During the piloting process, the pilot team is tasked with producing two crucial reports: the midterm report and the final report. These reports serve to track the progress of the pilot and capture key learnings from the experience. They play a vital role in facilitating communication and collaboration among the pilot host, pilot team, and pilot manager. Additionally, the data gathered from these reports is utilised by the CommuniCity project to disseminate insights gained from the 100 pilots of the project.
In CommuniCity, both reports are submitted using Google Forms, with the specific questions outlined in the Documents of the toolkit.
The midterm report is particularly focused on reviewing the progress and learnings achieved during the initial months of the pilots. Its primary objective is to ensure that the pilot’s goals are being met and adhered to within the designated time frame. Furthermore, the CommuniCity project utilises this report to gather data and feedback on the open call process.
The final report compiles comprehensive data on various aspects of the pilot implementation, including co-creation efforts, technical solution readiness and its future prospects, costs incurred, and communications strategies. This report serves as a critical determinant for the pilot team’s eligibility to receive final payment. Before disbursing the final payment, both the pilot host and the pilot manager must review and approve the final report. Together with the final meeting, these elements form the methods used to evaluate whether the pilot has been completed satisfactorily.
Both reports follow the same process, closely intertwined with the arrangement process for the midterm and final meetings as previously described in Meetings.
Main photo: Jussi Hellsten, City of Helsinki
