Exploitation Strategy - TRUST | Transitions to the Urban Water

Exploitation Strategy
LISA ZIMMERMANN
ENRIQUE CABRERA ROCHERA
TRANSITIONS TO THE URBAN WATER SERVICES OF TOMORROW
Dissemination and Knowledge Transfer
Exploitation strategy defined
Authors
Lisa Zimmermann
Enrique Cabrera Jr.
Milestone. Version
April 2012
The research leading to these results has received funding from the European Union Seventh
FrameworkProgramme (FP7/2007-2013) under grant agreement n° 265122.
This publication reflects only the authors' views and the European Union is not liable for any use that may
bemade of the information contained therein
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1. INTRODUCTION
Communication is an essential factor for the visibility, prestige and durability of a large
European Research Project like TRUST. It also is the key to sustainability of research results.
This statement is especially true in a project like TRUST with a focus on assisting transition.
There is always resistance to change and the path to the urban water services of tomorrow
will require support from the different stakeholders with interests in water services,
including policy makers and society. Reaching these stakeholder types is quite often beyond
the capabilities of a regular research project. For this matter, the TRUST approach regarding
exploitation & dissemination needs to differ from the path taken by many other research
projects.
With the inclusion of communication professionals (a designer, a journalist and an IT expert
specialised in web communications), TRUST intends to acquire a high level of quality in all
its communication efforts. Good communication is essential to shape citizen’s opinions on
the basis of science-based facts and data. But also policy makers, the scientific community,
water professionals and stakeholder groups need to be addressed in an effective way to
make them aware of the project and its results.
This should not be taken to mean that most of TRUST efforts are focused on
communication. Research and innovation remain the main driving forces of the project and
deserve most of the partners’ efforts. However, research projects often fail to transmit
findings and results to those who need them, and this last shortcoming is the one that the
TRUST team is working hard to overcome.
Activities related to dissemination of information and research findings should be
appropriate for the specific needs of the identified target groups regarding language, scope
and place. To identify stakeholder needs in this context, interviews with industry,
stakeholders and journalists have been and will continue to be conducted to identify gaps,
shortcomings and information and education needs of the target groups.
Dissemination and exploitation activities aim to promote the project outputs, create a
platform for communication between researchers and target groups and have measurable
impacts. Directing the research outputs and results towards the right channels is one of the
key factors for the success of a project like TRUST and essential to ensure a lasting impact on
the water sector. This exploitation strategy document provides guidelines on how to deliver
the right message to the right target audience.
Based upon the criteria of cost-effectiveness, accessibility of products and sustainability,
most of the project’s efforts in communication and dissemination of results will make use of
new technologies and avoid printing a large amount of flyers, brochures and other
documents. Instead, the focus has been on establishing a dissemination team in Work Area 7
that constantly approaches and promotes TRUST outcomes from a communication
perspective, using the internet as the main vehicle.
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2. THE TRUST STRATEGY
The main communication channel for TRUST is the internet with the TRUST website
(www.trust-i.net) as the main dissemination vehicle. The use of the internet is low-cost,
ecological and has a high-impact compared to conventional dissemination methods like
printing, distribution lists, etc. Although such conventional methods are going to be used for
the TRUST project too, the focus lies online and every TRUST presentation, article and
activity intends to lead people to the website, next to its original purpose. Over the internet
the TRUST products, results and outcomes are easily accessible and visible to almost
everyone by standard. This is especially convenient if there is the need to offer tailor-made
results for different target audiences, as is the case with TRUST. More physical deliverables
will be introduced here as well even if additional dissemination procedures need to apply.
However, despite all the advantages of internet, driving regular traffic to the TRUST website
is certainly one of the key challenges in the communication strategy. An appropriate search
engine ranking, the adequate use of social networks, maintaining a base of subscribers
periodically informed and the development of online tools which are useful for the target
audience of the site are some of the elements which will be used to increase the number
and loyalty of the visitors.
In a nutshell, the TRUST strategy is divided in three major efforts:
1. Driving traffic into the TRUST website. As a repository of all project generated
information (software, training courses, reports, videos, etc.) the TRUST website
should be the main destination for all stakeholders interested in project topics.
2. Delivering the right content to the right audience. TRUST is aimed at different
target audiences and therefore some of the project deliverables are aimed at
particular profiles. Even if these audiences reach the website, a key success factor
will be providing each different profile with the adequate TRUST information.
3. Maximizing the impact. The legacy of a research project not only depends on the
soundness of the scientific products that result from the consortium efforts. A
certain report, paper or software will be perceived more effectively if the vehicle
(format, design, tone) is the adequate one for the intended audience.
TRUST is taking a holistic approach to achieve each one of the previous objectives. The
website and deliverables design from the start take them into account. For instance, each
deliverable within the project is characterized by a number of variables, including target
audience, keywords, project area, work package and summary.
This means that deliverables are indexed in a database and can be searched and linked to
different instances on the website. For example, one problem that has been identified in
previous research projects is that it is difficult to find and reach the research results over the
internet, even if the right keywords are searched. A reason for this is that uploaded
documents in PDF format are not properly indexed and therefore do not rank very high on
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Google and other search engines. TRUST deliverables are described by a 300-word summary
that will improve search from outside the project site.
Other ways to lead people to the website and increase the impact include the regular
publication of project news (updating the blog posts regularly) to present the project active
and lively. These additions are reflected in the social networks and improve the visibility and
ranking of the project while transmitting the notion of a live project that is likely to produce
new deliverables regularly.
Therefore, visitors of the TRUST website are encouraged to return to the website frequently
by keeping the content updated and by a coordinated use of the social networks such as
Twitter, Facebook, LinkedIn etc. which will replicate the news in the website.
The creation of a subscription newsletter with a digest of the latest additions to the project
website (news, deliverables, software, etc.) will also increase the fidelity of users and the
possibility to keep in touch with project updates.
Once the visitor reaches the TRUST website, the information can be accessed in many
different ways. A more traditional approach would be to offer such information organized in
the same structure as the project (in Work Areas and Packages). However, the visitor is
usually not acquainted with such classification.
During the course of the project, the TRUST website will enable access to contents based on
the profile of the visitor, according to the categories defined in the Target Audience Analysis.
Web content will be created, as are all other deliverables, with a specific target group in
mind. Website users will be able to identify themselves as different and the website will
display specific content for that category.
The self-assessment tool will be another vehicle to direct the visitor to the right
deliverables. The web based software will provide an incentive to collect the information
from service providers and in exchange it will provide an initial assessment of their readiness
for the 2040 target, but also a list of TRUST deliverables that, depending on the answers,
will be relevant for them.
The internal search engine for TRUST will allow to search in all project documents for
keywords and other variables, improving the chances of finding the right document within
the project.
The dissemination of the TRUST project is expected to take place in three phases.
The first phase will be devoted to generate awareness. General TRUST presentations, the
TRUST website and the first deliverables will help to make the project, its name and the
brand known among the relevant target audiences.
The second phase should witness an increased number of visits to the TRUST website due to
high ranking in search engines on key topics and direct hits from visitors who already know
or discover the website address. The contents of the website will be diverse and interesting
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enough to promote searching the deliverables and spending time at trust-i.net. A new
website design, more focused on contents will be unveiled to provide custom information
and allow easy browsing of the project contents. The time per visit and the number of
returning visitors should be increased and also the external references to the project.
The third phase, of maturity, should take place near the end of the project and after its
completion, when TRUST will able to offer a wide knowledge repository of results,
deliverables, guidelines and solutions. This is the phase when the search and direct tools
(profiling, self-assessment tools, search and keywords) will be more effective and create
greatest satisfaction to the visitors. At this stage, the TRUST website will be a self-contained
knowledge base, providing a comprehensive set of tools and documents covering all aspects
of the project and delivering complete information without leaving the site.
3. CONTINUOUS PRESENCE OF TRUST
Loyalty to internet sites (which is one of the main communication hubs in TRUST) is built
around availability of new and interesting information for the visitors. In order to reach
people, to evoke their interest in the TRUST project and to entice them into visiting the
TRUST website, it is important to display and communicate the activities and the permanent
work of the numerous partners of the project and have a continuous presence and constant
information updates.
Communication efforts in research projects are often linked either to events (conferences,
meetings, workshops) or the issuing of reports or deliverables. The approach in TRUST is to
provide a continuous presence in form of project news, not only displaying project results
but also providing information about the project progress and the key research topics
involved. This continuous presence of TRUST is achieved through several channels:
3.1. TRUST Magazine
An issue of the TRUST magazine is published every six months. The effort to design and
produce a high quality publication aims to be rewarded to gain acceptance from the public,
in an environment where many written materials compete to obtain the public’s attention.
TRUST magazine is an electronic publication, although some issues are also printed to
provide physical access to their contents at events and conferences, further disseminating
the TRUST efforts and website.
The magazine contains general information about the project and presents project
highlights, the key deliverables/results and main events. The main focus of the publication
is to make the TRUST magazine interesting and enjoyable to read for a broad public (that
also includes those who have only little or no knowledge of the water sector) while
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transmitting scientific content at the same time. The magazine is branded and designed to
set it apart from other ‘newsletters’ and is offered for download at the TRUST website.
3.2. News
Project news are regularly posted on the website. The target for the WA7 team is to post 2
to 3 news pieces every month. This is done through a blog in the website that serves more
than one purpose. Next to the function of ensuring the visibility of the website by improving
the ranking with Google and other search engines, it aims to reward returning visitors with
new content regularly.
Quite often, large research projects have much more to offer than what the typical user is
able to find or browse in the available media (e.g. website). The news section offers the
possibility of accessing project results and research through more digestible pieces, short
and written in a journalistic style.
As a result, all deliverables, events, essential milestones, workshops, presentations or other
remarkable TRUST outcomes/events will eventually receive some attention from the news
team. Some important deliverables will be highlighted on the main website page. In this
context, the 300-word summary of the deliverable functions as a quick overview of each
product.
Feeding the news machinery represents an effort that should not be underrated. Some of
the TRUST dissemination staff is permanently on a lookout for the upcoming deliverables
and events suitable for reporting via the TRUST dissemination channels.
3.3. Social networks
Social networks have been probably overrated in the past few years. The TRUST target
audiences (with the possible exception of the general public) may not be as active in the
social networks as it would be desirable to respond to an intense promotion in these media.
Despite this analysis, a project like TRUST cannot miss to create a strong presence in at least
some of the media.
The use of social networks such as Twitter, Facebook, LinkedIn, etc. will increase the
visibility of TRUST further and lead people to the website. Additionally, this presence
reinforces the search engine ranking and creates additional strengths for the TRUST website.
The main challenge of a strong presence in social networks is the need to create regular
content and disseminate it. However, since the news section is elaborated by means of a
Wordpress blog, all items published as news in the website are automatically uploaded to
the three main social networks, maximizing the impact of these posts.
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3.4. Events
TRUST intent is to be present in major international conferences and events in the water
sector. However, the impact of these appearances may be much less than the one obtained
with the publication of research papers, or through the other channels described above.
For this reason, TRUST presentations need to be carefully chosen, including venue, target
audience and content. General project presentations are important, and yet, they should be
limited to avoid an over-exposure of the same general message. For this reason, key TRUST
participants are encouraged to present in international conferences, especially if their
participation was already scheduled. This will reduce the costs for the project in terms of
sending participants. Additionally, project partners will be encouraged to present research
papers at different events with clear reference to TRUST and how to find further materials
and contents.
The general project presentations as well as the few slides covering the project that may be
included in more technical presentations will be created and their contents coordinated
from WA7 to ensure consistency of the message.
The collaboration of the International Water Association as a TRUST partner will be
especially relevant in achieving these goals.
3.5. Publications
Last but not least, a research project should produce peer-reviewed papers that are
published in relevant journals. This is expected from every major research project and
therefore it deserves no special consideration in this exploitation strategy.
In addition to these research-oriented publications, TRUST intends to facilitate the
appearance of feature pieces in general content magazines related to the water sector which
can help to raise the project’s profile. A good example of this are the feature articles
published in WUMI (March 2012) and Water21 May 2012).
4. ACTION PLAN. DISSEMINATION OF TRUST PRODUCTS
This part/sub-item of the document contains the practical procedures/processes to
implement the strategy for each of the vectors and vehicles.
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4.1. Deliverable workflow
One of the main tasks from WA7 is that of building a communication bridge between the
outputs generated by scientists and the different target audiences. Therefore one of the
main objectives of WA7 is to understand the target audience but also to try to understand
each deliverable and how it can be made more appealing to the target audience.
The following process, developed within TRUST, is considered to be essential to a successful
dissemination. The deliverable leader has to contact WA7 three months in advance
regarding tone, length, purpose, target audience, dissemination, etc. for two reasons:
a) It is an informational process, enabling WA7 to get information to prepare the
individual dissemination strategy for the deliverable. WA7 needs to understand
what the researchers and scientists are aiming to do, for whom they are doing it and
what their own ideas for disseminating their results are. Some of the most visible
aspects and the characterization of the deliverable will be decided at this stage
(summary, keywords, target audience, etc.). In this way, the dissemination strategy
(e.g. website, short piece in the magazine, special website section, etc.) can be
established before finalizing the deliverable
b) It helps the deliverable leader since WA7 urges and supports him/her to think
about content, channel, tone, length, and dissemination of the deliverable. Reason
behind this strategy is to help create something more target audience orientated
and a tailor- made dissemination of each deliverable.
Contacting WA7 in advance and keeping the time frame is even more important for key
deliverables.
The whole process is automated through the project website and is part of the deliverable
upload procedure on the TRUST (Figure 1).
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Figure 1: Deliverable information at TRUST
intranet to be filled-in by deliverable leader.
This deliverable information, the DoW (description of work) and the dialogue between WA7
and the deliverable leader will provide sufficient general information about the deliverables
to enable an efficient promotion of each TRUST deliverable or result.
Additionally, WA7 will conduct a short interview for milestones, events or other important
TRUST outcomes and contact the person that is responsible shortly before it is due (or
shortly after it has taken place in the case of a workshop, etc.) either by e-mail or through a
recordable Skype call. The information gained through these interviews is to be used to
create a news item on the TRUST website and possibly for further dissemination activities.
4.2. Deliverable finishing stage
The quality of a research deliverable does not lie in its appearance, shape or format.
However, it is obvious that the same content will be more likely to make an impact if the
contents are readable, pleasant, properly formatted and, in short, carefully and
professionally finished.
Once a deliverable has been reviewed and uploaded in its final format to the project Intranet
it is submitted to the European Commission for its reference. However, TRUST partners will
keep working on the deliverable to improve its appearance and visibility. Just the same way
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a journalist is in charge of creating the communication pieces used by TRUST for
dissemination purposes, a designer is in charge of the project’s brand and the formatting of
all deliverables.
While creating a deliverable, project partners help by using the document templates defined
by the brand manual. However, additional work is always necessary to create a polished
product that will have a greater impact. This is especially true for key deliverables that will
even receive a higher degree of attention from the polishing team.
4.3. Target audience and dissemination channels
As soon as WA7 has gathered all information about an upcoming deliverable, at least one
dissemination channel will be identified. In the Target Audience Analysis report, (Task 71.1),
the scientific community, water professionals (technical staff & decision makers), policy
makers, stakeholder groups and society have been identified as the main target audiences of
TRUST. In this report, target group characteristics, needs, behaviour and motivation have
been analyzed and described. The report also defines dissemination channels for the
different target audiences in detail.
Figure 2 (TRUST Target Audience Analysis) gives an overview over the target audience,
profile, needs & expectations and possible dissemination channels.
TARGET
AUDIENCE
Scientific
community
PROFILE
NEEDS
& DISSEMINATION
EXPECTATIONS CHANNELS
Universities, research
institutions, technology
providers, consultants and
professional association
members
Expect high
quality
research
material with a
significant
scientific value
Professional social
networks (like WssTP)
Detailed
explanatory
documents of
research
procedures and
results
Public scientific reports
Multidisciplinary context for
a wide range of
professionals
Critical assessment of
deliverables
Peer reviewed journals
Congresses and
conferences
Software packages
E-Learning materials
International forums
TRUST website
Web conferences
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Water
professionals Technical staff
Control all the technical
aspects of urban water
systems other than
management
Technical formation to be
expected
Close profile to the
scientific community
Water
professionals Decision
makers
Responsible for planning
and leading the work of a
group of individuals and
supervising their work
Technical knowledge
Expected
Expect
technical
content with
details for
practical uses
Particularly
technical
documents; no
research
details
necessary
Expect
executive
material
Short content
with clear
conclusions
Close profile to policy
makers
Policy makers
Local and national
governments, European
committees, water
authorities, and planning
institutions
No technical formation
expected
Stakeholder
groups
Any organization with an
interest in the project,
regardless of their amount
of technical knowledge on
the subject
Different needs depending
its nature
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Software packages
E-Learning materials
Technical reports
Regional events
Conferences and
workshops
TRUST website
Web conferences
Executive summaries
CEO forums
Manager-oriented
Conferences
TRUST website
Web conferences
Expect
solutions to
improve water
management
and society’s
needs
Succinct
deliverables
with very plain
conclusions
Technical and
non-technical
documents
Require
informative
documents,
but can also
critically
review
research
outcomes
Media and press
releases
Policy briefs
Regional Workshops
TRUST website
Web conferences
Multimedia, flyers,
leaflets and fact sheets
Press releases
Congresses and
conferences
TRUST website
Web conferences
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General public and pilot
Society
cities; all types of audiences
and different levels of
education
No technical formation
expected
Increase the
level of
education and
awareness,
and reaching
citizens of pilot
cities
Multimedia, flyers,
leaflets and fact sheets
Deliverables
without
scientific or
technical
content
Web conferences
Social networks and
video streaming
websites
Mass media campaigns
TRUST website
Figure 2: TRUST target audiences (TRUST
Target Audience Analysis)
In addition to the dissemination channels described in the Target Audience Analysis report,
the channels can be used:



Internal networks (colleagues, pre-defined distribution lists, preceding
projects, etc)
The project network, partners, PAC members, etc.
The European Water Community
WA7 will use the well-founded knowledge of the deliverable leader on their own specific
sector and discuss the most suitable way of disseminating the results during the dialogue
two months before the deliverable is due.
Due to the size of the project, a systematic approach to dissemination is needed. This is why
WA7 maintains an updated agenda (Figure 3) of events, conferences; important contacts and
magazines. All of them may become relevant channels to promote and disseminate a
certain deliverable.
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Figure 3: Agenda of potential dissemination
channels for TRUST deliverables.
4.4.
Additional Tools
The FP7 founded European project WaterDISS (http://www.waterdiss.eu) has provided two
additional tools that will facilitate the dissemination & exploitation of results. Both tools
have been slightly adapted to meet the specific requirements of TRUST.
a) Target model excel sheet
The target model excel sheet (Figure 4) is a matrix for each contact. It helps to keep track of
the specific and most effective way to connect with the single contacts regarding tone, main
interest, specific information needs, remarks, etc. The sheets need to be specified and
updated through the course of the project.
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Figure 4: Sample of target model excel sheet
b) Individual Dissemination Strategy (IDS)
The IDS template from WaterDISS (Figure 5) helps to organize the dissemination of
individual deliverables/results of TRUST, specifically:



the selection of activities to focus upon (type of output, type of target
group and their specific needs, tools and activities, capabilities and
resources)
the planning of activities (choice of channel, e.g. for an article or
announcement, choice of journal, communication message for each
output, style, language, timing, delegation of responsibilities)
the description of activities in detail, including responsibilities (target
group, activity, timing and resources, etc).
INDIVIDUAL DISSEMINATION EXAMPLE
STRATEGY (IDS)
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Project:
TRUST
Type of output
(Deliverable/Milestone):
Deliverable XYZ, Report
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Target group(s), type of
Audience & Characteristics:
Policy maker: Local and national governments, European
committees, water authorities, and planning institutions. No
technical formation expected, expect solutions to improve
water management and society's needs, succinct
deliverables with very plain conclusions.
Possible Dissemination
Channel(s):
Media and press release, policy brief, regional workshop,
TRUST website
Non-Communication tasks:
Make sure the deliverable leader fills in deliverable upload
information in time, choose specific communication goals,
contact deliverable leader in advance
Type of activity:
Press release for local media in pilot cities, regional
workshop in pilot city, publish on TRUST website
Title (if there is one):
i.e. new guidelines to save water
Timing:
Workshop in April 2012 in pilot city X, press release to local
media as soon as deliverable is published
Resources:
Resources from WA6 for hosting a workshop in pilot city X
Responsibilities & main
leader:
WA7 (Lisa) and WA6 (person XY) / IWW
To do's:
WA7 writes blog entry and press release. WA7 sends press
release, WA 6 prepares and holds regional workshop.
FOR
PURPOSES
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DOCUMENTARY
ONLY TO FILL IN WHEN APPLICABLE / EXAMPLE
Title and/or type of activity:
Workshop: ‘Water utilities in transition’
Date event took
(dd/mm/yyyy)
01/01/2012
place
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Place event took place &
main leader
Amsterdam (KWR)
Size and type of audience
20, water professionals – decision makers
Countries addressed
Netherlands
Figure 5: Individual Dissemination Strategy
for a hypothetic TRUST deliverable
5. SYSTEMIC REVIEW
The TRUST exploitation strategy needs continuous assessment throughout its
implementation to check if the goals are being met and to enable WA7 to reorient efforts if
needed. A system of review and assessment is key to evaluating the performance of the
communication strategy, both during and after the communication activities.
These are some of the key factors that should be used to assess TRUST impact:







Website detailed statistics
External references to TRUST
Implementation of TRUST products in pilot cities
Monitoring of use of TRUST individual products (e.g. software, e-learning
courses, etc.)
Attendance to TRUST workshops, presentations, meetings, etc.
Number of TRUST publications
External assessment (e.g. from members of the PAC-committee)
A short internal WA7 progress report after month 24 (April 2013) will provide data for the
factors listed above and may lead to refine and adapt the strategy according to the stated
goals. After month 24, regular internal reports will be produced every six months to assess
the need for further efforts.
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6. CONCLUSION
To identify the dissemination needs and expectations of journalists, technology partners and
the pilot city utilities, several interviews were conducted prior to elaborating this
exploitation strategy.
This survey showed that most information needs are being satisfied through the Internet
these days, mainly through subject-related websites or project websites, shortly followed
by e-mails, e-mailed press releases and e-mailed newsletters.
However, a crucial pathway for information acquisition is also personal contact (researchers,
scientists in collaborative projects) and presentations, conferences, seminars and workshops.
Only a minority of the respondents gained their information through R&D Journals. The
development of the TRUST exploitation strategy and the action plan is based on these
interviews.
This is one of the reasons why TRUST intends to take a new approach to the dissemination of
project results. The online availability of high quality products may significantly increase the
impact of a research project. Despite the fact that most of the project results will be the
result of scientific work, their dissemination should not be limited to the traditional
channels for these professionals.
This is why, on one hand TRUST intends to further refine all deliverables to present high
quality products from their contents to their format and presentation, despite the fact that
they will all be freely available through the Internet. This will increase the visibility,
recognition and credibility of the project and hopefully the usefulness of these deliverables.
On the other hand, TRUST is making an effort to explore new communication channels and
new ways to maximize the impact through traditional channels. The presence of a dedicated
team in Work Area 7, comprised of different profiles (journalist, designer, IT specialist) is
representative of an effort to create new communication strategies for a water research
project. This new strategies are considered to be fundamental if all stakeholders in the
sector are to be reached and if the project is to have a real impact on society and the water
services of tomorrow.
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TRANSITIONS TO THE URBAN WATER SERVICES OFTOMORROW
Exploitation Strategy
The research leading to these results has received funding from the European Union
Seventh Framework Programme (FP7/2007-2013) under grant agreement n° 265122.
© TRUST 2012
This publication reflects only the author’s views and the European Union is not liable for
any use that may he made of the information contained therein.