A Tour of "DataConnect" at the University of Adelaide - 15th May 2013

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Video in TIB AV-Portal: A Tour of "DataConnect" at the University of Adelaide - 15th May 2013

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A Tour of "DataConnect" at the University of Adelaide - 15th May 2013
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DataConnect: A Tour of University of Adelaide's Metadata Store
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Research Data Librarian, Cathy Miller, conducts a tour of DataConnect. DataConnect is a visible, institution-wide key feature of University of Adelaide's approach to research data management, where all researchers have access to an online form for self-registration of their datasets and data collections. Cathy explains why simplifying the functionality of DataConnect to the three concepts: Capture, Cite and Connect, is and has been important in promoting the new system and growing a culture that embraces University research data management tools and services.
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Thank You Simon and thank you to everyone who's come along this morning
Simon's asked me to give a brief overview of data connect and then a ture of of the system itself because it's only accessible on the University of Adelaide network so unless you're on the network or not watching today you won't be able to get into the system externally now I should have the presentation slides up there but Simon stop me if you can't see them I I think everyone's familiar with the metadata stores program from and and data connect is of course the University of Adelaide's measure data store now the need for a metadata store or a research data registry was first identified as a key service for the University of Adelaide through a research ICT review that was conducted in 2011 by our IT strategy in architecture group and actually at the same time in 2011 in the library we were running a and standard ceiling the Commons project which we called showcasing research data and that project that project indicated that there was strong support from our research community for the development of a repository and a meta data store so when and had the opportunity to to put that back on the powerpoint so when
Ann's had the opportunity to to participate in the metadata stored program obviously it was a good timing for us to get on board just by way of
background research metadata store began just over a year ago in April 2012 and not ran for 12 months so it's just concluded just last month and we engaged a company a local software solutions company called inner death for the solution delivery I worked alongside in a deficit project officer throughout the project and one of the first things that our project team did was to conduct a comparative review of different candidate metadata store solutions and an outcome of that review was the selection of red boxes are preferred software platform the red box the project team have worked very closely with us that is Duncan Dickinson and Andrew presiding from Q civ and I would like to take this opportunity to thank them both very much for their input which has been invaluable throughout the project the bulk of the work that we did in our project team was design work to accommodate a researcher self registration work flow into the redbox platform and we achieved this through developing an online forum to capture collection metadata there was also obviously work to integrate the milk part of redbox with our university systems for meta data about people and projects from her from our HR and our human Lisa sorry our research management system so our online form which we will have a look at shortly is available to all researchers at the University of Adelaide for self registration of their data sets and data collections however the workflow is specifically triggered around category1 grants and when those category 1 grants are marked as closed in our universities research management system that triggers an email to the grants chief investigator alerting them to data connect and suggesting that they log on to register their data set now of course having said that and and having built that workflow into the system we do encourage interaction with data connect for all research projects and investigations at the University and of course at any stage of the research lifecycle not necessarily just at the conclusion and part of my role as research data librarian is to promote this and promote uptake of data connect at different stages of the research lifecycle to put it in a visual diagram
and if you're familiar with redbox you'll be familiar with the second part of this workflow the email is sent to the chief investigator who can then log on and enter a description of their collection in data connect at which point we source information from the mint to complement that record and those records are then curated by library staff before being published out to research data Australia now I did
mention that data connect is only accessible on the University Network so it's closed to University of Adelaide researchers although the records themselves are of course publicly visible on research data Australia so the purpose of today's presentation really is to give you a bit of a tool being outside of the university so you can see what this the self registration and workflow and the data connect form look like before we get on to that I do want to talk briefly about the capture site and connect branding that we've built around data connect and we chose a name for data connect very early in the project and part of the reason for that was to have a strategy and a brand around the system and we felt that having a name was central to our communication strategy and having these three concepts captured sight and connect meant that we had some structure to our communications so the capture element of data connect is of course about the data collect online form where researchers can capture a description of their data set or their data collection including all the metadata that you're familiar with in the riff CS standard the site concept is of course about using the lookup functionality in redbox to look up against the mint for records of people and projects that may be associated with the data set and that information as I mentioned is from research master which is our research management system at the University of Adelaide and from PeopleSoft which is a HR system here and obviously we're also integrating a metadata with the activity and party infrastructures so that our records are aligned with the AIC in NHMRC persistent URLs and the National Library of Australia identifies that I retrieved through trove the final concept is central because it's part of the name connect at this this stage of the of the workflow we're concentrating on publishing the records so building around that idea of visibility for research data and not only within the University of Adelaide but publicly on research data Australia as well and these three concepts were chosen partly because they hook into the reasons that we think people might be convinced to use data connect and they are namely a compliance and record-keeping reasons and of course visibility and boosting reasons so using data connect is not only something that people might do in order to be more compliant with the Australian code for the responsible conduct of research but at the same time something that people hopefully do because they understand the benefits of promoting their research in their research data through research data Australia for those in the audience today who want to see the visual layout
of the technical architecture this diagram will hopefully give you an indication as you can see on the left hand side in the farthest left box we are sourcing metadata for party and activity records from those institutional sources of the truth and on the right hand side you can see a box representing the handle server that we have integrated with red box in the meat so that all of our collection activity and party records are assigned obviously a unique handle what isn't represented on this diagram then is the feeds to external systems so there is an EAC CPF feed to trove for our party records and of course oai PMH feeds to research data Australia and if anybody is interested in further details we have placed the reusable software outputs from the project in github repositories and I can certainly provide the links if anyone would like to see those so I think at this stage it might be a good opportunity to move away from the visual diagram and have a look at the thing in the flesh and I'm just going to try and share my screen so you should be able to see the homepage at data connect at the moment it's a very clean home page and
this level you can search or browse records currently we have two published records in the system but rather than stopping here I think we can log in and take a look at what the workflow looks like once people have entered now I
should mention as I'm logging in that I have administrative rights for data connect so the screen that I see is more
complex and provides more options than what our research community will see when they log in if you're familiar with
redbox this will look very familiar it's obviously has the same review stages that that redbox users would be familiar with and when a record is submitted by a researcher it goes into the investigation stage so there are none pending at the moment what perhaps is new or different about this this screen is the unsubmitted stage in this review stage menu and this is for records that people have begun to create that have not yet been completed there is the ability to in the system to start a record and saver and not submit it and if that's the case people will have records sitting in the unsubmitted reviews date here as you can see I've got a number of untitled records there because I go in and play with the system
to show people in demonstrations such as this one so let's have a look at what
the form looks like it's when a researcher logs on simply called describe my data but because I have administrator rights the additional information research forum researcher for map reappears in brackets there
and if we load the form oh I think my screen sharing has just paused because there was an error message but hopefully it's still sharing there was a internet explorer message public Evian hug Kathy I'm seemly scream describe my daughter oh good okay I think everything's alright then we'll we'll see we might
encounter some problems as I progressed down the form because I wasn't able to click on the on the internet explorer message that might have changed the community duration of the forum i'm not sure but we'll have a look as we go through so what we can see here then is the metadata details that we asked our researchers to submit when they're notifying us about a data set or data collection the form is quite straightforward and every field every field has a question mark icon for further information I am getting error messages from gotomeeting saying the screen sharing is not working but I'm assuming you can still see it so I will plow on so obviously the title element is the title of the data set the description field is for it the description these are the same fields that you would see in refs yes I don't not going to go through and explain them all individually we've also added retention period and extent or quantity which are they are native mandatory fields in redbox so we decided to keep them there as the data size as well the coverage is of course the temporal and geographic coverage of the data set there is a map widget which I hopefully is showing now to select the date coverage there's also a map widget built in but I think it's been disabled at the moment with the gotomeeting screen sharing so unless we're examining the actual widget we can see the widget box but not not the map okay unfortunately I won't be able to show you that then but it is anyone who is familiar with redbox will have seen how that works it is essentially the same as it is in red box we of course have our field of research codes which can be selected and keywords for the researcher to add as well we have a physical and electronic location and by default we've put the University of Adelaide's postal address in there so that people don't have to retype that every time but that field is editable so people can go in and add further details or of course delete the postal address and put in something that is more relevant to them or of course an electronic location if they have a URL for the publish data set it can be entered here in terms of our rights statement we have had some discussions with our legal and risk team about how to best approach and we've lowered the access rights down to three different options the first is access to the data is available via the link provided and the URL box below this field provides a means for entering that URL the second option is access to the data may be available under certain conditions please contact the data custodian for further information and the third option is no access to the data is currently allowed and we felt that those options would probably suit the majority of cases but if you look at the drop-down help text under this field there is of course provision to have alternate meta data entered if none of the statements are appropriate users are encouraged to contact the library to digital services team to discuss including some other text or statement in that metadata field the creator's section is of course a lookup of the records in the link and i'll just do a quick lookup of myself actually let's see if i can leave that now i'm not sure
if you can see this box but it does provide the option for me to select myself from the list of search results and once I have done so I can indicate
that i'm chief investigator that then links through to the record in the meal which at the point of publishing this record will be published also there's also a lookup functionality for projects
which is again based on records in the mint and if we type in a keyword or a grant number either of those options and will work then we can choose which project is relevant for for our data set we can of course into publications we
can enter website details we can enter notes and then we can enter details
about whoever is completing the form in case there's something that needs to be verified at the curation stage and we need to contact the person now let I'll just scroll to the top and make sure all the compulsory fields have some text and
then we should be able to submit the form and we get a success message
displaying their to say the records been
submitted so it's at that point of the workflow that the record is then put
into the investigation stage our library staff then log on and can see it waiting there and begin begin the curation of the of the record and then ultimately publishing which I won't go into now
because we don't want to publish this record I will go back to sharing the powerpoint now hopefully that's back on
the screen is excellent okay I wanted to touch very briefly on some of the hurdles that we encountered during the project and obviously any any project is going to come up with the hurdles that will spend the technical and the organizational and the change management aspects of the project we certainly found a lot of challenges in working with the metadata in the system and that was largely because a lot of that metadata was outside of our control it was from institutional sources of truth for which other organizational units were responsible and that presented complications in determining the correct mapping of that metadata into the appropriate fields in the mint so we found for example that some fields in the university systems would be unexpectedly used for information that couldn't be published such as administrative notes which meant that that we couldn't reliably use that field in data connect because it had the potential to to publish information that wasn't really appropriate to be shared and in that case we had to revise our metadata mapping to account to account for those kind of factors of course hang on let's go back a slide of course and if you've worked on a metadata stores project you all know that there are a number of system components including external systems on which the metadata store is dependent and that does present a number of hurdles for troubleshooting it is a very complex workflow when you have this many systems and dependencies involved and it can lean that tracking you down and isolating errors does require very thorough and quite time-consuming detective work which which which can be quite complicated and trying at times as I have experienced we also found some initial confusion with the redbox operation and publishing workflow until we really thoroughly understood how how it worked and how the curation of a single party or activity record could hold up the publication and curation of other records lead to it and of course there were the external constraints with trove or teams and leaving to check these manually to confirm at what stage a party record had progressed stewie in the workflow and the publication but all of these hurdles are not by any means impossible tasks they're just factors that that take time and we did find that we had to invest a significant amount of time during our project to work on understanding and tweaking the metadata and the way the metadata moves through the workflow so now that we're live in terms of what's next we are of course focusing on communication and socialising of the system and growing a culture of data management at the University of Adelaide we are just about to least this week a data connector video that we've put together explaining what data connect is in a nutshell and we're also working over the year on training for early career researchers about research data management we're also liaising with the faculty research committees and particular research institutes and centers to look at plans for rolling out data connect and work working with individual research teams or project store or centers to apply data connect to them the day-to-day management and curation of data connect is as you will have seen earlier undertaken by the university libraries digital services team which is led by our digital services librarian Vanessa Barrett and we have some technical support from the university's technology services area as well we're also is establishing a governance committee to provide some overarching guidance and direction for data connects and my role as research data librarian is to support that and to promote and encourage outreach activities that that will see more awareness of data connect and an application of data connect so that's my very brief brief overview of data connect and a quick tour like to thank everyone in the project team and and and as well for for helping us particularly Andrew Williams our client liaison officer here in South Australia it is very early days for data connect but i think we are very pleased with the result in the outcome so far and it's just a matter of growing and growing from this point forward so I'll hand back over to you now Simon and I'm happy
to take any questions okay Thank You Kathy it's great to see this these projects coming in and the things that are emerging from them I'm just kind of unmute everybody with the request that if those that haven't used themselves mute themselves unless you want to ask a
question I can see some people still haven't muted themselves it's just that we get audio feedback so if you haven't got a microphone please use the chat box as Susan Robbins just has and if you don't know where that is it's there's a sort of dashboard on the right hand side of the screen with a little red box with a white arrow in it if you open that you'll see down the bottom of chat box for putting in questions I'll be I'll read out in questions I see in the chat box and look for you in the list of attendees so if possible get you to ask them your soul but for the moment susan has asked Cathy thanks can't be very interesting how often do you update the mint from your sources of truth okay thanks thanks sue and we have a materialized view of the databases and the data that gets pulled into the mint and that is refreshed every 24 hours so if somebody for example changes their name as soon as that metadata is updated in the HR system 24 hours from them we should expect to see that change refreshed in the knee great Cathy last week roderick Sadler were and I think he's in is here but he was talking about the library having to adjust to becoming the publisher and that there were all sorts of changes afoot there is has there been a bit of change management in your library that that you can talk about are you the only data librarian do you have enough data librarians this thing there's been a lot of changes as you say Simon so the day-to-day handling of data connect is undertaken by an existing team which is our digital services team and they have responsibilities among other things for our repository adelaide research and scholarship our repository for publications so they've taken onboard this additional task as well it's very hard at this stage to say what the operational impact on the team will be though because we just have not been able to forecast usage of data connect and I don't think we will for some time until we until we start to see more socialization of the system we won't be able to have a clear picture or understanding of what the operational impact will be in terms of meta data curation in terms of the research data librarian role which is the role I mean that's that's been a 12-month role created as a follow on from the project to move data connect into production in the first 12 months and it is a role that involves working very closely with our research and reference team within the library and again it is difficult to say what the impact will be because at this stage we don't know how widespread the user data connect could be but certainly over the next 12 months i expect the the interaction and awareness the data connect to grow and the role that our research and reference team playing that to grow as well thank you very rich er Deacon has asked you if the self submission form is a core redbox function or a uni uni of Adelaide customization ah yeah hi Richard it's it's a University of Adelaide customization the form on the front end is is not core redbox as such no okay thanks for that now Griffith have a question and I i I'm hoping that I'm not sure who's there is it who is at Griffith whether it's that your self muted whether you have a microphone oh it looks like it could be Samantha cell good Samantha would you like Sam would you like to ask you a question here with some other people that thanks Cathy that was great we were just interested in why you chose the word search for that middle part of your branding strategy for something that seems rest be more about linking to the sources of truth and we're just wondering whether you should see that death mark was confusion or any difficulties in the future if you do what go out next week promote that data citation and from the researchers perspective in terms of and getting do you guys and we reckon that impacted the data folder in yeah i absolutely i think i think you're right yeah yeah um it was on a good question yes I think it would be good because the sound wasn't too good there yeah i'll just quickly summarize your question again Sam if that's all right so you've you've asked about the word site in the way using in our branding of data connects in terms of using the website to mean linking to records from our institutional sources of truth and your question is about whether this is causing confusion around the siting of data sets or promoting data citation and using do eyes tracking impact and so on yes to answer your question yes it could cause some confusion and that's certainly true the reason we chose the websites on a very fundamental basis as simply because it started with the sea they don't feel it
r3z branding concept but more broadly than that we chose it because this bit of future proofing there so even with the word and capture that could go two ways it could of course refer to capturing the data itself which at the moment is not something that data connect provides and in terms of the word connects let's talk about the next the record people and the projects and the data set and also making those connections visible on research data Australia's there is a bit of jewel use of that other word and this potential development of the application of those words in the future so we've sort of left the door open in some ways by changing the branding around the web site to account for any future activities when we might address them data sighting and data citation that said if the brand is not necessarily something that we're fixed on it's not used in our presentations a communications that it's not present anywhere in data connect itself it's not something that's used in the system so we do have subscribed to changing and evolving that branding in the future thanks Cathy susan has a question that I was wondering about to and that's in relation to the video this is Susan Robbins asking are you able to share the video you inch yes we will certainly do that it's just just being produced and will be shipped internally this week so I imagine I'll be able to send a link out later this week if not early next week but certainly will share that when it's when it's available that would be great because if we can put up with that link up on the blog when it's available thanks that week that would be excellent simon hoggart head from latrobe has a question in relation to github Cathy view have most or all of your customization on github what's the URL reference I think that probably in your project prescription on the website isn't it it is most of the cus after the customizations are in github I don't all of them because some of them are specific to the University of Adelaide so the email no to fire that goes to the chief investigator that I mentioned that is not on github but I think almost everything else is and I'm just typing the URL into the chat box okay hopefully that's visible to everyone if i can get my spelling correct so i've typed in the face URL which is simply github com /a megive hyphen a you and there are five repositories branched off that page that contain red box and mint and fascinator plug I'm pretty pretty sure to Kathy if anyone it can get to the ends website I think a new commute communications person shannon has put that link up in relation to your project on the website in a quick link okay great yep if anyone can't find it please feel free to email me and I'll send it to you directly great Sharon wires from UTS high caffeine sorry I was late and I hope this isn't a question you've already addressed how is access control managed in the front end from your data connect is it user-based it is so in terms of accessing data connect at all you have to be on the University Network then in order to log in we need your University of Adelaide credentials to login to gain access to the system and we have a user list framework that we are using to assign roles to the small number of library staff who need additional rights to the system and that is literally I think six six or seven people who have been assigned either administrator or reviewer in redbox we do use slightly different terminology to the redbox user roles if you're familiar with those I think they are review a librarian and an administrator from memory and we use slightly different terminology but we do control that their access rights that way I hope that answers your question Sharon if not let me know jerry rider has a question does your road map includes storing data and minting dear lives not at this stage within the scope of data connect certainly across the university storing data is something that is being looked at by our technology services group and obviously we do like any University provides secure storage and at this stage it's not integrated with data connect and at this stage there is no move to mint JD lies in the near future but we have our first meeting of our data connect governance group next month and I imagine these are some of the issues that the operational team will be presenting to the government's group so I can expect that we will have some discussion about the future and the roadmap for data connect at that initial meeting and going forward at subsequent meetings as well thanks Susan Robbins is wants to have another look at your workflow slide yep ok now it's probably
not that visible in terms of the detail of it in the water were like is this
hopefully not be no the orange one this
one that's that no um Susan I think she meant them she's it's the workflow ah the previous is what is she saying it's this one year you rich one ok this is some I should mention also says and this is not a direct representation of the redbox workflow this is this workflow has been created for use with our research community so it doesn't necessarily match the technical level of detail that goes through the workflow it's just a broad summary of how it progresses okay well we'll leave that up while Susan studies it and now us I'll ask you the sustainability question yeah because well actually I've got two questions one is about you know what's the future of this where is the support going to come from I know you've got this meeting coming up next month you what's that who's the business owner and what's it what's this is the sustainability look like well the business owner of data connect is the deputy Vice Chancellors for research office and he has charged university libraries with the day-to-day management of data connect but of course they're represented and pro-vice-chancellor research operations will be chairing that governance group that i mentioned that i mentioned earlier so the day-to-day management and sustainability on an operational level is is really something that the university libraries is responsible for that responsibility rests in the digital services team and under the digital services librarian and it's a relationship that we currently see in the way that the university libraries supports our publications repository adelaide research and scholarship so in that sense the 13 digital services team look after the day-to-day operational management of the repository and our research librarians are responsible for the gazing with their faculties and schools and research disciplines to ensure that communication and support about the repository is in place and I believe it will be a similar model for for data connect as well so you not operational and the communications and outreach roles are separated in that sense and that that's certainly something that works for the repository because the research librarians are the individuals who are in contact with with their research communities and know those research communities and and the people within them so their best place to to do that liaison work but the role of research data librarian is in place at least for the next year and will be progressing as much as we can through this role and to support ongoing sustainability through digital services and research librarians how many do you have of those research librarians oh i think there's 13 or 14 i have encountered oh that's that's interesting that you've got there's quite a number yeah there are yeah the the other question I've got is is in relation to researcher profiles or academic profiles it does that fit into your roadmap that the University will use this use data
connect to it as a source of these profiles or a way of assembling them sorry can I just clarify your questions I'm and you're asking about researcher profiling and whether or not data connect has a role in that is that correct that's correct yeah um at this stage the University of Adelaide profiling research profiling is not something that's embedded in any system that we offer at the moment I suppose looking down the track there's certainly scope to do that and the University of Adelaide has an e research strategy as a separate project a separate initiative which which could encompass that work if at that stage we can see a role for data connect I can imagine that we'd be talking to them but and it it's not currently in place is the answer to your question ok it's because I'm thinking of the way Griffith healthcare there have their research have that's pretty much driven by the access to those academic profiles in a way absolutely and I can see I definitely can see the scope for that here as well if if it progresses to that stage that would be something that the data connect could definitely be involved in well thank you Cathy um unless there are any more questions oh just one more there Simon from from Richard at danger oh that's okay i believe Richards asking about the data connect libguides and that we have suggested it would be useful to have some pretty screens of these submission forms so that Outsiders can see the format I can certainly go back and have a look at that guide I don't have it in front of me of me at the moment but it does contain us a field by field summary of the the metadata represented on the self submission form so if anyone wants to go to the libguide and download the data connector guide the user guide they're more than welcome to do so ok now in fact there are two more questions that I can see now simon hoggart has asked you to say a little bit more about the OSB services what is this and this proffer is just wanting to clarify something about the 13 or 14 research librarians what are these are the same people as the faculty librarian yeah sure I'll tackle Simon's question first and I hope that I answer it sufficiently but if not Simon let me know and I'll try and track down further detail osb is the Oracle Service bus it's a middleware layer at the University of Adelaide and we're using that to facilitate the materialized view of the metadata in the peoplesoft and research master databases so when accessing them directly we're accessing them through that middleware layer which is why the OSB box is present on the word on the diagram there I hope that answers the question if not please let me know Simon and in answer to this yes the research librarians are faculty or liaison librarians but the official title for them here at the University of Adelaide is research librarians ok i hope that sounds of its question and looks like um officer there's a link there from deacon to to a data connect libguide and it looks like we have answered Beth's question Kathy I think we're running out of time now thank you that was a great presentation terrific so that you've got to this stage with the project and thank you everyone for coming it's been great to have lots of questions because it always helps when a detailed questions about these these projects so Kathy I just want to thank you and thank you everyone for coming