Data Management Planning (DMP) Tools #7 - 21 April 2016

Video in TIB AV-Portal: Data Management Planning (DMP) Tools #7 - 21 April 2016

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Data Management Planning (DMP) Tools #7 - 21 April 2016
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CC Attribution 3.0 Unported:
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2016
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Data Management Planning (DMP) Tools: -- provide a means for researchers to create, review, and share data management plans -- assist researchers to improve management of research data and can help meet institutional and funder requirements. There are a wide range of DMP tools to choose from, each varying in technical requirements as well as content, form and structure. A panel of three speakers discuss the DMP tools available to researchers at their institution reflecting on uptake, incentives, technical requirements and plans for the future. -- Matthias Liffers - Coordinator, Research Services, Curtin University Library -- Katrina McAlpine - Research Data Manager, University of Sydney Library -- Maude Frances - Manager, Library Repository Services, University of New South Wales Library This webinar is the first in a new data infrastructure series designed to explore and exchange information about the technical infrastructure used to manage data at Australian research institutions.
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welcome to the webinar let's stop now my name is Paul I'm your host today this webinar is part of a webinar series in research data informations integrations a mouthful a unifying thing on this webinar series is the Scottsdale open search data management lifecycle as you can see that's the research data management
lifecycle the lifecycle approach allows us to look at different business entities in the underlying IT systems that support these activities as a coherent set of purposeful activities and system to health organization to achieve outcomes and best practices now some of these outcomes of better managed data may include more efficient reporting to funding agencies raising the international profile of institutions or attracting new collaborators from industries government and other research organizations in terms of our next webinar in the series as you can see the next step in the thinking lifecycle approach is the ethical approvals is relating to research data we're currently having discussions about the number of potential speakers and we will announce the date shortly of late within that week so now for those in the audience who are from research offices or have involvement in excellence in research or Australia and is pleased to announce that our DOI linting service has been extended to include great literature's and other form of non-traditional research output we have scheduled a webinar on 11th of May now if you go to
the ends home page and scroll down you see the event calendar and you can click on to that you see a Google Calendar pop up and just go to the 11th of May Day and click open and you see the details registration details the webinar I'm going to to attend that book what now so first off lighter note
our co-sponsor the Australasian research management Society and Council of Australian University librarians and
it's funded through the Commonwealth under the increase program so like to thank our sponsor financial sponsor for providing us with the fund to do the kind of work that we do now without further ado I'd like to introduce our
three speakers Mattias Katrina and Maude they are respectively from Curtin University's University of Sydney and University of New South Wales they offer on library with library background a welcome speakers and thank you for coming today to share your experience so
thank you to ants for having me my presentation is about well data management plans of course and how we try to get the researchers as they gather at the waterholes my name right there we go I'm but here's livers my
title is coordinator research services but I like to call myself a data librarian if you need to tweet call or email me there are my details now I always forget to put in a slide introduced in Curtin University itself because I assume everybody knows of us Curtin University is the largest university in Western Australia where a member of the australian technology network our research profile is growing I think it's the best way to put it so traditionally not a very strong research focus but we are absolutely growing our capability in that area at the moment quite rapidly so I don't like using the analogy of carrots and sticks anymore I prefer to talk about waterholes after a conversation with the insulin that sciro carrots and sticks well they're in course carrots a good thing sticks are bad things but really when it comes to research administration and research management most things are a combination of good and bad depending on what point of view you take so we like to put some things in place so that when researchers congregate at the waterhole to get something that they need that's where we approach them and involve them in data management planning for example so a data management planning is just one of the larger one of many services available at Curtin University we have training which is delivered by the library there are monthly data management seminars and I just finished a month of very intensive seminars I delivered about eight over the course of three weeks we have a library guide on research data management there is the data management planning tool storage for data the our drive and a facility for publishing data including DOI minting and of course we also provide advice to researchers on all sorts of things around data management like ethics IP grant applications so on and so forth now I'd like to quickly talk about what a researcher actually is from depending on who you talk to in the university they're mostly concerned with just one kind of researchers staff all students I like to think about all researchers doesn't matter where they are how early they are or how late they are in their career I especially like to get them while they're young train up early career researchers in good data management practices now the the services that we have developed at the University were very developed under a very very strong collaboration between the library the IT department the office of research development and the records and information management team so we all came together providing our own expertise in particular areas but it wasn't as though just the library was developing these things in a silo we it was certainly a strong collaboration now on to the actual data management planning tool I am gonna yeah I tend to be quite skeptical of Technology working during presentations like this so I've elected not to give you an in-depth demonstration of our data management planning to if you'd like to see it down the line please get in touch with me and I'll happily organize a screen sharing session or something and walk you through it so a data management planning tool was developed in-house by our IT department development started quite a long time ago probably about four or five years ago but there was a lengthy hiatus in between and then eventually they picked it up polished off what was needed and made it available so it would have been first available almost two years ago to the month in fact now at the moment the data management planning tool is based around a series of pages there are three pages with open-ended questions with text boxes that researchers can answer now these questions are things like what does your data cover who does it belong to who's going to be accessing the data how is that data going to be safeguarded from human or machine error so on and so forth we have deliberately chosen to not moderate them or mark them or put them through an approval process although there is a an exception of course there is because you'll see shortly we we have a huge number of data management plans and it would be an incredible workload for somebody to actually have to mark them and provide feedback as they come through now the first point the first water hall that we went to to embed the data management planning process was to get access to the our Drive so the our drive and the data management planning tool were introduced at the same time and you must create it out a management plan in order to apply for a folder on the our drive since its inception two years ago we have been performing regular updates roughly yearly to the data management planning tool we're currently in the process of planning the next phase of enhancements and they're mostly to do with upcoming integration with an ethics management module that we are also implementing so the the our drive so that water whole it is a very plain and simple network drive there's no fancy ways of accessing it but the it is effectively unlimited to researchers they can ask for as much storage as they need although we might raise an eyebrow if they need more than five terabytes of storage and have a conversation to see if there's another way to provide them with what they need they don't need to pay a cent to access this storage and the storage access controls are on this per person basis so you can say I'm collaborating with this researcher from another department we both need access but nobody else that's a relatively novel thing for our network drives at Curtin University which are traditionally mostly based around organizational units students cannot apply for storage by themselves they must apply sorry the supervisor must apply on their behalf I mentioned our drive because it was very tightly coupled with the data management plan and of course we would like to think a research is very interested in having free sort of unlimited storage for their research I think that's a good way to get them to think about data management planning so I did mention that we started all of this the the implementation of things quite some time ago so in April 2014 was when we introduced a new research data and primary materials policy and September that year was a soft launch of the planning tool and the our drive there was an even softer launch in April but that was more of a prototype to do some usability testing with early adopters and then we progressively found more watering holes to introduce data management planning tool to so in January 2015 we introduced stricter research data management for human research ethics in August we then added it to higher degree by research students in September we had a thousand data management plans which was a pretty exciting time then in January this year he was introduced for animal research ethics and just the other day I discovered that some honours and fourth year undergraduate student coordinators were planning to introduce stricter research data management for some of their students I checked this morning and we have we're pushing 2,000 data management plans I think it'll take us about a month to get to that magic number and then coming up soon we are implementing a human research ethics management module component of info ed and that is necessitating some of the changes to a data management planning tool so a stricter research data
management is a few things combined together so first up we have that creation and maintenance of a data management plan and that is primarily what I would say is responsible for the huge number of plans that we have received the we also want researchers to deposit a copy of their data on suitable institutional storage which might be the our drive but it could also be one of our other network drives at the University and we also don't want sensitive data to be stored on personal devices at all ever I mean that was always the case but we've been really highlighting that much more strongly recently so you might have seen that we revised our data management policy after only a year of it being in place the reason why we did that was because we had this lovely policy that was based on very little experience of actually doing it we got a we looked at policies from other universities and organizations and put our own together but then we discovered that when the rubber hit the road that it was lacking in a few places so we added some much stronger links to the Australian code for the responsible conduct of research we added a new reference to sensitive data within the policy and we also had stronger references or typos to data sharing and publication this is and the a pretty
chart of the data management plans over time now it is over two years and you can see we've experienced massive growth now I can't point out things on my screen to you used to giving presentations in person but you can see there that in from August to September when the data management planning tool was made properly public avail available there was a small spike there in growth but really it was January 2015 when it was data management planning was made manager for Ethics human research ethics approvals that it shot started shooting up in August 2015 was the introduction for higher degree by research students and another spike again and it's still too early to see if there's been much of an impact by the introduction for animal research ethics but we'll see how we go we're still experiencing a huge number of new plans every month and so I think last month we had about a hundred and fifty new plans so data management
planning which I haven't necessarily spoken too much about itself but what I feel is important is how we've embedded it in different processes in the research lifecycle so you need access to storage we'd like a data management plan you need epics approval please provide a DMP and finally if you want to be a higher degree by research student a curtain you need to write a data management plan so what's next well we've got 2000 almost 2000 data management plans which in and of itself is an excellent data set that is begging to be analyzed so that's on my list of things to do and also to support the introductions of all these mandates more training more training more training for researchers so thank you very much that's my presentation were there any questions thank you event
we do have questions from the audience the question is how do you balance trigger the MP management against East our input free tax viewed on creations or plan what sorry could you repeat that place yeah how do you balance the strict EMP management against ease of input so understand that the DMP management plan is mandatory for insert for certain kind research and I guess the question is how do you balance the stick and carrot well thing is easy to do yes so we provide an example data management plan and try to provide as much guide within the tool so each question has say a few lines saying consider these things and then there's a link to the guide to the library guide on data management planning so we try to provide as much assistance there to let the researchers know what they should be thinking about now because we're not marking them of course except sorry in the case of ethics applications the the ethics committee is very interested in certain questions such as who will have access to the data how are you gathering the data so the ethics committee does have a close look at that and we'll get back to the researcher to let them know if the answer is sufficient or not so we try to take a very soft touch when we mandate the creation of the tool but in essence I suppose you could call it a an advocacy tool so we're advocating better data management planning without necessarily forcing them to to put things in the right place and have proper file management and things like that the next questions is how do you check compliance with the one'd okay so with the yeah so ethics at the moment is until the introduction of the new module next month ethics is essentially a paper form as well as our application for candidacies for higher degree by research students they need to attach a data management plan so the system lets them produce a PDF that they literally staple to their form and so you check compliance by seeing if the forms there but this question is caring and sharing or sharing is caring would you be prepared to share your meaning documentation so we can see how you are doing it happy hours okay so the the library guide the URL is in the slides and will be hopefully distributed afterwards so the live library guide is completely openly available you can have a look at that and if you'd like a copy of my data management seminar training slides please email me and I can send them out I won't make them publicly available because I regularly update them we will go quite a flood of questions but my father at the time so we'll share some of these questions to the panel discussions and so hold your thoughts and your questions we will at this point pass the control to our next speakers so as Paul
mentioned I'm Katrina MacAlpine and I'm the research talent manager based in the library and so we actually have a team of four of us who work in the library supporting research data management so there's myself Jennifer MacLean who's our research data officer Jean melzack who plays a role in digital curation and Kayla Maloney who used our data analysis officer and like Matthias in this space we have worked in collaboration and partnership with the research portfolio and ICT in setting up data management tool and policies and processes and that's something that's still ongoing so again like Matthias I'm not going to do a live demo but I do have screen shots of the tool and I'm going to talk you through it but first I thought I would just provide a bit of context about why we're doing this and how we got here so at the
University of Sydney we do have a 2014 research data management policy procedures for 2015 and then we have the local provisions that have been rolled out across at the faculty level so Sydney Conservatorium of music and the Faculty of engineering IT were our early adopters in this space and now they were actually involved in policy discussions I think it was early as 2013 so these were things that took over a while to come in but now they're here there's more to come so the policy and the procedures do main mandate that all researchers that all research at the University must be supported by an RMP and the procedures nominate our RMP tool as platform to be used so throughout the policy process there were discussions and really the feedback was that for researchers you want to try to avoid duplicating input so it was really hoped that if we're having an rtmp tool that there could be integration with other systems like curtain what we have done is integrate that with the request for storage so we did have a paper or a PDF our EMP checklist that was developed for the ants eating the Commons project and we did then update that form in May of 2014 but with the policy having coming in and having these two early adopter groups in the form of the Conservatorium and the Faculty of engineering an IT we really needed an online tool that was across the whole University for researchers to use so there were discussions do we integrate this with another process such as the ethics approval process but not necessarily all research is going to require its approval so we did go with the integrate with storage option and one of the other drivers for this was around this time the university was implementing the research data store for researchers to store their data and so having the idmp connected to that helps to provide some context around the content of the research data store and enables the university to do some sort of planning in terms of what do we need you know how quickly is our storage growing how how much as it related to data for planning for future infrastructure so as part of the end meta data stores project we had implemented red box for our research data registry and red box does have a function it's a researcher dashboard functionality and so as part of a pilot we decided to use that for our a DMP tool and so that first release was about August 2014 and that came in with the integration of requests for storage and really the pilot just continued and so it just continued to grow and the next major release was in April 2015 and in this case it was integrating with the request to use high performance computing so since then there's been a lot of additional enhancement some integrations improvements and trying to fix the workflow so that it's easy for researchers to use as possible as well as the library and ICT at the moment we don't have as many completed plans as Curtin so I think my last check we had 680 that are being completed and so that's her project researchers should complete an RMP on a project basis and they get allocated this storage on a project basis so if they work in multiple projects they should have a different REM PE and a different storage allocation for those but I think we do have about 2,000 plans in the system so some faculties you are required to submit a plan with your funding application for internal funding so some of those some of those researchers will complete a draft plan submit a PDF of it and then if if the project goes ahead they'll go through the submission process okay so I didn't want to risk a
live demo but I am going to show you what parts of the tool look like not all of it this before you start page we really developed fairly recently and it was in response to well primarily lots of questions that our team was getting so you need to have a leadership investigator to submit the form and people getting through to the end not being able to submit their form saying you know who can merely to investigate or what do I have to do the same with external collaborators so it really just made sense to have this before you start page to help people out and then we just
go through to the overview and so it's based as I mentioned on the project so you give the project title the abbreviated project title is used or storage allocations and then you select whether this is a research project or a higher degree by research project well actually fairly flexible in this so we would rather that people are storing their data so if they're a student and they're doing research we would prefer that they're storing their data on our research data store other than being lost on a USB so they can it's fairly open as to who can apply but they will need to put their supervisor as the lead chief investigator at nominating faculty I've decided that I'm in law today and the requester information is actually
taken from up the top on this previous slide you can see that I'm signed in his name so that is pre-populated and the
Audion pay tool does integrate wins LDAP and with mint and so from mint we could take information about people publications and grants so if people if this is Lynch - I think just an LC or anytime I see grant or if we have the grant information they can just start typing that information in and it will populate the grant details there and for like roads project dates and any of this can be updated so the contributor space is
really designed around the storage allocation so it should be all the people who are involved in the project but it does also control who has access to the storage so whoever is not whoever's in that space on the previous layer but for the requester will be ordered populated into this contributors list they can be removed if they are the latest investigator they can update their role to delete every investigator but generally most people will be contributors you can also assign someone to be a redone so they would have read-only access to that storage another
enhancement we may have fairly recently around that issue of needing to have the lis chief investigator is the search functionality and you can search by a name another dress or unique e and it will tell you whether that person can be a legend from Vesta Gator and we have help available if you think they should be able to but they have so this is one
of the main areas where people can provide information about their research data and we don't have that many free text fields so this is a really good place for people to provide as much information as possible but we do see a real mix of information coming through from only a couple of sentences to paragraphs art and I also don't really
like the carrot and stick analogy but this is the carrot all the access to the research data store and so originally it was really promoted as you could request two terabytes of storage but we're really not I mean here I've decided they're in 2018 I need 30 terabytes and that will just go through but again it is that opportunity to start a discussion so if someone says oh I need two hundred terabytes well why do you need it are there other services we can be offering you is this the best place and just start those conversations so you can complete an RTMP just for the purposes of research data management planning so you can say that you do not request that you not require digital storage which is fine we do have two types of storage and we have classic research data store and we have research computing optimized storage and I'm not going to go into that it's something you can ask about offline if you like and here you can see
that the abbreviated project title is part of the bio part for the storage allocation you can provide extreme information about your specific storage requirements and I have two other and to fill anything in and where will you be keeping any physical data and hopefully as specific as possible or not just it's stored in my bottom drawer and then retention period so as I mention you can
also request access to high-performance computing using the form and that can be updated later if you don't request it at the beginning and then we have some more more sort of data management style questions about sharing the type of data that it is can a description be shared and what we don't have at the moment is an integration between robots which is read books our registry and read box our RMP tool so one option could be that you know we could have some of the metadata taken from the RMP form and put into the registry but that is I believe that functionality is there but is not something that works in switched on so
this upload section and we do have people who do upload some documents so across the university there's many places where you might be or where researchers might be putting their documents relating to their research so you don't want to have too many things in too many different places but this is a space where you can update information that might be particularly helpful for that data so I've just said I have a data dictionary and some software information about my analysis software I'm using and then I'm signed in as an administrator so I can say this admin tab and both the library team and the ICT team you can say this so it's a good spot for sharing information between between those two teams and I should point out that the tool does have an audit functionality and but while you'll be able to see what the changes were you won't necessarily know why so this provides a space for us to say that we've made this change and this is what I've done and then the I can submit and this goes to their the whoever they've nominated as the lead chief investigator for approval and then that comes to the research data team and will approve it we'll just do a quick review at this stage a fairly recent update has been that if you are the lead ship investigator and you're the requester you don't then need to go in and approve it as the OCI and again that was based on feedback we were having researchers submit their plans they've nominated themselves as the lead chief investigator and then they're saying I haven't got my story what's going on I you know I don't yeah I've been waiting weeks and you're going and you would say oh well actually you haven't improved your own plan so it didn't really make sense that them didn't really make sense to us so we've now streamlined that workflow so that they can just submit it and it will come through to our team for approval and then if they're using the classic RDS once we have a Brigitte that will now go off for auto provisioning or storage and again that's a fairly recent update so that's generally what the plan looks like there is the researcher dashboard and they'll be able to both symptoms start a new plan they'll be able to see their completed plans that we oversee plans that they've sent for approval or if they need to approve plans so a
pretty much gone through most of these features and so it does capture data management information including about physical data and you can request access to the research data store and HPC you can add and remove contributors to the project and storage so if someone comes onto your project after you've started you can update the plan and that will give them access to the storage or if someone leaves we just update the plan and they come straight back off again and it has an export function as PDFs so if you need to submit that digital format or print it and submit it with other documentation you can do that and it also keeps the different versions so you can print the appropriate PDF version and that it is a living document so we do want people going in there and updating it the contributors is one example but you might need to update where your physical data is being stored and it does have a clone functionality as well so as I mentioned it should be a different plan for projects but if you were setting up a whole bunch of projects that let similar or had similar people working on them you can clone and then edit the appropriate details and so just quickly
about who supports this we have the reset start a team the liaison librarians and the library are becoming more involved in the data management space and then our ICT teams from help desk through to specialized supports and work on making updates leading with the vendor and forward planning and and then in the strategy space it's really again a partnership between the library or ICT research portfolio influenced by what researchers need want funding requirements and university policy as well so what does the future look like
for us well the tools been in place for about 18 months now I think if my math is correct so it's really a good time for us to sit back and reflect on what we've done there's been a lot of changes a lot of them have happened in about the past six months and at the same time other systems around the university you are being updated so we can really look at what else is out there in terms of opportunities for integration trying to avoid that duplication of effort for researchers we're continuing to receive feedback from them and we're really keen to hear it what works for them what what doesn't work for them and really so at the University of Sydney research data measurement is really taking off as well and we have a new research data steward he's a fairly senior academic and chairs a strategy group on research data management so again it's a good opportunity for us to just reflect on what the landscape here is at University in Australia and globally just to make sure that we're supporting our researchers the best we can so that's
about it from me you can contact me I've put our team's contact email there and that will go through to four of us and also a link to our research data management guidelines as well so that's oh okay I'm Lord Francis I'm at the
University of New South Wales managing library repository services for about the last eight or nine years so i
stipulate Australian code for the responsible conduct research researchers are expected to ensure that their data are well-managed but to do this institutions need to provide the infrastructure and support services to the sends the usw IT investment plan is funding several projects over five years at UNSW to build enterprise systems for managing the university's research data during 2013 the projects delivered services for search start management planning and for archival storage and these were prioritized by academics around the university under direction from the division of research the services were collaboratively developed by the unit UNSW IT and the library as with the other universities and during 2014 the data management planning and storage services were extended to specifically cater for the university's higher degree research candidates so prioritization of
the investment plan for research was based on comprehensive input as I said from academic and research areas of the university the top selected program was for a search data management services and in particular for archival storage of data so my focus today is on the yellow and red bars in the diagram that you can see which relate to research data management planning for academics and HDR candidates so at UNSW are an EMP research data management plan is a web-based service built by the library poetry services team and it was a critical component of the data storage project because the division research who directed the project stated lack of the universities at Sydney in particular that archival storage was only to be allocated after completion of a an RTMP for the project so to kick it off a business advisory group with membership from academic stakeholders IT and the library as well as the Graduate research school and ethics and compliance unit was established and this ensured that the services and system were implemented with reference to existing infrastructure and practice the RTMP was
developed as a second component of an existing library service res data which was built with funding from ants during 2011-12 to do records research datasets so publishing data to research data Australia the thinking behind building a research data management planning service on an existing repository based system for managing research data was that metadata and data some of which is provided by other information systems at the university can be reused across the research lifecycle fundamental to this thinking is that existing institutional sources of truths are leveraged where possible this reduces the data entry burden for researchers and optimizes the accuracy of the information and plan a further consideration relates to integration of encode occation of services for data management across the research lifecycle currently planning storage and discovery but with future possibilities the preservation of data and services for processing analyzing and sharing data during active phases of a project so what are these integrations look like studying with the purple boxes at the top Enterprise Services provide information about people and grants for instance receive this information in a daily stage from the usw data warehouse which there is named Julia and the brown box it's now been renamed as the Empire hub the RTMP in the blue boxes on the Left tour I think it's select yes in the middle section of the diagram comprises a custom-built user interface which referred researchers used to create and edit research data management plans and the information is stored an index in the Fedora repository and information from Fedora is communicated via the provisioning service which is another brown box in the lower center to the UNSW archive at the bottom of the diagram details of research projects in the data over swallows roles and access permissions of personnel and research teams are used to define the storage space in the data archive and the workflow for plans relating to postgraduate thesis draw also on information from the US W student system and it's information about the candidate s reprises and the research project so as you can see there's a lot of similarities with other services talked about today so they're all a fan
up take it was paladin initially in 2014 with four research groups fifty sessions with research committees and all faculties and the staff and candidates and schools and asset centers were conducted during August to May last year and this year and this will run jointly by the research support specialists in IT and another staff person there the library outreach key member on the team and someone from library repository services so currently we have 300 unique users 250 of them a staff and 50 our HDR candidates and more than 80% of the plans are from people and medicine science and engineering 160 storage requests have been made from these plans so really users get help well the rest
that help that guide provides a step-by-step guide for users and it's also a good place to go if you want to understand understand the inner workings of the service for people outside the university because the help files are available and prior to signing on there is data site and I'll provide the URL of that later there's also a website
managed by the division of research which has comprehensive information about research data management so you can see the top left box there is research data management planning and it links to the res data site support for library research data management services is incorporated also in the services that the library's outreach team delivers this leverages the relationships that developed already with some unis W researchers and in delivering these services the librarians work really closely with the library services team who built the service and eyeties research support specialist who provides access advice on their data archive information about the IDM piece has also been incorporated into the orientation to research sessions for new researchers and HDR and access sessions so what attacks just briefly on
sustainability and operational matters so in the first instance the board composition I think is really important because it ensures that the services and tools for managing research data are with university strategies and practice having senior stakeholders on the board provides the resources and visibility required to achieve the project goals so a fundamental requirement for sustainability and my view is reveal really tight alignment between the parties and interests and the library division of research IT governance and support services and policy infrastructure and research practice ok improvements in future plans so we did we conducted a survey of users sometime last year and out of that one of the issues that arose was that when someone had completed a research project then gaining storage by actually filling out a data management plan was kind of yeah putting there the horse-and-cart or wrong way around that in fact the planning was a little late so we have created a reduced version which is called as post project storage allocation form which has the some mandatory fields required by the living division of research for them to access the storage but doesn't require that intensive planning of projects of data management as with existing projects so they also responded with an easy a navigation pre-populating for subject codes from the info it feeds and those three are completed and a present we're looking at ethics and compliance integration more some who are D and paste in the help documentation a note on function which enables someone who's created one plan to then duplicate it and change a few fields for second plan future plans are to infrared great the orchid feed feed what we can get it out of the data warehouse and respond to requirements of funding bodies as they arise in Australia and this as most of you will know is the pattern in the US and UK and Europe where funding bodies are acquiring data management plans and most of the planning tools are actually driven by those requirements further integration also with metadata and res data data set records the other part of the system and to extend the RTMP is in metadata the Disciplinary schema for example DB I so I'm just
going to give you a really flick through a couple of slides to show you what it looks like so as I said we sign in here at the rest data site the help on the top right under the library that is where anyone can go prior to signing I'm going to use a plan prepared
for the demonstration a previous demonstration and also I'll live we'll be going into the Edit function note that the plan on the right side under the manage button can be exported as well as a PDF document and we can view it have a look at storage that's so
here's one we prepared earlier I'm not showing the complete page but you can see along the top of the page the plans organized under tags that relate to project governance data organization ethics and privacy I've been copyright etc without organization and documentation as with Sidney's so it's a lot of drop-down options if the response to the question about non digital data will know the sections for description and location of those data would not appear on the form so basically based on a yes/no response in many cases through the sections of the form will be provided some filter mandatory others not and in a few a plan can be saved as a draft in which case nothing's really mandatory except I think the title and investigator in this case to get storage and actually complete a plan although that's as Katrina mentioned a living document is not necessarily conclusive yeah so here on the ethics page because I selected no to the first question further questions about the data are asked and had I responded yes I would be asked to provide an approval number and apparently planning integration with the research ethics and compliance systems so that this information can be automatically populated on the IP and copyright section note that more than one type of right arrow as possible so the acknowledge that term this is often required for longitudinal studies and for research involving model datasets and users can navigate back and forth at will initially they had to go in one direction without finish and that proved quite problematic it's not quite the way a research is done so our lien Hansen's was to take away that requirement to complete complete the plan and the order it was presented and finally to the preview page so that's all I'm going to show you the plan as I mentioned earlier the help files are a pretty detailed run through the plan and include a lot of screenshots from from sections of the plan and here's a link
to rosada and who the data management toolkit page I showed you and at the bottom there is a presentation which actually go into a lot more detail it's a peer reviewed paper which is available through that DOI provides a lot of detail on the actual term technology and thinking behind the plan so that's it thanks thank you more so we got some
questions I think at this point probably with more efficient if I dislike open up the floor to all our presenters and start so the next question is can a research have gone back and review the DMP later as the project progresses is is there a mandate that they do as they they do so as they approach the end of project panelled it's more here in our case it's not mandated to go back to it however they are able to and and our impact are encouraged to I think ideally the the plan would be used as a way to communicate among the research team so if the new person comes on this is the place where the information is stored and if something changes it can be updated I'll jump in next we use the term living document to describe our DMPs as well and in fact anybody working with research ethics approval must resubmit their data management plan every year with an annual ethics report there's no mandate as such other than that ethics requirement time yeah we just found that there needs to be one completed for a research project so it should be updated and but then we do not requirements around making an actual record of your data available next questions wondering why you then use the DMP tools in red box any of you have red box install in your institutions okay so the development on our data management planning tool actually started before red box could do DMPs and I actually believe that the existence of our data management planning tool inspired the addition of data management planning to red box is access to your right I've made an on completions to the plan or is there some human actions require okay so the plan is completed and then as a second step using a completed plan a researcher must submit a request this is all still done within the data management planning tool that then lodge is a standard support ticket to the IT Help Desk at which point a human will eyeball it and generally they just hit one button and the entire provisioning is automated we do have a human eyeball the request just in case the researcher asked for a ridiculous amount of storage our next question is for university of sydney in relations to external persons like a collaborative partners how do you how does a system address their so they would we would need to generate a unique key for them to be able to access the storage so that's something that would have to be managed through an external process before they can be added to a data management plan the next question is also for you Katrina researchers uploading they associated the research record such as its Google as well knowing most of them aren't because we do have our research information system as well as the records management system so most of the stuff that we are seeing is specifically related to the data itself so something like a data dictionary but yes we do have other places for that information to go next one's for you too Katrina you have six that plan cement what percentage of your research it does this represent a very small amount so early stage yeah so it is some that we would like to see improve because of the integration with storage and also having a new team come in it's definitely something that we're promoting a lot more now so it's like to say to go a lot more so before I go I'd like to thank our speakers and reminder that this is a part of a webinar series
in research data informations integrations
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