WU FIDES new. Manual. Version 2 February 2016

Transcription

1 WU FIDES new Manual Version 2 February 2016 Research Service Center Building EA, level 2 forschungsservice@wu.ac.at Dr. Daniela Weismeier-Sammer, DW 5107

2 Table of Contents 1. About the new FIDES Who is allowed to add or edit FIDES data? Who can access FIDES? What is FIDES data used for? FIDES functions Log-in Your personal FIDES-page Academic Profile Add or edit publications Add or edit research projects Activities Administration - Reporting Linkage FIDES and epub WU Frequently Asked Questions... 16

3 1. About the new FIDES The acronym FIDES stands for Forschungs-Informations-Dokumentations-Evalutations- System (Research-Information-Documentation-Evaluation-System). In 1998, planning for the first version of FIDES started at WU; one year later FIDES was launched in cooperation with the University of Natural Resources and Life Sciences Vienna and the University of Veterinary Medicine Vienna. Over the years, the functionality and the design of the database have been updated several times. Data for FIDES stem from WUinternal systems like BACH and SAP. Currently, the database contains more than entries (Nov. 2015). FIDES contains research-relevant data about Departments, (Research) Institutes Competence Centers, academic staff, research projects (since 2000), project partners and funding bodies, and of course academic publications. In 2014 and 2015, FIDES was revised completely, culminating in the launch of the new version of FIDES in November Who is allowed to add or edit FIDES data? Any academic staff member at WU can log in to FIDES with their user name and password to enter or edit data, such as their publication data. Additionally, staff members of an institute may enter or edit FIDES entries for other members of this institute. Furthermore, staff members can be granted permission for editing FIDES accounts of staff members of other institutes. If you wish to get special rights for other accounts please contact Obviously, the permission of the user to whose account you wish to gain access is needed! 1.2 Who can access FIDES? Anyone can access FIDES data without logging in through the WU website. In this way, FIDES serves as a scientific database, and the interested public can use it as an online resource for obtaining information about the research foci and expertise of WU. Several search functions allow searching for WU staff members by name, by classification code or through keywords. FIDES allows academics and interested people from the media, politics or the economy to find experts and/or contact persons in their relevant fields of research. Additionally, (potential) students of WU can use the database for information on the research fields of WU and its scientists. 2

4 1.3 What is FIDES data used for? FIDES reports are an important base for: WU Intellectual Capital Report ( Wissensbilanz ) Performance agreements Target agreements Performance bonuses Evaluation Accreditations Annual reports Research newsletters WU memo Public relations Etc. The above mentioned application possibilities show the importance of WU staff members regularly updating their FIDES accounts to improve the data quality of FIDES, both in the interest of WU and themselves! From 2016 on, FIDES will also play an important role for the WU academic staff performance bonuses. Top journal articles will be identified in FIDES twice a year, triggering the automatic payment of bonuses. Thus, a separate submission procedure will no longer be necessary! 3

5 2. FIDES functions 2.1 Log-in Go to to log in to FIDES. The menu, which is available even without logging in, comprises the following items: Menu item Start People Organization Expertise Projects Publications Explanation Link to main page Search for WU researchers Overview of departments, research institutes and competence centers at WU Search ÖSTAT-classifications codes Search for research projects at WU Search for publications from WU members To access FIDES, you have to log -in through the central server of WU (red arrow)using your usual username and password. 4

6 NEW: For the first time, FIDES is now also available in English! You can change the language from German to English on the start page. 2.2 Your personal FIDES-page When logged in, the main page shows your name. By clicking the button (1) you are redirected to your personal FIDES page. If you have been granted permission for editing other staff members accounts, you can choose whom you want to edit (2). 1 2 On your personal FIDES page you can choose between different menu items: Profile (CV, awards and honors, research area classifications etc.) Publications Projects Activities (e.g. community services) The different items are explained in detail in the following sections. 5

7 2.3 Academic Profile Here you can enter and update your academic profile as a researcher to give interested people an overview of your academic career. The following details can be added here: Academic career (CV) Awards and honors received Research Area classifications Expertise To add a new entry, click the button Edit information next to the information you want to edit. 2.4 Add or edit publications The button Create new result (1) allows you to add new publication entries to your FIDES account. You can choose from 36 different publication types (see table below) Additionally, you can import data via BibTex (2) or directly via DOI number (3). NEW: You can download your publication list in Excel spreadsheet (XLS) or PDF document format by clicking the respective button. After clicking the button Create new result (1) you are asked to choose the publication type. Additionally, you have to state whether the publication status is published or forthcoming. 6

8 The following types of publications can be entered in FIDES: Deutsch English Buch, Monographie Book (Monograph) Originalbeitrag in Fachzeitschrift Journal Article Originalbeitrag in Buch (Sammelwerk) Chapter In Edited Book Beitrag in Gesetzeskommentar Contribution in Legal Commentary Entscheidungsbesprechung in Fachzeitschrift Case Note Herausgeberschaft (von Sammelwerk) Book (Editor/Edited) Beitrag in Proceedingsband Contribution to the Proceedings of a Meeting Vortrag auf wissenschaftlicher Veranstaltung Paper presented at Scientific Meeting (Konferenz, Tagung) Posterbeitrag auf wissenschaftlicher Veranstaltung Poster presented at Scientific Meeting Working/Discussion Paper, Preprint Working/Discussion Paper, Preprint Forschungsbericht, Gutachten Research Report, Expertise Beitrag in Handwörterbuch Chapter in Encyclopedia Quellenedition Source Edition Buch- oder Aufsatzbesprechung Review Übersetzung Translation Sonstiger Beitrag in Fachzeitschrift Miscellaneous Lehrbuch Textbook Praxishandbuch, Manual Practice Handbook, Manual Fachdidaktische Entwicklungsarbeiten Didactical Learning Materials Skriptum/Beitrag zu Skriptum Script/Chapter in a Script Fallstudie Case Study Wörterbuch Dictionary Elektronisches Buch/Beitrag zu E-Buch E-Book/Chapter in E-Book Originalartikel in elektronischer Fachzeitschrift E-journal Article Multimedialer Datenträger Multimedia Medienbeitrag Media Coverage Habilitation Habilitation Dissertation Dissertation Masterarbeit Master Thesis Diplomarbeit Diploma Thesis Bachelorarbeit Bachelor Thesis Populärwissenschaftlicher Artikel Magazine/Newspaper Article Vortrag auf sonstiger Veranstaltung Unpublished Lecture Sonstige wissenschaftliche Veröffentlichung Miscellaneous Patent, Lizenz Patent, License Software Software Please note: Beginning January 2016, the categories Journal Article, Miscellaneous (Sonstiger Beitrag in Fachzeitschrift) and E-journal Article will be merged into one category (journal article). After clicking Continue you get to the main page for recording publications. Please enter all publication-relevant data. Fields marked with an asterisk are obligatory. For reasons of data quality please enter as much information on the publication as possible (abstract etc.)! 7

9 Important: Do not forget to enter the attribution of your publication to the relevant institute(s), research project(s) and classification code(s). NEW: From now on, you have to fill-in the DOI number of your journal articles via DOI number. Please note that the link has to start with In case your article does not have such a number, please contact daniela.weismeier-sammer@wu.ac.at. Special case adding a new journal You may not be able to find the journal you need in the list of FIDES journals and will then need to add a new journal to the list. In this case, click the + next to Add journal entry. Please enter the name and ISSN-number of the journal in the pop-up box. Before adding a new journal, please make sure that the journal you want to add is in fact not already listed! Multiple entries are confusing and reduce data quality. If you are not sure whether to add a new journal or not, please contact the Research Service Center (Daniela Weismeier-Sammer, ext. 5107). 8

10 If you want to edit an existing publication, choose the entry from your publication list and click on the edit icon as shown below. Modify the publication and do not forget to click the save button. 9

11 2.5 Add or edit research projects Recording research projects is an important factor in promoting the scientific output of WU. To add a new project, please choose the project menu and click create a new project. You can also download your project list in Excel spreadsheet (XLS) or PDF document format. You can enter your project s details on the Add Project page: The details below are obligatory fields which have to be filled in: Project type Research type Funding type Research Project Technological Development WU-financed Research Book Project Basic Research By Application Habilitation Project Applied Research Through commission Expert Study Other Through call Dissertation Project Congress Organization If you want to add an ongoing project, leave the end-date field blank. Adding a project abstract is not obligatory but we recommend adding a short abstract to give colleagues a rough description of the purpose and objectives of your project. 10

12 Again: Please do not forget to enter the attribution of your publication to the relevant institute(s), research project(s), classification code(s), project-related staff members, project and funding partners. Furthermore, it is now possible to add a WU internal account number (Innenauftragsnummer) and a URL to the projects website. Special case Adding new project or funding partners You may not be able to find the project or funding partner you are looking for in the list provided by FIDES and need to add a new partner to the list. In this case, click the + next to Partners or Funding Bodies. Please check the list carefully to make sure the partner is really not listed to avoid multiple entries

13 Adding a new project partner: Adding a new funding body: Please try to provide as much information as possible and do not forget to click the Add button when you are finished. 2.6 Activities This is a space for you to display your commitment to the scientific community (guest lectures, reviewing activities, editorships etc.). 12

14 2.7 Administration - Reporting The menu item Administration offers you a number of possibilities for changing/updating your account entries. As a new feature, we added a Reporting option, which provides some statistical analyses for your institute or department. PUB RATING: Publication output of the academic unit and the corresponding departments. WU RATING: Publication output in Top-Journals according to the WU Journal Rating. 13

15 3. Linkage FIDES and epub WU As it is not possible to save full texts in FIDES, a new service allows you to upload the full texts of your publication directly via the FIDES-ePub WU -linkage. Publication information like author(s), title, and publication type can be transferred directly from FIDES to epub WU. epub WU is the institutional repository of WU and allows all WU researchers to make their publications available online ( epub WU stores scientific research results like journal articles, working papers, and dissertations etc. How does the data transfer work? After adding your publication details in FIDES you can link the publication to the full text in epub WU by clicking Submit to epub WU. You will then see the following information box: Choose: You are then forwarded to the main page of epub WU. Please log-in with your user name and password. The system will transfer your FIDES-entry into the repository and will forward you to the page where you can upload your full text as a PDF. 14

16 After choosing whether you want an automatically generated cover page, please go to the next page, where you can enter and amend the bibliographic information of your publication. By clicking Deposit on the following page you can transfer your license. Now your data is added to epub WU, and the repository management will check the formal criteria before releasing your entry. If you have questions, please do not hesitate to contact: Mag. Gertraud Novotny, MSc Ext.:

17 4. Frequently Asked Questions How can I edit/delete FIDES entries? To edit one of your FIDES entries (publications, projects, etc.) please click Edit information or the corresponding icon (see below). To delete one of your entries please click Edit information and then the Delete button. But please be careful with deleting entries! How can publications with external co-authors or former WU staff members be added to my publication list? With the + buttons you can add your external (= non-wu) co-authors to the publication. Below this field you can change the quotation order of the authors in your publication using the arrow buttons. 16

18 What can I do if the required journal cannot be found in the list of FIDES-journals? If you do not find (please check carefully!) the journal you need in the list of journals, you can add a new one: Please enter the name and ISSN-number of the journal in the pop-up box. Please make sure that the journal you want to add really does not exist in the list! Multiple entries are confusing and reduce data quality. If you are not sure whether to add a new journal or not, please contact the Research Service Center (Daniela Weismeier-Sammer, ext. 5107). Is it possible to link publications to more than one (research) institute? Yes. Just add the institutes, research institutes and/or competence centers of WU to your publication. How can I edit/add publications by/for staff members of different institutes/departments of WU? If you wish to get special rights for other accounts please contact bach-fides@wu.ac.at. Obviously, the permission of the user to whose account you wish to gain access is needed! How often do I have to update my FIDES account? We recommend adding new publications and research projects regularly. Ideally, you enter new information right after the publication of your work. As this is not always possible, it would be great for the quality of the data if you try to update your profile at least once every three months. Note: This is very important for the new performance bonus starting in You cannot get a bonus for publications not entered in FIDES! How can I import or export FIDES data? The new FIDES has special features to import or export data easily. The buttons BibTeX (1) and DOI allow you to import your publications. Click the corresponding button and follow the instructions. 17

19 1 2 3 Furthermore, you can download your publication or project list as an Excel spreadsheet or PDF (3). Where can I test the new FIDES? If you wish to test FIDES without influencing the original data, you can test all features in the development version found at Your entries here do not influence the real FIDES version and the original data. Who will help me with technical questions or questions with regards to FIDES content? Regarding technical questions please contact bach-fides@wu.a.cat. If you have questions regarding the content of FIDES or how to use FIDES, please contact Daniela Weismeier-Sammer at the Research Service Center of WU (ext. 5107). daniela.weismeier-sammer@wu.ac.at If you have questions regarding the linkage of FIDES and epub WU please contact Gertraud Novotny (ex.t 4913), gertraud.novotny@wu.ac.at. The Research Service Center regularly organizes training courses for FIDES users. Of course, we can also arrange individual meetings to show you how to use FIDES properly. 18