DMP lessons from Europe

Data Management Planning:
lessons from Europe
Sarah Jones
Digital Curation Centre
sarah.jones@glasgow.ac.uk
Twitter: @sjDCC
ARDC webinar, 21 August 2019, 12 noon AEST

Introductory context: setting the scene
Image Mission Beach CC-BY by Sarah Jones

What is a DMP?
A formal document
that outlines how
data are to be
handled both during
a research project,
and after the project
is completed
Wikipedia
Dynamic inventories
of digital research
methods and outputs
that evolve over time
Simms & Jones
‘active’ DMPs enable
information exchange
across the FAIR data
ecosystem and are tied
to their implementation
to become an evolving
record of activities
Turning FAIR into Reality
DMP
Machine-actionable agenda coming to fore.
Going beyond plans to implementation

What is the vision for maDMPs?
Transform static documents in active, machine-actionable
DMPs to enable:
• Researchers to manage, share and discover data more easily
• Infrastructure providers to plan their resources
• Institutions to provide effective data services
• Funders to monitor data-related activities
Simms S, Jones S, Mietchen D, Miksa T (2017) Machine-actionable data management plans (maDMPs).
Research Ideas and Outcomes 3: e13086. https://doi.org/10.3897/rio.3.e13086
Miksa, Tomasz, Simms, Stephanie, Mietchen, Daniel, & Jones, Sarah. (2019). Ten principles for
machine-actionable data management plans. PLoS Comput Biol 15(3):
e1006750. https://doi.org/10.1371/journal.pcbi.1006750

Drivers for DMPs
• Funder requirements (particularly in USA & UK)
• University expectations – risk, capacity planning
• To achieve another goal e.g. storage allocation
• Engender good practice – start with HDRs

Typical coverage of a DMP
1. Description of data to be collected / created
(i.e. content, type, format, volume...)
2. Standards / methodologies for data collection & management
3. Ethics and Intellectual Property
(highlight any restrictions on data sharing e.g. embargoes, confidentiality)
4. Plans for data sharing and access
(i.e. how, when, to whom)
5. Strategy for long-term preservation

Many tools available…
Platform Organisation(s) Resource link(s)
DMPRoadmap CDL| DCC | Portage Network | INIST CNRS https://github.com/DMPRoadmap/roadmap
University of Queensland
Research Data Manager
University of Queensland https://research.uq.edu.au/project/research-data-
manager-uqrdm
ReDBox DLC QCIF https://www.redboxresearchdata.com.au/rbdlc.html
RDMOrganiser (RDMO) AIP | FHP | KIT http://rdmorganiser.github.io/en
Data Stewardship Wizard ELIXIR | DTL https://github.com/DataStewardshipPortal
ezDMP IEDA https://www.iedadata.org
Data planning tool UNINETT Sigma2 https://www.sigma2.no/content/data-planning-tool
And more….
Please update at: https://activedmps.org

The Australian context
• Less formal funder requirements
• DMPs typically driven by institutional perspective
• Coverage broader – DM not DMP tools
• Usually allocate storage or link to RIM systems
• Growing integrations with lab notebooks etc
• Data selection and publishing still piece to do
www.dcc.ac.uk/blog/dmp-inspiration-down-under

Emerging trends in Data Management Planning
Image Joshua Coleman https://unsplash.com/photos/JfHRmaUP0z8

Many global funders ask for DMPs
Not comprehensive!ARDC webinar, 21 August 2019, 12 noon AEST

Requirements are changing
EUROPEAN COMMISSION
• First version of DMP as a
deliverable by month 6
• DMP needs to be updated
whenever significant changes arise
• Updates at minimum in time with
periodic evaluation/assessment or
final review
Traditionally application stage but increasingly in-project or ‘living’ documents
NERC (UK)
• Outline DMP at application stage
• Full DMP to be written in
conjunction with designated data
centre once awards are made

Onus placed on unis
• EPSRC introduced ground-breaking policy in 2011 which articulated the
responsibility of research organisations to support RDM. Unis should
ensure DMPs are created and maintained by grant holders.
• AHRC updated its policy in 2018 and requires confirmation of 10
statements:
“The institution is able to store the data appropriately during the lifecycle of the grant,
the relevant people have been consulted and this has been considered and agreed”
• Research Council of Norway is just introducing a policy which expects
DMPs to be approved by uni before submission and made openly
available online.

DMPs to cover more than data
• Wellcome issued new guidelines in 2017 that ask for an
Outputs Management Plan covering:
– datasets generated by your research
– original software created in the course of your research
– new materials you create – like antibodies, cell lines and reagents
– IP such as patents, copyright, design rights and confidential know-how
• The EPSRC has a requirement for Software Management Plans

DMPs can be useful…
"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."
“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.”
OpenAIRE & FAIR data Expert Group DMP survey. Report, dataset & infographic at:
https://doi.org/10.5281/zenodo.1120245

Language is a barrier
Respondents mentioned
40 terms which were
unclear to them
“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.”

User priorities for support: simplify

Unis requiring DMPs from HDRs
• Aim to build good practice early on in research career
• Supervisors need to review DMP – seen as way to get more
academics aware of good practice in RDM and sharing
• TU Delft introducing requirement from 2019
• See discussion on research-dataman@jiscmail.ac.uk

More DMPs are being published
• In many cases projects make DMPs available
• Some publish via tools (e.g. DMPonline), put in repositories
(e.g. Zenodo) or publish in journals (e.g. RIOjournal)
• Sharing early and openly enables DMP to be reused to
inform service delivery and data to be discovered asap
• Examples help others learn good practice

What to do and where to learn more?
Image Jonas Jakobsson https://unsplash.com/photos/MLSS52p0ze4

Provide a range of DMP support
• For example, Stanford University offers:
• Information on funding agency requirements
• Guidance and best practice on writing a plan
• An online tool (DMPTool)
• FAQ and workshops
• A DMP review service
• …..
http://library.stanford.edu/research/data-management-services/data-management-plans

Use the DMP as a talking point
Consulting, supporting and networking with
researchers & all other interest groups
Slide content courtesy of Mari Elisa
Kuusniemi (MEK), University of
Helsinki Library

DMPs as A Research Tool (DART)
• A 3 year IMLS funded project run across 5 US unis
• Developed an analytic rubric to standardize the
review of data management plans
• Analysed DMPs to inform expansion or development
of research data services at academic libraries
• Model copied in Europe to develop various rubrics
https://osf.io/kh2y6

Share examples of DMPs
https://libereurope.eu/dmpcatalogue
Catalogues in tools such as DMPonline

Connect with peers
DMPonline user group, monthly drop-in calls, social
events, Twitter, newsletter, knowledge exchange….
http://www.dcc.ac.uk/news/dmponline

ARDC DMP IG
• Enable information exchange across those working on DMPs
• Connect Australian and New Zealand initiatives with
international efforts
• What do you want to see from the Group?
• Info and links to RDA and global initiatives
• Monthly knowledge exchange with others offering DMP support
• Training and guidance resources…
https://www.ands.org.au/partners-and-communities/ands-
communities/dmps-interest-group

RDA Interest & Working groups
Active Data Management Plans IG
https://rd-alliance.org/groups/active-
data-management-plans.html
DMP common
standards WG
https://rd-
alliance.org/groups/dmp-
common-standards-wg
Exposing
DMPs WG
https://rd-
alliance.org/groups/exposing-
data-management-plans-wg
…
G7ARDC webinar, 21 August 2019, 12 noon AEST
ARDC webinar, 21 August 2019, 12 noon AEST 26
20/08/2019
https://rd-alliance.orgSpeak to Peter Neish
and Kathryn Unsworth
who are Australian co-
chairs on these WGs

Pre-RDA workshop on DMPs?
• Discuss requirements landscape
– policies, user groups, desired features, trends…
• Share info on existing/forthcoming DMP tools
– code, functionality, development roadmap, tech exchange…
• Explore options for global collaboration
– standards, integrations, registries of DMPs, peer support networks…
• Other ideas….
www.rd-alliance.org/plenaries/rda-15th-plenary-meeting-australia

New MOOC!
Delivering RDM services
Starts 2nd Sept 2019
www.futurelearn.com/courses/delivering-
research-data-management-services
Learn with us!

DMP lessons from Europe

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