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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
INTEGRATING DATA MANAGEMENT
PLANNING INTO INSTITUTIONAL
WORKFLOWS
Zanele Mathe
CPUT Library
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.
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
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.
HOW WILL THIS BE EXECUTED?
THIS SIGNIFIES A NEED FOR A NEW SERVICE THAT
MUST BE SUPPORTED BY AN ENABLING
ENVIRONMENT THAT MEETS THE NEEDS OF THE
USERS !
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: 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
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
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
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
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)
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
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 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!…
INTERGRATION TO UNIVERSITY
WORKFLOWS: A CASE STUDY
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
Changes required
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)
SERVICE DEVELOPMENT PHASE CONTINUES…..
Marketing plan
Training of the pilot group and
Librarians
Testing the full service cycle
Service Launch
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.
