CGSpace and PRMS
Information Session
Indira Yerramareddy, Abenet Yabowork, Enrico Bonaiuti, Julien Colomer, Peter Ballantyne,
Alan Orth and Michael Victor
CGIAR Knowledge Management group, Virtual Meeting, 1 December 2022

Agenda
1. CGIAR Open Access/FAIR Policies
• What is CGSpace
2. CGSpace workflows
3. Generating report from AReS
4. Adding Links to PRMS
• Knowledge Products
• Evidence
• Supplementary Information
5. Key Dates & Resources
6. Questions
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Objective
Following multiple queries, this is an Information Session to provide clarification around how
information flows into and out of CGSpace into PRMS.

CGIAR Open and FAIR Data Assets Policy
• CGIAR adheres to the principle that the results of its research and
development activities are international public goods and is committed to
their widespread dissemination - CGIAR Open and FAIR Data Assets
Policy [Policy approved/updated in April 2021]
• All data assets and metadata shall be curated and kept up-to-date with
permanent, stable identifiers and use metadata that comply with CGIAR
Core metadata schema
• Knowledge products and datasets shall be kept in open access repositories
with permanent identifiers
• Metadata for all data assets, regardless of their accessibility, shall be
published in the relevant CGIAR institutional repository
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CGIAR Centers’ Use of Repository –
Prior to CGSpace Adoption
Center Software Capacity/comments
ABC DSpace (CGSpace) Curation
AfricaRice DSpace (CGSpace) Curation
CIP DSpace (CGSpace) Curation
IITA DSpace (CGSpace) Curation
ILRI DSpace (CGSpace) Curation – DSpace programming experience
IWMI DSpace (CGSpace) Curation – Programming
System Organization DSpace (CGSpace) Curation
ICARDA DSpace (MELSpace) Curation – DSpace programming experience
WorldFish DSpace (MELSpace) Curation
CIMMYT DSpace Curation – Programming
IFPRI CONTENTdm Curation – Programming
IRRI Google Curation
Centers not
using Dspace

www.cgiar.org
Research Initiatives on CGSpace
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https://cgspace.cgiar.org/handle/10568/115087

CGSpace: Workflow
• Knowledge products
• Research initiative outputs will be added to CGSpace by Center
librarians/comms/KM staff
• Some Centers may also add to their institutional repositories
• Version in CGSpace is the 'official' one for reporting in PRMS
• CGSpace items - metadata and association to initiatives
• Metadata - standardized and curated
• CGSpace items - uploaded files (PDF, etc.) and/or links to web locations
• Uploaded files can be set to be visible to selective user groups

• Unique and permanent ‘handle’ identifier.
• PRMS - query/reporting interface.
• CGSpace handles in PRMS
• Selected metadata is pulled and included in the PRMS.
• CGSpace metadata in the PRMS forms part of the reporting
• CGSpace metadata and content can be queried
CGSpace: Workflow

Completed
product
(reviewed and
approved)
Product
metadata
added to
CGSpace
Tagged to
initiatives
Consistency
checked
Article
Report
Book
Chapter
Manual
Brief
Tool
Poster
Presentation
Blogpost
Website
Infographic
Video
Podcast
Press release
News item
Op-Ed
Internal document
Meeting report
…
CGSpace creates a handle
identifier with associated
metadata for each
product
Metadata with
uploaded product
for public
view/download*
Metadata with
uploaded product
and restricted
access***
Metadata only –
with link to
view/download**
https://hdl.handle.net/10568/125507
Products added to
CGSpace
Normally by Center
KM/Comms staff
Scientists add handles to
PRMS platform
PRMS platform
dynamically imports
linked metadata for a
handle from CGSpace
PRMS platform adds extra
info for MEL purposes
PRMS creates reports,
dashboards, queries, etc
Simplified workflow
Optional – people can
query or report products
from CGSpace for sharing,
checking etc
CGSpace background
metadata in PRMS forms
part of MEL reports etc
to user communities.
CGSpace is not ‘the’
reporting tool
CGSpace metadata and
products are openly
accessible for wider
communication and
dissemination purposes,
including re-use by
partners and target
audiences
***Files as evidence are uploaded
in CGSpace with access restricted
**Evidence published by 3rd parties
has a robust link in CGSpace
*Evidence files(s) are uploaded in
CGSpace

Demonstration
of ARES and
generating
reports
Abenet
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Agricultural Research e-Seeker (AReS)
• Harvests content of CGSpace
• Discover, explore and visualize content
• Includes public usage data from CGSpace
• Generates reports for queries (e.g. lists of
outputs for CGIAR 2030 initiatives, for an
author, input for the FEED newsletter, etc. )

Step 1: https://cgspace.cgiar.org/
https://cgspace.cgiar.org/explorer
Link to AReS/CGSpace explorer

Step 2: Choose ‘Search’; a set of
filters opens
click on search icon

Step 3: Under sources: Select repository
‘CGSpace’

Step 4: Under sources: Select the community
‘CGIAR 2030 research initiatives’

You will see visualizations of your query
results/the initiative outputs; click icons in
the right-of-page ribbon to scroll down

Step 6: Select list of info products,
from right side icons

Step 7: Sort, view and download results
Download options
Sort options

Reports in excel, word or PDF

Share your search query

From CGSpace
to PRMS
PPU/PCU

PRMS asks for three types of links:
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#1 Knowledge Products #2 Evidence #3 Supplementary
Information

#1 Knowledge Products
• Once you have
your Knowledge Products
handle, it can be reported to
PRMS under Outputs
• Remember: the
Knowledge Product must
be "Complete". No Drafts.
• Add the "Handle" to
report a Knowledge Product in
PRMS. This will sync all
metadata.
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www.cgiar.org * FAIR: Findable, Accessible, Interoperable, and Reusable; ** ORCID: Open Researcher and Contributor ID; ***DOI: Digital Object Identifier
CGSpace metadata​ Why and how we use the information
Title​ To identify the knowledge product and report on FAIR* in compliance with CGIAR Open and FAIR
Data Assets Policy​
Description/Abstract​
To report on FAIR* in compliance with CGIAR Open and FAIR Data Assets Policy​
Authors​
ORCID**​
License​
Keywords​
Reference to other knowledge products​
Author(s)' affiliation(s) To identify partnerships​
Country and Region​ To provide an overview on where the research took place and link it with other results
Handle​ To univocally identify the knowledge product, retrieve the metadata, and report on FAIR* in
compliance with CGIAR Open and FAIR Data Assets Policy​
Issue date​ To ensure the reported output is from the correct reporting year and report on FAIR* in
compliance with CGIAR Open and FAIR Data Assets Policy​
Knowledge product type​ To support statistics and Result Dashboard on reported knowledge products​
DOI***​ To query and allow metadata retrieval from external services (e.g., Web of Science,
Scopus, Altmetric). Applicable only to Journal Articles.​
Accessibility​ To report on Open Access and FAIR* in compliance with CGIAR Open and FAIR Data Assets Policy​
Funding source​ To provide the link to investors and sponsors​
What PRMS harvests from CGSPACE and Why?

What is added to a Knowledge Product in PRMS
1. OECD Markers: Gender and Climate
2. Theory of change matching with proposal (relation with WP and results)
3. Bilateral grants contributing (title, donor, center implementing)
4. Other initiatives contributing
5. Results contributing from / to the knowledge product
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#2 Evidence
• Evidence is reported at the following levels:
- Output
- Knowledge Product (the CGSpace link)
- Innovation Development
- Other
- Outcome
- Policy Change
- Innovation Use
- Capacity Change (defined, but probable)
- Other
- Action Area Outcome
- Policy Change
- Innovation Use
- Capacity Change (defined, but probable)
- Other
- Impact
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www.cgiar.org
Decision Tree for Evidence
What result type are you reporting?
Initiative output Initiative outcome Action Area outcome Impact
Which indicator category are you reporting on? Which indicator category are you reporting on? Evidence
required
Any URL; CGIAR-
authorized repository
strongly
recommended.
Knowledge
product
Capacity sharing
for development
Innovation
development
Other
Evidence
required
Evidence
required
Evidence
required
Policy
change
Capacity
change*
Innovation use Other Policy
change
Capacity
change
Innovation use Other
Any URL; CGIAR-
authorized repository
strongly
recommended.
Any URL; CGIAR-
authorized repository
strongly
recommended.
No evidence
required
CGSpace URL
Evidence
required
Any URL; CGIAR-
authorized repository
strongly
recommended.
A maximum of
one piece of
evidence per
knowledge
product.
Should a sub-sample be
required, evidence should
be able to be provided.
If a gender or climate tag
of 2 is selected, gender- or
climate-related evidence
must be submitted.
No evidence
required for
the idea
stage. *
Evidence should show
that the outcome is
expected to occur
beyond the lifespan of
an Initiative/project.
There must be
evidence of a
durable change in
the condition of
people and their
environment,
brought about by a
chain of events or
change, to which
research,
innovations and
related activities
have contributed.
Evidence must
relate to one, or a
maximum of two
AA outcomes and
indicators.
Evidence
must relate to
one, or a
maximum of
two Impact
Areas.
Evidence
required
Any URL; CGIAR-
authorized repository
strongly
recommended.
Submit a maximum of 3 pieces of evidence per result (except for knowledge
products which have a maximum of 1).
If a gender or climate tag of 2 has been selected, at least one piece of evidence
must be selected as being gender- or climate-related.
Evidence should point to CGIAR contribution and, when applicable, be
appropriate for any selected scores/levels.
Which indicator category are you reporting on?
*Under dev.

Evidence - How to handle confidential
documents?
• It is preferred that evidence be reported in CGSpace and made as open as possible.
• If CGSpace is not possible, then a CGIAR –authorized repository (e.g., SharePoint) is recommended.
• Confidential Evidence is only relevant at Level 1 Policy and early-stage Innovation Development and Use.
• Evidence will not go to the Results Dashboard unless it is a known open link (e.g., CGSpace, YouTube, etc.
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Result Indicator Evidence Req Open or Limited Access Confidential Evidence
Output
Knowledge
Product
No
(it is the KP)
• CGSpace link - either limited or open access. In the form of a
CGSPACE handle. The handle can contain other reference like the
Journal DOI or Dataverse Link.
Not allowed
Innovation
Development
Yes
• CGSpace link - either limited or open access (Best option); or
• Any URL; CGIAR- authorized repository strongly recommended.
• Note: No evidence required for the Idea stage (0); however, the
system will prompt you for it. Enter any link and this will be
corrected in 2023.
Allowed
Cap Sharing for
Dev
Special
Case
Not required
Not required in PRMS; however, if a
subsample is requested, evidence
should be able to be provided.
Outcome
Policy Change Yes
• CGSpace link - either limited or open access (Best option); or
• Any URL; CGIAR- authorized repository strongly recommended.
Allowed, e.g., this may be an email
from a ministry
Innovation Use Yes
• CGSpace link - either limited or open access (Best option); or
• Any URL; CGIAR- authorized repository strongly recommended.
Allowed, e.g., private company signs
agreement – could be confidential,
Capacity Change Under development; no specs yet
Impact Contribution Yes
• CGSpace link - either limited or open access (Best option); or
• Any URL; CGIAR- authorized repository strongly recommended.
Not allowed
All
Gender/Climate
Tag of 2
Yes
• CGSpace link - either limited or open access (Best option); or
• Any URL; CGIAR- authorized repository strongly recommended.
Allowed

www.cgiar.org
IPSR on CGSpace: https://cgspace.cgiar.org/handle/10568/121923
#3 Supplementary Information
• This is an optional feature to add up to two pieces of information that will not go to QA and will not go to the Dashboard.
• It is also used for Innovation Development to prepare an Innovation Profile
• A simple PDF Innovation Profile that “gives back” the innovation development information to the Initiative/ Innovation Team
• The Innovation Profiles are stored in CGSpace, tagged to Initiative/Centers, authors, locations, etc and made available through
the Results Dashboard for internal use as well as for funders and partners.

www.cgiar.org
Key Dates
Date Milestone
1 December Initiatives start reporting/PRMS opens for reporting
14 December CGSpace & PRMS Information Session for Asia (11.00 CET)
1 December – 25 January Initiatives enter data into PRMS
All CGSpace Handles must be reported by this date
Please check with your Center KM Manager to see if they have an
internal deadline to publish your outputs on CGSpace
26 January Final Metadata Harvested (e.g., changes made after this date will not be reflected
in PRMS)
26 January – 15 February Quality Assessment of reported data
20 February Results Dashboard published
February – 31 March Initiatives Reflect process
31 March Initiatives submit Type 1Technical Reports

www.cgiar.org
• AReS visual tool for visualizing and reporting outputs (https://cgspace.cgiar.org/explorer/)
Please remember to use the persistent Handle links like this https://hdl.handle.net/10568/120469
• Current spaces
• Initiatives: https://cgspace.cgiar.org/handle/10568/115087
• Platforms: Currently only GENDER https://cgspace.cgiar.org/handle/10568/106605
• Performance & Results Hub - Reporting Guidance
• Initiative Technical Reporting Guidance
• Frequently Asked Questions – FAQs
• Output & Outcome Standard Indicator Description Sheet
• Deep Dives and PRMS slides and recordings
• Open and FAIR Data Policy - CGIAR Open and FAIR Data Assets Policy
Resources

www.cgiar.org
• PRMS Technical Support - prmstechsupport@cgiar.org
Use this email for PRMS system issues and to request PRMS access.
• PRMS Content Support – performanceandresults@cgiar.org
For everything else
• December - weekly drop in calls will be available to support with specific
questions (morning sessions for Asia/Africa/Europe and afternoon sessions for
Africa/Europe/Americas)
• January – twice a week drop in calls will be available to support with specific
questions (morning sessions for Asia/Africa/Europe and afternoon sessions for
Africa/Europe/Americas)
Continuous Support

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