Digital Curation for Excel (DCXL)

DCXL: Digital Curation for Excel Funders: Gordon & Betty Moore Foundation, Microsoft Research Carly Strasser UC3, California Digital Library carly.strasser@ucop.edu 22 Sept 2011  UC3 Webinar Series  California Digital Library

Community Build on existing Engagement cyberinfrastructure Create new cyberinfrastructure Support communities

Roadmap 4.  How to get involved in DCXL 3.  Progress & future plans 2.  Goals of DCXL project 1.  An overview: why is DCXL needed?

Digital data + Complex workAlows

Data Models Maximum Likelihood estimation Matrix Models Images Tables Paper

UGLY TRUTH Most Earth | Environmental | Ecological scientists… 5shortessays.blogspot.com are not taught data management don’t know what metadata are can’t name data centers or repositories don’t share data publicly or store it in an archive aren’t convinced they should share data

2 tables Random notes From Stephanie Hampton (2010) ESA Workshop on Best Practices

Wash Cres Lake Dec 15 Dont_Use.xls From Stephanie Hampton (2010) ESA Workshop on Best Practices

Collaboration and Data Sharing 9

What is this?

The path of research products www www.collectionco noaa.gov nnection.alcts.ala. org www.Tlickr.com/ photos/csessums Data blog.disorder2order.com Metadata blog.seattlepi.com Recreated from Klump et al. 2006

Data Reuse Data Sharing Data Management

The path of research products www www.collectionco noaa.gov nnection.alcts.ala. org Data wwwMetadata digital- servers.com Recreated from Klump et al. 2006

Barriers Cost ttatteredntornprims.blogspot.com/ Time cultblender.wordpress.com Software, Personnel hardware

Barriers Cost: time, personnel, software, hardware free-photos.biz Culture of Science •  Not the norm •  Lack of training •  Disparate data

Barriers Cost: time, personnel, software, hardware Culture of Science Loss of rights or bene:its wattsupwiththat.com colouringbook.org Misuse of data Missed opportunities ConZlict

Barriers Cost: time, personnel, software, hardware Culture of Science Loss of rights or bene:its Lack of incentives Time consuming & expensive Reward structure Few requirements georgevanantwerp.com

Roadmap 4.  How to get involved in DCXL 3.  Progress & future plans 2.  DCXL project overview 1.  An overview: why is DCXL needed?

DCXL Project Goals “A transformation in the conduct of a segment of scientiTic research by enabling and promoting publishing, sharing, and archiving of tabular data” •  Increase interoperability = Sharing publishability = Publishing archivability = Archiving •  Focus on atmospheric, ecological, hydrological, and oceanographic data

DCXL Project Goals Open Source & Free Excel Add-in Software program that extends the capabilities of larger programs Complements basic Excel functionality From www.webopedia.com www.ablebits.com

DCXL Add-in Goals Easier Archiving Sharing Harder Publishing

DCXL Project Deliverables •  Excel add-‐in •  Publicly available source code •  Technical documentation •  End user documentation •  Publicly available requirements •  Community storageplusgulfport.com

DCXL Project Outcomes  Enable citation & allow credit  Enable policy enactment  Enable re-‐use by eliminating barriers  Save time for researcher   Encourage creation of extensions

Process Assess needs •  Quantitative –  Surveys

Process Assess needs •  Quantitative –  Surveys –  Quick poll

Process Assess needs •  Quantitative ? –  Surveys –  Quick poll •  Qualitative –  Interviews

Process Assess needs Gather requirements Recruitment tools DCXL/data management seminars Listservs & email Blog, Facebook, Twitter Face-‐to-‐face interactions Flyers

Process Assess needs Gather requirements Locations Conferences UC campus visits Remote/web-‐based

Process Assess needs Gather requirements Stakeholders & contributors Libraries Scientists Repositories Experts: MSR, GBMF Personnel on related projects

Process Social media, emails, Social media, campus visits emails CDL Email Data Libraries Seminars Flyers Centers Social media Scientists Quick poll Survey Interview Related Funders projects Requirements

Implementation Assess needs Gather requirements Build requirements document

Implementation Assess needs Gather requirements Build requirements document Build community Libraries Scientists Repositories Programmers/ Developers

Timeline 26 Sept DCXL Kickoff Meeting 7 Oct Finalize Requirements Gathering Framework 9 Nov 1st draft of Requirements to MSR 30 Nov 2nd draft of Requirements to MSR 5-9 Dec AGU Meeting, San Francisco 15 Dec Final Requirements to MSR 2012 16 Jan Receive Excel Add-in Version 1 23 Jan Rollout Excel Add-in Version 1 16-19 Feb AAAS meeting: Add-in user testing 20-24 Feb Ocean Sciences meeting: Add-in user testing 26 Feb 1st Draft of updated Requirements based on Version 1 to MSR 2 Apr Deliver updated Requirements based on Version 1 to MSR 28 May Receive Excel Add-in Version 2 29 May- 24 Jun User testing of Version 2 25 Jun Rollout Excel Add-in Version 2 7-10 July CSEE meeting: Add-in debut & demo 13 July Final code, technical documentation, and requirements published 31 July End user documentation published

Ecological Society of America Summer 2011 Meeting

ESA Overview •  Everyone uses Excel –  Most use Excel for organizing raw data –  Most import spreadsheets into other programs for analysis –  ~75% are embarrassed about using Excel •  Excitement about open source •  Minimal knowledge about data management, organization, and archiving •  55 surveys from diverse group

Operating System 50 45 40 35 30 25 20 15 10 5 0 Mac PC Linux

Use Excel for... Sharing Other Analyses Statistics Visualization Organization 0 10 20 30 40 50 60 # Respondents (out of 55)

How often do you use Excel? 30 25 # repsondents 20 15 10 5 0 Never Rarely Every Every day day

What features are used in Excel? Comments Cell shading Macros Embedded formulas Headers Pivot Tables Multiple Tabs Multiple Tables 0 10 20 30 40 50 60 70 80 90 100 Percent

Ray Troll (trollart.com) American Fisheries Society Summer 2011 Meeting

AFS Overview •  Everyone uses Excel •  Most use it only for data organization and sharing •  36 surveys from diverse group •  Heavy MS Access use •  100% PC

How often do you use Excel? 18 16 14 12 # respondents 10 8 6 4 2 0 Rarely Every day

Tasks performed in Excel? Sharing data Simple Calculations Statistics Visualizing data Organizing data 0 10 20 30 40 50 60 70 80 90 100 % respondents (n = 36)

What should the add-in help you do? 60 50 % Respondents 40 30 20 10 0 Organize my Organize my Archive my Create Share my data No opinion data for my data for others data metadata publicly own use to use more easily

AFS Overview •  Everyone uses Excel •  Most use it only for data organization and sharing •  36 surveys from diverse group •  Heavy MS Access use •  100% PC •  Data hoarders Myoverstuffedbookshelf.blogspot.com

Get Involved dcxl.cdlib.org Now: General info Blog Forum Calendar Later: Requirements Documentation

Get Involved @dcxlCDL www.facebook.com/ DCXLatCDL

Acknowledgements •  CDL: Rachael Hu, Trisha Cruse, John Kunze, Tracy Seneca •  MSR: Lee Dirks •  GBMF: Chris Mentzel Carly Strasser carly.strasser@ucop.edu

Digital Curation for Excel (DCXL)

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