RMIS - Building a Research Management Information System at the University of Glamorgan Leanne Beevers & Neil Williams

Topics… –Project Overview –Product Map –Outputs Submission & Integration with IR –System Demo –Questions

The ‘RMIS’ Project: In a nutshell… Research Management Information System project Spring 2009: RMIS Project begins Research Office commissioned with Faculty input Pro-Vice Chancellor Research sponsorship

Project Drivers Research Excellence Framework (REF) Need to collect and publicise more information about research outputs for anticipated use of quantitative indicators Improve collation and management of our response Differences in research data management and quality across Faculties/Departments Current system in need of extension and technology upgrade

Project Aims Unify data collection and entry processes Centralise the store of research data ‘Improved’ research management system, in summary: –Wider access to internal users –More functionality and better usability –Newer (web based) technologies Automate dissemination of research data across several channels

Project Structure Project Board PVC Research Faculty Head of Research Faculty Head of Admin Research Office Manager Assistant Head Development Services Assistant Head – Library Services User Group Research Office Manager Heads of Research Faculty Research Admins. Repository Lead Project Team Project Manager Systems Developer Research Office Leads Project Support

System Aims Single system - ‘hub’ for all Research Management Information –Staff, Outputs, Funding, Students…etc. Key Interfaces –Institutional Repository –Research Web Portal & Staff ‘C.V.’ pages –Student Management System –REF data collection system

Product Map

Progress So Far… ‘Person Management’ area – captures staff data (to use as authors) ‘Outputs Management’ area – captures publications and repository data Current focus: automating population of repository

Research Output Data Collection and the Integration with the Institutional Repository Our Approach...

Data Collection Process

Outputs Data... Data Captured 8 different output types Data fields based on previous RAE requirements Making use of the default repository schema dublin_core Content files Upload files of different file types (.pdf,.doc etc) Configured up to 10 uploads per output

Captured Fields 1)Common meta data fields Titles (s) Author (s) Identifier (s) Keyword (s) Abstract 2)Fields specific to an output type. E.g. Journal Article Journal Title Issue Number Part Number

Integration Aims Transfer the captured outputs to DSpace Allow outputs to be checked in a predefined workflow Make the output publicly available

Getting the captured data into DSpace... DSpace Batch Import “The batch import system for DSpace is a simple but primitive method for importing multiple items into a DSpace repository.” Scott Phillips - Using this built in functionality ensures that the backend DSpace processes are taken care of Reliant on folder structure...

Generating the folder structure A folder is created for each output. E.g. item1 Each folder consists of: Physical files Dublin_core.xml contents Scott Phillips -

Generation of dublin_core.xml Output has all information required From this we can create the dublin_core.xml file, using the following format: Williams, Neil Repositories How to feel nervous in front of 30 people Scott Phillips -

Executing the import procedure... We need some software to execute the DSpace procedure Provides us with control over the whole process Execution simplicity Scheduling Success / Error Messages

Our Next Steps... Status reporting Direct link to DSpace item from RMIS –The DSpace item ID is returned from a successful import –This can then be used to get whatever information we desire from the backend Updates and Deletions... Think about retrieving publication data from external source (reference management software) –Fill in core details with information retrieved from identifier –Automatic generation of citation

System Demo

Any Questions?