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Results of the Horizon 2020 DMP template survey

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Presentation by Sarah Jones (DCC) and Ellen Leenarts (DANS) on the results of a survey conducted by OpenAIRE and the FAIR Data Expert Group into the European Commission's approach to Data Management Plans under Horizon 2020.

Full report and data available on Zenodo - https://doi.org/10.5281/zenodo.1120245

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Results of the Horizon 2020 DMP template survey

  1. 1. Results of the Horizon 2020 DMP template survey Ellen Leenarts DANS & OpenAIRE OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 @dansknaw @openaire_eu Sarah Jones DCC, OpenAIRE & FAIR Data Expert Group @sjDCC @digitalcuration #FAIRdata
  2. 2. Background to the survey • Conducted by OpenAIRE & FAIR Data Expert Group between May-July 2017 • Survey intended to help iterate and improve EC approach to DMPs • Asked about attitudes to DMPs and specifics on H2020 template and support needed • Circulated by EUDAT, FOSTER & other projects, LIBER, the RDA, European Commission project officers, YEAR network and EURODOC • Received 289 responses • Around 50% were researchers and 60% were (also) research support OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 2
  3. 3. Infographic 3 • Results at a glance • Available via: https://zenodo.org/record/1120245
  4. 4. Overall positive response to DMPs [Q3] "Both positive and negative: it helped us reflect on potential issues and decide how to address these as a project, and also it was frustrating and felt like an administrative exercise that was very long and cumbersome; too specific in some areas and too vague / unclear in others." OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 4 “Initially it looks as an administrative exercise, but I find it very useful since, although I have an idea of what data I will collect in my project, this makes me reflect on the best format to present them, where to make them available, etc.”
  5. 5. Good understanding of FAIR, but… “We understand the basic principle of FAIR, but the terminology is often difficult to grasp immediately. Things could be explained better in plain language” “The term interoperable is quite confusing sometimes and mixed with re-use.” “I could do with help understanding the section on Making data interoperable as I don't understand a number of the terms and concepts.” Table from Q4, comments from Q5 OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 5 To what extent do the following statements represent your experience of using the H2020 template? Agree Neither agree nor disagree Disagree I don’t understand what FAIR means 10% 17 16% 28 74% 125
  6. 6. Language is a barrier [Q5] Respondents mentioned 40 terms which were unclear to them OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 6 “Researchers are not familiar with the following terms/phrases : Metadata, standards for metadata/data, ontologies, mapping with ontologies, interoperability, ... . All the ICT jargon” “With the help from Swedish National Data Service we could clarify many questions. Without this help we would not be able to finish the DMP.”
  7. 7. Template structure is problematic [Q6 & 19] “There is too much overlap between F, A, I, and R. We have stopped talking about FAIR and removed it from our replacement H2020 DMP template.” “Questions about the Metadata appear under 2.1, 2.2 and 2.3” “Having to explain how to make data findable before talking of the repositories chosen to make data open is difficult and forces you to anticipate things to be detailed later.” OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 7 • Repetition • Ordering not logical • Too many precise questions • Need more dropdown options and examples
  8. 8. User priorities for support [Q11] OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 8
  9. 9. Our recommendations 1. Clarify EC requirements for DMPs 2. Revise the DMP template structure 3. Simplify the DMP content and terminology 4. Provide discipline-specific guidelines and example answers 5. Encourage the publishing of DMPs and collate examples 6. Facilitate the inclusion of RDM costs in grant applications 7. Improve DMP review practices and share guidelines OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 9
  10. 10. Experience with DMP template [Q4] OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 10
  11. 11. Guidance that could be improved [Q7] • More subject- or field- specific • Less complicated, technical or less vague, generic • Inclusion of examples • DMPs • Repositories • Interoperability • Cost estimation OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 11
  12. 12. Missing topics [Q8] • Discipline-specific approach • Access • Data quality assurance • Metadata and documentation • Software • Reproducibility • Costs • Storage • Legal issues • The format of the template OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 12 “I think this would probably vary according to individual projects. It is possible that a 'one-size-fits-all' approach is not practical.”
  13. 13. Issues encountered [Q9] “Processes around the assessment of the content are unclear to me.” “As stated before, clarification of what is an eligible cost regarding RDM is urgently needed, for researchers and also for the RDM support teams at the universities.” OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 13
  14. 14. Suggestions [Q10] OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 14 “Which parts should be set up already in the beginning and what can be added later? Would be helpful to indicate "needed" and "nice to have" for the starting point or for different stages.”
  15. 15. DMP publishing [Q12] • Half of free text answers: ”Yes, if…” • Depending on confidentiality of the information in the DMP • First reach a level of confidence in publishing DMPs • The project has finished • No, because it might bring project partners in danger OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 15
  16. 16. Suggestions to EC [Q14] “Talk to researchers and ask them whether the DMP requirements are realistic. Involve researchers when developing disciplinary guidance.” “Focus on technical exchange format for these plans so they can be shared between tools (i.e. make the plans themselves FAIR)” OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 16
  17. 17. Providing feedback [Q15-16] “In some cases I had to look together with researchers into their publications or WPs description of a project in order to help them identify the type of data they are collecting in order to include them in the DMP. This exercise also helped them to identify which data might have a re-use potential and which ones were submitted to special policies/ regulations.” OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 17
  18. 18. Time to review H2020 DMPs [Q18] OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 18 27% said the H2020 process took much longer and was more complicated* *based on 45 responses
  19. 19. 19 Recommendations…. Image CC-BY-NC by Thomas Hawk https://www.flickr.com/photos/thomashawk/15634502093
  20. 20. 1. Clarify EC requirements for DMPs • Collate all data-related and DMP guidelines in a single document • Provide public announcements and alerts to key groups when guidelines change • Be more explicit about when a DMP is and isn’t required • Clarify exactly what set of questions should be answered in DMPs • Provide a docx or rtf template to use, as well as supporting online tools http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/hi/oa_pilot/ h2020-hi-oa-data-mgt_en.pdf
  21. 21. 2. Revise the DMP template structure • Regroup questions according to key activities and order in a more logical fashion • Identify which questions should be answered when • Where possible, indicate secondary questions that can be skipped if not relevant • Include more yes/no questions, dropdown options or API integrations • Identify questions that will support evaluation and formulate them in a structured way to enable automated compliance checks in future OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 21
  22. 22. 3. Simplify DMP content & terminology • Simplify the terminology used where possible • Provide a glossary of terms to assist researchers • Offer example answers, particularly for questions with more technical terms • Seek to shorten the number of questions being asked • Provide some hierarchy or routing to the structuring of the questions OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 22
  23. 23. 4. Discipline guidelines & example answers • Provide discipline-specific guidelines • Offer example answers based on good practice in each domain • Give dropdown options or ranges pertinent to each field OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 23 We suggest that the EC builds on existing work and collaborates with domain data centres and discipline- specific groups such as learned societies
  24. 24. 5. Publish DMPs and collate examples • Encourage projects to publish their DMPs • Offer a DMP registry service • Provide a library of ‘approved’ DMPs representing the range of funded research OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 24 Build on projects’ existing willingness to publish and work with external reviewers, e-Infrastructure projects and other groups e.g. LIBER to help approve examples
  25. 25. 6. Include RDM costs in grant applications • Raise a few RDM questions / alerts at the grant proposal stage • Provide worked examples that demonstrate what to include as RDM costs and how • Brief reviewers on eligible and expected costs OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 25 Clarification of what is an eligible cost regarding RDM is urgently needed, for researchers and also for the RDM support teams at the universities. For example: • If a project needs to buy extra storage from the own institution, is that cost eligible? Or only external storage systems are eligible? • Database curators/admins could be financed by EC projects? • Are licenses for Electronic lab Notebooks (ELNs) for experimental data documentation eligible costs? • Are there differences in RDM eligible costs between consortium projects and IF or ERC, for example? If there are differences, it would be best if the EC provide examples for all the type of calls.
  26. 26. 7. Explain DMP review practices • Endorse the internal assessment framework to ensure consistent use • Continue to provide internal training on reviewing DMPs in collaboration with FOSTER Plus and other relevant groups • Develop / circulate review guidelines and FAQs on practical implementation • Make a public statement on how DMPs are being reviewed, ideally releasing the assessment framework at the same time OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 26
  27. 27. Activities that may help • Science Europe Domain Data Protocols (DDPs) • Collections of example DMPs e.g. DCC, RIOjournal, Zenodo, OpenAIRE • Existing costs guides e.g. LCRDM resource & Wellcome guidance • Integrating registries into tools like DMPonline • RDA Working Group on Common standards for DMPs • Further support from FAIR Data EG, OpenAIRE and others OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 27
  28. 28. What can you do? • Share your DMP! – Publish in RIO - https://riojournal.com – Deposit in Zenodo - https://zenodo.org – Add to DCC list - www.dcc.ac.uk/share-DMPs • Continue to provide feedback on the pilot and what works for you (or not!) • Collaboration across research and support communities to develop your approach • Work with wider initiatives e.g. NOADs and international groups like RDA OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 28
  29. 29. Conclusions Although there are several recommendations to the EC, feedback was positive • Many found the process of developing a DMP a positive experience • Over half agree that the template was very useful • 19 of 68 stated they encountered no issues in following the EC guidelines The EC has already iterated its open data guidelines and actively seeks input to inform future policy developments. Further updates are likely. The FAIR Data EG is to advise on future revisions of the DMP template, including the development of additional discipline specific guidance OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 29
  30. 30. Where to find out more All the survey materials are on Zenodo DOI: 10.5281/zenodo.1120245 https://zenodo.org/record/1120245 • Survey report • Raw data • Analysed dataset • Infographic OpenAIRE & FAIR Data Expert Group webinar, 11th January 2018, https://www.openaire.eu/events/eventdetail/529 30 Acknowledgments: Marjan Grootveld, DANS Emilie Hermans, UGent Eliane Fankhauser, DANS

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