Description of work of the Europhlukes project

Discription of: the Europhlukes project

Discription of: the Europhlukes project


WP1: coordination: Leiden University

WP1 (Project Coordination and Management) runs throughout the project. Leiden University, (LU) is the coordinator and will be responsible for the management and coordination of all project activities and for the timely achievement of the project deliverables. Leiden University will have overall responsibility for the progress and inter-relationships of WP activities. LU will take the leading role in team building, and will be the channel of communication with the EC and any other projects in any cluster that may be established by the Commission.

The Coordinator is chairman of a Steering Committee, which convenes at least 7 times, to guard progress and deadlines, guard the quality of the deliverables and to solve difficulties if and when these may arise. Three of the meetings of the Steering Committee will coincide in time and place with the General Meetings.

During the first month of the project, LU will compile a Project Manual providing instructions on all project management and financial procedures including contractually agreed reporting of progress to the European Commission. The manual will be explained and distributed at the first meeting of the Steering Committee to be held in Month 2.

LU will be responsible for convening the three General Meetings and for ensuring the presence of the participants representing providers and users. LU is responsible for communication to the European Commission, to related projects, to all participants and members of the project and to interested parties by reports, mail, email, leaflets and by maintaining a dedicated webpage on the Internet.

LU will provide the reports as defined in the Fifth Framework Guidelines for Reporting. LU will provide minutes of the General Meetings, the meetings of the Steering Committee and the meetings of the Liaison Committee.


WP2: Specifications: Sea Watch

In month 6, Sea Watch will deliver a draft Specifications Handbook. In month 8 Sea Watch will deliver the final Specifications Handbook.

The Specifications Handbook will describe in detail:

  1. Per species, how many photographs of what species are owned by whom, the storage medium of the photographs, the form and nature of additional information connected to these photographs, and an estimate of the number of photographs to be collected per year in the near future.
  2. Per species, the nature of the visual characteristics by which individuals of that species are identified by trained observers and which are thought to be suitable for automated feature based retrieval.
  3. User and supplier demands as to the format of digital storage in Europhlukes of photographic material, individually identifying feature, additional information attached to the photos and form of copyright watermarking of the material.
  4. User and supplier demands as to conditions of access to and use of the Europhlukes database.
  5. User and supplier demands as to performance of the Europhlukes system.
  6. User and supplier demands, requirements and wishes as to future maintenance of EUROPHLUKES and as to the mechanisms and organisation needed to guarantee the future maintenance.

All other participants involved in WP2 will give input to the Specifications Handbook in the first General Meeting, to be held in month 2. All these participants will deliver the required information to Sea Watch and will comment on the draft Specifications Handbook. If no consensus is reached on the Specification Handbook by the partners, Sea Watch will document the conflicting issues. The Steering Committee, convening in month 8, will decide by majority vote on any conflicting issues documented in the Specifications Handbook. If the vote is undecided, LU, as co-ordinator, will decide.

Workpackage Leader of WP2: Sea Watch.
Participants involved in WP2: Alnitak, Tethys, UCC, Wild Idea, Ecologic, GN, Océanopolis, GREC, SECAC, CWI, MARIS, CIRCé, Esparte, Museu de Baleia, WWA, Secac, University of Reykjavik, University of Bergen, University of Aberdeen and any other participants to the First General Meeting.


WP3: Development Conceptual Design MARIS

Based on the Specifications Handbook produced in month 8, MARIS will define the functionality and specifications of the EUROPHLUKES Cetacean Photo-ID system, to be implemented and distributed on CD and on the Internet as interactive site and will define and draft the technical scenario (conceptual design) for developing of the EUROPHLUKES Cetacean Photo-ID system, including photo-ID (meta) databases, to be implemented on CD and Internet.

The Steering Committee will discuss and decide upon the conceptual design in the third meeting of the Steering Committee, in month 14. The conceptual design, documented in the design report, is the basis for the System Development, which will be carried out in WP 8.


WP 4: Data handling: Sea Watch

Sea Watch will deliver the European photographic material of cetaceans as listed in the Specifications Handbook in the digital format as decided by the Steering Committee Meeting in month 8 and accompanied by all other information as decided by the Steering Committee Meeting in month 8.

The digitised data will be delivered in three batches: the first batch of 15 000 photos in month 14, the second batch of 15 000 photos in month 20 and the third batch of 15 000 photos in month 26.

The participants involved in WP4 (list 2) will provide Sea Watch with the material directly in their possession in digitised form and according to the specifications asked for by Sea Watch. Alnitak and Tethys will also provide Sea Watch with the digitised and documented material belonging to their members, according to the specifications asked for by Sea Watch.

Workpackage leader: Sea Watch  
Other participants involved in WP4: Alnitak, Tethys, UCC, Wild Idea, Ecologic, GN, Ocean, GREC, SECAC, Circe, Esparte, Museo de Baleia, WWA, Secac, University of Reykjavik, University of Bergen, Univeristy of Aberdeen and any other holders of collections.


WP 5: Test Leiden University

The co-ordinator, LU, will organise a test of the conceptual design, the retrieval method and the copyright watermarking method. The broad test will be held for all participants of the Second General Meeting, but test-runs will be farmed out amongst participants before that. Based on the results of these tests the retrieval method and the copyright watermarking method will be adjusted if necessary.

The participants involved in WP5 will test the material and will document their opinion on paper, describing the performance of the testsystem compared to their expertise and to the specifications as decided by the Steering Committee in month 8. The co-ordinator, LU, will combine these testreports in one final testreport, to be published in month 22.
Workpackage Leader of WP5: LU.
Participants involved in WP5: same as involved in setting up the specifications, WP2.


WP 6: Retrieval method: CWI

Based on identifying features as documented in the Specifications Handbook CWI will adapt digital image processing techniques into an automated feature based retrieval method for the various species. LU will contribute their experience, based on Sperm whale identification.

CWI will deliver a test version in month 14, to be used in the test as described in WP 5. The retrieval method will be adapted according to the results of the Test Report.

In month 26, CWI will deliver the code, both as documented Matlab scripts and as executable.


WP 7: Copyright watermarking: CWI

Based on the Specifications Handbook, which documents the demands for copyright watermarking, CWI will design a method for coding copyright ownership into the digitised photo material. CWI will deliver documented code, executable and user handbook in month 8.


WP 8: System development, testing, implementation: MARIS

MARIS will develop the EUROPHLUKES Cetacean Photo-ID system based on the conceptual design documented in WP 3. Furthermore MARIS will implement and distribute it on the Internet as interactive website and on CD, including cetacean photo-ID catalogues databases. MARIS will deliver both the working website and an operational CD in month 32.


WP 9 End-user consultation, promotion, dissemination and exploitation 

Activities during WP9, end-user consultation, promotion, exploitation and dissemination will be carried on throughout the Project duration with the production of publicity leaflets, newsletters on the EUROPHLUKES Community Pages, posters and presentations at national and international conferences. Interactive demonstrations of the EUROPHLUKES database will take place at appropriate national and international events. At the Third General Meeting, future management, upkeep and maintenance of the network and database will be agreed and a body will be established to take over the responsibility for EUROPHLUKES from the co-ordinator, LU. In month 36, LU will publish a Technology Implementation Report, documenting the mechanisms in place and those to be developed to guarantee continued maintenance of EUROPHLUKES. Draft versions will be distributed in months 12, 24 and 32.

Other participants involved in WP 9 will identify potential end-users involved in marine management, will contribute texts and comments and will participate in the production of newsletters, presentations and other activities needed to publicise EUROPHLUKES. LU is the workpackage leader of WP9. Participants involved in WP9: all involved in setting up specifications and holders of collections.