submit event



Submit link



Join the TRKC Support Group

3.2.6

The footer bar

This will contain a back to top link, the ‘Last update date’ of the site and on the left
-
hand side some
quick links to other important websites

related to TRKC, e.g. DG TRE
N Europa home page,
CORDIS FP7 and FP6 home pages.

3.2.7

Invisible template components

The TRKC website template will also contain some important components which are not visible in
standard browsers and of little importance to most users.


Accessibility featur
es
: At the beginning of the HTML body, two invisible links will be added which point
to a bookmark in the same page. The first one will point to the beginning of the menu. The second one
will point to the beginning of the specific page content.

These invis
ible links are intended for visually impaired users using screen reader software or Braille
terminals. Since the template is the same for every page, there should be an option to go immediately
to the specific content of the page, rather than first having
to go through all the preceding template
parts. In this case a shortcut to the beginning of the menu will also be included.


The
Google Analytics tracker

is a small JavaScript provided by the
Google Analytic
s

service. It is
located at the bottom of the template
mark
-
up

(below the footer bar
mark
-
up
) and in the submission
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forms. Whenever a user opens a page in a browser
3

this is logged by Google Analytics. This allows the
TRKC webmaster to keep track of usag
e statistics.


3.3

Website structure

This section details all pages and forms in the TRKC website. Pages are always opened in the same
window as the previous page and implement the
TRKC template
. Forms are opened
on top of the
opener page (in a popup dialogue) and do not implement the TRKC template.

3.3.1

Home page (middle page content section)

The home page is the main entrance point for the TRKC web portal. It will contain links to all website
sections and submission f
orms as well as an overview of recent news and upcoming events.

The home page will be created so that everything will be entirely visible by default (without the user
having to scroll) in the screen resolution 1024 x 768 pixels or higher.


This section is
the one that needs improving from the current TRKC. It needs to show
that the site is
updated with new information and induce visitors to go further.

Two sample design mock
-
ups of the
home page and general layout template are shown
overleaf
.

3.3.1.1

Welcome mess
age

This needs to be concise (maximum 300 characters with spaces included) and clear in order to
introduce what the site is about. The introductory text will be followed
by
a link to
More

taking the visitor
to the page ‘About TRKC’ for more information.

3.3.1.2

News highlights

The current TRKC Highlights section

will become more important in order to introduce three news items
related to a specific web update. The structure for these items will consist of:



A picture or icon thumbnail



A title heading



A teaser wri
tten in a journalistic style (maximum of 350 characters with spaces included)



The data of publication



The link to
More

will enable the visitor to open the page related to the news item. The related
page could be:

o

A programme page

o

A country overview

o

A publ
ication

o

A project page

o

A press release

o

An introduction to a key event
.


At the end of the 3 news items it will be possible to view a
previous news

page by clicking on the related
link.

3.3.1.3

Events

A list of maximum 3 events will be presented with a link enablin
g the user to view the full list of events.

A filtering mechanism will enable the user to view events taking place in the current month and the next
3
-
6
-
12 months.



3

For this JavaScri
pt execution has to be enabled.




12



Figure
2
: Design mock
-
up of TRKC home page and general template l
ayout (1)




13



Figure
3
: Design mock
-
up of TRKC home page and general template layout (2)
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3.3.2

Programmes section

When opening th
is

section the visitor will be able to consult
some facts and figures about
the
programme
s

database and its

coverage

instead of being confronted with a complex search grid as is currently the case
when opening the programmes section
.

A What’s new overview will present the last updated items from the
database

within the last month, three months or six
-
months
.

3.3.2.1

C
ountry overviews (sub
-
menu)

These pages are currently visible on the TRKC site only when opening the details of a specific programme
page. By being presented within a sub
-
menu of the programmes section they will benefit from a better
exposure in the over
all site architecture. Their structure will remain
unchanged:

an

Introduction


section
and

Major programmes and initiatives


with possibility to easily navigate from one heading to the next.

Figure
4
: Example of current Country
programme overview page on TRKC site

3.3.2.2

Browse by funding origin

(sub
-
menu)

On the current TRKC site it is already possible to browse and search programmes by origin (European,
national or international) but the visitor is faced with a complex search grid im
mediately when entering the
programmes section. It is proposed to break down search criteria into separate browsing options in order
not to overwhelm visitors less familiar with the site. Visitors will thus have the possibility to select one or
several f
unding sources before viewing a results page. They will be able to sort the list according to several
criteria:



By origin

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By title in alphabetical order



By
date of publication.


The results overview will include the following details


without mouse hover
ing as it is the case at the
moment on the TRKC programme overview list:



The title of the programme in English



The original title (if a national programme)



The programme duration



The origin of the programme
, and



The date of publication
.


Users should be ab
le to
make a print
-
out of the generated list and click on any individual entry to open the
details in another page.

3.3.2.3

Browse by funding organisation

(sub
-
menu)

This facility will enable users to browse and search programmes according to the name of the fund
ing
organisation, e.g. INRETS (from France).


They can narrow the search by entering the first few letters of the funding organisation in a free text box or
use a
s
ingle alphabetical entry
which allows them to
select only the entries beginning with a spe
cific entry
from the alphabet.







They should be able to make a print
-
out of the generated list

and click on any individual entry to open the
details in another page.


The results overview will include the following details


without mouse hovering as

it is the case at the
moment on the TRKC programme overview list:



The name of the organisation as it appears in the programme form



The title of the programme in English



The original title (if a national programme)



The origin of the programme
, and



The date

of publication
.

3.3.2.4

Structure of a detailed programme form

The structure of a programme form on the internet remains unchanged. The following information needs to
be presented at a high
-
level when opening a form:



The programme acronym (if relevant)



The progr
amme title in English



The original title (if a national programme)



The link to a parent programme in case the form is a sub
-
programme



The programme duration



The origin of the programme
, and



The date of publication
.


This information represents the general
identity of a programme. Hyperlinks to the country programme
overview and publications such as the Programme Compendium will also be available as quick navigation
links.

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Users should be able to make a print
-
out of the programme form.

Figure
5
: Sample identity banner of a programme

on TRKC internet site

3.3.3

Projects & Analysis section

When opening this section the visitor will be able to consult some facts and figures about the projects
database and its coverage.
A What’s

new overvie
w will present the last updated items from the database
within the last month, three months or six
-
months.

3.3.3.1

Transport themes (sub
-
menu)

All research projects are labelled according to a pre
-
established thematic structure currently composed of
30 transport
categories. Each project has up to five labels


one of which being the ‘key theme’. These
themes are of relevance when searching for projects but
they
also
intervene in the thematic analysis of
research results. Following the user surveys and workshops
held during the requirements phase
the theme
structure is under review by the PAAG members. Some themes will be renamed, others will be merged or
further broken down but the final list is likely to remain around 30 themes.


It is envisaged to represent ea
ch theme by means of a
pictogram

in the new internet design.


The introduction to the theme page will explain the theme structure and provide definitions of each given
theme. These definitions are currently only visible when the user has already pre
-
sele
cted themes for
carrying out a search
,

which is not user
-
friendly
.

Figure
6
: Current TRKC thematic structure

Sectors
Modes
Sustainability
Policy objectives
Tools
Passenger transport
Air
Economic aspects
Decision-support tools
Freight transport
Rail
Efficiency
Financing tools
Geographic
Road
Equity and accessibility
Information and awareness
Urban transport
Waterborne
Environmental aspects
Infrastructure provision (incl. TENs)
Rural transport
Other modes
User aspects
Integration
Regional transport
Intermodal
Safety and security
Intelligent Transport Systems
Long-distance transport
Regulation/deregulation
EU accession issues
Land-use planning
Transport management
Pricing and taxation
Vehicle technology
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3.3.3.2

Browse by funding origin (sub
-
menu)

On the current TRKC site it is already possible to browse and search projects by prog
ramme origin
(European, national or international) but the visitor is faced with a complex search grid immediately when
entering the projects & analysis section. It is proposed to break down search criteria into separate browsing
options in order not to o
verwhelm visitors less familiar
with sophisticated multi
-
search criteria
. Visitors will
thus have the possibility to select one or several funding sources before viewing a results page. They will
be able to sort the list according to several criteria:



By

origin



By title in alphabetical order



By project end date



By key theme
, and



By date of publication.


Once an origin has been selected, e.g.

European
(
FP6
)’
, they should be able to further select a specific
programme, e.g.

FP6 AEROSPACE

.



The results
overview,
once the search is performed
,
will include the following details


without mouse
hovering as it is the case at the moment on the TRKC projects overview list:



The project acronym



The project title in English



The original title (if a national proje
ct)



The project duration



The status of the project form (short profile, project profile, results)



users should be able to select
all or filter out statuses



The origin of the pro
ject



The key theme, and



The date of publication
.


Users should be able to ma
ke a print
-
out of the generated list and click on any individual entry to open the
details in another page.

3.3.3.3

Browse by partner organisation (sub
-
menu)

This enhanced functionality will enable users to consult projects by partner organisation and project co
-
ordinator.


Users

can narrow the search by entering the first few letters of the organisation in a free text box or use a
s
ingle alphabetical entry
which allows them to
select only the entries beginning with a specific entry from
the alphabet.







They

should be able to make a print
-
out of the generated list and click on any individual entry to open the
details in another page.


The results overview will include the following details


without mouse hovering as it is the case at the
moment on the TRKC p
ro
ject

overview list:



The name of the organisation as it appears in the project form



The title of the project in English



The original title (if a national pro
ject
)

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The project duration



The status of the project form (short profile, project profile, results
)



The origin of the project
, and



The date of publication
.

3.3.3.4

Structure of a detailed project form

The
content
of a pro
ject
form on the internet remains unchanged. The following information needs to be
presented at a high
-
level when opening a form:



The pro
jec
t
acronym (if relevant)



The pro
ject
title in English



The original title (if a national pro
ject
)



The project information status

(see section below)
: short profile
/
profile / result



The pro
ject duration



The key theme



New: t
he origin of the pro
ject (European



FP4, FP5, FP6, FP7 or other; national
-

mention of
country)
.


This information represents the general identity of a pro
ject
. Hyperlinks to
main sub
-
headings within the
project form
will also be available as quick navigation links.


Users should be abl
e to make a print
-
out of the pro
ject form
.

Figure
7
: Sample identity banner of a project on TRKC internet site

3.3.3.5

Status of project information

The various statuses of project information
available in the database
will be simplified
as follows:



Short profile



Profile



Result
.


By the end of 2007, there will be about 5000 project entries in the project database

that may be searched
on the internet
. About 1000 are presented in full project forms (roughly 40% are from national origin whil
e
60% are from European origin). The remaining 4000 entries mostly cover short profile entries from ERA
countries.


Short profile
s include the following information:



Project
labelling

according to TRKC thematic structure
,



F
unding programme reference,



A
n
y available contact details



E
xisting website URL



New
: l
ink to final report or other project presentation
if available


A full profile form will include detailed project information

but will not include any result information, either
because it is not yet a
vailable or because no information could be collected.


A result will be an enhanced project profile as it will contain the same initial information but will be
supplemented with information on key results findings and analysis of technical and policy impl
ications.

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A project entry will always be presented in its latest status on the internet.

3.3.3.6

Advanced search facility in Projects & Analysis (sub
-
menu)

The Advanced search facility within Projects & Analysis should enable the user to search the database
accor
ding to all given categories:




Free text
-

combined or not with




Funding origin (one or several categories)



Themes (one or several categories)



Partner organisation



Project duration



Publication date
.

3.3.4

Thematic & policy publications

This section is presented

more prominently within the internet structure and no longer as sub
-
pages within
the Projects & Analysis pages. Publications will gain awareness and will be sub
-
divided into

Thematic
publications


and

Policy publications




as per the current TRKC cate
gories.


The revised page layout will include:



A thumbnail of the cover (this will be new for the thematic publications

which will feature a more
attractive cover design using the pictogram approach
)



The publication title



A description of the publication w
ill be added



Number of pages



Date of publication



Weight of PDF file.

3.3.5

Links Library

It is planned to retain the same link categories as currently structured on the TRKC site. It is proposed to
remove ‘Transport projects’ links from the Links Library since
these can be seen directly within the short
profile or the project/result forms in the Projects & Analysis.


The results overview list will be re
-
structured in order to facilitate the browsing of the links’ title

without
mouse hovering required. The list
will include:



The title of the link



The category of the link



The origin of the link, and



The date of publication.


Users should be able to sort the list according to the above criteria and make a printout of it.

3.3.6

Glossary

This section remains unchanged. Th
e user can browse by single alphabetical entry and print the list.


If a dynamic
form
field


for instance within a programme or a project form



contains an acronym
that is
available in the published glossary,

it will be marked and the description w
ill be added in a tooltip.

3.3.7

About TRKC

It is proposed to break down this section into several sub
-
entries:



What is TRKC
: this will include the language selection according to availability. It is possible to
expand the language selection


this will depend
partly on user statistics. For instance, Google
Analytics showed an important traffic from Spanish users. It could thus be envisaged to offer the

About TRKC


page in Spanish (for discussion with DG TREN).

In addition to a short presentation
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of the site
, users will find the TRKC leaflet and postcard available for download as well as a rolling
Powerpoint or Flash presentation of the internet site.



Press releases
: this would be a new sub
-
section allowing TRKC
-
generated press releases to be
presented on th
e internet site. The page would list press releases by date of publication including
title and a teaser (usually the stand first of the press release).



Benefits for users
: this would be a new section containing information on site performance,
statistics,

results from user surveys etc.

3.3.8

Interactive side bar

3.3.8.1

Newsletter and RSS

It will be possible to register directly from the home page to the existing newsletter. By entering his/her
email address the user will be directed to a separate popup form asking fo
r more
contact information.
Upon
submission the user will be requested to enter a verification code (i.e. an

anti
-
spambot
code

aka

captcha

)


to avoid automatic form submission).

Users will have to provide the answ
er to a simple
generated mathematical query (e.g. “How much is 7 multiplied by 3?”) before their data can be submitted.

By clicking on the Newsletter link the user will be able to view previous newsletters and manage his/her
profile.


It is proposed to cre
ate a web feed (known as an
RSS feed
) which will enable users to keep up with the
TRKC updates in an automated manner that is easier than checking them manually. A simple RSS feed
could include the news items and
w
e
ekly grouped items about published programmes, projects, events
,

during the previous week
.

A more advanced RSS feed would allow more customisation of project items in addition
. This would be
mainly for users who are interested in a certain domain or sect
or, or maybe a specific origin. These feeds
are updated whenever a new matching item is published (
e.g.
air

safety

projects from
European

and
German

origin)
.

3.3.8.2

Submit project info

The project reporting forms designed under EXTR@Web were
reviewed

in June 07 i
n order to facilitate the
data collection process by offering a single off
-
line Word form
for completion by project coordinators. The
project form can be downloaded from the internet site without prior registration on the extranet site.


It is proposed
to offer an online facility to project coordinators directly from the internet site

(see ELTIS and TRB RIP databases
4
)

without prior registration
.
This will be one of the most important new
sections on the internet site. The user will be asked to (quick
-
) register after submitting, if they want the
option to update their data later. If they do so, they can also keep track of the publication process in the
extranet.


The user can submit several types of data (project status):



Short profile



Full profile



Pro
file with results



Final report (
or other project presentation document
-

even without selecting which project it
belongs to, this will be matched by the publisher in the extranet).


The initial online submission step
will
thus
be
made simpler than on the c
urrent TRKC extranet (see
overleaf a proposed workflow for internet
project
form submission).




4

http://rip.trb.org/public/

or
http://www.eltis.org/cs_submit.phtml?mainID=458&id=465

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Figure
8
: Project submission workflow from internet site

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3.3.8.3

Other submit forms

The current submit forms for events and links will be mai
ntained. The only enhancement is the inclusion of
a

captcha


to avoid automatic form submission.

3.3.8.4

TRKC Support
Network

community

Following the call of expressions of interest launched in December 07, approved organ
isations of the TRKC
Support
Network

will be published on the internet. The application form will remain active on an ongoing
basis.


3.3.9

Quick links in navigation bar

3.3.9.1

FAQs

The FAQs section will contain all the FAQs and answers that have been published on th
e extranet. The
FAQs will be divided by the current TRKC categories.


The user will have following functions at his/her disposal:


1.

Free text search:

the user can enter any term or combination of terms.

2.

Category search:

the user can search FAQs for a spec
ific category.

3.

Print
: the user will be able to make a print out of the FAQs.

3.3.9.2

Contact us

This link will open a separate popup form (as seen currently on the TRKC internet) but with the added


captcha


to avoid auto
matic form submission.


Based on past experience the form should be simplified and no longer include the possibility to provide
feedback in the form of a
question
or a
remark.
Users are invited to submit their comments or to alert the
web master to a brok
en link.

3.3.9.3

What’s new

This is the standard overall ‘What’s new’ overview list to be shown for the given month, the previous month,
the last 3
-
6
-
12 months or ALL internet entries. The list display will be improved along the same style
as

the
other overview l
ists in order to avoid mouse hovering for reading all information.

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4.

E
xtranet
w
eb
a
pplication

4.1

Proposed extranet menu structure

It is proposed to revamp the extranet site structure taking into account the following objectives:



Simplify
ing

the submission of pr
ogramme
-

and project
-
related information based on the revised
forms;



Simplifying the data validation workflow by presenting an overall ‘dashboard’ including a
personalised partner overview of the items that need processing;



Simplifying

the data publicatio
n workflow by presenting an overall ‘dashboard’ including
items that
need to be compiled
or uploaded
by the publication team (FAQs, glossary, events
, PDF
publications,

etc) and items that need to be reviewed by the same for internet publication;
5




Streamli
ning the helpdesk function by pulling together the management of feedback submitted by
users and the maintenance of the contacts database

and the Support Group network
;



Facilitating access to user facilities such as ‘change password’, ‘log out’, ‘go to TRK
C internet site’
and contact the ‘Technical helpdesk’ by

placing them in the top banner.

Figure
9
: Proposed extranet menu structure


New or expanded extranet features

can be traced in the present document by the icon shown in the

left
-
hand margin.





5

The Data Collection menu item will thus disappear and its features integrated into Data publication.

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4.2

Administration

4.2.1

User management

In the current TRKC extranet users have to be known at all times and need to log in to the system before
being able to use the proposed functions


even project coordinators if they wish to provide their o
wn
project information.


In order to boost external user interaction
it is proposed in the internet section ‘
Submit project info’

to

allow
users to access the project form online and submit their informa
tion withou
t needing any

prior
regist
ration
to
the extranet

(
see for instance the ‘Submit case study’ from the ELTIS website
6

). They would only need to
register should they wish to edit their own data

(see revised workflow on page 21)
.


The f
ollowing type
s

of user
have been identified thus far for the extranet application:



PA
A
G

Member

(renamed from PAG member but with same function)



Geographic partner

(no

longer

used
at the moment

but to be kept in system for future allocation

to
national project forms)



Project coordinator



Web publishing team



Administrator



BG

member and
Authori
s
ed validator

are no longer necessary and may be removed.


Extranet administrators should be able to add, edit an
d remove users from the system.

4.2.2

Statistics

& reports

The Administrator should be able to extract and download reports (e.g. in EXCEL format) including
information on extranet users, number of submitted forms

by month
, number of published forms
by month
e
tc. This should be part of a new ‘Statistics

& reports
’ option.

4.2.3

W
orkflows,
entity type,
statuses & notification

The extranet
is

the application for managing all transport related information and thus the master application

to the internet site. Before som
ething is published on the internet it will pass through several different
statuses

on the extranet in order to be sure of the items that are published. The different possible statuses
and the order in which they occur are called a
workflow
.


These workfl
ows can be different depending on the
entity
type

of the item that needs to be published and it
involves several different users before an item can be published on the internet.






6

See ELTIS site on:
http://www.eltis.org/cs_submit.phtml?mainID=458&id=465

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Figure
10
:
Example of w
orkflow detail on the cur
rent TRKC extranet


The following entity types
will be
available on the extranet:




Programme profile



Project profile

(
a single form but
allowing different
stages of release
versions depending on short
profile, project profile or result information that is
included)



Final report

(Project deliverable)
7



Brochure (policy)



‘Theme level analysis’
becomes ‘Thematic reports’

(within publications)



Link



Event



Glossary



FAQ



News (used for publishing ‘
news items
’ on the internet)



Newsletter



New: Press releases.



Projec
t level analysis


is now integrated into the revised project form

in the sections ‘Technical implications’
and ‘Policy implications’
.


Feedback
’ and ‘
Management document
’ can be removed from the entity list as
they do not need to follow a publishing workfl
ow.


During the analysis phase of
EXTR@Web the various workflows and control checks
contained too many
statuses which were reduced over time.
It is proposed to
limit
the statuses to the most practical ones as
follows:

1.

Draft

(for project and programme form
s only)

2.

Submitted

3.

Reviewed (only used now for
f
eedback and no longer for project forms)




7

Remains as a type because a project can have multiple

reports or deliverables
, but will be
editable via
an upload
form

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4.

Suspended
8


5.

Released

6.

Published

7.

Closed (only used for
f
eedback)

8.

Archived (only used for management documents).


In each
workflow the various entity types are associate
d to a number of statuses which may vary in
sequence and according to the user type.
The f
igure below shows an example of a status change
sequence for a
Project form
.

Figure
11
: Example of status change workflow and the necessary
notification trail


The rules for authorising a user to perform a status change on the extranet are shown in the workflow
overleaf.




8

Physical deletes will not be done on the extranet, only logical deletes (st
atus = suspended). An administrator fu
nction
can be built

to clean up old suspended items and delete them physically on the database.

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Figure
12
: Workflow for performing a status change on the extranet

4.2.4

Partner allocation

The assig
nment of TRKC partners or geographic subcontractors to programme and project form validation
at European and national level is automatically done by the extranet system. It will now be available to
extranet administrators (IT coordinators, TRKC Project Man
ager and WP4 leader). It will be possible to
dynamically modify this table in case of partner country or theme change.

4.2.5

Security

In addition to the status change workflows, the security rights
(read and/or write rights)
for each entity type
will be reviewe
d dynamically
per extranet user profile
as it is currently done on the TRKC extranet.


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4.3

Submission tool

It is proposed to rename ‘Reporting Scheme’ into ‘Submission tool’ as a result of the simplification of the
reporting forms and putting more emphasis
on the practicality of the process.


If the proposal
of
allowing project coordinators to submit their data online

via the internet
(see ELTIS and
TRB RIP databases
9
)

without prior registration is seen as acceptable
then this will incur changes to the
extra
net as follows:




The user can submit several types of data (project status):

o

Short profile

o

Full profile

o

Profile with results

information

o

Final report

(or other project delieevrable)
:
even without selecting which project it belongs
to, this will be matched
by the publisher in the extranet



as long as the
E
nglish title (and
origin
al

language if required) and origin of the project are provided

in a text field
.



Currently, publishers have no distinction between forms that have been submitted by project
coordina
tors or PAAG members.
It is therefore proposed to mark
these forms submitted by project
coordinators as high priority in the extranet.
A

submission notification will
a
lso
be sent to the
responsible partner for reviewing, and once reviewed a notification wi
ll be sent to the web
publishing team.



Using their password, project co
-
ordinators will be able to track the progress of their forms in the
extranet before being published on the internet.



The extranet will also have a built
-
in system to remind project coo
rdinators
(through a report
file
that can be regularly downloaded from the Statistics & reports section
)
to update their project info
(e.g. when it has not been updated in the last year).



Project
form: it should be possible to complete the online form or
to download / upload the
off
-
line
revised WORD form.



It should be possible for TRKC partners to submit completed off
-
line WORD forms in batches
directly to the IT Helpdesk for automatic import to the extranet. Forms submitted this way will be
made availabl
e directly in the data validation workspace.



Users will thus be able to:

o

Add a new form

o

Upload a project form

o

Edit an existing form (with password use only)

o

Change the status (draft, submitted, suspended)

4.3.1

Versioning of project forms

The enhanced project su
bmission tool will enable project coordinators to come back and edit/update their
initially submitted data once it has been published. To be allowed to do this, they will then need to log onto
the extranet and call up the published information. When submi
tting their changes this

process will create a
separate record that will not be proceeding immediately to the internet. Notification will be provided to the
relevant TRKC partner for review (or the general PA
A
G email address if the
system has not yet assi
gned a
TRKC partner)
who
will then be able to see the edited data next to the current data and will approve or
discard the changes.










9

http://rip.trb.org/public/

or
http://www.eltis.org/cs_submit.phtml?mainID=458&id=465

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4.4

D
ata validation

Data validation is the process of validating transport related information that has been provided
via

the
submission tool
. Following items need to be
reviewed by the data validation team
before being published on
the internet site:




Programme form



Project form

(at various information levels: short profile / profile / results)



Final report

(or other projec
t deliverable in PDF format).

4.4.1

Personalised dashboard

Once registered
on the extranet, PAAG members
(
and geographic sub
-
contractors
)

will be able to see a
personalised ‘dashboard’
of items to be processed by representatives from their organisation (a TRKC
consortium partner or a sub
-
contractor)
.

A

filter by responsible partner will be added, and in case the logged
on user is related to a partner, it should be set by default (auto
-
filter). The responsible partner will also be
presented in a separate column.


1.

The overview entry page will
thus
show a list containing all submitted forms that need to be validated.

2.

Project forms are automatically assigned to their responsible TRKC partner based on the origin and
theme criteria. If these fields are not completed

properly it is possible to manually assign the forms by
opening them and completing the information. Such information can be checked by TRKC partners in
the Project Database maintained by WP2.

3.

Data validation users will be able to see the flagged projec
t forms which have been submitted by
project co
-
ordinators in order to prioritise their treatment.

4.

The dashboard will also include the forms for which new versions are available (e.g. as a result of an
update from the project co
-
ordinator or when collectin
g result information and completing the already
published project profile form.

When a submitted form has been revised
, assigned TRKC partners
should then receive notification
.

5.

Attention:
Level of coverage
: it is no longer necessary to determine
the level
of coverage

of a project
form
.
All projects which have reached the result stage will include information on
policy implications
within the result part of the project form. The policy implications will be written in a text field either
generically or broke
n down in thematic findings (according to the thematic structure but no longer
presented dynamically as in the current ‘Project Level Analysis’ section.

4.4.2

Data validation functions

Following functions will be available to the user:




View a form



Edit a form



C
hange Status

(released, suspended)
. Note:
The status is set to “Released” and the form will be
available for the publication workflow (see data publication).



Download / save form in RTF format
.


4.4.3

Other design and migration features



Country overview pages t
hat currently only exist as static pages will be integrated as dynamic
pages on the extranet allowing responsible TRKC partners to update them online.



The
search grid
and page navigation
should be
more user
-
friendly



e.g. allowing to navigate
easily from
first to last page.

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For all entities a modification history log will be kept, which can be viewed by anyone. This should
increase the workflow process. Not all modifications will be available. Only the date, editor and
potential status change info will be
recorded.



Increase readability: d
ifferentiate
e
ntries in the overview list by using an alternating colour for each
line (e.g. grey then white)
.



For text fields, users will have limited HTML formatting options (bold, italics, headings, bullets). The
HTML ed
itor will also remove all redundant markup that comes from MS Office applications with
copy
-
paste.



A link that is included in a programme form or a project form should be validated at the same time
as the parent form it is related to


there should be
no n
eed to separately validate a link entity
.



Include online user manual as html file in data validation
.
A dynamic help text should be available
on field
-
level in all forms. These can be edited by the web publishing team.




For migration of existing extranet d
ata: the P
roject
L
evel
A
nalysis

data will need to be
integrated into the result section of the project form and available for edit for republishing
in
the
new format
.

4.5

Data publication

4.5.1

Overview

The data publication section is only available to the
web publi
shing team
. It is a key part of the extranet
platform as it is the content management system for generating internet pages. The web team is
responsible for publishing items that have been released by the data validation team (PAAG members and
geographic su
b
-
contractors) but also for compiling information which is
not
linked to project
or programme
data.


It is proposed to pull together in this workspace most items which were included until now in a separate

Data Collection


section and to create a kind o
f ‘dashboard’ to facilitate the management of these items.


These items for compilation will consist of:




News
/
Newsletter

/ press releases



FAQs



Glossary



Events



Links



Theme definitions



T
hematic & policy publications
(from current

Thematic Level Analysis


and

Policy Level Analysis


extranet sections
)


The items will be sorted per type, and the user will have
the
following functions at his/her disposal:




Add an item



View an item



Edit an item



Change Status

(submitted, ready for publication, published, suspe
nded)



Re
-
publish an item

(following an update if it is required to republish with a new publication date.

4.5.2

Modification / publication dates

There is some confusion between ‘publication’ date and ‘modification’ dates. Currently the tiniest change
(even with
out changing anything, but just going through the edit form) updates the modification date. This is
confusing because the item would appear as newly published again in the ‘What’s New’ section on the
internet.


In the new system the following changes will
be made:

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In the detailed forms both the (initial) publication date and modification date (if available) will be
displayed
.



Modification date will only be updated if it concerns a major update. This means whenever the
project status
10

is changed. Any other c
hange is considered a minor update.



The reporting date will be set by the system and should not be editable at any time. It will not be
displayed on the internet site.



The modification date will remain the qualifier for items to appear in the “
W
hat’s new”
section, but
users can select to see only recently published items.

4.5.3

General design features



The
search grid and page navigation
should be
more user
-
friendly



e.g. allowing to navigate
easily from first to last page.



For text fields, users will have limit
ed HTML formatting options (bold, italics, headings, bullets). The
HTML editor will also remove all redundant markups that come from MS Office applications with
copy
-
paste.



For all entities a modification history log will be kept, which can be viewed by an
yone. This should
increase the workflow process. Not all modifications will be available. Only the date, editor and
potential status change info will be recorded.



Increase readability: d
ifferentiate
e
ntries in the overview list by using an alternating colo
ur for each
line (e.g. grey then white)
.



Include online user manual as html file in data validation.
A dynamic help text should be available
on field
-
level in all forms. These can be edited by the web publishing team.

4.5.4

News
/

newsletter

/ press releases

At
the moment, 1
-
2 news items are published with each web update and limited information is provided on
the extranet.


As shown in the
proposed mock
-
ups of the internet home page

i
t is proposed to expand the news entri
es in
order to have the following attributes:




Title



Date



Publication date



Teaser: short information linking to another
entity using a simple hyperlink (publication,
programme, press releases)



Image: thumbnail / icon with tooltip



It should be possible to
manually decide the order in which these news entries appear on the
internet home page and their archive date.


The process for uploading a newsletter file in html should be the same as
in the current

Newsletter


section

on the extranet
. The creation
and

distribution
process for the newsletter will remain outside the extranet
platform.


Attributes of
newsletter entries

will thus consist of:



Reporting date



Publication date



Title



Document upload


As it is proposed to disseminate the
TRKC press releases

on
the internet, it should be possible to upload
PDF documents in a form including the following fields:



Reporting date



Publication date




10

Project status: short profile, profile

or

results

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Title



Document upload



Teaser: small paragraph copied from press release introduction

(standfirst)


4.5.5

Frequently Asked Questi
ons (FAQ
s
)

The structure of FAQs will remain the same as on the current extranet but the section will be pulled from
‘Data collection’ into ‘Data publication’.
In this section users will be able to add, edit
,

remove and publish
Frequently Asked Questions.
Following fields need to be available:




Question



Answer



Category



Sort order within category



Reporting date



Modification date



Publication date

4.5.6

Glossary

The structure of Glossary entries will remain the same as on the current extranet but the section will b
e
pulled from ‘Data collection’ into ‘Data publication’.


In this section users will be able to add, edit remove and publish acronyms that need explanation.


Following fields need to be available:



Term



Description



Reporting date



Publication date



Modificat
ion date



NOTE: ‘
Date reviewed
’ is to be removed from extranet (and internet).


The HTML editor will also have a feature to lookup from or add acronyms to the glossary


especially useful
feature
while working in an opened programme or project form
as thes
e generate most of the glossary
entries.

4.5.7

Events

The structure of Events will remain the same as on the current extranet but the section will be pulled from
‘Data collection’ into ‘Data publication’.


In this section users will be able to add, edit remove a
nd publish events. Following fields need to be
available:



URL



Title



Description



Location

(city)



Country



Start Date



End Date

(this will no longer be a mandatory field as some events only last one day)



Contact
email: opening email browser for contacting mai
n contact



Contact
information:
additional contact
e
-
mail, telephone, fax, name, … or

a combination of any of
these



Reporting date



Publication date


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When an event is posted via the event submission form on the internet a notification should be sent to the
w
eb publishing team so they know a new event has been posted. The mail should contain:




Standard clause (e.g. A new Event has been submitted)



User that submitted the event



The name of the event.



NOTE:
the ‘
Comment
’ fields (a) from
the author
and (b) from
th
e web publishing team

are to be
removed

from the extranet event form
.

4.5.8

Links

The structure of Links will remain the same as on the current extranet but the section will be pulled from
‘Data collection’ into ‘Data publication’.


In this section users will be

able to add, edit remove and publish links. Following fields need to be available:



URL



Title



Description



Origin: European / national (in which case a drop down list for selecting the country should be
available for selection)



Category



Reporting date



Publ
ication date



Modification date


When a link is posted
via the link submission form on the internet
a notification should be send to the web
publishing team so they know a new link has been posted. The mail should contain:




Standard clause (e.g. A new Link
has been submitted)



User that submitted the link



The link
.


Both
project

and

programme
links will have parallel workflows.
I
t should no longer be necessary to
separately publish links which are linked to a parent programme or project as they can be review
ed as part
of the respective project and programme forms.
The only difference is that programme links will remain in
the Links Library
on the internet
while project links will not.

4.5.9

Publications

As these are all PDF documents, an upload function will be fo
reseen

(as currently available for uploading
policy brochures and thematic reports
)
. Following fields need to be available:




Reporting date: the date the publication is created, default system date



Publication date



Modification date



Theme label: only neede
d for thematic reports



Title: name of the publication



Nr of pages



Document: the document that needs to be uploaded



Image: possibility to upload thumbnail or icon for publication together with tooltip



NEW
: Description: text field including small summary of
publication for presentation on internet
.

4.5.10

Theme definitions

This function
will a
llow users to add new
transport
categories
and their definition and edit them. F
or entities
that need to be categori
s
ed
, like Links and FAQs, it is possible to create/edit new
categories
.

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4.5.11

Online consultation of p
icture
s

With a view to facilitating picture search and upload
,

a
n image selector will be added to select the project
or
news
thumbnails from all existing images in the extranet. The user will be able to find them by th
eme or by
text search.

Any newly
-
uploaded picture will be automatically tagged with the
selected
theme
s.

4.6

Helpdesk & contacts

It is proposed to create a new ‘Helpdesk and contacts’ section but to base it on the existing ‘Feedback’
section that is currently

in

Data Collection

and the ‘Subscribers’ section that is currently in

Newsletter

.


It makes sense to combine these two functions as they both relate to external marketing data and neither is
going to be published.


So i
n this section users will be abl
e to view feedback
submitted
from internet users

via the Contact
us
form
and to manage the helpdesk process (reviewing and closing feedback enquiries)
.


The contacts database including subscribers to the newsletter will be maintained in this section as on

the
current extranet.

Any contact data related to organisations from the TRKC Support
Network

will be added
to the database with a new organisation profile.

4.7

Management
d
ocuments

As in the existing extranet there will be a

Management documents


section
c
ontain
ing

TRKC
project
-
related
documents.


The management documents will be extracted from the entity model, because they are not published (and
thus are a special case).
The section will be more dynamic with document versioning (check
-
in, check
-
out)
and
a document type tree
.

Other changes to this function:




The section will have separate statuses (draft, approved, suspended, final, archived).



The document types will be revised as follows
11
:

o

Minutes of meeting

o

Management reports

o

Project specifications

o

Oth
er deliverables

o

Shared working documents

o

Templates



The document title will be generated from several fields
(such as the WP and sub
-
WP n°)
in order
to have a consistent format
.



An overview will allow a
quick check of newly
-
added documents



NOTE: the Docume
nt Number is no longer a required field and can be removed.





11

The document types have already been changed in December 07 on the extranet as this can be
done dynamically. All existin
g documents have already been transferred to the new categories


minor manual transfers are envisaged.

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5.

Glossary of terms

Term

Meaning

AJAX

Shorthand for Asynchronous JavaScript and XML, is a web development technique for
creati
ng interactive web (web 2.0) applications. The intent is to make web pages feel more
responsive by exchanging small amounts of data with the server behind the scenes, so
that the entire web page does not have to be reloaded each time the user makes a
chang
e. This is meant to increase the web page's interactivity, speed, and usability.

BG

Benchmark Group


working consultative committee of the previous EXTR@Web project
made up of national transport research representatives. This is no longer in operation i
n
the present project but some advisory tasks have been transferred to the TRKC Focus
Group.

Breadcrumbs

Breadcrumbs or breadcrumb trails are a navigation technique used in user interfa
ces. Its
purpose is to give users a way to keep track of their location within a programme or
website.

CAPTCHA

A CAPTCHA (an acronym for "Completely Automated Public Turing test to tell Computers
and H
umans Apart", trademarked by Carnegie Mellon University) is a type of challenge
-
response test used in computing to determine whether or not the user is human. A
common type of CAPTCHA requires that the user type the letters of a distorted image.

ColdFusion

ColdFusion is an application server and software development framework used for the
development of computer software in general, and dynamic web sites in particular. The
ColdFusion application serv
er generates combined HTML and JavaScript output before it
is sent to the client browser application.

CSS

A style sheet language used to describe the presentation of a document written in a
markup language. Its most common application is to style web page
s written in HTML and
XHTML. The CSS specifications are maintained by the World Wide Web Consortium
(W3C).


Dashboard

A user interface that organises and presents information in a way that is easy to read. The
name refers to the fact that it can sometime
s look like the dashboard of a car. Also known
as cockpits or scorecards.

Dynamic
pages

Dynamic pages are pages that contain at least one dynamic part (loaded or generated
from a database) in the content part of the template. This means dynamic pages migh
t as
well contain a large part of static text. For the dynamic parts we use the server side
ColdFusion language.

EXTR@
Web

Predecessor project of the TRKC project (funded by the EC under FP5

funding)

EU

European Union

ERA

European Research Area

HTML


A
n initialism of Hypertext Markup Language, is the predominant markup language for web
pages. It provides a means to describe the structure of text
-
based information in a
document


by denoting certain text as headings, paragraphs, lists, and so on


and to

supplement that text with interactive forms, embedded images, and other objects.

IPG

Information Providers Guide


see
http://ec.europa.eu/ipg/download/index_en.htm

JavaScript

JavaScript is a scripting language most often used for client
-
side web development. It can
be used to provide a certain level of improved user experience (such as client side form
validation), which cannot be accom
plished with standard HTML.

PAAG

Programme Analysis and Application Group


working committee of the TRKC project
managing data collection and data validation

RSS

RSS (Really Simple Synd
ication) is a family of Web feed formats used to publish
frequently updated content such as blog entries, news headlines or podcasts. An RSS
document, which is called a "feed," "web feed," or "channel," contains either a summary of
content from an associat
ed web site or the full text. RSS makes it possible for people to
keep up with their favorite web sites in an automated manner that is easier than checking
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Term

Meaning

them manually.

RTD

Research and Technical Development

Static pages

With this term we refer to page
s that contain only static HTML which is not loaded or
generated from a database in the content part of the template. This means these pages
are written and updated manually for the most part (with or without an HTML editor).