Hands-On Data Management Planning for Engineering

Bill CoreyData Management ConsultantUniversity of Virginia Library

wtc2h@virginia.edu

Sherry LakeData Management ConsultantUniversity of Virginia Library

shLake@virginia.edu

Goals for the workshop

• Learn about data management planning

• Learn about available resources

• Develop rough draft of a data management plan for a grant

• Gain peer and expert feedback

(Good) Data Management…

…helps research to be:Replicated and verifiedPreserved for future useLinked with other research productsShared and reused

…helps researchers:Meet funding requirementsIncrease visibility of researchSave time and effort (avoid data loss)Deal with an ever-increasing amount of data

http://www.healthcare-informatics.com/article/guest-blog-data-management-challenge-unlocking-value-clinical-data-many-times-requires-enter

Who Cares?

www.rba.gov.au

From Flickr by Redden-McAllister

From Flickr by AJC1

Recent News

• Memo released February 22, 2013• Direct results of federally funded scientific

research are made available…• Federal research agencies funding more than

$100M/year must develop plan to make the results (papers and data) of federally funded research available to the public within one year of publication

http://www.whitehouse.gov/sites/default/files/microsites/ostp/ostp_public_access_memo_2013.pdf

Require a Data Management Plan (DMP) Require Sharing of Results – per a Data Policy

• National Science Foundation• National Institutes of Health• National Oceanographic and

Atmospheric Research (NOAA)• Institute of Museum and Library

Services (IMLS)• National Endowment of Humanities

– office of digital humanities (NEH)

• NASA• NEH – Preservation & Access

Who’s Requiring Data Management?

This list is not inclusive.

Example: National Science Foundation

• Data Sharing Policy: Awards & Administration Guide Chapter IV.D.4

• Data Management Plan requirement: Grant Proposal Guide Chapter II.C.2.j

• Additional requirements from individual Directorates and Divisions (e.g., BIO, CISE, EHR, GEO, MPS, SBE): Dissemination and Sharing of Results

NSF: Dissemination & Sharing of Research Results:

“Investigators are expected to share with other researchers, at no more than incremental cost and within a reasonable time, the primary data, samples, physical collections and other supporting materials created or gathered in the course of work under NSF grants. Grantees are expected to encourage and facilitate such sharing.”

Award & Administration Guide (AAG) Chapter VI.D.4 8

Plans for Data Management & Sharing

Since January 18, 2011:• Proposals must include a supplementary

document of no more than two pages labeled: “Data Management Plan”

• Document should describe how the proposal with conform to NSF sharing policy

NSF: Grant Proposal Guide (GPG) Chapter II.C.2.j

of the Products of Research

Parts of a (Generic) NSF Data Management PlanI. Products of the Research: The types of data, samples, physical

collections, software, curriculum materials, and other materials to be produced in the course of the project.

II. Data Formats: The standards to be used for data and metadata format and content (where existing standards are absent or deemed inadequate, this should be documented along with any proposed solutions or remedies).

III. Access to Data and Data Sharing Practices and Policies: Policies for access and sharing including provisions for appropriate protection of privacy, confidentiality, security, intellectual property, or other rights or requirements.

IV. Policies for Re-Use, Re-Distribution, and Production of Derivatives.

V. Archiving of Data: Plans for archiving data, samples, and other research products, and for preservation of access to them.

10Grant Proposal Guide (GPG) Chapter II.C.2.jhttp://www.nsf.gov/pubs/policydocs/pappguide/nsf13001/gpg_2.jsp#dmp

I. Types of Data & Other Information

• Types of data produced

• Relationship to existing data

• How/when/where will the data be captured or created?

• How will the data be processed?

• Quality assurance & quality control measures

• Security: version control, backing up

• Who will be responsible for data management during/after project?

biology.kenyon.edu

http://en.wikipedia.org/wiki/File:CodeCmmt002.svg

Images by Antti-Pekka Hynninen

Wired.com

II. Data & Metadata Standards

• Identify the formats of data files created over the course of the project

• What metadata are needed to make the data meaningful?

• How will you create or capture these metadata?

• Why have you chosen particular standards and approaches for metadata?

III. Policies for Access & Sharing

• Are you under any obligation to share data?

• How, when, & where will you make the data available?

• What is the process for gaining access to the data?

• Who owns the copyright and/or intellectual property?

• Will you retain rights before opening data to wider use? How long?

• Are permission restrictions necessary?• Embargo periods for political/commercial/patent reasons? • Ethical and privacy issues?• Who are the foreseeable data users?• How should your data be cited?

IV. Policies for Re-use & Re-distribution

V. Plans for Archiving & Preservation

• What data will be preserved for the long term? For how long?

• Where will data be preserved?

• What data transformations need to occur before preservation?

From Flickr by theManWhoSurfedTooMuch

• What metadata will be submitted alongside the datasets?

• Who will be responsible for preparing data for preservation? Who will be the main contact person for the archived data?

Which NSF Requirement to Use?

Which Guideline Should I follow? First: follow the requirements laid out in the specific

solicitation, if any. Second: follow the guidelines published by the

appropriate NSF directorate and/or division. If there is a conflict, the latter takes precedence.

Third: follow the more general guidelines.

Interdisciplinary Proposals Use guidelines appropriate to the lead program (if

there are specific guidelines)

Data Management Planning Resources

http://dmptool.org – Helps you create a data management plan to meet grant requirements and identify UVA support resources and policies

http://databib.org – Helps you find an appropriate place to deposit your data

http://libra.virginia.edu - Helps UVA faculty, graduate students, and staff by providing a place to deposit and share datasets

Step-by-step wizard for generating DMP

Create | edit | re-use | share | save | generate

Open to community

Links to institutional resources

Directorate information & updates

http://dmptool.org

Goals of the DMPTool

I. To provide researchers a simple way to create a DMP for their funding agency

• Questions asked by the agency• Additional explanation/context provided by the

agency• Links to the agency website for policies, help,

guidance

Goals of the DMPTool

II. To provide researchers with DMP information from their home institution

• Resources and services to help them manage data• Help text for specific questions• Suggested answers to questions; easy to cut-N-

paste • News & events related to data management on

campus

What is a Data Management Plan?

• A comprehensive plan of how you will manage your research data throughout the lifecycle of your research project

AND

• Brief description of how you will comply with funder’s data sharing policy

• Reviewed as part of a grant application

Data Management Plans

• Grant Driven– Requirements– Sharing and public access to research

• Operational– Research continuity– Avoiding data loss– Efficiency

Team Exercise

30 minutes1. Identify a grant that you have or might apply for

2. Locate the requirements for that grant in the DMPTool: http://dmptool.org

3. Go through the sections in the DMPTool workflow to produce draft plan

Be sure to address metadata, access policies, repositories .

4. Identify solutions and available support through DMPTool sections or ask for guidance

5. Record issues and questions for discussion

Presentation of Draft DMPs

15 minutes• Identify grant • Describe project briefly• Explain requirements• Describe planned solutions

– Must address metadata, access policies, and repositories.

Questions and Discussion?

Follow-up

• Contact the Data Management Consulting Group for help with DMP preparation

Grant driven and operational: http://dmconsult.library.virginia.edu/plan/

Email: DMConsult@virginia.edu