Platform for African-European partnership in agricultural research for development (Phase III)
A work space for the WPs
Proposal
Version 2
13/02/2014
Communication tools
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PAEPARD II 4YE –
Thierry - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Objectives
• Working better inside the WP by capitalizing
and keeping track of produced information
• Save time in reporting for project management
• Giving, sharing and receiving more information
from the others WPs
• Contribute to the communication strategy by
feeding the communication tools
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Preliminary remarks
• The concept of “WP work space” will be set up as a website only
after validation of logical proposals contained in this document
• The concept of “WP work space” could be used by every WPs of
the project but also by the management team
• Each WP work space could automatically share and exchange data
(documents, news, follow up information…) with the others
(communication intra but also inter WPs)
• The WP work space concept can be declined in a hierarchical
structure at several levels (WPs and management, WP5 and
consortia …). In this case, Information of lower levels
automatically rises to higher levels (budget and follow up data for
instance)
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Suggested visit
There is a lot of sub concepts in the WP work space for a better
understanding visit the sub concepts in the order suggested below :
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1 - DIRECTORY
2 – LIBRARY
3 - ACTION DESCRIPTION FOLDERS
4 - CALL/FUNDING OPPORTUNITIES READER
5 - ACTION PLANS
6 – BUDGETS
7 – CONSORTIA ID
8 – CONSORTIA ACTION PLANS
9 – CONSORTIA BUDGETS
10 – INTERNAL AGENDA
11 – NEWS READER
12 – Show internal links between tools (link on the page bottom)
13 – Show external links (link on the page bottom)
12 – TOOLS (no order preferred)
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Let’s go !
Once the next slide displayed (global concept) , click on the
name of the sub concept you want to explore.
A page description for this sub concept will appear, it gives you
information about the objectives and the uses of this sub
concept
After click on the button “Back” for coming back to the global
scheme of the work space concept
And try again for another sub concept
Enjoy your visit !!
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
WP work space dashboard
News displayer
Internal calendar
Events
WP activities follow up
Consortia activities follow
up
Resources
Tools
Appointment
manager
ID
Library
On line
reporting
Consortia
Action plan
Action plans
Directory
Document
validation
manager
Action
description
folder
Consortia
budget
Budgets
Collaborative
document
Calls&Funding
reader
Search
engine by
tags
Show links between tools
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
News displayer
WP5 activity news
• The inception workshop of mango is launched
• The COLEACP concept note is available
• AIFs will meet next month at Entebbe
How to be informed about WP internal and
external activity/events/information without
using email ?
Consortia activity news
• C1 has responded to the Call XXX
• Consortia C2 is just formed
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Announces from WP5
• Beware ! Budget must be updated for 5.11
• Marie will attend the steering committee of EAFF
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Announces from Paepard
• From Dgroups : meeting of CTA on climate change
• From Dgroups : Annual report of IPGRI available
• From Management : Next MTM on 22th March
• From WP3 : Let’s try the new Intranet and give your
suggestions
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All the news except “Announces from WP5” are automatically
collected and displayed in the news reader
WP5 activity news come from the action description folders
(field “Flash news” is filled in) relative to WP actions
Consortia activity news come from the action description folder
(field “Flash news” is filled in) relative to Consortia actions
To do that, the news reader harvest the texts written in the field
“Flash New” from the action description folders. Once this text is
remove from the folder, the announce disappears from the
reader
When clicking on the announce you access directly to the action
description folder concerned
Announces from PEAPARD come from :
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For WP5 internal announces (manual entry)
Visibility :
- WP5 only
- Management
- Others WPS
- Public
Communication tools
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Dgroups and the blog. According the profile defined by WP5 the news
reader is automatically feed by information harvested and treated by
François.
Management who can display an announce on the news readers of all WPS
Other WP who wants to share a internal announce
Announces from WP5 are not automatically harvested. They
must be written by one WP5 member in the news reader. The
writer can choose the visibility of his announce :
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WP5 only, this is an internal announce
Management : internal announce of WP5 + management
Others WPS : copied in all the news readers of others WPS
Public : above + add in the News reader of the Paepard website
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Internal Calendar
How to have a quick vision of the
own actions or events of the WP ?
• The calendar is used in the Events area of the
work space to display the dates of internal or
external actions or events pinpointed as
relevant for the work package
• WP members are free to add a date to the
calendar, it’s an WP internal calendar
• When somebody add an entry in the calendar
he has the possibility to link this entry with a
action description folder. So, when clicking on
the calendar entry you access directly to the
whole information relative to this event or
action (description, participants, follow up
data, documents links …) .
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Action plans
How to be
informed and to
follow up planed
and ongoing
actions of the WP ?
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Each action led by the WP is defined into its work plan
Global work plan and annual work plan could be displayed through in a webpage in this area, only
color of activities can be changed to express status (ongoing, ended, delayed, blocked …)
For each activity of the work plan, an action description folder was opened. Details, participants,
different steps, findings, documents and monthly follow up information are stored inside.
When clicking on an activity on the action plan you access directly to the action description folder
of this action
This “colored” work plan and the action descriptions folders linked are automatically read by the
management
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Budgets
How to be informed and to follow up expenditures of the WP ?
• Each action led by the WP and financed by PAEPARD is defined into its budget
• Global budget and annual budget could be displayed through a webpage into the
workspace area.
• Only the real expenditures columns (in orange) can be updated. By updating the budget
every time we work on activities, we could display on-line and up to date expenditures
• Management could automatically access to this budget document
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Consortia identity card
Consortia name : Meeting to discuss about action plan
Set up on : 06/02/2014
Theme : Fruits in Ouest Africa
Description : Improving the taste of pineapple to export to Asian
country
Organizations involved :
Paffo
Coleacp
Pineapple fruiters of Senegal
Cirad
Participants :
- Peter PARKER from Paffo
- Luke SKYWALKER from Coleacp
- Captain Hadock from Pineapple fruiters of Senegal
- Peter Pan from Cirad
Text :
This consortia aims to improve taste of pineapple dedicated to
the Asian market. The ………..
Linked documents :
- Annual report of XXX
- report of the first meeting
Links :
- www.paepard.blogspot/art23
Flash news : The new consortia on pineapple was setting up !
Flan news visibility :
- wp5 only
- management
- others wps
- public
How to obtain more details on
Consortia ?
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Each consortia is described into an identity card
“Participants” field is linked to the Directory
“Linked documents” field is linked to the Library
Consortia identity cards could be read by others
projects members according given authorizations
• If some text is written into the “Flash news” field
it will be display into the News reader of
concerned work spaces :
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We must refer to François and Joost work on
Consortia description to set up the identity
card and to collect information
Communication tools
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If “WP5 only” this text will be displayed only into the WP5
workspace News reader
If “Management” into WP5 and management News
readers
If “Others WPs” into all WPs News readers + management
News reader
If “Public” into all the WPS readers + into the Paepard
Website News reader
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Consortia action plans
How to be informed and to follow up
planed and ongoing actions of the
Consortia ?
• To be defined …but probably a displayed
excel sheet in the same format as the one
presented by Denis in the Nairobi meeting
• The ongoing action could be displayed in a
different color to be highlighted
• This part of the workspace is specific to the
WP5 , others WPS could remove it from their
workspaces
• Or according to the organization we choose,
Consortia could use too their own work space
Communication tools
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• Each action led by the consortia (should be ?) is
defined into its work plan
• Global work plan and annual work plan could be
displayed in the workspace area, color of
activities can be changed to express status
(ongoing, ended, delayed, blocked …)
• When necessary, an action description folder is
opened to describe or follow up an activity led by
the consortia. Details, participants, different
steps, Calls concerned, findings, documents and
monthly follow up information are stored inside.
• This “colored” work plan and the action
descriptions folders linked are automatically read
by the management
• When clicking on an activity on the Consortia
action plan you access directly to the action
description folder of this action
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Consortia budget
How to be informed and to follow up
expenditures of the Consortia ?
To be defined …but probably
• A displayed excel sheet in the same format as
the one presented by Denis in the Nairobi
meeting
• The ongoing action could be displayed in a
different color to be highlighted
• This part of the workspace is specific to the
WP5 , others WPS could remove it from their
workspaces
• Or according to the organization we choose,
Consortia could use too their own work space
Communication tools
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• Each action led by the Consortia and financed
by PAEPARD (should ?) is defined into its
budget
• Global budget and annual budget of consortia
are displayed in the workspace area dedicated
to Consortia
• Only the real expenditures columns can be
updated. By updating the budget every time
Consortia perform an action, we could display
on-line and up to date expenditures
• Management could automatically access to
this budget documents
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Library
Title : WP3 workplan and budget
Date : 06/01/2014
Description : This document contents all the
information relative to the 4YE wP3 action
plan and budget. This document was
approved by FARA..
Authors :
- Toto COTUGNO
- Mickey MOUSE
- Dark VADOR
Remark : WP3 chose to store only the last
version of this document in the library.
Flash news :
The last WP3 work plan is available !
How to store, to share and to find relevant
documents produced by the WP ?
• Each document could be described and stored
into an shared library
• “Authors” field is linked to the Directory
• Documents could be search of displayed by all
the available criteria
• Documents could be read by others projects
members or people according given
authorizations :
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Type of document :
- meeting report
- study
- presentation
Deliverable / mandatory (Dgroups) : yes/no
Visibility :
- WP internal only
- Management
- others WPs
- public
Key words : budget, workplan
Communication tools
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If “WP internal only” : only the wp workspace users can
read or upload
If “Management” : the document will virtually be copied
into the management library
If “others WPs” ; the document will virtually be added to
the WPs common library
If “public” : the document will be accessible through the
resources displayed on the website
Text written into the “Flash news” field will be
displayed into the News displayer
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Directory
Name : Obione Kenobi
Organization : blackstars research society
Function : Administrator
Links with PAEPARD : belongs to several
consortia launched by Paepard
Adresse :
175 empire road
23 Tataouine
Phones :
+33467895678
+336345678
Fax :
+334674356
Email :
[email protected]
Skypeid : OB1.KnoB
Domains/Themes of skills :
- Training
- Networking
Type of contact :
- Research organization
- Farmer organization
- NGO
- Private sector ….
Visibility :
- WP internal only
- Management
- others WPs
- public
Key words : mango, East africa, waste
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• Each partner could be described and stored into
an shared directory
• Partners could be search of displayed by all the
available criteria
• Partner information could be read by others
projects members or people according given
authorizations :
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Flash news :
If you’re interested by mango waste, consult
information about Dr Obione Kenobi !
Communication tools
How to store (for re-use or to share)
relevant information on partners
working with the WP?
If “WP internal only” : only the wp workspace users can
read and use the card
If “Management” : the partner card will virtually be copied
into the management partners directory
If “others WPs” ; the document will virtually be added to
the WPs common partners directory
If “public” : the partner will be added into the Partner
database managed on the Paepard website
The optional text written in the “Flash news” field
will be displayed into the News displayer
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Action description folder
Title : Meeting to discuss about action plan
Date beginning : 06/02/2014
Date end :
Description : Some actions from the current action plan need to be
budgeted. This meeting aims to obtain a shared vision by partners
of this budget.
Participants :
- Thierry HELMER
- François LABASTIE
- Agnes CARBON
Text :
Decisions : The activity 3.2.3 is not a priority, so budget will be
allocated to activity 3.2.1. Agnès is in charge to check the balance
of the WP3 whole budget.
Linked documents :
- WP3 work plan and budget
- Minutes of the MTM of February 2014
Links :
- Paeard.blog/budget_meeting
Flash news : The WP3 budget is now terminated !
Achievements : 100 %
See also (others linked cards) :
- general meeting for budget
Type of card : - action follow up
- meeting
- Skype meeting
- consortia monitoring
Visibility :
- WP internal only
- Management
- others WPs
Key words : budget, workplan
Communication tools
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How to keep a track of all the
relevant actions of the WP ?
• Each action, event, meeting could be
described and stored into an “action
description folder”
• “Participants” field is linked to the Directory
(linked means that by clicking on the link you
access to the whole information of the
participant)
• “Linked documents” field is linked to the
Library
• "Flash news” field is linked to the News reader
• Action descriptions folders could be search or
displayed by all the available criteria
• Action descriptions folders could be read by
others projects members according given
authorizations
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Calls/Funding opportunities reader
Theme n°1
• Common Fund for Commodities -- Fourth Call for
ProposalsDead line : 01/10/14
• Nestlé Foundation -- Research Grants in Nutrition
Dead line : 21/11/17
How to be informed about relevant
calls or funding opportunities ?
Theme n°2
• McKnight Foundation -- Agricultural Research for
Mali, Burkina Faso, and Niger Dead line : 31/10/14
• Presbyterian Hunger Program -- Grants for
Agriculture and Related Themes Dead line :
01/04/16
• Sorted and relevant information on calls and
funding opportunities are automatically
displayed in the reader
• By clicking on a line in the reader you access
directly to the internet page of this call of
funding opportunity (either on the Paepard
blog or on a specific website)
• This information could be also sent to others
WPs reader or to the Paepard website reader
• This information is updated (removed after
deadline especially) by the Communication
manager
Theme n°3
• Conservation International (CI) -- Women and
Environment in East Africa Dead line : 12/05/14
• New England Biolabs Foundation -- Grants for
Grassroots Conservation Dead line : 08/03/19
Remark : defining key words used to characterize
and to sort funding information (and more, all the
information used by Paepard), is a complicate
work (wp3 includes in its work plan a dedicated
activity for this job)
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Appointment manager
How to find a suitable date for a
meeting ?
• Find a suitable date to organize a meeting
• Avoid email exchanges
• List of participants could be established
from the Directory
Remark : Doodle could be used for this need but
according constraints expressed by users WP3 will test
and choose the most suitable available free tool
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
On line reporting meeting
How to draw up a shared meeting
report during a web meeting ?
Sharon suggested that we look for an other tool as
Skype for managing web meeting. We need a tool that
takes into account more efficient communication when
network is weak, that allows to work on line together
on a same document and to display part of the laptop
desk
Communication tools
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• Keep a track of Skype meeting decisions
• Share the report building among all the
participants
• On-line reporting, on-line validation by
attendees
• Once the Skype meeting ends, the
contents of the shared editor is copied
into a Word file and flushed for the next
use. The World file could be stored into
the Library and linked to an action
description folder relative to the context
of this Skype meeting.
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Document validation manager
How to organize document
validation by a group of people ?
• We encountered difficulties to validate
our documents due to several versions
circulating on emails and follow up of who
has already validated or not
• We need a doodle like tool where we
could find the document to be validated
and the name of people concerned by the
validation
• Every time a participant made a
validation, he uses this tools to store his
version of the document and to check in
his name
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Collaborative document in meeting
How to build in a collaborative way
a document during a meeting ?
• During a web meeting or a meeting,
participants need to work together on a
same document (Word like document or
Excel like document)
• Every participant of the meeting could
update or add information in the shared
document directly from his laptop
• The modifications are immediately displayed
to the others participants
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Search engine by tags
How to find in a single search all the
different types of information related to a
specific topic ?
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Beware !!! Defining a good set of tags to describe all
the Paepard project activity is not easy
Wp-communication has included in its work plan a
collaborative work with project team players and
partners to establish a tags dictionary relative to the
Paepard project context.
Different types of information are stored in the WP work space
Each type of information has its own search engine but if you
want to gather all the date available on a specific topic you need
to search successively into the directory, the library, the action
description folder, the News displayer
By adding tags (Keywords) on every type of information managed
by the WP work space we can gather in a single search all the
types of information which have this tag
For instance, by searching the tag “Mango” we display on the
same screen :
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People from the Directory involved into mango actions
Documents from the Library related to mango
Actions cards from action description folders speaking about
mango
Calls and funding opportunities from the Call&funding reader
linked to mango
News from the News displayer in relation with mango
See here, an others example of using the tags
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Tags cloud
How to get an overview of the
information contained in the workspace
and how to move directly to that
information?
• Tags used to describe information stored
into the WP workspace are displayed as a
cloud
• The taller is the word, the more it is used
to describe information in the work space
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By clicking on a tag, for instance “Wheat” we display
on the same screen :
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Communication tools
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People from the Directory involved into wheat actions or
skills
Documents from the Library related to wheat
Actions cards from action description folders speaking
about wheat
Calls and funding opportunities from the Call&funding
reader linked to wheat
News from the News displayer in relation with wheat
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
Internal links between tools
News displayer
Internal calendar
Dashboard
WP activities follow up
Consortia activities follow
up
Resources
ID
Library
Consortia
Action plan
Annual action plan
Directory
Action
description
folder
Consortia
budget
Annual budget
Call&Funding
reader
Tools
Appointment
manager
On line
reporting
Document
validation
manager
Collaborative
document
Search
engine by
tags
Show external links
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
External links between tools
Management, others WPs, Website
Management
News displayer
Internal calendar
Dashboard
WP activities follow up
Consortia activities follow
up
Management, others WPs, Paepard Website
Resources
Tools
ID
Appointment
manager
Library
Consortia
Action plan
Annual action plan
On line
reporting
Directory
Document
validation
manager
Action
description
folder
Consortia
budget
Annual budget
Collaborative
document
Call&Funding
reader
Search
engine by
tags
Show links between tools
Communication tools
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Blog, Dgroups, external Websites
PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014
Platform for African-European partnership in agricultural research for development (Phase III)
REMARKS AFTER PRESENTATION
• Provide tools for collaborative work during a
meeting (on line building document)
• Find a better tool than Skype for managing
during a meeting : online voice discussion, on
line displaying and sharing document
• Make the workspace generic in order to use it
at several level of the project (decentralized
versions with links to the upper level )
Communication tools
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PAEPARD II 4YE - WP Communication –
Thierry HELMER - February 2014