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An Enlighten-ed view of Repository and Research System Integration

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Presentation by William J Nixon and Valerie McCutcheon at the JISC/WRN meeting …

Presentation by William J Nixon and Valerie McCutcheon at the JISC/WRN meeting
Repositories and CRIS (Current Research Information Systems)
7th May 2010, Leeds
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  • Research System: Projects People Applications 3000+/yr Funders Internal and external partners FEC, funders FEC and PRICE costing Clinical Trials Ethics Awards Actions Auto reports and reminders Documents Auto reports e.g. updated end report tells put your output in Institutional Repository Wide range of activity types – including grants, contracts, CPD, consultancy, confidentiality agreements, licences. FEC, funders FEC (some don’t allow inflation to be included so not a true FEC), and price. Number of users 19/04/10 224 currently registered of which 136 college and school based and 88 central.
  • Impact plans included with Research Council applications. Applications may also include secure web space for support documentation such as sound files. AHRC have recently sounded HEI’s out about this. Outputs and impacts from activity will need recorded.
  • Over 16,000 records imported directly into Enlighten (Dec 09) 2000+ Duplicates “caught” in Editorial Review GUIDs mapped by Staff Number No Library of Congress Subject Headings
  • Who might do these updates and how they will be done
  • Lots of debate about what Output and Impact are and how they should be measured– we are not going to get into that – but look at how we might capture and deliver the info required. Conceptual picture shows proposed input to Research System/Institutional Repository. E.g. all outputs could be available via Institutional Repository. Where the data source should be other systems e.g. licences in Research System this could be imported into Institutional Repository. Or a report could be created pulling data from the different systems. We may want to add the other questions to one of the central systems (ideally the list could be admin maintained so no need to pipeline technical work if there is a change in questions). RCUK Outputs and Outcomes collection will replace final reports planned for c2011. RCUK expect RO’s to develop systems Definitions being refined – differ from ours Short term burden Provision of information to staff JISC project investigating data formats Data Synchronisation Disclosure Consultation RCUK want links to URL/DOI in the data. SWORD was mentioned by RCUK as a potential method of depositing full text in both RCUK and RO systems simultaneously but it was noted there were issues with this. There was also some discussion re Thomson-Reuters data and costs associated with getting data for use in exchange files and possibility of a bulk deal for RO’s to help manage this.* REF research group information could be pulled from this as we already have the lower level detail and we have Research Groups on our HR System. Government change may affect! MRC E-Val will help us evaluate requirements. *Jenny Delasalle Chair of the UK Council of Research Repositories (UKCoRR) E-Repositories Manager University of Warwick Tel: 024 76575793 Email: J.Delasalle@warwick.ac.uk
  • We believe that we can also be seen as an institutional exemplar for the benefits of integration between research systems and a repository, particularly in the areas of: People (Relationships) Processes Policies People (Relationships) Strong relationships between repository managers and staff at all levels are vital in supporting the deposit of content. We have extended this work beyond traditional advocacy activities to create active and ongoing partnerships with academic departments and staff working with the repositories. We have run a variety of workshops, met with Heads of Department and addressed departmental meetings. We have worked to address the local content and process needs of departments, for example the journal abbreviations for the Mathematics department. Processes These include technical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit. These include a single sign-on system, a wide range of import and data capture options, including DOI via Crossref and ongoing support for copyright clearance by the University Library. The implementation of clear and sustainable workflows has been a critical factor in the success of Enlighten. Policies With Enrich we have continued to refine our existing policies for deposit and the use of funder data. We have worked closely with Research & Enterprise in this work.
  • Transcript

    • 1. An Enlighten-ed view of Repository and Research System Integration William J Nixon and Valerie McCutcheon University of Glasgow Learning how to play nicely: Repositories and CRIS (Current Research Information Systems) 7 th May 2010, Leeds
    • 2. Disclaimer
      • We won’t tell you:
      • We have the best or the only way
      • All the answers (we have ideas though)
      • We will tell you:
      • How our systems work
      • Some of the lessons we learned
      • How important good relationships are
    • 3. The Enrich Project (April 2009 – March 2010)
      • Establish Enlighten as a comprehensive University-wide repository and central publications database
      • Create staff profiles using data from core institutional systems including the repository and the Research System
      • Ensure compliance with funders’ open access grant and award policies using the Research System
      • Improve publicity for research activity and outputs
    • 4. Overview of Research Systems Student System Research Mapping System & Web Pages Research System Enlighten - Institutional Repository Finance System Human Resources System
    • 5. Research System Research System
    • 6. Research System [Screenshot]
    • 7. The Research Lifecycle Pre-Award Award Post-Award Stage 1: Pre-Project Stage 2: Create Project / Application Stage 3: Award Receipt Stage 4: Finance Project Initiation Stage 5: Project Management Stage 6: Project Completion
    • 8. Enlighten: Wide Range of Content Types
    • 9. Our Publications Policy
    • 10. Enlighten [Screenshot]
    • 11. State of Enlighten - May 2010
      • 12,500 User records
      • 23,500 Publication records
      • 1,435 Records from 2009 onwards (227 FT)
      • 2,400+ Full text papers
    • 12. Faculty Overview of Records
    • 13. Scaling up – Graph of Enlighten’s Growth Source: ROAR
    • 14. Increasing Deposit: Institutional Login
      • 11,000 user records added in Dec 2009 from the Data Vault
      • Includes Honorary and Associate members
      • Authentication using GUID
      • Users can no longer use “Create Account”
      • Password’s reset from central service
    • 15. Browsing by Glasgow Author
      • New Glasgow Author view
      • Replaced “All author view”
      • Uses staff names in the Staff A to Z
      • Independent of name cited in the publication
      • Publications linked to author with GUID
      • Glasgow author autocomplete field now available which includes e-mail and GUID
      • No need to add or use Staff Number
    • 16. Browse by Glasgow Author [Screenshot]
    • 17. Adding Funder Data
      • New Funding option in the deposit workflow
      • Use project data from the Research System but only includes projects marked as "publicity yes“ – Library staff will check.
      • New Research Funder browse view
      • Funder data can be added with a new autocomplete field
    • 18. Browse by Research Funder Name
    • 19. Staff A to Z with Publications
    • 20. Role in Impact and Output Agenda
      • Assist with impact plans
      • Identify users of our research and best channels to get it to them
      • Have better ways of articulating the benefits and getting the beneficiaries to confirm this
      • Capture the benefits
      • Capture outputs and impacts and associate them with funders
    • 21. Impacts and Output IP Manager Institutional Repository Research System REF System/ Impact Licences Collaborations Conferences Consultations
    • 22. Ongoing Work: Repository
      • Comprehensive coverage of publications
      • Full text download statistics and reports
      • E-mail to depositor and author when the records is made public
      • Additional project data
      • “Find More” full text search
      • Publications embedded in the Staff A to Z
      • Revision of Faculty view into Schools
    • 23. An Institutional Exemplar – 3 P’s People Policies Processes
    • 24. Find out more
      • Project Web and Blogs
      • http://www.gla.ac.uk/enrich
      • http://enlightenrepository.wordpress.com
      • http://researchoutcomes.wordpress.com
      • Contact us
      • William Nixon [email_address] @williamjnixon
      • Valerie McCutcheon [email_address] @mccutchv