Open Access to Knowledge@ Novartis

The Rocky Way to Open Access

Christian GumpenbergerOpen Repositories, Southampton, April 2008

Novartis and Open Access

2 | OAK @ Novartis | Ch. Gumpenberger | April 2008 | OR 08 Southampton

Novartis has so far supported the ‚Gold Road‘• membership to BioMed Central (since 2003) and PLoS (since 2004)• encouraging Novartis authors to publish in OA journals• including > 200 OA journals in internal e-journals tool

still author uptake is low so far

currently ‚Green Road‘ deemed to be more successful

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IR and the industry


„ ...while the key articles describing institutional repositoriesrelate to universities, any organization can adapt and adopt the concept ...“Drake Miriam A. (2004): Institutional Repositories – Hidden Treasures

Searcher 12(5).

Source: http://www.flickr.com/photos/shoughad/1590259670/ Picture uploaded by shoughad

http://www.infotoday.com/searcher/may04/drake.shtml


Benefits of a Novartis Institutional Repository

moreimpact &visibility

OA to externallypublishedcontent

showcase of output

text & data mining

copyrightcompliance

permanentrecord

efficient access

to Novartisresearch

OAK –Novartis

IR

Analysis of Novartis publications (1)


total number of publications ~1000

total number of journals >400

total number of publishers >100

Aim: to determine if sufficient publications are availablewith publisher archiving permissions to merit building an IR;2004 as role model

Source: www.calvin.edu

http://www.calvin.edu/

Analysis of Novartis publications (2)


percentages of different self-archiving options

15%

0%3%0% 1%

1%

19% 22%

39%

both pre-and postprintboth pre-and postprint with restrictionspost-print onlypost-print only with restrictionspost-print only to PubMedCentralpost-print only to government repositoriespreprint unclear, postprint only to PubMedCentralself-archiving not allowedsituation unclear

Novartis specific requirements for customization (1)


2 separate archives (internal vs. external archive)

interoperability OAI-PMH; interface to Metalib

automatic authentication of internal users PKI

external article linking (DOI, Entrez DB, SFX)

implementation of Medical Subject Headings (MeSH)

Source: http://www.flickr.com/photos/snimsgern/114658438/in/pool-fractbridge_central/ Picture uploaded by swi

http://www.flickr.com/photos/snimsgern/114658438/in/pool-fractbridge_central/



metadata autocompletion (ISSN, journal titles, internal authors)

integration of RoMEO database

automatic metadata import by entering PubMed ID or DOI

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Novartis organizational structure search- and browseable by Function, OrgUnit & Subunit

bulk import of records from internal propriety archives

integration of an internal review & approval workflow

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OAK review & approval workflow for items not already published


OAK review & approval workflowfor items already published


OAK lifecycle visibility and accessibility of items in different workflow states


Quality Assurance / Information Security is key


ISEC Risk Assessment & Operation Permission

x

xx

x?

X NIBR QA/ISEC Approval

ISEC „Heatmap“ for OAK application


Approvers

Email alertsMultiple notifications and reminders to author, reviewers approvers

Submitted

Register manu-script in OAKEdit, Checkin/-outFill IP Inventory +

QuestionnaireDiscuss with UH +

Patent attorney

Published &ArchivedReviewing/ApprovalDraft

Publishpost-print (after peer review), full biblio-

graphic data known, copyright compliant

archiving

Submitpre-print (pending

peer review) submitted

to ext. publisher

Start Review &Approval

Role – NameRole – NameRole – Name

Integrity Risk

Confidentiality Risk

Availability Risk

R/W accessfor author

R accessfor Novartis and

external

Storage and management of manuscript content on hardware and software

R access for author, reviewers, approvers, various reviewer and approvfer roles required

R accessfor Novartis

Transfer of content

Confidential information –author sphere

Confidential information – internal reviewing/approval sphere

Confidential information –peer-review

sphere

Public information –public sphere

Project Organization


Sponsors: 2 people

Project Manager, Future System Manager

Ch. Gumpenberger

Acceptance Team5 people

Solution ArchitectT. Miles-Board (EPrints

Services)

Project Quality Manager Business QA / ISEC1 person

DeveloperEPrints Services Team

Steering CommitteeSystem Ownerboth Sponsors

Quality ManagerGlobal Head of NKC

Internal IT Consultant1 person

OAK* Major milestones map 2005 – Q2/2007*Open Access to Knowledge Project Leader: Christian Gumpenberger (NKC Vienna)


Project TeamSpaceset up

Mandate & Contract signed; budget allocated; F2F meetings in Basel with project team & system owner

Set-up of first Demo Repository & 3 months evaluation

Evaluation of existent IR installments Project

proposal formanagementBlue Sky idea End speculate stage;

Senior Management’s decision to implement

fully-integrated solution with PTS processes

IT Security Assessment done

Establish contact with first vendor (outsourced solution)

Establish contact with second vendor (outsourced solution)

HLRA (High Level Risk Assessment) signed

Q3/4 2006Q3/4 2005 Q1/2 2006 Q1/2 2007

Decision on outsourced solution with EPrints

Set-up of second Demo Repository & ongoing evaluation

OAK* Major milestones map Q3/2007 - 2008*Open Access to Knowledge Project Leader: Christian Gumpenberger (NKC Vienna)


System testing &

debugging

OAK v1 productive;start for development ofOAK v2

Drafts of RA (Risk Assessment) and Quality Planavailable

PKI authentication in place

OAK logo available

SLA (Service Level Agreement) forPKI Services signed

Req Spec finalized &signed;SoW (Statement of work) signed

Q3 2007 Q4 2007 Q1 2008 Q2 2008

OAK workflow in place

ConformanceReview

Start for development of OAK v1

We are here!

OAK Status quo and outlook (1)


Performance Qualification Testing work in progress

planned for the near future• User Acceptance Testing & organizational deployment• development of OA education programme

challenge is buy in within company• top-down support endorse mandate & overall strategy• bottom-up support brand new way to deal with information in a

corporate environment

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OAK Status quo and outlook (2)


Project currently delayed due to • internal complexity of project management • ongoing internal organizational changes

Launch date of OAK is unknown right now!

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Lessons learned & Recommendations


Build a strong business case before addressing your management!

Address resources for development and maintenance realistically!

Focus on requirements before choosing the software!

Find out about already existent systems or ongoing projects before launching your own project!

Have an overall OA strategy in place before!

Proper project documentation is crucial!

Communicate frequently Stakeholder Mgt. is key!

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Thanks for your attention!
