The document discusses issues with managing research publications at SMU and the implementation of the Converis system to address these issues. It outlines problems with the previous manual system such as incomplete data, duplicate entries, and time-consuming reporting. The implementation of Converis integrated various systems and validated publication records. This solved many previous issues. The document also explores possibilities with the ORCID identifier system to further streamline the process and automatically update publication records.

1. Research Publications Management:
Issues and Possibilities at SMU
Yeo Pin Pin
Singapore Management University
6 April 2016

2. Outline
 Issues with research publications
management
 Implementation of Converis for research
publications
 Possibilities of ORCID for Converis

3. Existing / Previous Systems
Research Grants System
IRB (Institutional Review Board)
via email
RPS (Research Publications
System)
Faculty
CV
Publications on
SMU website
InK
(institutional
repository)

4. Issues with Data
 Manual entry
 Faculty not entering records
 Incomplete / dirty data
 Variations in journal names
 Duplicate entries
 Variations in non-SMU authors names
 Reporting labour intensive and time consuming

5. Issues with Workflow/System
 Records in RPS and InK start to diverge as changes to InK records not
reflected in RPS
 New records or updates spike when School / Office of Research calls for
updates
 RPS requires in-house man hours and knowledge to maintain
 Some users found RPS not so user-friendly

6. Road to Integrated System
 Desire to get integrated research management system
 Quality Assessment Framework for Universities (QAFU) recommendation to
upgrade critical enterprise systems, including research management
 Project Steering Committee appointed
 Dedicated Project Manager appointed

7. Road to Integrated System
Open tender called September 2013
Awarded to CONVERIS from Avedas March 2014
(later acquired by Thomson Reuters)
Project kick off April 2014
IRIS Publications beta launch October 2015
Official go live January 2016

8. Implementation of IRIS Publications
 Map fields in InK to IRIS
 Trial load of data from InK into test version of IRIS
 Specification of fields to display for different publication types
 Specification of rights for different roles
 Specification of email notifications
 Specification of reports and analytics
 Build integration for InK & SMU Publications website

9. Comparison
Incomplete information Complete information, checked by Library, able to send
record back to author for more information
OLD (RPS) NEW (IRIS)
Export record from RPS, update and metadata in InK Update and add metadata in IRIS then export for InK
Unable to add 2nd SMU author if 1st author did not 2nd author able to claim publication or Library can relate
publication to 2nd author
Variations of journal names crept in Journals list controlled by Library, must pick from list, info
consistent, ISSN, publisher
Records not checked Library validate publication records

10. Advantages
 Update publications records in ONE place in IRIS
 Import records from databases like Scopus, Web of Science, PubMed
 Journal names are controlled and validated by the Library in IRIS to ensure
consistency and better reporting
 Workflows put in place
 Single sign on to IRIS with SMU ID

11. Issues Revisited
 Manual entry 
 Faculty not entering records 
 Variations in journal names 
 Incomplete / dirty data 
 Duplicate entries 
 Variations in non-SMU authors names 
 Reporting labour intensive and time consuming (in-progress)
 Solved some issues
 Delay in publications being indexed in Scopus and WOS
 Faculty know first when paper accepted, forthcoming

12. Possibilities

13. ORCID in IRIS: Import

14. ORCID in IRIS: Person
 Within IRIS, researchers can lookup
their ORCID or create one
 With ORCID membership,
researchers grant permission for
institution to edit and update their
publications

15. ORCID in IRIS: Push to ORCID
 With ORCID membership, there is the possibility of sending publication
records from IRIS to ORCID
 No additional effort for faculty

16. Auto Update from Publishers
 If researchers have provided their ORCID to publishers, when the paper is
published, details are auto pushed to their ORCID
 Using APIs (application programming interfaces)

17. Conclusion
 Many possibilities
 Lighten load of researchers
 Accurate data for use and re-use