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This document arises from the AIRSAN project which has received funding from the European Union, in the framework of the Health Programme. Sole responsibility lies with the author. The Executive Agency for Health and Consumers is not responsible for any use that may be made of the information contained therein.
AIRSAN – Coordinated action in the aviation sector
to control public health threats
Work package 1
2nd Annual Work Plan
Nota bene: This work plan is already adapted to the first Amendment to the Grant Agreement which yet has to be confirmed by the EAHC.
Version 1.0 – 27 March 2014
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 2
Content
Content ................................................................................................................................................................... 2
Abbreviations .......................................................................................................................................................... 4
Purpose of this work plan ....................................................................................................................................... 5
Objectives and scope of the AIRSAN Project .......................................................................................................... 5
Planning and timetable of the AIRSAN Project ....................................................................................................... 6
Overview of project time schedule ..................................................................................................................... 6
Overview of deliverables ..................................................................................................................................... 7
Meetings ............................................................................................................................................................. 9
Roles and responsibilities of AIRSAN Partners ...................................................................................................... 10
Coordinator ....................................................................................................................................................... 10
Work Package Leaders ...................................................................................................................................... 10
Scientific Advisory Board ................................................................................................................................... 10
Partners Assembly............................................................................................................................................. 11
List of AIRSAN Partners ......................................................................................................................................... 12
Associated Partners .......................................................................................................................................... 12
Collaborating Partners ...................................................................................................................................... 12
Scientific Advisory Board ................................................................................................................................... 12
Executive Agency .............................................................................................................................................. 13
Work package 1: Coordination of the project ....................................................................................................... 14
Objectives .......................................................................................................................................................... 14
Methods ............................................................................................................................................................ 14
Work plan .......................................................................................................................................................... 16
Deliverables ....................................................................................................................................................... 18
Work package 2: Dissemination of the project ..................................................................................................... 19
Objectives .......................................................................................................................................................... 19
Methods ............................................................................................................................................................ 19
Work plan .......................................................................................................................................................... 21
Deliverables ....................................................................................................................................................... 22
Work package 3: Evaluation of the project ........................................................................................................... 23
Objectives .......................................................................................................................................................... 23
Methods ............................................................................................................................................................ 23
Work plan .......................................................................................................................................................... 24
Deliverables ....................................................................................................................................................... 25
Work package 4: Development of an AIRSAN Network and a tested set of AIRSAN Guidance Documents for the response to PHT in air transport ........................................................................................................................... 26
Objectives .......................................................................................................................................................... 26
Methods ............................................................................................................................................................ 26
Work plan .......................................................................................................................................................... 28
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 3
Deliverables ....................................................................................................................................................... 30
Work package 5: Development of an AIRSAN Website linked to an AIRSAN Communication Platform .............. 31
Objective ........................................................................................................................................................... 31
Methods ............................................................................................................................................................ 31
Work plan .......................................................................................................................................................... 32
Deliverables ....................................................................................................................................................... 34
Work package 6: Development of an AIRSAN Training Tool to support countries in implementation of newly developed AIRSAN Guidance Documents and IHR ............................................................................................... 35
Objective ........................................................................................................................................................... 35
Methods ............................................................................................................................................................ 35
Work plan .......................................................................................................................................................... 37
Deliverables ....................................................................................................................................................... 38
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 4
Abbreviations
BMVI Federal Ministry of Transport and Digital Infrastructure
CAA Civil Aviation Authority
CAPSCA Collaborative Arrangement for the Prevention and Management of Public Health Events in Civil Aviation
EASA European Aviation Safety Agency
EC European Commission
ECDC European Centre of Disease Prevention and Control
EWRS Early Warning and Response System
EU European Union
HSE Office for Nuclear Regulation, an agency of the Health and Safety Executive
IATA International Air Transport Association
ICAO International Civil Aviation Organization
IHR International Health Regulations
IT Information Technology
M Month
MS Member State
PA Partners Assembly
PHA Public Health Authority
PHT Public Health Threat
RIVM National Institute for Public Health and the Environment, Netherlands
RKI Robert Koch-Institute, Germany
SAB Scientific Advisory Board
SOP Standard Operating Procedure
TSE Tabletop Simulation Exercise
UTH-EL Department of Hygiene and Epidemiology, University of Thessaly, Greece
WHO World Health Organization
WP Work Package
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 5
Purpose of this work plan
The purpose of this second annual work plan is to serve as a guiding tool for management for all partners of the
AIRSAN Project. The activities had already been planned for all 24 project months in the beginning of the
project and have been revised at the end of the first project year to provide guidance for the second project
year.
The work plan aims:
To assist the partners to monitor the progress of the project in terms of time scheduling and
To manage risks which may arise from events or circumstances outside the project of work package
(WP) leaders’ control that will have an adverse impact on the project or WP.
Objectives and scope of the AIRSAN Project
The objective of the AIRSAN Project is to ensure an efficient, multi-sector, multi-stakeholder, coherent
response at the EU level to public health threats (PHTs) in air transport:
By creating a functioning AIRSAN Network of national public health (PHA) and civil aviation authorities
(CAA), local PHA at location of airports, airport management and airlines across EU Member States
(MS)(around 10 airports and a minimum of 8 major European airlines across at least 8 MS) and
By reviewing existing standard operating procedures (SOPs)and guidelines, followed by the
development and testing of new AIRSAN Guidance Documents on control of PHT in air transport. An
AIRSAN Website linked to an AIRSAN Communication Platform will serve for information gathering
and information exchange. An AIRSAN Training Tool will be developed to support countries with
implementation of AIRSAN Guidance Documents and IHR.
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 6
Planning and timetable of the AIRSAN Project
Overview of project time schedule
The starting date of the AIRSAN Project was 1 April 2013. The project will run for 24 months. The second year
of the AIRSAN Project will start on 1 April 2014.
The work to be carried out has been broken down in 3 horizontal and 3 core WPs. Table 1 presents an overview
of the time schedule of milestones and deliverables for the AIRSAN Project.
Table 1. Time schedule of milestones and deliverables.
WP1 Coordination of the project: RKI 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Kick-off meeting and annual work plan M
Interim financial and technical report M/D
Annual work plan M
Final partners' meeting, final financial and technical report M/D
WP2 Dissemination of the project: RKI 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Dissemination plan produced D
Publish reports and end products M/D
WP3 Evaluation of the project ICAO 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Evaluation strategy developed D
Develop, disseminate, analyze evaluation questionnaire (x2) M
Mid-term evaluation report containing feedback from SAB M/D
Summary of SAB suggestions from project meetings M
Final evaluation report containing feedback from from SAB M/D
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Questionnaire developed and survey finished M
Creation of the AIRSAN Network M/D
A report of existing public health points that deal with PHT M/D
SOPs and documents reviewed M
New AIRSAN Guidance Documents (draft) produced M
Report on AIRSAN Network members’ capacity gaps M/D
Final version of the field tested AIRSAN Guidance Documents M/D
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Development of pilot AIRSAN Website M/D
Development of pilot AIRSAN Communication Platform M
Final optimization of AIRSAN Communication Platform M/D
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Development of scenarios for the AIRSAN Training Tool M
Piloting the AIRSAN Training Tool and its components M
Finalizing the AIRSAN Training Tool and its components M/D
AIRSAN Communication Platform: UTH
the implementation of AIRSAN Guidance Documents and IHR: RIVM
WP5 Development of an AIRSAN Website linked to an
WP6 Development of an AIRSAN Training Tool to support
new AIRSAN Guidance Documents: RKI
WP4 Development of an AIRSAN Network and a tested set of
AIRSAN: Timeline for work packages - Milestones (M) and Deliverables (D)
2013 2015
1st project year 2nd project year2014
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 7
Overview of deliverables
The deliverables of the AIRSAN Project will be produced as presented in Table 2.
Table 2. Deliverables, sorted by month of delivery. The number (No.) in the right column refers to the Grant
Agreement.
1st
project year
Month (M) of delivery
Deliverable Description Work package
Confidentiality level
No.
M3 Dissemination plan A detailed dissemination plan including a lay-man description and a detailed description of the dissemination tools and methods will be produced in M3.
WP2 Public 2
M3 Evaluation strategy An evaluation strategy, including an evaluation plan, methods and means will be developed by M3.
WP3 Confidential 3
M3 AIRSAN Website An open access AIRSAN Website (in contrast to the restricted AIRSAN Communication Platform, see deliverable 9) where updated information will be regularly posted.
WP5 Public 8
M12 Interim technical and financial report
The interim technical and financial report will be produced at M12+2.
WP1 Confidential 1
M12 Interim evaluation report An interim evaluation report incorporating the SAB members’ comments.
WP3 Confidential 3
2nd
project year
Month of delivery
Deliverable Description Work Package
Confidentiality level
No.
M20 Creation of the AIRSAN Network
Current public health contact points across the EU MS will be identified. Creation of an AIRSAN Network involving national PHA and CAA, local PHA, airports and airlines across EU MS.
WP4 Public 4
M20 A report of existing public health points that deal with PHT in air transport
A report of existing public health points that deal with PHT in air transport across the EU MS.
WP4 Confidential 5
AIRSAN project: 2nd Annual Work Plan
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M22 AIRSAN Communication Platform
Development of an AIRSAN Communication Platform linked to the AIRSAN Website for communication exchange between the AIRSAN Network members.
WP5 Confidential 9
M24 Final technical and financial report
The final technical and financial report will be produced at M24+2.
WP1 Confidential 1
M24 Dissemination of results Publishing in scientific literature and presentation at national and international conferences.
WP2 Public 2
M24 Final evaluation report A final evaluation report incorporating the SAB members’ comments.
WP3 Confidential 3
M24 A set of field tested AIRSAN Guidance Documents
Draft set of AIRSAN Guidance Documents to facilitate a coherent response to PHT in air transport and to strengthen IHR implementation. Piloting the AIRSAN Guidance Documents at two international airports using real or retrospective events.
WP4 Public 6
M24 AIRSAN Network members’ capacity gaps detection and identification insufficiencies in relevant SOPs and guidelines
The impact of the new AIRSAN Guidance Documents on additional requirements for airport infrastructure will be explored in form of a gap analysis during a dedicated workshop in the last project meeting.
WP4 Confidential 7
M24 An AIRSAN Training Tool that includes a TSE and accompanying training aid.
An AIRSAN Training Tool to support countries in implementation of newly developed AIRSAN Guidance Documents and IHR: developed and tested.
WP6 Public 10
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 9
Meetings
Table 3 presents the planned meetings and participants within the AIRSAN Project.
Table 3. Meetings.
1st
project year
Meeting Time Location Participants
AIRSAN Associated Partners' Meeting
15 April 2013 Berlin Associated Partners
AIRSAN Kick Off Meeting 18 June 2013 Bern Associated Partners, Collaborating Partners, Scientific Advisory Board
AIRSAN Associated Partners' Meeting
16 June 2013 Bern Associated Partners
Meeting with representatives from the EU
8 July 2013 Luxembourg Associated Partners, EU, EAHC
Demonstration of the pilot version of the AIRSAN Website
16 October 2013 Berlin RKI, UTH-EL
2nd
project year
Meeting Time Location Participants
AIRSAN Interim Meeting June 2014 France or Poland Associated Partners, Collaborating Partners, Scientific Advisory Board
AIRSAN Final Partners' Meeting
March 2015 Luxembourg Associated Partners, Collaborating Partners, Scientific Advisory Board
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 10
Roles and responsibilities of AIRSAN Partners
The AIRSAN Project will have a well-defined coordination structure that includes the project management and overall coordination of the project as well as the scientific coordination, project partners and external representation (Figure 1).
Figure 1. Partnership structure of the AIRSAN Project.
Coordinator
The Coordinator of the AIRSAN Project will be primarily responsible to ensure that all actions necessary to achieve the project deliverables are undertaken and that the deliverables are achieved in full and on time. His involvement in the project work will include organizing meetings, preparing reports, monitoring progress, support of the evaluation etc.
The Coordinator will be responsible for informing the partners of any problems occurring and for informing the European Commission (EC) of both the problems and course of action decided upon by the partners in a timely and appropriate manner. All associated partners will meet at biannual meetings; collaborating partners will join these meetings at least 2 times.
Work Package Leaders
The WP Leaders will prepare an annual progress report; all Associated Partners will prepare an overview of the budget utilization annually in order to guarantee an effective financial controlling. In the lifetime of the project two annual work plans will be prepared (M3 and M12) containing the project objectives of the upcoming 12 project months.
Scientific Advisory Board
In order to properly coordinate and steer the project’s progress, a Scientific Advisory Board (SAB) will be established consisting of representatives of ECDC, WHO-Europe, WHO-Lyon, IATA, Office for Nuclear Regulation, an agency of the Health and Safety Executive and German Federal Ministry of Transport and Digital Infrastructure for scientific advice including an advice on non-biological threats. It will also guarantee the systematic networking between all involved partners and thereby avoid overlap.
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Partners Assembly
All Associated Partners will be part of the Partners Assembly (PA), which will be responsible for the decision making of the project and will be chaired by the Coordinator. The PA will be responsible for all kind of general decisions within the framework of the EC Grant Agreement. In particular, budget allocation, redefinition of the work plan, coordination of activities and the progress monitoring will be performed by the Associated Partners and the Coordinator. Following their proposals, the PA will also update the project plan on a regular basis (including overall budget allocation, changes in partnership and responsibilities).
The meetings will be called by the Coordinator and will take place once a year in one of the proposed locations for which there is project support. The PA meetings will be supported by approved minutes. Decisions are achieved on a consensual basis or simple majority in the consortium (except for decisions affecting specific interests of a partner that can only be made with his/her agreement). Each partner supervises all project activities within her/his organization and will ensure that all necessary administrative, technical and financial information is provided to the Coordinator.
In addition to the specific responsibilities related to the content of their WPs, the partners’ overall responsibilities are:
To review project progress according to the project timetable,
To ensure the project maintains its technical objectives,
To ensure the quality of the deliverables and working documents produced in the WP, including the organization of specific WP meetings; coordination of activities, resource utilization and communication within the WP and
The implementation of dissemination activities and exploitation program.
Each partner will prepare his/her progress report and technical and financial documents and reports, and send them to the Coordinator of the AIRSAN Project, in accordance with the agreed time schedule. Each partner is entitled to inform immediately the Coordinator of any event that may have an important impact on the AIRSAN Project.
AIRSAN project: 2nd Annual Work Plan
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List of AIRSAN Partners
Associated Partners
Department for Infectious Disease Epidemiology, Robert Koch-Institute (RKI), Germany
Preparedness and Response Unit, National Institute for Public Health and the Environment (RIVM),
Netherlands
Department of Hygiene and Epidemiology, University of Thessaly (UTH-EL), Greece
Department of Epidemiology, National Institute of Public Health, National Institute of Hygiene, Poland
Port Health Authority, Federal Public Service Public Health, Food Chain Safety and Environment,
Belgium
KLM, Royal Dutch Airlines, Netherlands
Medical Services, FRAPORT AG, Germany
Subcontractor: International Civil Aviation Organization (ICAO) and the Collaborative Arrangement for
the Prevention and Management of Public Health Events in Civil Aviation (CAPSCA)
Collaborating Partners
Swiss Federal Department of Home Affaires DHA, Swiss Federal Office of Public Health, Switzerland
Deutsche Lufthansa AG, Medical Services, Germany
Air France, Medical Services, France
Atatürk Airport Health Control Center, Turkey
Public Health Services of the Israel Ministry of Health, Israel
Varna and Burgas Airport Medical Service, Bulgaria
EUROCONTROL, Belgium
Airport Health Control Office, Environmental Health Directorate, Malta
Scientific Advisory Board
World Health Organization (WHO)
European Centre of Disease Prevention and Control (ECDC)
International Air Transport Association (IATA)
German Federal Ministry of Transport and Infrastructure (BMVI)
Office for Nuclear Regulation, an agency of the Health and Safety Executive (HSE)
European Commission, DG MOVE
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European Aviation Safety Agency (EASA)
Executive Agency
Executive Agency for Health and Consumers (EAHC)
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Work package 1: Coordination of the project
Work package 1 consists of actions undertaken to manage the project and to make sure that it is implemented
as planned.
Objectives
Efficient management is a key issue to the success of the AIRSAN Project. The objectives of work package 1 are:
To plan project activities,
To provide technical and financial guidance to the partners,
To monitor progress and implementation of activities,
To coordinate cooperation between partners,
To promote the CAPSCA project and
To support the relationship among partners, the European Commission and other external
stakeholders.
Methods
Planning of project activities
The Coordinator of the AIRSAN Project has the overall overview of all partners involved in the project, all
milestones to be achieved, all deliverables to be disseminated and all meetings to be held. The planning of the
project activities will be visualized using a Gantt chart. His involvement in the project work will include
organizing meetings, preparing reports, monitoring progress, support of the evaluation etc.
Provision of technical and financial guidance to the partners
Any questions arising in regard of technical and financial matters can be addressed to the Coordinator of the
AIRSAN Project. He will give his best guidance to tackle the respective issue. Guidance will be given per e-mail,
telephone or meetings, as appropriate.
Monitoring the progress and implementation of activities
The Coordinator of the AIRSAN Project will be primarily responsible to ensure that all actions necessary to
achieve the project deliverables are undertaken and that the deliverables are achieved in full and on time.
Therefore, the Coordinator reminds the partners of upcoming deadlines and documents to deliver in a timely
manner.
Coordination of the cooperation between partners
Cooperation between AIRSAN Partners is coordinated through communication per e-mail, telephone or
meetings, as appropriate, in order to facilitate the progress of the project activities and to efficiently identify
and handle problems (risk management).
The Coordinator of the AIRSAN Project will be responsible for informing the partners of any problems occurring
and for informing the EC of both the problems and course of action decided upon by the partners in a timely
and appropriate manner.
AIRSAN project: 2nd Annual Work Plan
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Promotion of the CAPSCA project
AIRSAN and CAPSCA are complementary projects, connecting stakeholders from the public health and the
aviation sector. AIRSAN will promote the CAPSCA project, e.g. by encouraging EU MS to join CAPSCA and by
adding to the existing CAPSCA guidance materials.
Supporting the relationship among partners, the European Commission and other external stakeholders
The Coordinator of the AIRSAN Project facilitates the relationships between AIRSAN Partners, the EC and other
external stakeholders by informing about relevant meetings and project outcomes. More details are available
in the AIRSAN dissemination plan.
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 16
Work plan
Table 4 presents the work plan of WP1.
Table 4. Work plan of WP1.
1st project year
Month Milestones Tasks Responsible partner(s)
M3 Kick-off Meeting Organization of location
Organization of program
Moderate and guide through the meeting
Summarize the main outcomes in a protocol
RKI
M3 Annual work plan 1 Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Disseminate the final version
RKI
M12 Interim financial and technical report Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Disseminate the final version
RKI
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 17
M12 Annual work plan 2 Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Disseminate the final version
RKI
2nd project year
Month Milestones Tasks Responsible partner(s)
M24 AIRSAN Final Partners' Meeting Organization of location
Organization of program
Moderate and guide through the meeting
Summarize the main outcomes in a protocol
RKI
M24 Final financial and technical report Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Disseminate the final version
RKI
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 18
Deliverables
Table 5 presents the deliverables that will be produced under WP1.
Table 5. Deliverables under WP1.
1st
project year
Month Deliverable Description
M12 Interim technical and financial report
The interim technical and financial report will be produced at M12+2.
2nd
project year
Month Deliverable Description
M24 Final technical and financial report The final technical and financial report will be produced at M24+2.
AIRSAN project: 2nd Annual Work Plan
Version 1.0 – 27 March 2014 19
Work package 2: Dissemination of the project
Work package 2 includes actions undertaken to ensure that the results and deliverables of the project will be
made available to the target groups.
Objectives
The objectives of work package 2 are:
To coordinate the dissemination/publication of project results,
To identify target groups for the various results and deliverables,
To determine the right format of presenting the results and deliverables (presentation, publication
etc.),
To decide which medium should be used to reach the different target groups and
To determine the date when the target groups shall be informed about the results and deliverables.
Methods
Coordinating the dissemination/publication of project results
During the first months of the AIRSAN Project the dissemination strategy was developed. This included a
layman description as well as a detailed description of the dissemination tools and methods.
Jointly with the WP5 leader, an AIRSAN Website was set up which should act as a mean of communication
between the partners and for disseminating the project results to the wider community using free access.
Associated and Collaborating Partners have access to the password protected section, the AIRSAN
Communication Platform. End products will be published in the open section in order to spread the results to
the widest extent. Information on the project partners, annual plans, interim and final reports will be regularly
posted and will be available for the wider audience.
Information on deliverables, project outcomes, successes and difficulties will be regularly communicated to the
EU relevant Committees, including the EWRS contact points, the IHR focal points and the ECDC Advisory Forum.
In addition, the Coordinator establishes a mailing list for exchange of documents with stakeholders of the
project. The outcomes of the AIRSAN Project are presented at national and international meetings,
professional and scientific conferences. It is aimed to produce a final public report in an attractive format as
well as to publish the results in scientific journals (the aim is at least 2 scientific publications).
A link to the AIRSAN Website will be available on the websites of relevant international organizations, thus
facilitating project awareness among a wide international audience including the general public.
All written products and reports as well as all electronic publications will contain a statement on the project
being co-funded by the EC.
Identifying target groups for the various results and deliverables
We group the different target groups into three categories:
Internal audience
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External stakeholders
The community
The internal audience consists of:
AIRSAN Project Partners
AIRSAN Network members
The external stakeholders are:
European/international airlines which are not AIRSAN Network members
European/international airport authorities which are not AIRSAN Network members
EU MS EWRS and IHR focal points which are not AIRSAN Network members
EU MS PHA and CAA which are not AIRSAN Network members
Other relevant stakeholders
The community is:
The public
Determining the right format of presenting the results and deliverables
The following formats will be used for presenting results and deliverables:
Reports
Presentations
Scientific publications
AIRSAN Website
Deciding which medium should be used to reach the different target groups
The internal audience and the external stakeholders can be reached by reports, presentations, scientific
publications and websites. The public can be reached by providing information on the AIRSAN Website.
Determining the date when the target groups shall be informed about the results and deliverables
The project month of sharing results and deliverables can be read in Table 1. A detailed description of the
dissemination of project by month of achievement can be found in the Dissemination Plan.
AIRSAN project: 2nd Annual Work Plan
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Work plan
Table 6 presents the work plan of WP2.
Table 6. Work plan of WP2.
1st project year
Month Milestones Tasks Responsible partner(s)
M3 Dissemination plan produced Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Disseminate the final version
RKI
2nd project year
Month Milestones Tasks Responsible partner(s)
M24 Publish reports and end products Preparation of draft versions
Circulate the draft versions among the project partners
Adjust the drafts corresponding to the partners comments until consensus is reached
Disseminate the final versions
RKI
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Deliverables
Table 7 presents the deliverables that will be produced under WP2.
Table 7. Deliverables under WP2.
1st
project year
Month Deliverable Description
M3 Dissemination plan
A detailed dissemination plan including a lay-man description and a detailed description of the dissemination tools and methods will be produced in M3.
2nd
project year
Month Deliverable Description
M24 Dissemination of results
Publishing in scientific literature and presentation at national and international conferences.
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Work package 3: Evaluation of the project
Work package 3 consists of actions undertaken to verify if the project is being implemented as planned and
reaches the objectives.
Objectives
The objectives of work package 3 are:
To conduct a questionnaire-based survey on three occasions among the partners to evaluate their
satisfaction with the work and
To conduct the mid-term and final project evaluation in collaboration with the SAB to assess the
progress against specific indicators and to account for conceptual advice/concerns.
Methods
The evaluation of the project will be subcontracted to ICAO. ICAO is responsible to define an evaluation
strategy, to design the evaluation tools and to prepare the evaluation reports. It will be based on the partners’
satisfaction with the work evolvement and on assessment of the progress against relevant indicators, to
monitor all milestones and deliverables, timeliness and quality.
The main partner will have no role in the design of the evaluation process, except by participating in the PA.
Conducting a questionnaire-based survey on three occasions among the partners to evaluate their satisfaction with the work
A questionnaire aiming to assess the partners’ evaluation of the project will be developed and disseminated
among all Associated and Collaborating Partners at several stages of the project for all relevant activities
(meetings, workshops, trainings etc.). The questionnaire feedback will be evaluated, presented to the RKI as
the main partner of the project and further disseminated within the project. The project overall management
and targeted actions will be adjusted accordingly by the main partner.
Conducting the mid-term and final project evaluation in collaboration with the SAB to assess the progress against specific indicators and to account for conceptual advice/concerns
Evaluation of the feasibility of the proposed work plan is expected from SAB members who were invited to the
AIRSAN Kick-off Meeting. SAB members will also be invited to the penultimate meeting of the AIRSAN Partners.
ICAO will be responsible for summarizing the comments of the SAB members from both meetings.
An assessment of the progress against specific indicators in different WPs will be performed as formal mid-
term (M12) and final reviews (M24) by ICAO and made available in form of reports. ICAO will communicate
these reports to the SAB and incorporate the feedback into respective evaluation reports. The project plan and
conceptual content will be modified to the possible extent based on the SAB recommendations.
ICAO will take the responsibility of communication with the SAB members in terms of their role and required
feedback.
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Work plan
Table 8 presents the work plan of WP3.
Table 8. Work plan of WP3.
2nd project year
Month Milestones Tasks Responsible partner(s)
M13 Mid-term evaluation report containing feedback from the SAB members
Draft a report
Circulate the report among SAB members
Write a final mid-term report
ICAO
M19 Summary of the SAB members suggestions from project meetings
Collect suggestions of SAB members at project meetings
Summarize the suggestions
ICAO
M23 Develop and disseminate evaluation questionnaire to the partners, evaluate the results (at least 2 rounds)
Develop questionnaire
Disseminate questionnaire to the partners
Evaluate results
ICAO
M24 Final evaluation report containing feedback from the SAB members
Draft a report
Circulate the report among SAB members
Write a final report
ICAO
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Deliverables
Table 9 presents the deliverables that will be produced under WP3.
Table 9. Deliverables under WP3.
1st
project year
Month Deliverable Description
M3 Evaluation strategy An evaluation strategy, including an evaluation plan, methods and means will be developed by M3.
M12 Interim evaluation report
An interim evaluation report incorporating the SAB members’ comments.
2nd
project year
Month Deliverable Description
M24 Final evaluation report
A final evaluation report incorporating the SAB members’ comments.
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Work package 4: Development of an AIRSAN Network and a tested set of new AIRSAN Guidance Documents
Work package 4 consists of actions undertaken to create an AIRSAN Network and to provide a tested set of
new AIRSAN Guidance Documents.
Objectives
The objectives of work package 4 are:
To develop an AIRSAN Network,
To perform a survey amongst AIRSAN Partners in order to gather information on existing SOPs,
regulations and guidance documents,
To review existing international SOPs, regulations and guidance documents,
To develop a set of new AIRSAN Guidance Documents,
To field test a set of new AIRSAN Guidance Documents and
To perform a gap analysis of the field tested AIRSAN Guidance Documents in context of the IHR core
capacity list and to determine the impact of the AIRSAN Guidance Documents on additional
requirements for airport infrastructure.
Methods
Developing an AIRSAN Network
Contact details of all identifiable national PHA and CAA, local PHA responsible for designated airports, airport
management responsible for public health events on designated airports in EU MS and airlines serving EU
airports will be collected by e-mail. The respective authorities and companies will be asked to participate in the
AIRSAN Network. A list of contact names will be accomplished and based on the list, an AIRSAN Network will be
created. It will involve national and local PHA and CAA across the EU and the main hub airports with the
collaboration of major European airlines. The AIRSAN Network should start functioning in pilot mode in 2013-
2014 with the AIRSAN partners and scientific advisory board members. The AIRSAN Network will then gradually
be expanded during the life of the project.
Performing a survey
The survey questionnaire asked for:
In which networks the institutions are integrated,
The frequency of public health events involving people, covering all PHTs, and
Expectations of the AIRSAN Project.
Reviewing existing SOPs, regulations and guidance documents
The WP leader will jointly with stakeholders at international level (ICAO, WHO) compile a list of existing SOPs
and documents of the WHO, ICAO/CAPSCA, IATA, ACI and other international organizations covering public
health threats and air transport. On basis of this list of existing documents, a survey will then be conducted
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among all AIRSAN Partners to identify missing documents and documents which need to be revised. Based on
the outcome of the above mentioned survey the existing documents will be reviewed and systematized by two
scientists in terms of their correspondence with the core capacity list of the International Health Regulations
2005.
The outcome of the review will be an annotated bibliography, which is an organized list of sources. In this
bibliography, each source is followed by structured general information (e.g. author, year of publication, target
group), IHR specific keywords (e.g. screening, quarantine) covered, references to the pages that contain the
keyword and a score that informs about the level of detail the keyword is described with. The process of
relating existing documents directly to the IHR should support EU Members States in the process of IHR
implementation and enforcement.
In cooperation with WP6 a review of works published after the completion of the RAGIDA and REACT projects
that are relevant for AIRSAN Project is planned within this WP.
Developing AIRSAN Guidance Documents
In parallel to the review, the AIRSAN Partners will be asked to prioritize for which topics missing or need-to-be-
revised documents should be developed. According to this and accounting for the resources and timescale of
the project the AIRSAN Guidance Documents will be developed. The development of the AIRSAN Guidance
Documents will be a joint process, they will be prepared by the WP leader, but input of all partners is necessary
in the project meetings and via e-mail. Especially, input of airlines and airports is needed.
With the help of collaborative partners and SAB members representing relevant expertise in the field of non-
communicable disease threats, generic aspects in the newly developed AIRSAN Guidance Documents that can
be applied to all health threats will be identified.
Field testing of newly developed AIRSAN Guidance Documents
The newly developed AIRSAN Guidance Documents will be tested for their usability at two international
airports using real life events. If real events do not occur during the life of the project, the new AIRSAN
Guidance Documents will be tested in an exercise based on a previous real life event. The two international
airports will be identified among representatives of the project partners and possibly among new AIRSAN
Network members. The airports would be asked to give feedback on the different sections, regarding usability,
areas of improvement, etc. Finally all feedback and comments will be summarized and the AIRSAN Guidance
Documents will be revised in light of the feedback from the evaluation.
ICAO will be subcontracted to field test the new AIRSAN Guidance Documents and to participate in the
assessment of existing and development of new guidance documents as well as the revision of these
documents following the field testing.
Gap analysis
In the final AIRSAN Project Meeting the impact of the field tested AIRSAN Guidance Documents on additional
requirements for the airport infrastructure in terms of personnel and equipment and also in context of IHR
core capacity list will be discussed in detail with all project partners during a dedicated workshop in form of a
gap analysis. AIRSAN Network members will be invited to contribute to this analysis via e-mail. This should help
the AIRSAN Network members in the implementation of the AIRSAN Guidance Documents, by identifying their
requirements and training needs to adapt the AIRSAN Guidance Documents, contributing to the strengthening
of the IHR core capacities at the airports.
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Work plan
Table 10 presents the work plan of WP4.
Table 10. Work plan of WP4.
1st project year
Month Milestones Tasks Responsible partner(s)
M6 Questionnaire developed and survey finished Preparation of a draft version
Circulate the draft version among the project partners
Adjust the draft corresponding to the partners comments until consensus is reached
Preparation of an on-line survey
Conduction of the on-line survey
RKI
M10 SOPs and guidance documents reviewed Review of existing SOPs and guidance documents from CAPSCA
Collection of existing SOPs and guidance documents
RKI
2nd project year
Month Milestones Tasks Responsible partner(s)
M18 New AIRSAN Guidance Documents (draft) produced Preparation of draft guidance documents
Circulation of the draft guidance documents among the project partners
Adjustment of the draft guidance documents corresponding to the partners comments until consensus is reached
RKI
M24 Report on AIRSAN Network members’ capacity gaps detection and impact of the new AIRSAN Guidance Documents on additional requirements.
Preparation of gap analysis
Organization of meeting
RKI
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Performance of gap analysis
M24 Final version of the field tested guidance documents developed
Development of a strategy for the field testing of real or retrospective events
Preparation of a feedback form for the field testing
Testing of guidance documents at two international airports (using real-time events or retrospective events)
Adjustment of the draft guidance documents corresponding to the feedback from the field testing
Preparation of final guidance documents
Disseminate of the final guidance documents
RKI
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Deliverables
Table 11 presents the deliverables that will be produced under WP4.
Table 11. Deliverables under WP4.
2nd
project year
Month Deliverable Description
M20 Creation of the AIRSAN Network Current public health contact points across the EU MS will be identified. Creation of an AIRSAN Network involving national PHA and CAA, local PHA, airports and airlines across EU MS.
M20 A report of existing public health points that deal with PHT in air transport
A report of existing public health points that deal with PHT in air transport across the EU MS.
M24 A set of field tested AIRSAN Guidance Documents
Draft set of AIRSAN Guidance Documents to facilitate a coherent response to PHT in air transport and to strengthen IHR implementation. Piloting the AIRSAN Guidance Documents at two international airports using real or retrospective events.
M24 AIRSAN Network members’ capacity gaps detection and identification insufficiencies in relevant SOPs and guidelines.
The impact of the new AIRSAN Guidance Documents on additional requirements for airport infrastructure will be explored in form of a gap analysis during a dedicated workshop in the last project meeting.
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Work package 5: Development of an AIRSAN Website linked to an AIRSAN Communication Platform
Work package 5 consists of actions undertaken to make the AIRSAN Project known to the public and to create a
communication platform specifically for the AIRSAN Network members to exchange relevant information on
PHTs in the aviation sector.
Objective
The objective of work package 5 is:
To develop an AIRSAN Website linked to an AIRSAN Communication Platform.
Methods
The AIRSAN WEBSITE will be developed at the early stage of the project (month 3) and contain regularly
updated information on the project objectives, content, deliverables, results, information for PHA, CAA,
airlines, airports; guidelines, EU legislation, materials from international conventions; news, events;
newsletters and publications. The AIRSAN WEBSITE will facilitate the dissemination of the results of the project
and will be linked with the WP2. The AIRSAN WEBSITE represents a public domain with a free access. It is
aimed to ensure that the websites of major international and national organisations active in the field of the air
transport will link to the AIRSAN WEBSITE.
The AIRSAN WEBSITE will contain a password protected Members’ Area that will be accessible for authorized
users only (AIRSAN project partners and AIRSAN NETWORK members). Through entering the Members’ Area
the users will gain an access to an AIRSAN COMMUNICATION PLATFORM. The aim of developing the AIRSAN
COMMUNICATION PLATFORM is to facilitate the exchange of information on cross-border PHT supporting the
implementation of the IHR (2005). The AIRSAN Communication Platform shall not serve for the official
notification of public health events but for an informal exchange of information between the AIRSAN network
members. The AIRSAN COMMUNICATION PLATFORM will be piloted using at least 5 competent authorities and
airports as users. Training on the usage of the AIRSAN COMMUNICATION PLATFORM will be provided within
the framework of this project to all the AIRSAN NETWORK members.
Benefiting from the WP5 leader being the main coordinator for the SHIPSAN projects, the AIRSAN project will
build on the experience gained in electronic networking in the area of the maritime transport, i.e. the SHIPSAN
TRAINET Communication Network.
A software development company will be subcontracted in order to develop the AIRSAN WEBSITE and the
AIRSAN COMMUNICATION PLATFORM based on minimal requirements developed by the project partners. The
WP5 leader will administer the AIRSAN WEBSITE and the AIRSAN COMMUNICATION PLATFORM providing the
system and content management and the facilitation of the system functionality.
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Work plan
Table 12 presents the work plan of WP5.
Table 12. Work plan of WP5.
1st project year
Month Milestones Tasks Responsible partner(s)
Coordination Employ IT researcher and administrative
Prepare timesheets for public and non-public officials
Prepare biannual progress report
Prepare financial documents and reports as per coordinators request
UTH-EL
M3 Development of the pilot version of the AIRSAN Website Design the structure of the web portal (member/public areas, forums and wiki) in collaboration with RKI
UTH-EL, RKI
Develop the content of the web portal UTH-EL, RKI
Prepare call for tender and subcontract a company for the development of the AIRSAN Website and the AIRSAN Communication Platform
UTH-EL
Develop the pilot version of the AIRSAN Website and inform all stakeholders
UTH-EL
Create a plan for website content management UTH-EL
Participate in the development of the evaluation questionnaire for the AIRSAN Website
UTH-EL, RKI
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1st project year
Month Milestones Tasks Responsible partner(s)
M12 Development of the pilot version of the AIRSAN Communication Platform
Design the structure – specification, functionalities, users UTH-EL in collaboration with all partners
Decide on users rights UTH-EL in collaboration with all partners
Prepare user’s manual UTH-EL, subcontractor
Develop the pilot version of the AIRSAN Communication Platform and inform all stakeholders
UTH-EL, subcontractor
2nd project year
M22 Final optimization of the AIRSAN Communication Platform and development of operational guidelines
Finalize AIRSAN Communication Platform and AIRSAN Website incorporating all changes from pilot testing
UTH-EL, subcontractor
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Deliverables
Table 13 presents the deliverables that will be produced under WP5.
Table 13. Deliverables under WP5.
1st
project year
Month Deliverable Description
M3 AIRSAN Website An open access AIRSAN Website (in contrast to the restricted AIRSAN Communication Platform) where updated information will be regularly posted.
2nd
project year
Month Deliverable Description
M22 AIRSAN Communication Platform
Development of an AIRSAN Communication Platform linked to the AIRSAN Website for communication exchange between the AIRSAN Network members.
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Work package 6: Development of an AIRSAN Training Tool to support the implementation of AIRSAN Guidance Documents and IHR
Work package 6 consists of actions undertaken to support the EU MS applying the newly developed AIRSAN
Guidance Documents.
Objective
The objective of work package 6 is:
To develop an AIRSAN Training Tool to support countries in the implementation of the IHR and the
newly developed AIRSAN Guidance Documents.
Methods
The WP6 aims to develop an AIRSAN Training Tool to provide assistance to the relevant stakeholders and
authorities (e.g. airport health authorities, other airport staff, local PHA, medical services of the airlines) with:
The evaluation of the means and required capacities for incorporation of the revised or newly
developed AIRSAN Guidance Documents and guidelines (see WP4) into the existing airport
preparedness plans,
The subsequent planning, coordination and implementation of the relevant activities, therefore
facilitating the strengthening of the IHR core capacities and
The ensuring of an efficient and coherent response at the airport level to serious cross-border PHT on
aircrafts.
The AIRSAN Training Tool will include the following components:
A Tabletop Simulation Exercise (TSE)
Accompanying training aid: different scenarios used for the TSE, trainers’ manual, trainees’ guidelines,
short films (footages)
The TSE methodology is widely used in all kinds of operational and field exercises; it is recognized as an easy,
fast and cost-effective tool to improve the implementation of (new) processes and to equip the relevant
stakeholders with the competent skills. The TSE requires a minimum of preparation for the participants, but
achieves a maximum outcome. The discussion is facilitated by a leader. In practical terms a training group
consisting of the individuals involved in crisis management talks over a particular scenario in a format of a
round-table discussion.
A number of scenarios will be developed in consultation with all the AIRSAN Partners including the ICAO. Each
scenario will aim to test the implementation of the revised or newly developed AIRSAN Guidance Documents
by the involved competent authorities. The ECDC guidance “Risk assessment guidelines for diseases
transmitted on aircrafts”, Stockholm 2010, should be used as a decision making document for the involved
consultants in communicable disease control. The scenarios used in the past by the Dutch National
Coordination Center for Communicable Disease Control in its IHR guideline will serve as a basis for developing
new scenarios. Possible scenarios could be: 1) while being in the air a pilot reports a suspected infectious
disease in a passenger; an investigation of the patient and provision of information to other passengers after
landing is required; 2) a passenger with a contagious disease is notified to the PHA several days after travelling
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by plane; contact tracing and subsequent quarantine of other passengers is necessary; 3) radio-active
contamination of the cargo on an airplane is suspected; relevant actions are pending.
In the end of the training, the participants of the TSE will have a common understanding of the AIRSAN
Guidance Documents and will reach agreements on distribution of responsibilities and the structure of contact
lists that should include availability and details on how responsible authorities can be reached. These
agreements will be in line with the existing preparedness plans of the airport and airlines.
Short films (footages) illustrating each scenario will be developed to create the right picture and atmosphere.
In the developing process of the AIRSAN Training Tool, two pilot trainings will be conducted at at least two
airports (from the project partners and beyond) which will permit testing of the AIRSAN Training Tool
usefulness and will be followed by necessary adjustments.
The AIRSAN Training Tool will be made freely and continuously available for all EU MS through the AIRSAN
Website to guarantee sustainability of the developed actions; the link to the newly developed documents will
also be directing the users to the AIRSAN Website where the materials will be allocated. It is aimed to promote
the AIRSAN Training Tool through posting the relevant information and the links on the websites of
international aviation as well as public health organizations. Additionally the materials of the AIRSAN Training
Tool will be distributed in a form of supportive leaflets and information booklets among the AIRSAN Network
members and beyond as promotion material.
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Work plan
Table 14 presents the work plan of WP6.
Table 14. Work plan of WP6.
2nd project year
Month Milestones Tasks Responsible partner(s)
M18 Development of scenarios and accompanying materials for the AIRSAN Training Tool including TSE and accompanying aid
Evidence based literature study on transmission of infectious diseases in airplane and effectiveness of control measures as input for selection of scenarios
Survey amongst AIRSAN Partners on existing trainings and preferred guidance documents to be used in scenarios
Compose working group with Municipal Health Services Kennemerland and Schiphol for developing scenarios, AIRSAN Training Tool and preparation of 2 pilots
Development of scenarios and accompanying material (footage, guideline)
Development of the AIRSAN Training Tool
RIVM
M20 Piloting the AIRSAN Training Tool and its components Arrange pilot test in Schiphol and in another airport (of associative partners of AIRSAN)
Results of the two pilot tests lead to adjustments in the AIRSAN Training Tool
RIVM
M24 Finalizing the AIRSAN Training Tool and its components Integrate AIRSAN Training Tool in AIRSAN Website developed by WP 5
Disseminate AIRSAN Training Tool material among AIRSAN Partners, designated airports and competent authorities within EU
RIVM
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Deliverables
Table 15 presents the deliverables that will be produced under WP6.
Table 15. Deliverables under WP6.
2nd
project year
Month Deliverable Description
M24 An AIRSAN Training Tool that includes a TSE and accompanying training aid.
An AIRSAN Training Tool to support countries in implementation of newly developed AIRSAN Guidance Documents and IHR: developed and tested