1. Organisational Assembly @P6 September 24, 2015 Open Meeting, 11:00-12:30 Members-Only meeting, 13:30-15:00

2. 2 AGENDA 1.Introduction - Juan 2.Future Directions planning – Walter 3.TAB report – Andrew  The role of OA in reviewing outputs, driving adoption and forming consensus, esp. review process – Juan  OA-TAB collaboration in steering future work of RDA work - Discussion 4.Council Report – Fran 5.OAB clustering/mapping exercise– Leif 6.OAB election plan – Call for candidates – Walter  Candidates by January 31 st, meet the candidates in Tokyo, balancing discussion RDA ORGANISATIONAL ASSEMBLY MEMBERS-ONLY MEETING

3. 3  Internet2  LIBER  NCSA  NZ eScience Infrastructure  Netherlands e-Science Centre  Purdue University Libraries  Research Data Canada  Scholarly Publishing and Academic Resources Coalition (SPARC)  Science & Technology Facilities Council  Syracuse University - Center for Qualitative and Multi-Method Inquiry (CQMI)  Terrestrial Ecosystem Research Network (TERN) and Australian Centre for Ecological Analysis and Synthesis (ACEAS)  Washington University in St. Louis Libraries  Web Science Trust Affiliates  CODATA  ICSU World Data System  ORCID  DataCite  CASRAI Organisational Members  The Assoc’n of Commonwealth Universities  American University Library  Australian National Data Service  Barcelona Supercomputing Center  CANARIE  CAP Digital Cluster  Corp’n for National Research Initiatives (CNRI)  Columbia University Library  CSC  DANS  Digital Curation Center  EGI.eu  EIROForum IT Working Group  eResearch Services, Griffith University  European Data Infrastructure (EUDAT)  German Data Forum (RatSWD)  IU Trident - Indiana University Pervasive Technology Institute  National Institute of Advanced Industrial Science and Technology (AIST), Japan  International Association of STM Publishers

4. 4 AGENDA 1.Introduction - Juan 2.Future Directions planning – Walter 3.TAB report – Andrew  The role of OA in reviewing outputs, driving adoption and forming consensus, esp. review process – Juan  OA-TAB collaboration in steering future work of RDA work - Discussion 4.Council Report – Fran 5.OAB clustering/mapping exercise– Leif 6.OAB election plan – Call for candidates – Walter  Candidates by January 31 st, meet the candidates in Tokyo, balancing discussion RDA ORGANISATIONAL ASSEMBLY MEMBERS-ONLY MEETING

5. 5  FOCUS: Organizational effectiveness and improvement  TIMEFRAME: 3 years  PREVIOUSLY:  P4 identified the need for future directions planning. Organizing group established (December 2014)  P5 initial consultation with constituent groups in RDA, a report of the meeting’s consensus presented to RDA membership, and published online (March 2015)  Community survey about priorities and actions developed, conducted and analysed ( May / June 2015)  Report from the consultations prepared for online webinar presentation to membership (August/September 2015)  CURRENTLY:  Analysis of feedback and development of initial draft of future directions for P6 to test consensus (September 2015)  Final draft of Future Directions document prepared presented to Council for agreement (October/November 2015)  Move from plan to action  Report on Future Directions Document and initial implementation report-out (March 2016 at Plenary 7) Future Directions Process: Where we are now

6. 6 Goal: Over the next 3 years, RDA will be a community that:  Makes engagement easy  Provides an on-going set of outputs that are recognized and adopted  Is recognized as a venue of choice to improve research data interoperability  Is served by an effective, agile, and sustainable organisation Future Directions: Key Themes and Goal CoordinationCommunication Engagement

7. 7 Develop a systemic engagement approach that includes engagement with external stakeholders and strategic groups, the RDA community, and next generation leadership with the following specific actions:  Create an annual targeted list of strategic organizations, communities, professional societies, and countries to expand the engagement and impact of RDA and devise strategies to execute on the list.  Identify and recruit 50 members who are domain experts who can serve as conduits between RDA and specific organisations and to facilitate joint events with those organisations.  Continue RDA international plenaries as a primary engagement tool for membership and to broaden the range of members by recruiting industry, startups, and entrepreneurs to plenaries. Regions should be encouraged to develop, fund and administer a travel fund for participation in the Plenaries.  Develop a set of succession plans for all constituent groups within RDA and RDA regional organisations as part of recruiting next generation leadership.  Develop white papers to promote discussion of key data-related issues within the RDA community. Engagement Action Plan

8. 8 Develop an integrated communications approach that includes communication to external groups, internal groups, and support for communications efforts with the following specific actions:  Identify and recruit an additional cohort of members who are skilled communicators who can communicate about RDA to wider audiences as RDA Ambassadors.  Develop appropriate support material and training for RDA domain experts and ambassadors.  Update from Council, TAB, OAB, and the Secretariat to the membership quarterly.  Develop clear statements of value and compelling targeted messaging to existing and new communities, stakeholders, and the membership.  Recruit individuals/organizations to write stories/create content (including regional RDAs) to highlight member contributions/adoptions.  Create and publish an RDA Annual Report targeted to internal and potential external stakeholders. Improve RDA website for better internal communication, transparency, and co-ordination and better external navigation and visibility. Communication Action Plan

9. 9 Develop robust coordination mechanisms that improve organizational effectiveness and integration with the following specific actions:  Develop an approach and appropriate groups or mechanisms to maintain/expand adoption of the outputs of Working Groups.  Develop an effective process to track and expedite RDA processes, actions, and outputs.  Develop an organisational map to articulate and improve missions, outcomes and interactions between groups. Realize the map in RDA processes and mechanisms to improve coordination, engagement and communication.  Develop an RDA approach and mechanisms for better coordination and communication among RDA Regions. Coordination Action Plan

10. 10  THIS WEEK: Gather additional feedback this week from Council and Membership  IN THE NEXT MONTH: Directions Document Organizing Committee and the Secretary General will develop a 3-year blue print for implementation including milestones and metrics for success.  THIS FALL: Council approves 3-year blue print. Council appoints an Implementation Steering Committee to support the Secretary General in his responsibility for implementing the blueprint.  OVER THE NEXT 3 YEARS:  The Steering Committee meets with Secretary General to conduct semi-annual review of milestones  The chair of the Steering Committee and the Secretary General report to council in advance of each plenary  The chair of the Steering Committee and the Secretary General report on progress to the membership at each plenary Next Steps

11. 11 AGENDA 1.Introduction - Juan 2.Future Directions planning – Walter 3.TAB report – Andrew  The role of OA in reviewing outputs, driving adoption and forming consensus, esp. review process – Juan  OA-TAB collaboration in steering future work of RDA work - Discussion 4.Council Report – Fran 5.OAB clustering/mapping exercise– Leif 6.OAB election plan – Call for candidates – Walter  Candidates by January 31 st, meet the candidates in Tokyo, balancing discussion RDA ORGANISATIONAL ASSEMBLY MEMBERS-ONLY MEETING

12. TAB, OAB and Outputs Andrew Treloar, TAB Co-chair@atreloar

13. 13 RDA Organizational Structure RDA Funders Forum Stakeholder Group RDA Council Responsible for overarching mission, vision, impact of RDA Technical Advisory Board Responsible for Technical roadmap and interactions Secretary-General and Secretariat Responsible for administration and operations Organizational Advisory Board and Organizational Assembly Responsible for organizational adoption and strategic advice Working Groups 16 (June 2015) Self formed & responsible for impactful, outcome-oriented efforts Interest Groups 42 (June 2015) Self formed & responsible for defining and refining common issues RDA Membership

14. 14  TAB and OAB are both essential parts of RDA Governance  TAB and OAB have complementary, not competing roles  TAB is responsible for technical oversight/input into RDA processes and outputs  OAB enables organisations to provide views into RDA processes and outputs  OA organisations are often paying for people to come to RDA/work on problems within RDA framework  RDA operates in the tension between top- down and bottom-up Basic Principles

15. 15  TAB wants to make sure that outputs:  solve a problem that needs to be solved  in a way that makes sense  and that is adoptable  OAB wants to make sure that outputs:  solve a problem that they have (or may have)  in a way that they want to/can adopt Question of outputs

16. 16  Early: OAB and/or OAB members are encouraged to comment on/help shape case statements/charters  Ex: This would be more useful to me/us if it…  Mid: OA members act as early pilots and help shape outputs  Late: OA members adopt or plan for adoption; OAB produces adoption report for Council to guide their assessment A possible approach

17. 17  Does this approach seem reasonable in outline?  How could it be improved?  How much process do we want/need to wrap around it? Questions for discussion

18. 18 AGENDA 1.Introduction - Juan 2.Future Directions planning – Walter 3.TAB report – Andrew  The role of OA in reviewing outputs, driving adoption and forming consensus, esp. review process – Juan  OA-TAB collaboration in steering future work of RDA work - Discussion 4.Council Report – Fran 5.OAB clustering/mapping exercise– Leif 6.OAB election plan – Call for candidates – Walter  Candidates by January 31 st, meet the candidates in Tokyo, balancing discussion RDA ORGANISATIONAL ASSEMBLY MEMBERS-ONLY MEETING

19. First analysis of the RDA Organisational Member (mapping) questionnaire, summer 2015 24 th September 2015 @ Paris P6 Updated: 8 th June 2015

20. 20 RDA Organisational & Affiliated Members

21. 21  Organisations & initiatives seen as pioneers in realizing full value from research data  Exercise influence in the development of standards for data exchange and will provide valuable insights to the entire range of RDA activity  Frequently briefed on developments in data interoperability with equally regular opportunity to provide feedback on activity and suggestions on next steps  Interact with the Technical Advisory Board (TAB) to achieve impact through IG and WG proposals by providing guidance on overlap and synergies with other RDA and community efforts  Collaborating with the TAB on mid-point and final Working Group products and to support on how implementable proposed product is likely to be Organisation & Affiliate Members

22. 22 The Research Data Alliance Community Today Total RDA Community Members: 3243 from 103 countries

23. 23 Organisational Members Composition

24. 24 RDA Affiliate Members 45% 30% 20% 5% Academia/ Research SMEs Other Policy/ Funding Agency

25. 25  At the RDA OA meeting during P5 in San Diego on the 9 th March 2015 Beth Pale gave a detailed presentation for discussion on future directions for RDA Working Groups through the RDA TAB clustering effort.  After a detailed and constructive discussion at the meeting it was decided to create a sub-committee/sub-group to do a similar effort on OA clustering.  The volunteers identified at the meeting were :  Amy Nurnberger, Jill Kowalchuk, Leif Laaksonen (Coordinator), Mustpha Mokrane, Ross Wilkinson and Stephen Wolff. Time wise, at least a first analysis would be presented during Plenary 6 in Paris.  The group have had videoconferences and communicated through mail to support the first draft document on the analysis to support the current presentation. Final version will be produced as soon as possible after Plenary 6.  The observations are summarized from 17 responses (32 + 5 OM/AM). What?

26. 26  During the first meeting of the group, before the summer 2015, it was agreed that a short survey would be carried out through the RDA main web site, which also provides facilities for preparing the survey as well as tools for numeral analysis bases on selected choices picked by the respondents.  The invitation to participate in the survey went out to the full number of Organisations and Affiliated members (32 + 5) around 15 th June with a deadline of 15 th July.  We left the option open to answer the questionnaire anonymously but all gave their organization name. That information is due to anonymity and is not disclosed in this report.  During the planning stage of the survey it become clear that it would most likely not be possible to produce a similar 2D mapping graph as the TAB has produced and that it would need some more creative thinking to link the RDA OM activities with the RDA WG/IG landscape. How?

27. 27 Numerical observations (1/4)

28. 28 Numerical observations (2/4)

29. 29 Numerical observations (3/4)

30. 30 Numerical observations (4/4)

31. 31  The answers to the question "What are the top 3 challenges related to data or data services for your organisation?" primarily addressed two leading characteristics of any challenge:  What is the area of concern?  What is the barrier type?  With regard to area of concern, the responses sorted themselves into five main areas:  Culture, human resources, monetary resources, policy, and technology  The two most prevalent areas mentioned were culture and technology.  Monetary resources followed after these two, typified by terms such as "financial" and "funding".  The next most frequent area of challenge was concerned with issues of policy and politics.  The final area, human resources, was separated out as a distinct area from a more general "resources" category and the "monetary resources" category, and although these responses make up the category with the fewest number of responses, they also demonstrate the highest level of internal agreement, centering on the dearth of skilled data professionals.  While each answer had an area of concern, they did not each have a corresponding barrier type. However, four main barrier types revealed themselves scattered throughout these areas of concern as lacks of: coordination, change, education, and clarity. Outcome

32. 32  Monetary resources and policy are both affected by barriers erected by the lack of coordination and clarity.  On the part of monetary resources, it is the want of clarity around stable funding or expected funding practices that creates the challenge.  Deficient coordination is an obstacle for not just monetary resources, but also for policy in attempting to achieve harmonization across multiple jurisdictions, or levels thereof.  A paucity of clarity in policies only contributes to these challenges. Outcome …continues

33. 33  Policy support and architectures where data creators are encouraged/valued/rewarded for sharing data.  Promoting the principle of (open) data as a service to the organisations holding data and where possible machine to machine rather than having to log on to their site.  Everything that helps sustain an open science environment will increase re-use of data.  Social/political facets of data reuse  Recommend continuing to push involvement from RDA from domain specific organisations and organisational groups. General ways RDA can help 1/2

34. 34  Ecosystem data interoperability  Interdisciplinary support  Identification and promotion of good practice examples  Provide examples of successful and perhaps less successful examples of data re-use across disciplines and country borders.  A framework that promotes interoperability and close cooperation between various providers of research infrastructures for data (disciplinary, institutional, national, etc.)  Investigating related needs from a user perspective: infrastructure functionalities, access gaps (e.g. heritage data, gaps in coverage), etc. General ways RDA can help 2/2

35. 35  Active use of data is a stronger focus, though supporting active use, or managing data well at the time it is captured and used, should support re-use. Perhaps this linkage is important - how do our active data practices support re-use?  Active Data Management Plans  Developing agreed meta-data standards and promoting their use  Establishing an agreed glossary of terms related to data management, preservation, access and retrieval.  Data access and interoperability standards (inc. PIDs, Metadata, preservation) Specific ways RDA can help 1/2

36. 36  Libraries for Research Data Interest Group whose recent topics have included library data service provisioning; librarian skills; and organizational models.  Reproducibility  Provenance  Streamlining and automating data flow  Brokering  Machine to machine implies standard approaches to data as well as methods used.  Adoption of data type registries Specific ways RDA can help 2/2

37. 37  There are grey areas one doesn’t see?  Why did so many organizations not answer?  What can we read from the answers we don’t have?  These kind of surveys should be conducted rather through an interview?  The Organisational and Affiliated member spectrum is both broad and narrow  Still not much input about the industrial involvement (focusing on sms)? End up with a gut feeling that…

38. Thank you! Questions?

39. 39 AGENDA 1.Introduction - Juan 2.Future Directions planning – Walter 3.TAB report – Andrew  The role of OA in reviewing outputs, driving adoption and forming consensus, esp. review process – Juan  OA-TAB collaboration in steering future work of RDA work - Discussion 4.Council Report – Fran 5.OAB clustering/mapping exercise– Leif 6.OAB election plan – Call for candidates – Walter  Candidates by January 31 st, meet the candidates in Tokyo, balancing discussion RDA ORGANISATIONAL ASSEMBLY MEMBERS-ONLY MEETING

40. 40  12 members of OAB, 6 re-elected each year, for 2 years, staggered  6 votes per OA member, members ask to look for balance  OAB members do not have a maximum term  Balancing is used to provide breath  The TAB dimensions for balancing are: Region, Discipline, Organisation Type.  For OAB have region and possibly org role and org type  Org role is [Data Generator/Data Manager/Data Technologist/Data User/Data Policy maker/Other]  Org type is [research institutions/data facilities/govt/SME/large corporate/other]  Start process at P6, 1st election P7 and annually thereafter. OAB Election Process

41. 41  2 co-chairs, elected by OAB  One elected each year, for 2 years, staggered, OAB Co-chair Election

42. Organisational Assembly @P6 September 24, 2015 Open Meeting, 11:00-12:30 Members-Only meeting, 13:30-15:00