JISC Project Plan. Project Information. Project Title Project Hashtag. TraD: Training for Data Management

Transcription

1 JISC Project Plan Before completing this template please note: This template is for completion by JISC funded projects Text in blue italics is explanatory and should be deleted in completed documents. The Project Management Guidelines ( explain the purpose of Project Plans. Please remember to fill in the information on the header - i.e. doc version, contact and date) Project Identifier Project Title Project Hashtag Project Information To be completed by JISC TraD: Training for Data Management Start Date 30 June 2012 End Date 31 May 2013 Lead Institution Project Director Project Manager Contact Partner Institutions Project Webpage URL Programme Name Programme Manager University of East London Gurdish Sandhu Stephen Grace s.grace@uel.ac.uk Digital Curation Centre, CILIP Library and Information Research Group Managing Research Data Simon Hodson Document Information Author(s) Stephen Grace Project Role(s) Project Manager Date 18/06/12 Filename URL If this report is on your project web site Access This report is for general dissemination Document History Version Date Comments D1 18/06/12 First draft D2 28/06/12 Second draft D3 03/8/12 Third draft Page 1 of 12

2 Table of Contents NB : This table of contents auto-populates - to update the table of contents place cursor in the table of contents, right-click your mouse, click update field, select appropriate option 1. Project Overview Project Summary Objectives Anticipated Outputs and Outcomes Overall Approach Anticipated Impact Stakeholder Analysis Related Projects Constraints Assumptions Risk Analysis Technical Development Standards Intellectual Property Rights Project Resources Project Partners Project Management Project Roles Programme Support Detailed Project Planning Evaluation Plan Quality Assurance Dissemination Plan Exit and Embedding Plans Sustainability Plans Appendices Appendix A. Project Budget Appendix B. Workpackages Page 2 of 12

3 1. Project Overview 1.1 Project Summary TraD aims to embed good practice in data management (DM) at UEL by developing disciplinary training material for postgraduate curricula, training opportunities for research staff and a learning module for library support staff. Adapting existing resources in Psychology and creating new teaching material in Computer Science, we will pilot training for research and taught postgraduates and adopt DM as a topic into the relevant curricula. A generic training workshop aimed at PGRs and academic staff will provide a grounding in DM: it will be delivered as part of the Graduate School s Researcher Development Programme, and will be suitable for adaptation in disciplinary settings. Fourthly, we will create an online learning course aimed at subject librarians and others in DM support roles at UEL. This will help equip those who support researchers to understand their respective roles, responsibilities and the technology involved in managing research data. The project will conclude with an event organised with the Library and Information Research Group (LIRG) to share the project s experience with a national audience, and this will build on communications work throughout the project to enhance DM skills at UEL and share our results with the wider JISC community. 1.2 Objectives Psychology and Computer Science will adopt training material developed through the project as part of the curriculum for relevant postgraduate courses following evaluation. A one-day DM workshop will become part of the Researcher Development Programme, following evaluation. The workshop will be used in at least two School/field settings to help embed good practice. The online learning course will be adopted in Libraries and Learning Services (LLS) and other central support services to enhance staff skills. Training needs analysis will feed in to the wider DM roadmap at UEL, to strengthen and enhance a culture of good DM, 1.3 Anticipated Outputs and Outcomes Output / Outcome Type (e.g. report, publication, software, knowledge built) Adapted course in Psychology New course in Computer Science One-day DM workshop Online learning course for librarians Conference/symposium with LIRG Report on DM skills Brief Description Course material adapted, trialled and adopted by School to support professional doctorate training Course material developed, trialled and adopted for School to support taught postgraduate training Course developed, trialled and evaluated for adoption as part of UEL s Researcher Development Programme Course developed, trialled and evaluated for success in enhancing skills in LLS Sharing lessons learned with wide audience Report to senior managers on enhancement to data management skills through TraD 1.4 Overall Approach The project will be managed using the JISC infonet toolkit which is based on PRINCE2 methodology. A project team will meet bi-monthly and the Project Director will also chair an Advisory Panel. The TraD work will be closely integrated into UEL s roadmap for research data management, and in particular the needs analysis work, to seek efficiencies and to present a single coherent message to staff and students. The Project Director will champion DM issues across UEL, including training and staff development, and the Project Manager is the lead officer for the DM roadmap. TraD will thus feed directly into the institution-wide commitment to good research data management. A project Page 3 of 12

4 officer, called the Research Data Management Officer (RDMO), will be recruited to assist the Project Manager in running TraD and delivering its objectives. Training needs analysis will be undertaken in Psychology and Computer Science, to understand what staff know about DM, what they can communicate to students and where they would like training. This will sit alongside UEL-wide consultation about DM needs more generally (infrastructure, support services etc.). This will make use of online surveys and face to face meetings and be conducted by the Project Manager and RDMO with colleagues from the Digital Curation Centre, already working with UEL as part of DCC s Institutional Engagement programme. Existing DM training resources will be evaluated in the School of Psychology and incorporated into a structured package of online resources, presentations and lectures/seminars to deliver to research students. Lessons learned in Psychology will be shared where possible with Computer Science colleagues to help accelerate their similar objective of creating and delivering DM training to postgraduate students in this case, from scratch as there are no existing resources. Academics in each School will present the learning modules to the relevant parties for formal approval of their use in curricula. With colleagues from the DCC the project team will develop a one-day workshop on DM. This will make use of existing DCC resources such as DCC101lite and be presented as part of the university s Researcher Development Programme (RDP): this is the formal staff development programme managed by the Graduate School and closely aligned with Vitae s Researcher Development Statement. The RDP is open to research students and academic staff (especially early career researchers). Following contacts identified in the needs analysis activity, and using feedback from the RDP workshop, the project will seek to deliver tailored workshops in two disciplinary settings. A new self-directed online learning module will be created for librarians (especially research support and subject/ academic liaison librarians) and others in DM support roles. We anticipate using Xerte open source software to create the learning module. The module will cover topics such as nature and types of data, data lifecyle, challenges and opportunities for open data, data curation, handover/transfer of responsibility and destruction. The aim of the module is to build capacity in library data curation roles: at UEL the Project Manager will pilot the module with two or more subject librarians, evaluate with them their learning, and recommend ways to develop the involvement of colleagues in data curation. All the training aspects will be evaluated by the project team, and by those engaging in learning activities. A report on DM training will be presented to the University s Research and Knowledge Exchange Committee, and other opportunities will be taken to share the lessons at UEL and embed good practice in DM. A joint event with CILIP s Library and Information Research Group (LIRG) will disseminate the achievements and lessons of TraD with the wider librarian community. We will work with other projects and the JISC Programme Manager to share knowledge and disseminate products such as learning modules. 1.5 Anticipated Impact Impact Area Academic Skills Student Skills Librarian Skills Anticipated Impact Description Ability to create and adopt DM material as part of curricula, for promotion across rest of UEL; increased confidence in promulgating good DM practice and following it in own research Increased confidence in managing research data, aiding present studies and future employability Widened understanding and knowledge of DM and of library role in curating data Impact Areas : maintain research excellence; maintain teaching & learning excellence; be more effective/save money; have a positive impact on wider society; be ready for technology needs in the future. Page 4 of 12

5 1.6 Stakeholder Analysis Stakeholder Interest / stake Importance (H/M/L) UEL researchers and students Research data management training will enhance their data management skills. Their feedback will further enhance the training toolkit. High Senior managers at UEL Interest in the successful delivery of High project. Able to promote project to peers and increase uptake. Project will help engage them further with UEL RDM planning Librarians Availability of training resources to support High their institutional data management requirements DCC Opportunity for further promotion of good High research data management practices within UEL. Strengthens the relationship with UEL. Provides practical lessons that can be shared with other institutions. JISC Ensuring project objectives are met High Research Support staff Availability of resources and expertise to support training. Project will help to engage support staff in RDM efforts at UEL Medium 1.7 Related Projects Other DM training projects funded as part of JISC 01/ Constraints The project will recruit a Research Data Management Officer to assist the Project Manager; delays in recruitment will have a significant impact on the timely delivery of the project. The team is well aware of the risk and has drawn up options for the temporary cover of this post. 1.9 Assumptions Academic staff will be engaged and available during the project lifetime, as will their students, to use and evaluate the course material for adoption as part of the curriculum. Project staff will be able to use the Xerte software (or alternative) to create the online learning material, without technical barriers or delays. Staff recruitment for project post will conclude successfully in usual timescales Risk Analysis Risk Description Probability (P) 1 5 (1 = low 5 = high) Page 5 of 12 Severity (S) 1 5 (1 = low 5 = high) Risk Score (PxS) Detail of action to be taken (mitigation / reduction / transfer / acceptance) Lack of effective Minimized by choosing

6 recruitment; delayed start; early departure of staff Unforeseen circumstances result in staff shortage Different priorities and changes to courses could affect the partners abilities to deliver project more than one clear candidate to take up positions or seconding LLS or Research Support staff to roles Minimize by identifying clear alternatives and by recruiting and emphasising champions who support the project and are well placed to step in to provide support Ensure partners commitments. Ongoing advocacy Training material not used by the wider research community Poor take up of training by subject and research support librarians Minimised by extensive promotion and by working with DCC to promote uptake Work with Library & Information Research Group from the beginning to publicise training course well in advance Cost overrun Appropriate budget measurement would be in place. Team has significant budget management experience Schedule overrun Build contingency within the time frame 1.11 Technical Development Xerte will be used to author online learning materials subject to initial evaluation. Any technical developments and lessons learnt will be shared with the JISC and wider community Standards Name of standard or specification Dublin Core JORUM Version Notes Metadata description Deposit of training materials Page 6 of 12

7 1.13 Intellectual Property Rights IPR of training material, reports and other documents produced during the project will be retained by the authors and host institution but freely made available on a non-exclusive licence. In particular, training material created at UEL will be freely shared under Creative Commons CC-BY licences. 2 Project Resources 2.1 Project Partners Digital Curation Centre (DCC) through its institutional engagement with UEL has committed staff time on DM-related matters, outlined in its letter of 7 November The TraD project will make use of up to 30 days of DCC effort provided by Sarah Jones and Monica Duke. Since this support is provided free of charge there will not be a consortium agreement. Library and Information Research Group (LIRG) is a special interest group of the Chartered Institute of Library and Information Professionals, the professional body for UK librarians. It has agreed to coorganise a one-day event with UEL for research support librarians to share the outputs and lessons of TraD. 2.2 Project Management The Project Director will be responsible for the recruitment of project staff, supervision, support and overall finance management. The Project Manager will work half time on the project and be responsible for line management of the Research Data Management Officer, day-to-day budget management, ensuring usability testing and the timely availability of project deliverables under the supervision of the Project Director. The Project Director and Project Manager will have weekly meetings and will monitor project progress. The Project Director will provide support to resolve any issues. TRaD Advisory Group (TAG) The TRaD Advisory Group will provide advice and support on embedding the training in respective schools and on dissemination activities. The TAG will also discuss new developments in data management field and their impact. The group is likely to have 3 meetings over the duration of the project and may have virtual meeting if required. Gurdish Sandhu Project Director (Chair) Simon Hodson - JISC - Programme Manager, Digital Infrastructure, Managing Research Data Kevin Ashley Director DCC or DCC representative Prof. Cornelia Boldyreff (School of Architecture, Computing & Engineering) Dr. Tom Dickins School of Psychology Ronan O Beirne Chair Library & Information Research Group (LIRG) Dr. Alan White Director Graduate School (UEL) Stephen Grace TraD Project Manager Victoria Voice Digital Development Officer TAG Secretary TRaD Project Delivery Team (TPDT) The TRaD Project team is responsible for the day to day project management, co-ordination and delivery of the project. TRaD Project Manager Stephen Grace Research Data Management Officer (to be appointed) Sarah Jones /Monica Duke - DCC Dr Yang Li School of Computing Page 7 of 12

8 Dr Tom Dickins or nomination School of Psychology UEL Connect nominee The project team will meet at least once a month. However, some key members may have frequent meetings. Project Reporting The following project reports intend to be produced during the project: 1. Monthly project report for internal project monitoring which will include last month s activities, following month s activities, issues, budget report etc 2. At least two progress reports for JISC, to a schedule agreed with the Programme Manager 3. Project Advisory Group minutes 4. Final report 2.3 Project Roles Team Member Name Role Contact Details Days per week to be spent on the project Gurdish Sandhu Project Director hours per week Stephen Grace Project Director Tbc RDM Officer Programme Support The project will benefit from any support JISC can give, but particularly in the fields of digital preservation. The project manager and any other relevant project staff will attend JISC events related to the project. The project will use Project management guidelines and will seek JISC s advice where appropriate. The project will also benefit from regular updates on the other projects in the Research Data Management programme. We will be grateful for JISC to provide any assistance in the coordination of dissemination activities with other projects in this strand. 3 Detailed Project Planning 3.1 Evaluation Plan Timing Factor to Evaluate Questions to Address Method(s) Measure of Success Nov-Jan Training Is it feasible within the Review by trainers and Positive feedback 13 module design project resources and time scale? Does it meet schools requirements? advisory board Mar-Apr 13 Training modules Have research staff and students improved Interviews, group discussions, survey Evidenced shown by participants their understanding of RDM best practice? Mar-Apr 13 Online learning Improved librarians understanding? Discussion, survey Positive feedback and evidence Mar 13 Workshop Improved researcher Survey Positive feedback Page 8 of 12

9 Ongoing Quality of training material in JORUM and confidence? Is it being used? Gather usage statistics Number of downloads 3.2 Quality Assurance Quality assurance is a critical factor and is central to the management of the project as well as maintaining the quality of metadata. Implementation of quality assurance methodology will be the responsibility of the Project Manager. The quality assurance guidelines will include specification for quality standards such as compliance with the OAI-PMH & other metadata standards, accessibility, usability, reliability, monitoring and reporting standards. The project team will work with the JISC Programme Manager to ensure that quality and timeliness of project milestones, outputs are guaranteed throughout the project duration. The Project team will adhere to the JISC s project management guidelines and InfoNet project management framework. Output / Outcome Name When will QA be carried out? Usable interactive, intuitive online training module Nov Dec 2012 Who will carry out the QA work? Project Manager and RDMO What QA methods / measures will be used? Comply with W3C 3.3 Communication and Dissemination Plan Timing Dissemination Activity Audience Purpose Key Message Jun 12 Establishment of Project aims, project blog progress reports Jun-Jul 12 Nov-Mar 13 News on UEL, JISC and DCC websites Training course pilots Page 9 of 12 All interested parties in research data. Publicising project Participants, stakeholders Apr 13 LIRG symposium Librarians, library schools Feb-May 13 May 13 Internal & external presentations JISC summative RDM training workshop Librarians, academics, research support professionals Librarians, researchers research Inform stakeholders and user community about the project Raising project awareness Stakeholder engagement Awareness, skills development Sharing RDM knowledge Sharing RDM training knowledge Project summary and funding news Project outputs and seeking feedback Training Sharing knowledge and project outputs Sharing knowledge and project outputs

10 support staff across JISCfunded projects 3.4 Exit and Embedding Plans Project Action for Take-up & Embedding Action for Exit Outputs/Outcomes Online training module Ensure the online training module platform is robust and accessible Ongoing maintenance and support Digital content Accessible and preserved Long term preservation, storage Digital content It is embedded in researchers training Support build in core duties of research support 3.5 Sustainability Plans On completion of TRaD project, research data management support will become a core service of LLS offered to the university research community. This activity will be part of the Research Services Librarian s portfolio. A business case has been submitted to the LLS Director to fund the RDMO post permanently from the academic year Data management duties will be incorporated in subject librarians duties as well. Project Outputs Why Sustainable Scenarios for Taking Forward Ongoing data management support Point of contact Stephen Grace TRaD project manager and Research Services Librarian On-going responsibility for data management support embedded in duties, and data management service to be added to the LLS service portfolio. Issues to Address Support with data management training Enquiries resulting from online training module Maintain a collaborative working relationship with DCC and other project partners Build good long term relationship with project partners beyond the life of the project for future advice. Continuing to offer expert advice; sustaining good partnerships Willingness to continue? Change in priorities? Time constraints/new staff Appendices Appendix A. Project Budget Page 10 of 12

11 Appendix B. Workpackages Page 12 of 12

12 Project Name : TraD Version: 1.0 Date: 12 July 2012 JISC WORK PACKAGE Before completing this template please note: The Project Management Guidelines have detailed instructions for preparing project plans and work packages.. Please expand tables as appropriate. Fill in the information in the document header project name, document version, and date. Text in italics is explanatory and should be deleted in completed documents. WORKPACKAGES Month Ju ly A ug Se p O ct N ov D ec Ja n M ar Ap r M ay 1: Planning X X X 2:Psychology X X X X X X 3: Computer Science X X X X X X X 4: DM workshop X X X X X 5: Library DM support X X X X X 6: Evaluation X X X X 7: Dissemination X X X X X X X X X X X 8: Project closure X F e b Project start date: 01/07/12 Project completion date: 31/5/12 Duration: 11 months Page 1 of 5 Document title: JISC Work Package Last updated: February 2011

13 Project Name: Version: Date: Workpackage and activity Earliest start date Latest completion date Outputs (clearly indicate deliverables & reports in bold) Milestone Responsibility YEAR 1 WORKPACKAGE 1: Planning Objective: To plan the project effectively 1. Project plan 26/6/12 31/7/12 Project plan submitted to JISC SG 2. Recruitment of Project staff 26/6/12 30/9/12 Appointment of Project Officer GS 3. Establishment of Advisory Board and Project 26/6/12 31/7/12 Acceptance of project roles GS Management Group 4. Advisory Board and Project Management Group 26/6/12 30/9/12 Meetings held GS inauguration meetings 5. Establish TraD project website 26/6/12 31/8/12 Project website published SG 6. Set-up meeting calendar for various project group and mailing lists 26/6/12 14/9/12 Calendar established SG WORKPACKAGE 2: Psychology Objective: To create adapted DM course for professional doctorate/phd students 7. Establish working party membership 13/8/12 30/9/12 Group established TD, SG 8. Review existing DMTpsych and MANTRA material 1/9/12 31/10/12 Report on existing material TD 9. Create UEL resource 1/10/12 14/11/12 Resource created SG 10. Pilot use of UEL resource 15/11/12 28/2/13 Resource used in teaching/learning TD Page 2 of 5 Document title: JISC work package template Last updated: February 2011

14 Project Name: Version: Date: Workpackage and activity Earliest start date Latest completion date Outputs (clearly indicate deliverables & reports in bold) Milestone Responsibility WORKPACKAGE 3: Computer Science Objective: To create DM course for postgraduate students 11. Establish working party membership 13/8/12 30/9/12 Group established CB, GS 12. Review existing DM material for ideas 1/9/12 31/10/12 Report on existing material CB 13. Create UEL resource 1/10/12 14/12/12 Resource created SG 14. Pilot use of UEL resource 15/12/12 31/3/13 Resource used in teaching/learning CB WORKPACKAGE 4: Data Management Workshop Objective: To create course as part of Researcher Development Programme 15. Adapt DCC material 1/10/12 31/1/13 Review of DCC material; course SG, SJ, MD structure/materials established 16. Deliver workshop 1/2/13 28/2/13 Workshop held SG, SJ, MD 17. Adapt workshop for 2 disciplines 1/2/13 30/4/13 Further workshops held SG, SJ, MD WORKPACKAGE 5: Library supportdm training Objective: To create online DM course for librarians and others in support/curation roles 18. Review existing material DCC/worldwide 1/9/12 30/10/12 Report on useful material SG, 19. Create supportdm outline 1/10/12 14/11/12 Outline of course published SG, PO, SJ, MD Page 3 of 5 Document title: JISC work package template Last updated: February 2011

15 Project Name: Version: Date: Workpackage and activity Earliest start date Latest completion date Outputs (clearly indicate deliverables & reports in bold) Milestone Responsibility 20. Roadtest with 2 UEL librarians 15/11/12 7/12/12 Self-training undertaken SG 21. Create online course in Xerte 15/11/12 31/1/13 Course created SG, PO 22. Pilot at UEL 1/2/13 30/4/13 Self-training undertaken SG WORKPACKAGE 6: Evaluation Objective: To determine what can be adopted at UEL by Schools and Services 23. Evaluate Psychology course 1/1/13 31/3/13 Evaluation report TD 24. Evaluate Computer Science course 1/1/13 31/3/13 Evaluation report CB 25. Evaluate workshops 1/3/13 30/4/13 Evaluation report SG 26. Evaluate supportdm 1/2/13 30/4/13 Evaluation report SG, GS 27. Adopt course in UEL curricula 1/3/13 31/5/13 Courses approved; reports to appropriate UEL Committees CB, TD, GS WORKPACKAGE 7: Dissemination Objective: To maximise impact of TraD 28. Develop communications plan 13/8/12 30/9/12 Communications plan adopted SG 29. Establish blogging and mailing list activity 1/7/12 31/8/12 Evidence of activity SG 30. UEL/LIRG conference on DM for research support librarians 1/4/13 30/4/13 Conference held GS Page 4 of 5 Document title: JISC work package template Last updated: February 2011

16 Project Name: Version: Date: Workpackage and activity Earliest start date Latest completion date Outputs (clearly indicate deliverables & reports in bold) Milestone Responsibility WORKPACKAGE 8: Project closure Objective: To ensure smooth transition to DM service delivery at UEL 31. Write final report to JISC 1/4/13 31/5/13 Acceptance by JISC of project SG 32. Plan RDP workshop(s) for /4/13 31/5/13 Schedule workshops SG 33. Report to UEL Committee(s) on project as part of 1/3/13 30/6/13 Appropriate lessons for institution shared SG DM roadmap with decision-making bodies 34. Exit/sustainability plan 1/5/13 31/5/13 Plan approved by Project Director GS, SG Members of Project Team: Name Gurdish Sandhu Stephen Grace TBC [PO] Prof. Cornelia Boldyreff Dr. Tom Dickins Sarah Jones Monica Duke Role Project Director Project Manager Project Officer Academic lead, Computer Science module Academic lead, Psychology module Senior Institutional Engagement Officer DCC Institutional Engagement Officer DCC Page 5 of 5 Document title: JISC work package template Last updated: February 2011