Manual NanoNextNL Extranet (pdf)

publication screening, reporting &

community tool for NanoNextNL

extranet manual

NanoNextNL - extranet manual - v1

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Extranet Manual

Publication screening, reporting & communication tool for NanoNextNL

Contents

1 Introduction .................................................................................................................................... 2

2 Logging in ...................................................................................................................................... 2

3 Reporting your results (KPIs) .......................................................................................................... 3

3.1 Selecting your project ............................................................................................................. 3

3.2 Reporting e.g. a peer-reviewed paper ..................................................................................... 3

3.3 Other results ........................................................................................................................... 5

3.4 Submitting Output by the Project Leader ................................................................................. 6

3.5 Approving output by Programme Director ................................................................................ 7

4 Viewing “My Results” ...................................................................................................................... 8

5 Publication Screening ..................................................................................................................... 9

5.1 Uploading a publication for screening by the Project Leader ................................................... 10

5.2 Screening of the publication by the Programme Assembly ...................................................... 11

5.3 Screening status .................................................................................................................... 12

5.4 Result of the publication screening ......................................................................................... 14

5.5 Rejected => new version SAME NAME .................................................................................. 14

5.6 Screening overview ................................................................................................................ 14

5.7 No Task? ............................................................................................................................... 15

6 Programmes .................................................................................................................................. 15

7 My Site .......................................................................................................................................... 18

7.1 Opening My Site .................................................................................................................... 18

7.2 Creating your profile .............................................................................................................. 18

7.3 Finding people ....................................................................................................................... 19

7.4 Other fields and settings ........................................................................................................ 19

7.5 Return to the NanoNextNL extranet ........................................................................................ 19

8 Other Features .............................................................................................................................. 20

8.1 News ..................................................................................................................................... 20

8.2 Agenda .................................................................................................................................. 20

9 Logging off .................................................................................................................................... 20

10 Contact ......................................................................................................................................... 20

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1 Introduction

The NanoNextNL Extranet facilitates and stimulates programme management (e.g. reporting output, also

referred to as Key Performance Indicators) and innovation management (e.g. publication screening):

Reporting output and screening publications through the extranet is just a matter of a few clicks – keeping

it easy, making it simple.

This manual is a simple guide to using the extranet functions. Most functions are self -explanatory and will

look very familiar to most users accustomed to Microsoft products (2010 onwards) and Internet

questionnaires. If you have any questions or suggestions, please contact [email protected] (a

screenshot helps to address an issue easy and quickly).

2 Logging in

In Internet Explorer1 surf to https://extranet.nanonextnl.nl/;

Log in with your credentials as provided by the programme office (you have received these in a

separate email:

Domein\gebruikersnaam = extranet\USERNAME (mind the ‘\’);

Wachtwoord = PASSWORD (case sensitive);

(If you ever forget your password, you can generate a new one through the this page) .

And press “Aanmelden”;

You will be logged on to the extranet.

1 The extranet was tested with Internet Explorer (IE). Most functions also work within other browsers. However, issues might

result from the fact that another browser is being used. You might want to try IE or an IE -plug-in for e.g. Firefox or Chrome.

mailto:[email protected]

https://extranet.nanonextnl.nl/


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3 Reporting your results (KPIs)

ALL project members (e.g. Project Leaders, Sub-Project Leaders, Researchers (e.g. PhD students) can

report results. Since the Project Leader is responsible for the whole project, ONLY the Project Leader

can submit the results to the Programme Director. In turn, the Programme Director is responsible for

the entire programme and therefore can accept or decline KPIs (i.e. output).

The KPIs are used by the Executive Board, Programme Office and AgentschapNL to monitor progress

and stimulate innovation.

3.1 Selecting your project

Go to your project by either using:

the drop-down menus that guide you to your project (red circle), or

enter your project code directly (orange circle).

Press “Start” (yellow square);

Your project will be opened;

Once you have entered the project-environment you can report your output by filling in the forms.

3.2 Reporting e.g. a peer-reviewed paper

Click “Add new item” (red arrow) below the heading “Peer-reviewed papers” (orange arrow) under

the tab “Scientific performance” (yellow arrow);

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Fill out the pop up form:

If more information is needed, extra fields appear automatically.

Press save (red arrow):

you may need to scroll down (orange arrow).


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Your reported output is immediately visible (red circle).

3.3 Other results

Reporting other output is just as simple, simply browse through the tabs

New project members and their education can be added under the tab “educative performance”

(one of the NanoNextNL KPIs) can be tracked:

This replaces the so called PIF as was used previously;

After a new project member has been accepted by the programme director, he/she will

receive the credentials to log on to the extranet.

A short summary of the project’s progress and additional information can be provided under the tab

“highlights”. You can use this filed to elaborate on deliverables and milestones (as described in the

programme description). Here you can also add images and illustrations by clicking the “add

attachment button” Images are very important for the identification of

interesting stories for magazines, public appearances, etc.

Output can be edited or deleted by selecting “edit” next to the item.

In the pop up the data in the fields can be changed. The complete entry can be deleted by selecting

“delete” at the end of the page.

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3.4 Submitting Output by the Project Leader

Since the Project Leader is responsible for the project, reported output (as reported by all the project

members described above) can ONLY be submitted by the Project Leader.

Select your project as described under 3.1;

Click the “Submit KPI Data” button at the bottom of the page (you might need to scroll down);

All reported output is presented on one page;

Select the output you want to submit:

either by “Select all” (red arrow), or

select one at a time (orange arrow), or

by deselecting specific items after selecting all;

After making your selection click the “Submit KPI Data” button (yellow arrow);


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You see which output has been submitted (red circle) on the next page.

3.5 Approving output by Programme Director

Since the Programme Director is responsible for the whole programme, ONLY he/she may approve

submitted output (by project leaders as described above).

Select your project as described under 3.1.;

Click the “Approve / Reject KPI Data” button at the bottom of the page (you might need to scroll

down);

All submitted output is presented on one page;

Select the output you want to approve / reject:

either by “Select all”, or

select one at a time, or

By deselecting specific items after selecting all.

After making your selection, click the “Approve” or “Reject KPI Data” button to approve or reject the

reported data;

On the next page you will see which output has been approved or rejected (orange circle).

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4 Viewing “My Results”

For each project, programme, theme and NanoNextNL as a whole the results can be viewed in graphs

and tables. These graphical presentations are based in the data reported. Thus, the sooner the more

data have been entered, the more and better overviews will come available!

After clicking on a report (e.g. “Graph_KPI_03a_Peer-reviewed papers and conference contributions for

an overview of peer reviewed articles)…

… the aggregation can be selected (orange circle - options are dependent on your function within

NanoNextNL). By clicking apply (yellow circle) the graph will be generated.


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5 Publication Screening

NanoNextNL is an innovation programme in which government, trade and industry and knowledge

institutes invest a joint € 250 million and stimulate research and valorisation. NanoNextNL is funded for

50% by the Netherlands Ministry of Economic Affairs, Agriculture and Innovation from the Economic

Structure Enhancing Fund (FES); trade and industry and knowledge institutes each invest 25%. The FES

is a special, specific contract research fund which is linked to opportunities and agreements. Research

and valorisation in NanoNextNL are of equal standing, the one complementing the other, whereby

valorisation is an inherent and essential component within NanoNextNL. Valorisation is the process of

generating value from knowledge by making knowledge suitable and/or available for economic and/or

social utilisation and for converting that knowledge into competitive products, services, processes and

new economic activity. For the valorisation of technical and scientific knowledge – as is the case in micro

and nanotechnology – Intellectual Property (IP) is often of crucial importance. Hence more than 100

businesses and knowledge institutes have reached agreements in the Programme Consortium

Agreement (PCA)2 that make research and valorisation possible. NanoNextNL screenings ‘publications’ is

important in this respect. This screening can include examining the valorisation opportunities and IP while

also looking at whether no competition-sensitive confidential information of the parties participating in

NanoNextNL has inadvertently been made public, or that commercial interests (essential for innovation

ensuing from NanoNextNL research) could be damaged. This is why publication screening in conformity

with Article 11 of the PCA applies to all publications. It therefore refers not only to articles for peer-

reviewed journals, but also to abstracts, posters and conference papers for instance.

In practice all the scientific work may be made public (i.e. academic freedom). Usually within 30 days (the

throughput time for chance screening) but a maximum of 30 days + six months, taking par. 11 and 7 of

the PCA into account.

In order to make the publication screenings as quick and easy as possible, a Workflow has been

designed in the extranet.

2 ‘Programme Consortium Agreement’ (Article 11.2): ‘Any of the Parties may object to the publication withi n 30 days after

receipt of a copy of the proposed publication on any of the following grounds: (i) that they consider that the protection of the

objecting Party's Foreground would be adversely affected by the proposed publication, (ii) that the proposed pu blication

includes confidential information of the objecting Party, or (iii) the publication of such information would be contrary to t he

commercial interests of the objecting Party. The proposed publication shall not take place until the expiry of the abo ve

period of 30 days. In the absence of any objection within the above mentioned period, it is deemed that the Parties agree to

the proposed publication.’

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5.1 Uploading a publication for screening by the Project Leader

Since the Project Leader is responsible for the project, publications may ONLY be uploaded by the

Project Leader.

After logging on (see section 2) click on the “upload document” at the bottom of the home page;

A new page opens and you can select the document by clicking “Bladeren” (red arrow) at the right

hand side;

Select the document on your computer:

You can use the “version comments” (orange arrow) field to report additional information.

Click “OK”;

The document is being uploaded and a new page opens. Use the fields to provide more

information about the publication:

Especially the journal to which the publication is to be submitted (red arrow) is very

important in order to identify impact and PR possibilities – it helps us to help you to get into

the spotlight;

If you are working on several NanoNextNL projects, you can select the project the

publication is (primarily) related to at the bottom of the page;

After filling in the fields, click SAVE.


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After saving (orange arrow) you will receive a confirmation email (within approx. 15 minutes).

5.2 Screening of the publication by the Programme Assembly

Every publication has to be screened by the programme’s Programme Assembly, which consists of all

Project Leaders and sub Projectleaders in the programme.

After the publication has been uploaded by the Project Leader (see section 5.1) the Programme

Assembly members are assigned with a screening task:

which is emailed, and

is visible on the Programme Assembly member’s home page after logging on

(see section 2).

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In the email or on the home page click on the task:

When clicking the link in the email, you might first have to log on to the extranet

(see section 2) in order to be redirected to the task.

Approve or reject (red arrow) the task. Use the “Comments” field (orange arrow) to

EXPLAIN why you REJECT a publication. The three possible reasons are:

1. Innovation possibilities and Intellectual Property Rights (IPR)

2. Confidentiality

3. Commercial interests.

When accepting, you might provide extra information (e.g. tips).

NB: The period for screening is a maximum of 30 days! If a Programme Assembly member has not

fulfilled his/her task within this 30-day period this is recorded automatically as an Approve! For a quick

screening process however, it is recommended to reply to the screening tasks as soon as possible.

5.3 Screening status

If you want to view the screening statatus:

Go to “Publication Screening” (red arrow);

Click on the drop down arrow next to de document name (orange arrow);

Select “Workflows” (red circle).


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5.4 Result of the publication screening

As soon as ALL Programme Assembly members have responded to their task, the outcome of the

screening process (incl. the comments provided by the Programme Assembly members) is emailed

to the project leader:

ONLY after the publication has been ACCEPTED may it be submitted to e.g. the conference

or journal;

If the publication is REJECTED a meeting will be arranged by your Programme Officer

between the Project Leader, author(s) and the ‘rejecting party’ in order to see which steps

need to be taken in order for the publication to made public.

5.5 Rejected => new version SAME NAME

If the first version of a publication has been rejected, a revised version has to be submitted. In order to

start a new Work Flow and overwrite the old one (in which the previous version was rejected), the new

version should be uploaded with the SAME NAME. In the “version comments” field you can refer to the

fact that this is a new version and mention the changes that have been made (also see section 5.1).

5.6 Screening overview

An overview of all screening activities (submissions and tasks) can be seen under the “Innovation & IP”

tab. On this page you will also find a button (red arrow) to directly upload publications for screening (as

described in section 5.1).


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5.7 No Task?

It might occasionally happen that a wrong document is uploaded by mistake. When this document is

deleted after the ‘review mail’ has been sent, clicking on the link will result in the message below which

shows that the task has been terminated, meaning no further action is required.

6 Programmes

As an extra service to all NanoNextNL members, Programme and Project folders are available in order to

find NanoNextNL information (e.g. general documents and meeting documents) and exchange

documents and files within projects.

Under the “Programmes” tab (red arrow) you can browse to your programme folder by clicking on

your programme (e.g. “Human Health Risks” in the picture below – orange arrow);

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In “Meeting documents” meeting folders will be created for each programme in which e.g. the

agenda, meeting notes and presentations can be uploaded so that everyone has all the information

for the meeting;

The “General documents” can be used for general programme information ;

You can browse to your project folder by clicking “Projects” (red arrow) on the Programme page;


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Select your project;

You can upload, edit and share documents with other project members on this page.

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7 My Site

The extranet also facilitates My Sites on which you can share information about you and your research

with other NanoNextNL researchers. This feature can also be used to stay in contact and find other

NanoNextNL colleagues. For this purpose some basis features are presented below.

7.1 Opening My Site

In order go to your My Site click on your name and the upper right on the

extranet page and select My Site:

7.2 Creating your profile

Click on My Profile (red arrow). In to make the creation of your profile as simply and easy as possible,

you can import your public LinkedIn profile. Just click on the LinkedIn tab (orange arrow).


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After clicking on the LinkedIn link (red arrow), you just have to link up with LinkedIn. A connection is

made with LinkedIn, were you can login with your LinkedIn login (this happens at the LinkedIn site, so

your data are not logged in the extranet!).

If you don’t want to make use of the LinkedIn connector you may also fill in the information in the fields

under the tabs by yourself. You can also add (about your research) to or delete from the information

imported from linked by browsing through the fields. NB: The information is only accessible by other

NanoNextNL members.

7.3 Finding people

Just talked to another NanoNextNL research, want to link up or know more about his/her research. Find

and connect with each other through the My Site by just entering a name in the “find people” box (red

arrow) and press enter.

TIP: The more information you share on your My Site, the more people will get to know your

research!

7.4 Other fields and settings

Just browse through your My Site to see and change other information and settings (e.g. your profile

picture).

7.5 Return to the NanoNextNL extranet

By clicking on the NanoNextNL extranet link.

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8 Other Features

8.1 News

Internal NanoNextNL news (relevant those participating in NanoNextNL) is already being distributed

through newsletters. These newsletters will also come available in an online archive. At the same time

interesting topics will also be added to the News section on the extranet. Please contact your Programme

Officer if you have any interesting items you want to share within NanoNextNL.

8.2 Agenda

In the agenda NanoNextNL dates for conferences and meetings will be announced. Please contact your

Programme Officer if you have any interesting items you want to share within NanoNextNL.

9 Logging off

To log off from the extranet, click on the pull down menu at the top right side and select “sign out” (red

arrow).

10 Contact

Please feel free to email any questions or remarks to [email protected].

mailto:[email protected]

Documents

Manual NanoNextNL Extranet (pdf)