EuroCRIS 12 th November 2009 Two Universities Working Together Helen Reddy - University of St Andrews Nicki Matthew - University of Aberdeen Anna Clements - University of St Andrews A Scottish Research Information System Project

EuroCRIS 12 th November 2009 Scottish & UK Research Environment St Andrews Historical Perspective Aberdeen Historical Perspective Working in Partnership Data Model

EuroCRIS 12 th November 2009 Research Pooling in Scotland SUPA (Physics) ScotChem (Chemistry) ERP (Engineering and Mathematical Sciences) SAGES (Geo- and Environmental Sciences) SIRE (Economics) SRP (General and Civil Engineering) SULSA (Biological and Life Sciences) SINAPSE (Brain Imaging) SICSA (Informatics) MASTS (Marine Science) 4th Nov 2009

EuroCRIS 12 th November 2009 UK Research Assessment RAE Research Assessment Exercise TO…………… REF Research Excellence Framework

EuroCRIS 12 th November 2009 REF Proposed Structure - Current Consultation %25%15% OutputsEnvironmentImpact Expert review informed by citation data where appropriate Three or Four Outputs (User significance) Resourcing Management Engagement (Esteem) Quantitative: -Indicators income, students Impact Statement - Case studies Quantitative: -Indicators e.g. charity income Weightings:

EuroCRIS 12 th November 2009 Background to the Project St Andrews In-house ‘Research Expertise System’ used for RAE 2008 submission Looked to other European examples e.g. Ireland, Norway, Denmark University Data Architect member of EuroCRIS

EuroCRIS 12 th November 2009 Research Expertise System Used for RAE 2008 BUT not just for RAE! However not fit for REF

EuroCRIS 12 th November 2009 Ideal CRIS?

EuroCRIS 12 th November 2009 Research Information System History (Aberdeen) Publication Database – (in-house Oracle) Poor uptake of use – usability and functionality BUT - successful for gathering RAE2008 outputs Limitations recognised Other reporting and information systems needs post RAE Dilemma - further in house development or third party?

EuroCRIS 12 th November 2009 Publications Database Aberdeen

EuroCRIS 12 th November 2009 Partnership Working: the beginnings Good relationship between Senior Research Policy Officers (RAE2008 Scottish Managers Forum) from 2005 St Andrews further advanced (Research Expertise system) - upload into Institutional Repository, links to Sherpa/RoMEO and trial to import bibliographic records from third party databases Early 2008 – contact initiated to learn about importing and other features Further in-house work done on Publications Database (Aberdeen) to create new web user interface (costly)

EuroCRIS 12 th November 2009 Partnership Working: making progress Summer Project commenced at Aberdeen to evaluate suppliers and products Confirmation that internal system not ‘fit for purpose’ in longer term Demonstration sessions of Research Information System/ publications databases organised by St Andrews (July and September 2008)

EuroCRIS 12 th November 2009 Partnership Working: The hard work begins in earnest September 2008: St Andrews presents to the Scottish Funding Council Basic functional specification agreed Main aims: –to capture all University publications in one database –integrate with an institutional repository –display information about all research related activities –(hopefully) handle future requirements of the Research Excellence Framework –provide the ability through a common data model to share information across ‘non-traditional’ boundaries and even across institutions (e.g. Research Pooling in Scotland) Ambitious timetable for implementation – December 2009

EuroCRIS 12 th November 2009 Partnership Working: Joining things up OJEU tender process started in 2009 (both) Tender specification drawn up together Separate selection teams, but working together – formal presentation by suppliers hosted at Aberdeen Independent decision-making, but arrived at consensus June 2009 – contracts issued to Atira

EuroCRIS 12 th November 2009 Timetable August –September 2009Define Data Model (includes “Impact” and “Assessment”) October –November 2009Data Mapping and Synchronisation October –November 2009Data Model checking and validation 16/17 November 2009Test Installation on local servers December 2009Final Installation Early 2010Training and roll out to users

EuroCRIS 12 th November 2009 Common European Information Format CERIF

EuroCRIS 12 th November 2009 X Data Model

EuroCRIS 12 th November 2009 Data Model - “impact”

EuroCRIS 12 th November 2009 Data Model - “Assessment”

EuroCRIS 12 th November 2009 Partnership Working: Benefits Single point of contact for suppliers during procurement process Pricing advantages Benefits during implementation stage ‘Two heads are better than one’ Enhanced profile – other institutions keen to be kept informed More readily tap into knowledge from other institutions/Europe through extended contact networks

EuroCRIS 12 th November 2009 Partnership Working: Lessons Collaboration and reaching agreement on the initial tender specification took longer than anticipated Ongoing collaboration throughout the tender process was time intensive. Conference calls and s serve a purpose but face to face meetings are also very beneficial Keeping everyone informed at all stages is not always easy Collating queries and responses from two institutions to present a consolidated position takes time Benefits have more than compensated for frustrations along the way! Allow more time

EuroCRIS 12 th November 2009