Sustainable and efficient solutions for shared research data management - Jisc Digifest 2016

Research data management: Background and introductionPeter Tinson

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http://tinyurl.com/nbpncpv2/03/2016 Research data management: Background and introduction

http://tinyurl.com/nbpncpv

Directions for RDM – key areas

»Policy development and implementation»Skills and capabilities»Infrastructure and interoperability»Incentives for researchers and support stakeholders»Business case and sustainability

2/03/2016 Research data management: Background and introduction

Research data management: Background and introduction

Policy development – drivers and first steps

»Drivers:› Funders’ requirements› Access to datasets

»First steps:› Work with funders› Work with institutional SMEs› Understand data storage needs

2/03/2016


Infrastructure and interoperability

“Delivering the appropriate level of infrastructure at a cost that is acceptable to the institution is challenging”

»Needs:› Short term storage› Long term storage› Interoperability

2/03/2016


Infrastructure and interoperability - steps

»Shared RDM at the hub»Research Data Discovery Service»National ORCID consortium»Metadata standards»Other standards»Reporting

2/03/2016


Pilot shared service vision

»Provide researchers intuitive, easy functionality to publish, archive and preserve their research outputs

»Provide interoperable systems to allow researchers and institutions to fulfil and go beyond policy requirements and adhere to best practice throughout the RDM lifecycle

»Preservation!!

Researchers shouldn’t need to think (too much!) about Research Data Management

2/03/2016

What universities want from the Jisc shared service

2/03/2016 Research data management: Background and introduction

Reduce IT burden

Preservation

Automation with ELN

Interoperability with CRIS

Cost effective storage

Integration across

systems

User friendly deposit

Improve discovery

Share and develop practice

Move to centralised

services

No service yet …this will enable

that


Session today

»RDM Shared service introduction»The Plymouth RDM experience»The Lancaster RDM experience»RDM Business case and costing introduction»RDM Benefits break out exercise»Feed back and wrap up

2/03/2016

jisc.ac.uk

Peter TinsonUCISA Executive [email protected]

http://www.jisc.ac.uk/

Introducing :Jisc research data management shared service projectCatherine Grout

» 2/03/2016

Introducing: Jisc research data management shared service project

Learn more about “research at risk”

» Winter progress update: researchdata.jiscinvolve.org/wp/2015/12/10/research-at-risk-progress-update/

» Research at risk page on Jisc website: jisc.ac.uk/rd/projects/research-at-risk

» Follow activity and discussion on twitter #JiscRDM

2/03/2016 Introducing: Jisc research data management shared service project

Why a shared service?» There is no “solution” easily available and that meets requirements for

Universities to enable research data management» More effective research data management must happen to comply with

funder mandates, ensure data is not lost, and to realise a whole range of positive benefits

» A shared service (provided by Jisc) seems to offer a number of benefits » Cost savings and efficiencies» Common approaches and practice» Research system standardisation and interoperability» Others…


Pilot shared service vision

» Provide researchers intuitive, easy functionality to publish, archive and preserve their research outputs

» Provide interoperable systems to allow researchers and institutions to fulfil and go beyond policy requirements and adhere to best practice throughout the RDM lifecycle

"Visible data, invisible infrastructure"


High level RDM architecture

» 2/03/2016


Pilot shared servicePilot shared service

area Other R@R work areas Existing Jisc services/agreement areas

» 2/03/2016


What we need

Modules that seamlessly integrate with each other


A **key** requirement

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Pilot institutions» Selected to show a balance of types, specialisms and use of research

systemsInstitution NameCardiff University University of CambridgeCREST - Consortium for Research Excellence, Support and Training

University of Lancaster

Imperial College of Science, Technology and Medicine

University of Lincoln

Middlesex University University of St AndrewsPlymouth University University of SurreyRoyal College of Music University of YorkSt George's Hospital Medical School


RDM shared service framework lots» Lot 1 - Research data repositories (3)» Lot 2- Repository interfaces (6)» Lot 3 - Research data exchange interface (3)» Lot 4 - Research information and administration systems integrations (10) » Lot 5 -Research data preservation platforms (2)» Lot 6 - Research data preservation tools development (5)» Lot 7 - Research data reporting (2)» Lot 8 - User experience enhancements (4)


Pre-development - Procurement» Suppliers have been shortlisted from Pre-Qualification Questionnaire to

respond to Operational Requirements» Selection of framework suppliers by 12 April» Framework can be communicated to pilots on 22 April

Activity DateProduce and issue the operational requirement and draft contract

12 February 2016

Return of operational requirement responses 8 March 2016Selection of preferred supplier 12 April 2016Standstill period ends Midnight 22 April 2016Contracts placed with preferred supplier 3 May 2016


Additional procurement and support

Existing Jisc agreements Description of research data shared service componentsCloud storage To provide cloud storage for the serviceInfinity (and/or northern data center)

To provide local storage and hosting of services

Data archiving framework To provide long term archival storage of research dataData audit (research consulting)

To provide the consultation phase for stakeholders in the project, not focused on the final technology solution, for example an audit of datasets, legal and compliance framework, financial and strategic commitment

Technical architect (TBC) To provide expert technical advice to the project on the technical architecture of the service, assessment of institutional technical capability and to assist in gathering detailed requirements from institutions and researchers

Metadata and interoperability (CLAX)

An examination of metadata specifications and provide advice on identifier systems and interoperability

Project management (LM) To provide project management support and coordinate contract negotiations, facilitate collaboration between suppliers and HEI’s and monitor overall service development. This function will also gather evidence to feed into the business model for the next stage

Preservation audit (TBC) To provide the needs and priorities for preservation tools development2/03/2016 Introducing: Jisc research data management shared service project

Key pilot participation benefits» Institutionally branded RDM and research object repository solution » Jisc manages system, relieving burden from institutional IT and

procurement staff» Jisc will also work with pilots on use cases and problem areas» Bit-storage archiving and data preservation (which is a recognised gap)» Support policy compliance and best practice» Focus on intuitive user experience and ease of use for researchers» Focus on interoperability between institutional and external research

systems using an extensible open standards based approach» Will integrate with new features from Jisc pilot services: Usage statistics

and metrics, UK research data discovery service


Interoperability

» 2/03/2016


Project phases and activity» Pre-development phase (Dec 2015 - Dec 2016)» Finalisation of requirements and procurement (Jan 2016 - May 2016)» Alpha development (June 2016 - June 2017)» Beta development (June 2016 - April 2018)» Business case planning (July 2017 - Dec 2017)

» RAID (Risks, Actions, Issues, Dependencies) and full schedule by end of March

» Project will be managed with an agile methodology, meaning we will release shippable products and releases on a regular basis


Process overview

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» 2/03/2016


Timeline

RDM shared services timeline

Milestones 2016-18

January 2016 February 2016 - April 2016

May-2016 -June 2017

July 2017-September 2017

October 2017-April 2018

» Procurement responses

» OR finalised and published

» Suppliers selected

» Consultancy work begins

» Alpha development

» Contracts in place

» Alpha service tested and reviewed

» Beta development

» Feedback on beta service

» Business decision go/no go

» If go then begin transition to production service

» Supplier PQQ responses analysed and selected

» Work begins on detailed HEI requirements and technical architecture

» Development Phase

» Contact additional early adopter HEI’s and promote Beta Service

» Business planning and begin business case

» Market research and consultation

» Promote service to institutions

» Start on next phases (service enhancement/ modular)

» 2/03/2016


Research data network» Quarterly meetings for the wider community

› Show and tell from shared service› Discuss other Jisc activity› Discuss wider RDM developments and needs

» First meeting likely to include:› Shared service update› Initial DAF findings› Business case and costing› Alpha services

– Discovery service– IRUSdataUK

» Online presence (readme.io) in production2/03/2016 Introducing: Jisc research data management shared service project

Jisc shared service team» Rachel Bruce, Deputy chief innovation officer» Catherine Grout, Head of change – Research» John Kaye, Senior co-design manager» Paul Stokes, Senior co-design manager» Nikki Browne, Project manager

» Within Jisc digital futures – Research team


jisc.ac.uk

For more information

Catherine Grout

Head of Change - ResearchJisc research futures [email protected]


Research Data Management at Plymouth University Dr Elena Menéndez-Alonso (Digital Curator)[email protected]

The University

»Post’92 HEI»Over 25,000 students – › Top 10 (undergrads)› Largest in the South

West»2500 staff FTE »Focus on STEM, arts and

vocational subjects

2/03/2016 Research Data Management at Plymouth University

Research profile»Funding for live research

projects1: £57 million »366 staff submitted to

REF2014»> 63% research graded 3* / 4*»Greatest strengths:

› Medicine & Dentistry– 1st in REF2014 UoA 1

› Marine Science & Engineering

› Geography & Environmental Sciences

1 On 01.08.2015


Team collaboration

RDM at Plymouth University

Plymouth University

Technology and Information Services

Strategy & Architectur

eSolution Delivery

Service Manageme

nt

Library & Digital

Support

Research &

Innovation

Faculties &

Schools

Researchers

RDM Guidanc

e

RDM Policy

Systems infrastructure


Research Infrastructure


CRIS(Symplectic Elements)

HR System(iTrent)

Finance System(Agresso)

Research Repository

(DSpace)

Theses

Publications by subject

Datasets

VV Impact Tracker

ORCiDElectron

ic Library(Primo)

Website Researc

herProfiles

PU SaaS

PU on premise

External

BLEThOS

Office365OneDrive for

Business(active data)

On the Roadmap

Strategy, policy & governance• Alignment with PU

strategy• RDM policy review• Roles &

responsibilities

Capability & skills•RDM through lifecycle•Advocacy•Enhanced guidance•More engagement and local expertise

Infrastructure & Services• Hosted repository• Data deposit, archive

and preservation• Monitoring &

reporting

Sustainable business model: Identify cost components and cost recovery opportunities


What’s in it for us?

»SaaS Research data repository› Managed: fits our model› Aligned with standards and sector best practice› Compliant with funder mandates and internal policy

»Modular approach: integration and interoperability»Collaboration

› Access to expert consultants› Opportunity to work with Jisc and other HEIs

– RDM leaders– ‘Like minded’ institutions – future collaborations


For more information

Dr Elena Menéndez-AlonsoDigital CuratorLibrary & Digital Support – Plymouth [email protected]

RDM infrastructure and servicesat Lancaster UniversityMasud Khokhar, @mkhokhar

About Lancaster University

About Lancaster University

»Approx. 13,000 students»Research intensive, International University»Approx. 1600 FTE academic and 1400 FTE professional services staff

»ROADMaP steering group (Research, Open Access, Data Management and Pure)

03/05/2023

RDM infrastructure and services at Lancaster University

Lancaster University’s position on RDM

Lancaster University’s position

“Management of data is an essential part of good research practice and all researchers in the University have an obligation to record, store and archive their data appropriately”

Lancaster University Research Data Policy, SEC/2013/2/0776

03/05/2023


Lancaster University’s RDM infrastructure

2/03/2016 RDM infrastructure and services at Lancaster University

Internal project External project

DMP, Ethics and Costing

Publications Datasets

Local Store(slowest tier)

CloudStore

Mint

RDM infrastructure provision

»Data Management Plans (DMPOnline – in production)

»Data registry mechanism (Pure – in production)»Data deposit mechanism (Pure – in production)»Data catalogue (Pure Advanced Portal – in production)

»DOI provision (Mint – in production)

03/05/2023


RDM infrastructure provision

»Data preservation (Archivematica – in progress)

»Data store (Box – in production, Hitachi – in production)

»300TB usable replicated across our two data centres

»RDM reporting (DMAOnline – in progress)»Data costing (Agresso – in progress)03/05/2023


Lancaster University’s RDM services

RDM services

»Training and guidance (1-1, central, surgeries)»DMP writing and reviewing »Data uploading support»Data publishing support»Data storage, licensing, ownership and security

»Data Access Request services»Sensitive data (ISO27001, IG toolkit)03/05/2023


RDM opportunities and issues

RDM opportunities

»Hitachi Data Systems – HCP and COMET»Box subscription – 1TB per person by default»Contribution to the N8 reference architecture diagrams including users, roles, processes, services and systems

»New positions: Research Data Manager and Digital Archivist

»New adventures: Archivematica, Fedora/Hydra UK collaboration, Jisc RDS projects and Shared Service03/05/202

3RDM infrastructure and services at Lancaster University

RDM issues

»Variety of systems and interoperability issues»Vendor dependence and response quality/rates

»Sensitive data storage»Convincing factors for Arts and Humanities and Social Sciences

»Justification of resources/systems along the full RDM life-cycle

03/05/2023


What’s next?

Average institution position

»6 – 8 software or systems used»2 – 5 departments involved in providing RDM services

03/05/2023


Why an RDM shared service makes sense?

»A shared RDM service just makes sense»Economies of scale»A complete solution out of the box is super attractive

»Think about the issues of security, researcher satisfaction, compliance, monitoring and reporting

»Institutions should be focusing on advocacy and training, not on systems, suppliers and vendors03/05/202

3RDM infrastructure and services at Lancaster University

jisc.ac.uk

Except where otherwise noted, this work is licensed under CC-BY-NC-ND

Thanks for listening. Questions?Masud Khokhar, @mkhokharHead of Digital [email protected]

Thank you


Business case and costing for Research data managementPaul Stokes Tom Parsons

RDM business case and costing work

» High level business case› including benefits, case studies,

examples and evidence» Evidence based economic analysis

› Current and potential future methods used to evaluate benefits of RDM

» Sector solutions – tools, templates, checklists, models, software plug ins, other› Building on existing work› From analysis of current pain

points

Delivering Business case and costing for RDMAn agreed set of guidance for the case for RDM and costing information to support the business case in HEIs for research data management.» Start: July 2015» End: December 2016» End goals: Defined value of

RDM, business case template and costing tool for HEIs

03/05/2023

Digifest 2016 - Sustainable and efficient solutions for shared research data management – Business case and costing

Relationship with RDM shared service

» This work will help us understand and make the business case for the Shared Service as a whole as it proceeds

» This work will be informed by current institutional practice in the pilots that will feed into the work and analysis being done

Business case and costing for RDMAn agreed set of guidance for the case for RDM and costing information to support the business case in HEIs for research data management.» Start: July 2015» End: December 2016» End goals: Defined value of

RDM, business case template and costing tool for HEIs

03/05/2023


High level RDM business case

»Economic and societal benefits of data»Risks around data, to research and institutions

Scope:

»Web resource with cases studies, video and reportOutputs:

»100+ case studies reviewed and categorised»Mapped to REF units of assessment

Progress:

03/05/2023



Case studies: REF units of assessment

03/05/2023



Reuse of research data by sector

03/05/2023


Benefits exerciseBenefit Area Importance

of Benefit (0-10)

Rationale for scoring (why is this not important/important/very important?)

Who benefits?

Research has proven economic benefit within HE

Research can be replicated

Research has proven societal benefits

Research has proven educational benefits

Increased level of University engagement with other sectors

Keeps research data safe and avoids loss

Reduced risk of institutional damage (reputation, costs)

Increased institutional reputation 03/05/2023


EvidenceType of benefit Description: Describe the benefits (include a URL if

published)Contact details

03/05/2023


jisc.ac.uk

Paul Stokes

Senior co-design manager – research [email protected]

mailto:[email protected]


Sustainable and efficient solutions for shared research data management - Jisc Digifest 2016

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