The TransEET network has established various mechanisms to support tracking the FRP (Flow of Rapid Prototypes) and the evolution of actors involved, ensuring that FRP progress is effectively monitored and analyzed. The key components of tracking FRP include communication practices, collaboration tools, and structured templates for prototype descriptions and reviews.

Communication and Collaboration Practices

One of the primary methods for tracking FRP involves communication and collaboration practices that bring together different Communities of Interest (CoI). Several tools and practices are available to ensure an efficient workflow, including:

• Shared Online Repositories, such as Google Drive folders, where all materials related to FRP are stored.
• Asynchronous Communication Tools: Emails, Google Groups, and Google Calendar facilitate seamless communication among CoI members, ensuring that all discussions and updates are documented and accessible.
• Scheduled Meetings: The periodic meetings held among CoI members play a crucial role in tracking FRP. These meetings occur at different intervals:
  • Monthly online CoI meetings
  • Quarterly online inter-CoI meetings
  • Bi-annual physical or hybrid meetings during Twinning Workshops, staff exchanges, or conferences.

This approach ensures that all CoI members stay informed about the ongoing developments, proposed changes, and potential enhancements, serving at the same time as a platform to discuss research proposals, academic papers, and other tasks related to FRP.

A critical practice adopted by all CoI is meeting preparation and documentation.

Figure 1. Three core FRP Tools

It is essential that each CoI maintains a shared document titled “CoI Meetings: Agenda and Minutes” in their respective shared folders. This document includes:

• A structured agenda developed by multiple CoI members before each meeting.
• A record of discussions and decisions made during meetings.
• A repository of past discussions, allowing CoI members to review previous insights and track the evolution of ideas.

Additionally, sub-group meetings among CoI members working on specific prototypes contribute to the continuous evolution of FRP. These smaller meetings facilitate collaboration on the co-design and co-review of prototypes, leading to detailed refinements that are then shared with the broader CoI.

Prototype Description and Review Templates

For a structured approach to tracking FRP, the TransEET network has developed the Prototype Description and Review Templates. These templates are used by the members of a CoI to provide a standardized way of documenting prototype development and evolution.

Prototype Description Template

The Prototype Description Template consists of four main subsections:

• Prototype Identity: This section situates the prototype within the FRP process and includes:
  • The prototype’s version number
  • Designer(s)
  • Reviews influencing the design
  • Technologies involved
  • A brief description and its relation to the CoI’s theme.
• Prototype Detailed Description: This section provides an in-depth explanation of the prototype’s design, covering:
  • The main design ideas and modifications.
  • The educational domain(s) it addresses.
  • The target audience.
  • The type of user interaction involved.
• Example of Educational Activity (Optional): This subsection includes a detailed example of an educational activity incorporating the prototype. This addition helps other CoI members understand its application and potential classroom implementation.

Screenshots of the Prototype: Visual documentation of the prototype in use is included in this section to provide a clear representation of its design and functionality.

Figure 2. Four subsections of the Prototype Description Template.

Prototype Review Template

Once a prototype is designed and presented, CoI members use the Prototype Review Template to evaluate it. This template consists of six key questions:

• Strong Points: Identifying the most effective aspects of the prototype.
• Weak Points: Highlighting areas that require improvement.
• Proposed Changes: Suggesting modifications for an improved version.
• Reasoning Behind Changes: Justifying the proposed enhancements.
• Future Activity Flow (Optional): Describing a potential activity with the next prototype version.
• Integration of Emerging Technologies: Exploring how the prototype could be enhanced with new technologies.

This review process ensures a thorough analysis of each prototype’s strengths and areas for improvement. Since multiple perspectives are encouraged, the review template can be filled in by various CoI members, as well as external experts who provide feedback during conferences, workshops, and seminars. It also allows tracking and analysing the evolution of prototypes (see more in evolution of prototypes” section).

CoI FRP template 

The CoI FRP template offers a comprehensive overview of both prototypes produced in the CoI and their flow, providing additional information regarding their evolution in the context of the FRP process. THe template includes: 

• a comprehensive table of all prototypes and their flows, 
• a detailed description of the prototypes and their flows, meaning the changes made in case they are based on previous versions
• for each flow, a narrative that describes the process under which the initial prototype evolved to the following versions
• a flowchart that represents the relationships between the prototypes produced within the CoI 

The CoI FRP template allows you to track the evolution of both prototypes and actors since it relates the reviews with specific review agent, integrating a different adenda depending on the reviewer’s expertise (Prodromou et al., 2018) (see more regarding review agents in evolution of prototypes” section). 
The combination of communication tools, collaboration practices, and structured templates provide you with a rigorous approach to tracking FRP and implementing iterative design. By keeping a detailed documentation, you can always return to previous designs, reflect on past developments and track the evolution of both prototypes and the actors involved in the FRP process.

Figure 3. Three parts of the Prototype Review Template.

If you want to track the Flow of Rapid Prototypes and the evolution of everyone involved, set up a shared online workspace, keep a living “Agenda & Minutes” doc for every meeting, log each prototype with the Description template, review it with the six-question Review template, and update the CoI-FRP flow chart as soon as changes happen. Coupled with your regular CoI, inter-CoI, and sub-group check-ins, this routine will make every design decision, and every actor’s contribution, easy to see, discuss, and build on.