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Integrating data management planning into
institutional processes: a case study from CPUT
13 April 2015
Zanele Mathe from ...
INTEGRATING DATA MANAGEMENT
PLANNING INTO INSTITUTIONAL
WORKFLOWS
Zanele Mathe
CPUT Library
CONTENT
 Research Data Management Policy
 New Service Development Framework
 Customising DMPOnline Tool
 Integrating D...
CPUT RDM POLICY
 Draft Policy developed and presented to the
eResearch Committee in November 2013
 Draft shared with res...
POLICY STATEMENTS
5.1.2.
All research proposals (funded and non-
funded research) should include a data
management plan (D...
THIS SIGNIFIES A NEED FOR A NEW SERVICE THAT
MUST BE SUPPORTED BY AN ENABLING
ENVIRONMENT THAT MEETS THE NEEDS OF THE
USER...
NSD FRAMEWORK…
Fig. 1. The NSD process cycle, adapted from Johnson et al. (2000).
DMP SERVICE DESIGN
 Service Strategy: Forms part of the University’s Data Curation
strategy.
 Service objectives: Develo...
DMP SERVICE DESIGN
Actions Desired
Outcomes
Deliverables Target Date
Service partners identified (e.g.
IBMB Researchers, R...
DMP SERVICE ANALYSIS
Actions Outcomes Deliverables Target Dates
Identify DMP needs of
researchers
DMP Priorities for
devel...
PROCESSES TO REVIEW
Library, Researchers
(IBMB), Research
Office, Centre for
Postgraduate studies,
Faculty research
coordi...
DMP WORKING GROUP ANALYSIS ACTIVITIES
 Evaluate/benchmark Data Management Plan tools and templates
that are already exist...
CUSTOMIZING DCC DMPONLINE TOOL
 Discussion on Skype session (Sarah & Joy – May 2014)
 CPUT added as an organization on D...
CPUT DMP TEMPLATE
USED: DCC CHECKLIST FOR A DATA MANAGEMENT PLAN, V4.0
TESTING THE DMPONLINE TOOL…
 Tested the DMPOnline template with 5 researchers and 2 librarians
 Still to be tested with ...
INTERGRATION TO UNIVERSITY
WORKFLOWS: A CASE STUDY
GRANT APPLICATION PROCESS
 Process owner: Research Directorate
 Sub-processes: Pre- award
Approval
Post award
 Analyze ...
SERVICE DEVELOPMENT PHASE CONTINUES…..
 Marketing plan
 Training of the pilot group and
Librarians
 Testing the full se...
THANK YOU!
ZANELE MATHE
mathez@cput.ac.za
REFERENCES
 Johnson, S.P., Menor, L.J., Roth, A.V., Chase, R.B., 2000. A critical evaluation of the new service
developme...
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Integrating data management planning into institutional processes: a case study from the Cape Peninsula University of Technology

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This webinar from April 13, 2015 featured an overview from Zanele Mathe, Cape Peninsula University of Technology (CPUT) about how they tested DMPonline and how data management planning might be integrated into existing CPUT processes. Please note there were a few problems with the sound due to the internet connection.

Presentation slides include audio.

Published in: Education
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Integrating data management planning into institutional processes: a case study from the Cape Peninsula University of Technology

  1. 1. Integrating data management planning into institutional processes: a case study from CPUT 13 April 2015 Zanele Mathe from the Cape Peninsula University of Technology will talk about how they tested DMPonline and how data management planning might be integrated into existing CPUT processes. WEBINAR
  2. 2. INTEGRATING DATA MANAGEMENT PLANNING INTO INSTITUTIONAL WORKFLOWS Zanele Mathe CPUT Library
  3. 3. CONTENT  Research Data Management Policy  New Service Development Framework  Customising DMPOnline Tool  Integrating DMP to university workflows Integrating data management planning into institutional workflows by Zanele Mathe is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 South Africa License.
  4. 4. CPUT RDM POLICY  Draft Policy developed and presented to the eResearch Committee in November 2013  Draft shared with researchers on an eResearch workshops - February & March 2014  Policy was circulated to the university community for comment – May 2014  Policy Approved – July 2014
  5. 5. POLICY STATEMENTS 5.1.2. All research proposals (funded and non- funded research) should include a data management plan (DMP), including sufficient metadata to aid discovery 6.2. Lead Researcher is responsible for:  Effective research data management through the use of data management plan (DMP) from the early stages to the final course of research projects.  Ensuring that actions outlined in the DMP and this policy are carried out and adhered to.
  6. 6. THIS SIGNIFIES A NEED FOR A NEW SERVICE THAT MUST BE SUPPORTED BY AN ENABLING ENVIRONMENT THAT MEETS THE NEEDS OF THE USERS !
  7. 7. NSD FRAMEWORK… Fig. 1. The NSD process cycle, adapted from Johnson et al. (2000).
  8. 8. DMP SERVICE DESIGN  Service Strategy: Forms part of the University’s Data Curation strategy.  Service objectives: Develop a tailor made DMP service that will assist and guide researchers in developing data management plans. Integrate DMP service into relevant workflows and increase DMP service uptake
  9. 9. DMP SERVICE DESIGN Actions Desired Outcomes Deliverables Target Date Service partners identified (e.g. IBMB Researchers, Research grant administrator, Faculty research coordinators, Faculty Librarians, IR Librarian & Research Librarian) Preliminary service plan established & existing service issues understood by all partners End to end DMP process idea understood & established in conjunction with all service staff across functional divisions Awareness and commitment by all service partners and management Dec 2014 DMP Working group established Define service aims, objectives and scope Establish DMP Service principles & align them to RTI Blueprint, RDM policy, Library e-strategy and NRF OA Statement
  10. 10. DMP SERVICE ANALYSIS Actions Outcomes Deliverables Target Dates Identify DMP needs of researchers DMP Priorities for development listed Priority list for implementation approved by Senate Research Committee (Senior management) August 2014 Analyze DMPOnline tools and templates available in the market. DMPOnline tool selected and customized University branded DMP Online tool December 2014 Analyze each process and identify areas of DMP integration with all partners, identify & understand all pressure points List of all affected processes and the pressure points A draft end to end DMP process created June 2015
  11. 11. PROCESSES TO REVIEW Library, Researchers (IBMB), Research Office, Centre for Postgraduate studies, Faculty research coordinators Research Lifecycle Process Focus group Questionnaire No tool or template used for DMP User requirements: (Understanding data management plan needs) Grant application & approval process Focus Group Business process modelling System review Forms Grant Manuals Calls for application RIMS Funder and policy requirement Process for examining and awarding of all supervised degrees Focus Group (HDC Committee) Business process modeling System review HDC Digital Data Management New Service Development Framework Business Process Analysis & Use cases BPMN Modelling & Use cases Diagrams
  12. 12. DMP WORKING GROUP ANALYSIS ACTIVITIES  Evaluate/benchmark Data Management Plan tools and templates that are already existing e.g. DCC DMPonline tool (UK) & USA DMPTool  2013 list of CPUT funded research – Mostly NRF Funded  Customize the tool according to relevant funder/policy requirements  Process review – currently working on Funding process (HDC process)  Librarian, Researcher(staff) and Post graduate training - Training librarian  Service testing and pilot run with IBMB, their students and relevant partners involved - (cater for different career stages)
  13. 13. CUSTOMIZING DCC DMPONLINE TOOL  Discussion on Skype session (Sarah & Joy – May 2014)  CPUT added as an organization on DCC DMPOnline tool  Edit rights given for the admin area to create and add our own CPUT template and guidance  Following links were shared:  webinar on Customizing DMPOnline –  slides, http://www.slideshare.net/sjDCC/custominsing-dmponline-webinar  Original blog post on how to customise DMPonline: http://www.dcc.ac.uk/news/customising-dmponline  Customising DMPOnline video: http://www.youtube.com/watch?v=jlBjtjWFeoA&list=UULTOHF6qQrYhEvQzbu03tTg  Webinar on using the admin interface: http://www.youtube.com/watch?v=XQkHg1YYdew&list=UULTOHF6qQrYhEvQzbu03tTg  Research360 DMP template for PhD students – http://blogs.bath.ac.uk/research360/2012/03/19/postgraduate-dmp- template-first-draft/  DataTrain DMP template for PhDs – http://www.lib.cam.ac.uk/preservation/datatrain/Post-Graduate_DMP_Form.pdf
  14. 14. CPUT DMP TEMPLATE USED: DCC CHECKLIST FOR A DATA MANAGEMENT PLAN, V4.0
  15. 15. TESTING THE DMPONLINE TOOL…  Tested the DMPOnline template with 5 researchers and 2 librarians  Still to be tested with the IBMB group, HDC group and faculty librarians linked with the group  Rework some questions and guidance if need arises  Presented the tool to Senate Research Committee (20 October 2014) and asked committee members to test and give comments  One challenge: site displayed as unsafe… One Hick up!…
  16. 16. INTERGRATION TO UNIVERSITY WORKFLOWS: A CASE STUDY
  17. 17. GRANT APPLICATION PROCESS  Process owner: Research Directorate  Sub-processes: Pre- award Approval Post award  Analyze current end – end process flow  Identify areas where DMP can be integrated  Design an improved process flow using BPMN Language  Review all relevant documents and update – Grant manual, forms, call for applications, TOR for the committee CURRENT WORKFLOW Changesrequired New Proposals (13) Admin Review (0) PI Revision (0) Approved Reviewers (0) Chairperson Approval (0) Committee Review (1) Awarded (0) Revision requested (0) Rejected/N ot Funded Not Awarded (43) Completed (331)
  18. 18. SERVICE DEVELOPMENT PHASE CONTINUES…..  Marketing plan  Training of the pilot group and Librarians  Testing the full service cycle  Service Launch
  19. 19. THANK YOU! ZANELE MATHE mathez@cput.ac.za
  20. 20. REFERENCES  Johnson, S.P., Menor, L.J., Roth, A.V., Chase, R.B., 2000. A critical evaluation of the new service development process: integrating service innovation and service design. In: Fitzsimmons, J.A.,Fitzsimmons, M.J. (Eds.), New Service Development—Creating Memorable Experiences. Sage Publications, Thousand Oaks,CA, pp. 1–32.  Larry J. Menora,∗, Mohan V. Tatikonda b,1, Scott E. Sampsonc. 2000. New service development: areas for exploitation and exploration. Journal of Operations Management 20 (2002) 135–157.  Graham Pryor, Sarah Jones and Angus Whyte, editors (2014). Delivering Research Data Management Services: Fundamentals of good practice. London: Facet.

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