The objective of the user consultation and validation activities within CIVILEX is to establish a structured dialogue to allow collecting stakeholders’ viewpoints and requirements and validating the main results and outcomes of the project.
The Stakeholders and End-users were informed about the outcomes and results of CIVILEX activities, especially about policy and institutional analysis, the collection of users’ needs and the research on current information systems and possible technical options. The results of this consultation process were one of the main data sources to feed requirements definition, and particularly the deliverable “An overview of core OCP requirements” containing the core OCP requirements.
The engagement of the interested users relied in disseminating an appropriate message, which was the “benefits that institutions in particular civilian missions will obtain from a common OCP". Spread the idea that EU external action will gain cost- and operational efficiency, sustainability of systems and mission and information security by adopting our proposed OCP concept.
The information collected during the implementation of these activities was carefully tracked to allow further analysis. Well-defined methodology and tools were implemented in order to ensure the proper:
- structured and organised dialogue,
- flow of information and communication among actors involved.
This was based on a continuous dialogue with the users and their involvement in relevant activities. Dialogue means a two-way communication process in which we listened to their opinion and at the same time we provided them with information. It is a cyclic and incremental process in which, fed by the results and perspectives of the project, the interest and engagement of the users raise. If at some point this chain would have been stopped, they would have probably lost their interest on the project.
The channels of communication were selected according to its pertinence, providing those who requested for complementary information with additional dissemination material (brochures, abstracts, presentations…) prepared in advance. Other formats (newsletter and website) were selected to provide them with constant updated information about the status and outcomes of the project. Close contact with the user community through the organization of workshops and bi-lateral meetings helped us to build a trust relationship, stimulating participation and creativity.