Tools for Stakeholder Needs Analysis - CORDIS for Stakeholder Needs Analysis 6 FOT-Net...

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EUROPEAN COMMISSION

DG INFORMATION SOCIETY & MEDIA

SEVENTH FRAMEWORK PROGRAMME

INFORMATION AND COMMUNICATION TECHNOLOGIES

Coordination and Support Action – Grant Agreement Number 269983

FOT-Net 2

Field Operational Tests Networking and Methodology Promotion

Tools for Stakeholder Needs Analysis

Deliverable no. D6.1

Dissemination level PU

Work Package no. WP6

Author(s) Christhard Gelau, Eline Jonkers, Irina Silva

Co-author(s)

Status (F: final, D: draft) F

File Name FOT-Net 2_DEL_6.1_11122011.v0.3.doc

Project Start Date and Duration 01 January 2011, 36 months

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Document Control Sheet

Main author(s) or editor(s): Christhard Gelau, Eline Jonkers, Irina Silva

Work area: WP6

Document title: Tools for Stakeholder Needs Analysis

Version history:

Version

number

Date Main authors Summary of changes

0.1 22.11.2011 Christhard Gelau

Irina Silva

First draft

0.2 09.12.2011 Christhard Gelau Add references and preliminary

conclusions

0.3 11.12.2011 Eline Jonkers Review

Approval:

Name Date

Prepared Christhard Gelau 09.12.2011

Reviewed Eline Jonkers 11.12.2011

Authorised Irina Silva 13.12.2011

Circulation:

Recipient Date of submission

EC 13.12.2011

Tools for Stakeholder Needs Analysis 3

FOT-Net 2_DEL_6.1_11122011_v0.3.doc

Table of Contents

Table of Contents 3

1 Introduction 4

1.1 Purpose of the Document 4

1.2 Structure of the Document 4

1.3 FOT-Net contractual references 5

1.4 Project Objectives 5

2 Towards a tool for Stakeholder Needs Analysis 7

2.1 Rationale 7

2.2 Identification of relevant stakeholders 7

2.3 The tools for targeted stakeholder consultation 8

2.3.1 Group 1 – actively involved 8

2.3.2 Group 2 – not involved 9

Conclusions and next activities 10

Annexes 12

Annex 1 – Questionnaire for targeted stakeholder consultation – Group 1 (actively involved) 12

Annex 2 – Questionnaire for targeted stakeholder consultation- Group 2 (not involved) 21

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1 Introduction

1.1 Purpose of the Document

The main objective of FOT-Net’s WP6 is to bridge the gap between FOT results, policy

decision making and market deployment. To reach this aim it is planned to implement a

regular platform which brings together all relevant stakeholders (industry, public authorities,

national ITS organisations etc.), promotes the exchange of information and results in

recommendations for the future deployment of FOT results. Furthermore, it is a major

objective of FOT-Net WP6 to make an evaluation of contributions of FOTs to policy goals

and market deployment, including lessons to be learned for the future. However, a necessary

groundwork for this endeavour is a systematic examination of stakeholders’ needs and

expectations on FOT results and their motivations of being involved in such a process.

To perform such a systematic examination of stakeholders’ needs requires the availability of

an appropriate methodological tool. As a result of a review of Stakeholder Analysis

approaches in other European Projects (EASYWAY, eIMPACT, FESTA) it turned out that

these are hardly applicable in the context of FOT-Net. In these projects Stakeholder Analyses

are used as a complementing tool to the traditional Cost-Benefit Analyses in the process of

Socio-Economic Impact Assessment and target at the implementation of systems or

functions (e.g. Baum, Geißler, Schneider et al., 2008). In the EASYWAY project Stakeholder

Analysis focuses on a specific stakeholder group, i.e. “road operators” with the goal to

achieve a common understanding of future responsibilities for operating the services

(Schindhelm, 2010). However, as FOT-Net does not focus on the deployment of systems but

on the deployment of results of FOTs and their use for policy decision making, conventional

approaches to Stakeholder (Impact) Analysis did not seem to be suitable. What was needed

for the purposes of FOT-Net was not a Stakeholder Analysis in the socio-economic sense but

a Stakeholder Needs Analysis (SNA). For this reason it was decided to develop a tool for

SNA specifically tailored to the objectives of FOT-Net.

This document describes the development and current status of this tool.

1.2 Structure of the Document

The document consists of one main chapter in which the rationale, the preparatory activities

for the SNA tool and next steps are described.

In addition the document includes in two annexes the questionnaires that were developed.

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1.3 FOT-Net contractual references

FOT-Net 21 is a Support Action submitted for the call FP7-ICT-2009.6. It stands for Field

Operational Tests Networking and Methodology Promotion.

The Grant Agreement number is 269983 and project duration is 36 months, effective from 01

January 2011 until 31 December 2013. It is a contract with the European Commission (EC),

Directorate General Information Society and Media (DG INFSO).

The EC Project Officer is:

Myriam Coulon-Cantuer EUROPEAN COMMISSION DG INFSO - G04 Office: BU31 04/059 B - 1049 Brussels Tel: +32 2 299 41 56 E-mail: [email protected]

1.4 Project Objectives

The prime goal of FOT-Net 2 is to increase the momentum of the network achieved in FOT-

Net 1 by further developing the strategic networking of existing and future National,

European and Global FOTs i.e. US and Japan. During 36 months, the FOT Network meets in

six bi-annual FOT stakeholders meetings and three international FOT meetings.

FOT-Net 2 also focuses on methodology based on recent FOT experiences. Through a

series of targeted meetings, it gathers the relevant experts to revise and adapt the FESTA

methodology for FOTs on ADAS, Nomadic devices, Cooperative systems, and, in addition,

address Naturalistic Driving Studies.

Five new expert working groups are created in order to clarify critical topics related to the

legal and ethical issues, data analysis, incident definition, impact assessment and scaling up,

and data sharing. The revised FESTA methodology is promoted through six seminars

supported by webinars.

FOT-Net 2 creates a new web-based inventory of existing tools for data acquisition, database

structure, data analysis to facilitate the setup of new FOTs.

1 In Annex 1 – Description of Work, “FOT-Net” refers to the continuous activity of supporting the FOT

Network as compared to FOT-Net 1 and FOT-Net 2 support actions, which are the funded instruments

enabling to perform this activity.

In all external communication the activities will continue to be referred to as FOT-Net in order to show

continuity of the activities between the two supporting actions.

The same holds for all internal communication namely the naming of documentation. The acronym

FOT-Net 2 will only be used when a distinction is clearly required (for example for the naming of the

consortium mailing reflector).

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FOT-Net 2 continues to act as a multiplier for the dissemination and awareness of FOT

activities especially in terms of inter-activities support and outreach.

Finally, FOT-Net 2 evaluates contributions of FOTs to policy goals and market deployment

using an improved methodology for stakeholders’ analysis.

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2 Towards a tool for Stakeholder Needs Analysis

In the following paragraphs the rationale of our SNA and the preparatory activities for the

SNA to be performed in the second year of the project are described.

2.1 Rationale

Within the context of FOT-Net a stakeholder is defined as a person or an organisation that

could give support to FOTs and/or benefit from FOT results. As there are currently several

FOTs running those persons or organisations who are already actively involved can be

considered stakeholders by definition, whereas there are others who could give support to

FOTs and/or benefit from FOT results but are not involved. It is assumed that stakeholders

who are already actively involved might differ considerably from those who are not involved

with regard to their expectations, motivations and attitudes toward FOTs. Moreover, it is felt

that the level of awareness might play a role for non-involvement; part of the stakeholders is

not very much aware of the ongoing (European and national) FOT activities and these

stakeholders are of course not involved. For these reasons it was decided to develop two

different versions of the SNA, each tailored to the specific situation of those stakeholders

actively involved (“actors”) and those not involved. This procedure will be described as

“targeted stakeholder consultation” in the following.

2.2 Identification of relevant stakeholders

The first step in the process of identifying relevant stakeholders was to examine which

countries and which types of stakeholders are involved in the FOTs at pan-European level.

Stakeholders were categorised as: suppliers, software developers, service providers and

map makers, insurance, road operators, user associations, cities and regions, national ITS

associations, universities, research organisations.

The following countries were identified to be involved in FOTs: Austria, Belgium, Germany,

Spain, France, Finland, Greece, Hungary, Slovakia, Netherlands, Italy, Romania, Sweden

and United Kingdom.

A matrix was then developed listing how the different stakeholders’ categories are

represented across the EU. Example:

Vehicle Manufacturers Supplier Software Developer

A

BE

DE xxxxxxx xxxxxxxx X

ES

EU x xx

F xx

FI x

GR

HU/SK x

NL

I x xx

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RO

SE xx

UK x

The next step was to identify per category and per country who would be contacted to

answer the questionnaires. To do this WP6 partners looked at the list of members from

ERTICO, POLIS, FIA, National ITS Associations and CEA (European insurance and

reinsurance federation) which cover together all the categories of stakeholders who are the

target of the SNA. From each stakeholder an individual person is identified to contact. These

individuals will be asked to answer the questionnaires; however these will remain open to

anyone who wishes to answer.

2.3 The tools for targeted stakeholder consultation

In order to gather information on different stakeholders’ motivations, attitudes and

expectations from FOT results a survey among experts in the organisations identified before

is a good method of data collection. However, with the given limitations of time and budget an

expert survey with personal oral interviews is not feasible although one might expect the

most valuable and detailed information from such a procedure. As an alternative it was

decided to develop two versions of an online questionnaire which are briefly described in the

following paragraphs. The complete versions with the original wording of the questions and

the introduction can be found in the annexes. These questionnaires will be administered via

Survey Monkey on the Internet. Respondents will be contacted by e-mail and phone calls will

be made as reminders.

The advantage of this procedure is that a broad range of respondents can be addressed in

an economic way. However, crucial for the success of this type of survey is the respondents’

motivation to fill it in completely and reply. Thus, special care was taken to develop an

instrument which is not too lengthy (to be de-motivating) on the one hand, but which also

allows to gather information on relevant content areas with sufficient detail on the other. The

best compromise to achieve this seemed to be an instrument with a mixture of open and

closed formatted questions. The wordings of the questions as well as the online

presentations of the questionnaires were fixed after several iterations with feedback from

experts who were asked to assess them for comprehensibility and usability. Finally, a

language check was performed by a native English speaker.

The content areas covered are summarised in the next section. The full versions can be

found in the annexes.

2.3.1 Group 1 – actively involved

The version of the questionnaire developed for the group of actors covers the following

content areas:

a.) Information about stakeholder organisation: questions concerning country, sector and number of employees.

b.) Motivation to actively participate in national FOT: questions concerning the role, expectations and benefits of participating in national FOTs and intentions to participate in future national FOTs.

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c.) Motivation to actively participate in European FOT: questions concerning the role,

expectations and benefits of participating in European FOTs and intentions to participate in future European FOTs.

d.) Deployment of FOT results: questions concerning the actual use and application of FOT results.

2.3.2 Group 2 – not involved

The version of the questionnaire developed for the group of stakeholders not involved covers

the following content areas:

a.) Information about stakeholder organisation: questions concerning country, sector and number of employees.

b.) Prior FOT experiences: questions concerning the actual involvement in FOTs in the past (last 15 years).

c.) Awareness of ongoing European FOT activities: questions concerning the information

about ongoing European FOTs.

d.) Interest in active involvement in future FOTs: questions concerning the interest, expected benefits and barriers of participation in future FOTs.


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Conclusions and next activities

After several iterations the tool for SNA described in the present report (see Annexes I and II)

has achieved a certain level of maturity so that we can assume that it works in practice, i.e.

that it will be accepted by the interviewees resulting in a satisfying response rate. Moreover,

as the methodological approach underlying this survey is clearly qualitative in nature

acceptance also means that respondents take care to formulate elaborate and meaningful

answers.

We expect to start with the survey in January 2012 in order to be able to perform first

analysis of the data by mid of February 2012 and to present first preliminary results at the 3rd

Stakeholder workshop in March 2012. However, as the analysis of qualitative data is a time-

consuming, effortful and sophisticated activity final results and conclusions cannot be

expected before summer 2012.


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References

Baum, H., Geißler, T. Schneider, J., et al. (2008). Stakeholder Analyses Intelligent Vehicle

Safety Systems. European project eImpact, Contract N° 027421, Deliverable D.8.

Schindhelm, R. (2010). EasyWay Cooperative Systems Task Force, Task 2.2 Stakeholder

analyses, Status Report 17-09-2010.

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Annexes

Annex 1 – Questionnaire for targeted stakeholder consultation –

Group 1 (actively involved)

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Annex 2 – Questionnaire for targeted stakeholder consultation-

Group 2 (not involved)

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