August 8, 2014 Julia Trimmer Lamont Cannon "Give me one good reason . . . ” A case study of rolling out VIVO across disciplines at Duke University August 8, 2014 Julia Trimmer Lamont Cannon

Duke at a Glance Location: Durham, NC Private research university 10 Schools & Colleges 14,600 students 5,620 Faculty members 35,510 employees Provide context of the university

Scholars@Duke Duke University’s VIVO Instance 5,670 profiles 206,604 publications 11,005 grants 973 Artistic Works Provide context of instance of Scholars

Goals for Scholars@Duke Display faculty web profiles in a single system Facilitate re-use of data in university sites and systems Populate Duke’s Open Access Repository with full-text publications

Scholars@Duke Architecture

Challenges & Constraints Sunset legacy systems Serve data to new school /department websites Enable input of artistic works and display them on par with publications Adapt system to meet the needs of all Duke faculty Limited institutional oversight for prior system (FDS) Lack of supported bibliographic sources for Humanities departments

Key Project Decisions Rolled out first to schools with sufficient publication sources to harvest from Utilized a “soft rollout” approach Migrated publications from FDS for Humanities departments Developed user interface for adding artistic works

Rollout Phases Implementation: May 2013 – March 2014 Medicine (pilot) 2 Business, Engineering, Environment, Nursing 3 Divinity 4 A&S, Sanford, Law, UICs

Phase 1 Implementation Faculty profiles added: 3633

Phase 2 Implementation Faculty profiles added: 726

Phase 3 Implementation Faculty profiles added: 74

Phase 4 Implementation Faculty profiles added: 1226

Publications Sources

Timeline: 2014 December Artistic works complete January Rollout 4 approved February Development complications . . . March Rollout (and iFest!) April Fallout

What went well? Support from the Provost Advisory Group governance Awesome development team School communicators stepped up Pilot User Group met for 2+ years Power Users Lots of training sessions/workshops

Coulda, shoulda, woulda Give the community advanced notice Involve faculty on solutions Present to departments ahead of time Better educate faculty on transition Better home page – “calls to action”

Faculty Feedback “My initial impression is that this is more useless rework for faculty.  Why are we doing this?  What is to be gained?  . . . give me one convincing reason we should do this or that this improves Duke or explain to me how you are going to reimburse us for the immense amounts of faculty time this is going to require.  Or if you like I will send you my existing CV and you can have your staff enter the information you require.” “This is taking valuable time away from our research and it is terribly unproductive.  I can only guess what is going to happen when faculty turn to their profiles and see what has been done to their publication lists and other entries.” “Have you thought about the purpose of the system? If you would consider what the system is supposed to do, all the rest of it will fall into place.” “I wonder if you have asked any faculty to help design the system. I think it might make it more useful to the actual people who’ll be using it.” I am attaching my cv and you or your people can enter my data. I will look at it and let you know if you have it right and if not ask you to do it again.  This will give you some idea of the amount of useless labor you are trying to impose on us.   I'm not going to waste time when I could be raising money, writing or teaching dealing with continual and frankly meaningless upgrades in your system.  I think you will discover that most faculty will agree with me.” “Given that this will take an enormous amount of time in my case, I would like you to assign a staff member to do this for me. Or find a work-study student who can do it. . . . I think it is deeply unfair to burden us with a lot of secretarial work we never asked for.”

Questions?