A Tour of "DataConnect" at the University of Adelaide - 15th May 2013
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Miller, Cathy
Research Data Librarian, Cathy Miller, conducts a tour of DataConnect. DataConnect is a visible, institution-wide key feature of University of Adelaide's approach to research data management, where all researchers have access to an online form for self-registration of their datasets and data collections. Cathy explains why simplifying the functionality of DataConnect to the three concepts: Capture, Cite and Connect, is and has been important in promoting the new system and growing a culture that embraces University research data management tools and services.
 Thank you Simon and thank you to everyone who's come along this morning. Simon's asked me to give a brief overview of Data Connect and then a tour of the system itself because it's only accessible on the University of Adelaide network. So unless you're on the network or watching today, you won't be able to get into the system externally. Now I should have the presentation slides up there but Simon, stop me if you can't see them. I think everyone's familiar with the MetadataStore's program from ANZ and Data Connect is of course the University of Adelaide's MetadataStore. Now the need for a MetadataStore or a research data registry was first identified as a key service for the University of Adelaide through a research ICT review that was conducted in 2011 by our IT strategy and architecture group. And actually at the same time in 2011 in the library we were running an ANZ funded Seeding the Commons project which we called Showcasing Research Data. And that project indicated that there was strong support from our research community for the development of a repository and a MetadataStore. So when ANZ had the opportunity to, let's just put that back on the PowerPoint. So when ANZ had the opportunity to participate in the MetadataStore program, obviously it was a good timing for us to get on board. Just by way of background, Research MetadataStore began just over a year ago in April 2012 and ran for 12 months so it's just concluded last month. And we engaged a company, a local software solutions company called Inadev for the solution delivery. I worked alongside Inadev as project officer throughout the project. And one of the first things that our project team did was to conduct a comparative review of different candidate MetadataStore solutions. And an outcome of that review was the selection of red boxes our preferred software platform. The red box project team have worked very closely with us. That is Duncan Dickinson and Andrew Presati from QCIV. And I would like to take this opportunity to thank them both very much for their input which has been invaluable throughout the project. The bulk of the work that we did in our project team was design work to accommodate a researcher's self-registration workflow into the red box platform. And we achieved this through developing an online form to capture collection metadata. There was also obviously work to integrate the mint part of red box with our university systems for metadata about people and projects from our HR and our human research management system. So our online form which we'll have a look at shortly is available to all researchers at the University of Adelaide for self-registration of their data sets and data collections. However, the workflow is specifically triggered around category one grants. And when those category one grants are marked as closed in our university's research management system, that triggers an email to the grants chief investigator, alerting them to data connect and suggesting that they log on to register their data set. Now of course having said that and having built that workflow into the system, we do encourage interaction with data connect for all research projects and investigations at the university and of course at any stage of the research life cycle, not necessarily just at the conclusion. And part of my role as research data librarian is to promote this and promote uptake of data connect at different stages of the research life cycle. To put it in a visual diagram and if you're familiar with red box you'll be familiar with the second part of this workflow. The email is sent to the chief investigator who can then log on and enter a description of their collection in data connect at which point we source information from the Mint to complement that record and those records are then curated by library staff before being published out to research data Australia. Now I did mention that data connect is only accessible on the university network so it's closed to university of Adelaide researchers although the records themselves are of course publicly visible on research data Australia. So the purpose of today's presentation really is to give you a bit of a tour being outside of the university so you can see what the self registration workflow and the data connect form look like. Before we get on to that I do want to talk briefly about the capture site and connect branding that we've built around data connect. We chose a name for data connect very early on in the project and part of the reason for that was to have a strategy and a brand around the system and we felt that having a name was central to our communication strategy and having these three concepts capture site and connect meant that we had some structure to our communications. So the capture element of data connect is of course about the data connect online form where researchers can capture a description of their data set or their data collection including all the metadata that you're familiar with in the RIFCS standard. The site concept is of course about using the lookup functionality in red box to look up against the Mint for records of people and projects that may be associated with the data set and that information as I mentioned is from Research Master which is our research management system at the University of Adelaide and from PeopleSoft which is our HR system here. And obviously we're also integrating our metadata with the activity and party infrastructures so that our records are aligned with the ARC and NHMRC persistent URLs and the National Library of Australia identifies that are retrieved through Trove. The final concept is central because it's part of the name connect. At this stage of the workflow we're concentrating on publishing the records. So building around that idea of visibility for research data not only within the University of Adelaide but publicly on research data Australia as well. And these three concepts were chosen partly because they hook into the reasons that we think people might be convinced to use data connect and they are namely compliance and record keeping reasons and of course visibility and profile boosting reasons. So using data connect is not only something that people might do in order to be more compliant with the Australian code for the responsible conductive research but at the same time something that people will hopefully do because they understand the benefits of promoting their research and their research data through research data Australia. For those in the audience today who want to see the visual layout of the technical architecture this diagram will hopefully give you an indication. As you can see on the left hand side in the furthest left box we are sourcing metadata for party and activity records from those institutional sources of truth. And on the right hand side you can see a box representing the handle server that we have integrated with red box and the mint so that all of our collection activity and party records are assigned obviously a unique handle. What isn't represented on this diagram then is the feeds to external systems. So there is an EACCPF feed to Trove for our party records and of course OAI PMH feeds to research data Australia. If anybody is interested in further details we have placed the reusable software outputs from the project in GitHub repositories and I can certainly provide the links if anyone would like to see those. So I think at this stage it might be a good opportunity to move away from the visual diagram and have a look at the thing in the flesh and I'm just going to try and share my screen so you should be able to see the home page of Data Connect at the moment. It's a very clean home page and at this level you can search or browse records. Currently we have two published records in the system but rather than stopping here I think we can log in and take a look at what the workflow looks like once people have entered. Now I should mention as I'm logging in that I have administrator rights for Data Connect so the screen that I see is more complex and provides more options than what our research community will see when they log in. If you're familiar with Redbox this will look very familiar. It obviously has the same review stages that Redbox users would be familiar with and when a record is submitted by a researcher it goes into the investigation stage so they're in pending at the moment. What perhaps is new or different about this screen is the unsubmitted stage in this review stage menu and this is for records that people have begun to create but have not yet been completed. There is the ability in the system to start a record and save it and not submit it and if that's the case people will have records sitting in the unsubmitted review stage here. As you can see I've got a number of untitled records there because I go in and play with the system to show people in demonstrations such as this one. So let's have a look at what the form looks like. When a researcher logs on simply called describe my data but because I have administrator rights the additional information, research form appears in brackets there. If we load the form I think my screen sharing has just paused because there was an error message but hopefully it's still sharing. There was an Internet Explorer message pop-up. Kathy I'm seeing the screen describe my data. Oh good, okay I think everything's alright then we'll see. We might encounter some problems as I progress down the form because I wasn't able to click on the Internet Explorer message so it might have changed the configuration of the form I'm not sure but we'll have a look as we go through. So what we can see here then is the metadata details that we ask researchers to submit when they're notifying us about a data set or data collection. The form is quite straight forward and every field has a question mark icon for further information. I am getting error messages from go to meeting saying the screen sharing is not working but I'm assuming you can still see it so I will plow on. So obviously the title element is the title of the data set. The description field is for the description. These are the same fields that you would see in FCS so I'm not going to go through and explain them all individually. We've also added retention period and extent or quantity which are native mandatory fields in Redbox so we decided to keep them there as the data size as well. The coverage is of course the temporal and geographic coverage of the data set. There is a map widget which hopefully is showing now to select the date coverage. There's also a map widget built in but I think it's been disabled at the moment with the go to meeting screen sharing so unfortunately it's out. We can see the widget box but not the map. Unfortunately I won't be able to show you that then but if anyone who is familiar with Redbox will have seen how that works it is essentially the same as it is in Redbox. We of course have our field of research codes which can be selected and keywords for the researcher to add as well. We have a physical and electronic location and by default we've put the University of Adelaide's postal address in there so that people don't have to retype that every time. But that field is editable so people can go in and add further details or of course delete the postal address and put in something that is more relevant to them or of course an electronic location if they have a URL for the published data set it can be entered here. In terms of our rights statement we have had some discussions with our legal and risk team about how to best approach this and we've narrowed the access rights down to three different options. The first is access to the data is available via the link provided and the URL box below this field provides a means for entering that URL. The second option is access to the data may be available under certain conditions. Please contact the data custodian for further information and the third option is no access to the data is currently allowed. And we felt that those options would probably suit the majority of cases but if you look at the drop down help text under this field there is of course provision to have alternate metadata entered. If none of the statements are appropriate users are encouraged to contact the library to digital services teams to discuss including some other text or statement in that metadata field. The creators section is of course a look up of the records in the MIM and I'll just do a quick look up of myself. Actually let's see if I can move that. Now I'm not sure if you can see this box but it does provide the option for me to select myself from the list of search results and once I have done so I can indicate that I'm chief investigator. That then links through to the record in the MIM which at the point of publishing this record will be published also. There's also a look up functionality for projects which is again based on records in the MIM and if we type in a keyword or a grant number either of those options will work then we can choose which project is relevant for our data set. We can of course enter publications, we can enter website details, we can enter notes and then we can enter details about whoever is completing the form in case there's something that needs to be verified at the curation stage and we need to contact the person. Now I'll just scroll to the top and make sure all the compulsory fields have some text and then we should be able to submit the form. And we get a success message displaying there to say the record's been submitted so it's at that point of the workflow that the record is then put into the investigation stage. Our library staff then log on and can see it waiting there and begin the curation of the record and then ultimately publishing which I won't go into now because we don't want to publish this record. I will go back to sharing the PowerPoint now, hopefully that's back on screen. Yes. Excellent. Okay. I wanted to touch very briefly on some of the hurdles that we encountered during the project and obviously any project is going to come up with the hurdles that will span the technical and the organisational and the change management aspects of the project. We certainly found a lot of challenges in working with the metadata in the system and that was largely because a lot of that metadata was outside of our control. It was from institutional sources of truth for which other organisational units were responsible and that presented complications in determining the correct mapping of that metadata into the appropriate fields in the mint. So we found, for example, that some fields in the university systems were being unexpectedly used for information that couldn't be published such as administrative notes which meant that we couldn't reliably use that field in data connect because it had the potential to publish information that wasn't really appropriate to be shared. And in that case we had to revise our metadata mapping to account for those kind of factors. Of course, hang on, let's go back a slide. Of course, if you've worked on a metadata store's project you will know that there are a number of system components including external systems on which the metadata store is dependent and that does present a number of hurdles for troubleshooting. It is a very complex workflow when you have this many systems and dependencies involved and it can mean that tracking down and isolating errors does require very thorough and quite time consuming detective work which can be quite complicated and trying at times as I have experienced. We also found some initial confusion with the Red Box curation and publishing workflow until we really thoroughly understood how it worked and how the curation of a single party or activity record could hold up the publication and curation of other records linked to it. And of course there were the external constraints with Trove or Tim and needing to check these manually to confirm at what stage a party record had progressed in the workflow and the publication. But all of these hurdles are not by any means impossible tasks, they're just factors that take time and we did find that we had to invest a significant amount of time during our project to work on understanding and tweaking the metadata and the way the metadata moves through the workflow. So now that we're live in terms of what's next, we are of course focusing on communication and socialising of the system and growing a culture of data management at the University of Adelaide. We are just about to release this week a Data Connect video that we've put together explaining what Data Connect is in a nutshell and we're also working over the year on training for early career researchers about research data management. We're also liaising with the Faculty Research Committees and particular research institutes and centres to look at plans for rolling out Data Connect and working with individual research teams or projects or centres to apply Data Connect to them. The day to day management and curation of Data Connect is, as you will have seen earlier, undertaken by the University Libraries Digital Services Team, which is led by our Digital Services Librarian Vanessa Barrett. And we have some technical support from the University's Technology Services area as well. We're also establishing a governance committee to provide some overarching guidance and direction for Data Connect. And my role as research data librarian is to support that and to promote and encourage outreach activities that will see more awareness of Data Connect and application of Data Connect. So that's my very brief overview of Data Connect and a quick tour. I'd like to thank everyone in the project team and Anne's as well for helping us, particularly Andrew Williams, our client liaison officer here in South Australia. It is very early days for Data Connect but I think we are very pleased with the result and the outcome so far and it's just a matter of growing and growing from this point forward. So I'll hand back over to you now Simon and I'm happy to take any questions. Okay, thank you Kathy. It's great to see these projects coming in and the things that are emerging from them. I'm just going to unmute everybody with the request that those that haven't muted themselves, mute themselves unless you want to ask a question. I can see some people still haven't muted themselves. It's just that we get audio feedback. So if you haven't got a microphone, please use the chat box as Susan Robbins just has and if you don't know where that is, there's a sort of dashboard on the right hand side of the screen with a little red box with a white arrow in it. If you open that you'll see down the bottom a chat box for putting in questions. I'll read out any questions I see in the chat box and look for you in the list of attendees so if possible get you to ask them yourself. But for the moment Susan has asked Kathy, thanks Kathy, very interesting, how often do you update the Mint from your sources of truth? Okay, thanks Sue. We have a materialised view of the databases and the data that gets pulled into the Mint and that is refreshed every 24 hours. So if somebody for example changes their name as soon as that metadata is updated in the HR system 24 hours from then we should expect to see that change refreshed in the Mint. Okay, Kathy, last week Roderick Sadler and I think he's here but he was talking about the library having to adjust to becoming the publisher and that there were all sorts of changes afoot there. Has there been a bit of change management in your library that you can talk about? Are you the only data librarian? Do you have enough data librarians? There's been a lot of changes as you say Simon. So the day to day handling of Data Connect is undertaken by an existing team which is our digital services team. And they have responsibility among other things for our repository, Adelaide Research and Scholarship, our repository for publications. So they've taken on board this additional task as well. It's very hard at this stage to say what the operational impact on the team will be though because we just have not been able to forecast usage of Data Connect. And I don't think we will for some time until we start to see more socialisation of the system we won't be able to have a clear picture or understanding of what the operational impact will be in terms of metadata curation. In terms of the research data librarian role which is the role I'm in, that's been a 12 month role created as a follow on from the project to move Data Connect into production in the first 12 months. And it is a role that involves working very closely with our research and reference teams within the library. And again, it is difficult to say what the impact will be because at this stage we don't know how widespread the use of Data Connect could be. But certainly over the next 12 months I expect the interaction and awareness of Data Connect to grow and the role that our research and reference team play in that to grow as well. Thank you, Glad. Richard at Deakin has asked you if the self submission form is a core red button box function or a Uni Adelaide customisation. Hi Richard, it's a University of Adelaide customisation. The form on the front end is not core red box as such. No. Okay, thanks for that. Now Griffith have a question and I'm hoping that I'm not sure who's there is who is at Griffith. Whether it's your self muted, whether you have a microphone, it looks like it could be Samantha Searle. Good Samantha, would you like to ask your question? I'm here with some other people but thanks Kathy, that was great. We were just interested in why you chose the word SART for that middle part of your branding strategy for something that seems to us to be more about linking to the sources of truth. We're just wondering whether you foresee that that might cause confusion or any difficulties in the future if you do want to go out and actually promote the data citation and from the receptive perspective in terms of getting the arise and tracking the impact of the data set in a kind of broader context. Yeah, absolutely. I think you're right Sam. Kathy, it was a little bit, yes I think it would be good because the sound wasn't too good there. Yeah, I'll just quickly summarize your question again Sam if that's alright. So you've asked about the word SART that we're using in our branding of Data Connect in terms of using the word SART to mean linking to records from our institutional sources of truth. And your question is about whether this is causing confusion around the siting of data sets or promoting data citation and using DOIs, tracking impact and so on. Yes, to answer your question, yes it could cause some confusion, that's certainly true. The reason we chose the word SART on a very fundamental basis is simply because it started with C and it fitted our 3C branding concept. But more broadly than that we chose it because there's a bit of future proofing there. So even with the word CAPTCHA that could go two ways. It could of course refer to capturing the data itself which at the moment is not something that Data Connect provides. And in terms of the word Connect, that's talking about connecting the records, the people and the projects and the data set and also making those connections visible on research data Australia. So there's a bit of dual use of that other word and there's potential development of the application of those words in the future. So we've sort of left the door open in some ways by changing the branding around the word SART to account for any future activities we might address in data siting and data citation. That said, the brand is not necessarily something that we're fixed on. It's not used in our presentations and communications but it's not present anywhere in Data Connect itself. It's not something that's used in the system. So we do have some scope for changing and evolving that branding in the future. Thanks Cathy. Susan has a question that I was wondering about too and that's in relation to the video. This is Susan Robbins asking, are you able to share the video you mentioned? Yes, we will certainly do that. It's just been produced and will be shared internally this week so I imagine I'll be able to send a link out later this week if not early next week. But certainly we'll share that when it's available. That would be great because if we can put, I'll put that link up on the blog when it's available. That would be excellent. Simon Huggard from Latrobe has a question in relation to GitHub. Cathy, do you have most or all of your customization on GitHub? What's the URL reference? I think that's probably in your project description on the website, isn't it? It is. Most of the customizations are in GitHub. I don't think all of them because some of them are specific to the University of Adelaide. So the email notifier that goes to the chief investigator that I mentioned, that is not on GitHub. But I think almost everything else is. And I'm just typing the URL into the chat box. Okay. Hopefully that's visible to everyone if I can get my spelling correct. So I've typed in the base URL which is simply github.com forward slash in a dev, Kyphen, AU. And there are five repositories branched off that page that contain red box and mint and fascinator plugins. I'm pretty sure too, Cathy, if anyone can get to the end's website. I think a new communications person, Shannon, has put that link up in relation to your project on the website in a quick link. Okay, great. If anyone can't find it, please feel free to email me and I'll send it to you directly. Great. Sharon Wires from UTS. Hi, Cathy. Sorry I was late and I hope this isn't a question you've already addressed. How is access control managed in the front end from your data connect? Is it user based? It is. So in terms of accessing data connect at all, you have to be on the university network. Then in order to log in, we need your University of Adelaide credentials to log in to gain access to the system. And we have a user list framework that we are using to assign roles to the small number of library staff who need additional rights to the system. And that is literally, I think, six or seven people who have been assigned either administrator or reviewer rights in red box. We do use slightly different terminology to the red box user roles. If you're familiar with those, I think they are reviewer, librarian and administrator from memory and we use slightly different terminology. But we do control the access rights that way. I hope that answers your question, Sharon. If not, let me know. Jerry Ryder has a question. Does your roadmap include storing data and minting DOIs? Not at this stage within the scope of data connect. Certainly across the university, storing data is something that is being looked at by our technology services group. And obviously we do, like any university provides, secure storage. And at this stage, it's not integrated with data connect. And at this stage, there is no move to mint DOIs in the near future. But we have our first meeting of our data connect governance group next month. And I imagine these are some of the issues that the operational team will be presenting to the governance group. So I can expect that we will have some discussion about the future and the roadmap for data connect at that initial meeting and going forward at subsequent meetings as well. Thanks. Susan Robbins wants to have another look at your workflow slide. Yeah. Is this the one? It's probably not that visible in terms of the detail of it. Let me see if I can… is this… hopefully not the… no, the orange one. This one? Susan, I think she meant the… it's the workflow… the previous… Yes, this one. She's saying it's this one. Yeah. Your orange one. Okay. This is… I should mention also Susan, this is not a direct representation of the Red Box workflow. This is… this workflow has been created for use with our research community. So it doesn't necessarily match the technical level of detail that goes through the workflow. It's just a broad summary of how it progresses. Okay. We'll leave that up while Susan studies it. And I'll ask you the sustainability question. Yep. Go ahead. Because… well, actually I've got two questions. One is about, you know, what's the future of this? Where is the support going to come from? I know you've got this meeting coming up next month. Who's the business owner and what's the sustainability look like? Well, the business owner of Data Connect is the Deputy Vice-Chancellor's for Research Office. And he has charged university libraries with the day-to-day management of Data Connect. Of course, their represented and Pro Vice-Chancellor research operations will be chairing that governance group that I mentioned earlier. So the day-to-day management and sustainability on an operational level is really something that the university libraries is responsible for. That responsibility rests in the digital services team and under the digital services librarian. And it's a relationship that we currently see in the way that the university libraries support publications repository, Adelaide Research and Scholarship. So in that sense, the team, digital services team, look after the day-to-day operational management of the repository and our research librarians are responsible for liaising with their faculties and schools and research disciplines to ensure that communication and support about the repository is in place. And I believe it will be a similar model for Data Connect as well. So the operational and the communications and outreach roles are separated in that sense. And that's certainly something that works for the repository because the research librarians are the individuals who are in contact with their research communities and know those research communities and the people within them. So they're the best place to do that liaison work. But the role of research data librarian is in place at least for the next year and we'll be progressing as much as we can through this role to support ongoing sustainability through digital services and research librarians. How many do you have of those research librarians? I think there's 13 or 14. I haven't counted them. Oh, right. Well, that's interesting that you've got quite a number here. There are, yeah. The other question I've got is in relation to research profiles or academic profiles. Does that fit into your roadmap that the university will use Data Connect as a source of these profiles or a way of assembling them? Sorry, can I just clarify your question Simon? You're asking about researcher profiling and whether or not Data Connect has a role in that. Is that correct? That's correct. Yeah. At this stage the University of Adelaide research profiling is not something that's embedded in any system that we offer at the moment. I suppose looking down the track there's certainly scope to do that and the University of Adelaide has an e-research strategy as a separate project, a separate initiative which couldn't encompass that work. If at that stage we can see a role for Data Connect, I can imagine that we'd be talking to them but it's not currently in place is the answer to your question. Okay, because I'm thinking of the way Griffith helped their research hub that's pretty much driven by the access to those academic profiles in a way. Absolutely. I definitely can see the scope for that here as well. If it progresses to that stage that would be something that Data Connect could definitely be involved in. Well thank you Kathy. Unless there are any more questions. I can just see one more there Simon from Richard at Deacon. Oh sorry, I'll just do that. That's okay. I believe Richard's asking about the Data Connect LibGuide that we have. He's suggested it would be useful to have some print screens of the submission form so that outsiders can see the format. I can certainly go back and have a look at that guide. I don't have it in front of me at the moment but it does contain a field by field summary of the metadata represented on the self submission form. So if anyone wants to go to the LibGuide and download the Data Connect guide, the user guide, they're more than welcome to do so. Okay now in fact there are two more questions that I can see now. Simon Huggard has asked you to say a little bit more about the OSB services. What is this? And Beth Crawford is just wanting to clarify something about the 13 or 14 research librarians. Sure. These are the same people as the faculty librarians. Yeah sure. I'll tackle Simon's question first and I hope that I answer it sufficiently but if not Simon, let me know and I'll try and track down further detail. OSB is the Oracle Service Bus. It's a middleware layer at the University of Adelaide and we're using that to facilitate the materialized view of the metadata in the PeopleSoft and Research Master databases. So we're not accessing them directly, we're accessing them through that middleware layer which is why the OSB box is present on the diagram there. I hope that answers the question. If not please let me know Simon. And in answer to Beth, yes the research librarians are faculty or liaison librarians but the official title for them here at the University of Adelaide is research librarians. Okay I hope that's answered Beth's question. And it looks like there's a link there from Deakin to a Data Connect Live Guide and it looks like we have answered Beth's question. Cathy I think we're running out of time now. Thank you. That was a great presentation, terrific that you've got to this stage with the project and thank you everyone for coming. It's been great to have lots of questions because it always helps when there are detailed questions about these projects. So Cathy I just want to thank you and thank you everyone for coming.
 Thank you Simon and thank you to everyone who's come along this morning.  Simon's asked me to give a brief overview of Data Connect and then a tour of the system itself  because it's only accessible on the University of Adelaide network.  So unless you're on the network or watching today, you won't be able to get into the system externally.  Now I should have the presentation slides up there but Simon, stop me if you can't see them.  I think everyone's familiar with the MetadataStore's program from ANZ and Data Connect is of course  the University of Adelaide's MetadataStore.  Now the need for a MetadataStore or a research data registry was first identified as a key service  for the University of Adelaide through a research ICT review that was conducted in 2011  by our IT strategy and architecture group.  And actually at the same time in 2011 in the library we were running an ANZ funded Seeding the Commons project  which we called Showcasing Research Data.  And that project indicated that there was strong support from our research community  for the development of a repository and a MetadataStore.  So when ANZ had the opportunity to, let's just put that back on the PowerPoint.  So when ANZ had the opportunity to participate in the MetadataStore program,  obviously it was a good timing for us to get on board.  Just by way of background, Research MetadataStore began just over a year ago in April 2012  and ran for 12 months so it's just concluded last month.  And we engaged a company, a local software solutions company called Inadev for the solution delivery.  I worked alongside Inadev as project officer throughout the project.  And one of the first things that our project team did was to conduct a comparative review  of different candidate MetadataStore solutions.  And an outcome of that review was the selection of red boxes our preferred software platform.  The red box project team have worked very closely with us.  That is Duncan Dickinson and Andrew Presati from QCIV.  And I would like to take this opportunity to thank them both very much for their input  which has been invaluable throughout the project.  The bulk of the work that we did in our project team was design work  to accommodate a researcher's self-registration workflow into the red box platform.  And we achieved this through developing an online form to capture collection metadata.  There was also obviously work to integrate the mint part of red box  with our university systems for metadata about people and projects from our HR and our human research management system.  So our online form which we'll have a look at shortly is available to all researchers  at the University of Adelaide for self-registration of their data sets and data collections.  However, the workflow is specifically triggered around category one grants.  And when those category one grants are marked as closed in our university's research management system,  that triggers an email to the grants chief investigator, alerting them to data connect  and suggesting that they log on to register their data set.  Now of course having said that and having built that workflow into the system,  we do encourage interaction with data connect for all research projects and investigations at the university  and of course at any stage of the research life cycle, not necessarily just at the conclusion.  And part of my role as research data librarian is to promote this and promote uptake of data connect  at different stages of the research life cycle.  To put it in a visual diagram and if you're familiar with red box you'll be familiar with the second part of this workflow.  The email is sent to the chief investigator who can then log on and enter a description of their collection in data connect  at which point we source information from the Mint to complement that record  and those records are then curated by library staff before being published out to research data Australia.  Now I did mention that data connect is only accessible on the university network  so it's closed to university of Adelaide researchers although the records themselves are of course publicly visible  on research data Australia.  So the purpose of today's presentation really is to give you a bit of a tour being outside of the university  so you can see what the self registration workflow and the data connect form look like.  Before we get on to that I do want to talk briefly about the capture site and connect branding that we've built around data connect.  We chose a name for data connect very early on in the project and part of the reason for that was to have a strategy  and a brand around the system and we felt that having a name was central to our communication strategy  and having these three concepts capture site and connect meant that we had some structure to our communications.  So the capture element of data connect is of course about the data connect online form where researchers can capture a description  of their data set or their data collection including all the metadata that you're familiar with in the RIFCS standard.  The site concept is of course about using the lookup functionality in red box to look up against the Mint for records  of people and projects that may be associated with the data set and that information as I mentioned is from Research Master  which is our research management system at the University of Adelaide and from PeopleSoft which is our HR system here.  And obviously we're also integrating our metadata with the activity and party infrastructures  so that our records are aligned with the ARC and NHMRC persistent URLs and the National Library of Australia  identifies that are retrieved through Trove.  The final concept is central because it's part of the name connect.  At this stage of the workflow we're concentrating on publishing the records.  So building around that idea of visibility for research data not only within the University of Adelaide  but publicly on research data Australia as well.  And these three concepts were chosen partly because they hook into the reasons that we think people might be convinced to use data connect  and they are namely compliance and record keeping reasons and of course visibility and profile boosting reasons.  So using data connect is not only something that people might do in order to be more compliant with the Australian code  for the responsible conductive research but at the same time something that people will hopefully do because they understand  the benefits of promoting their research and their research data through research data Australia.  For those in the audience today who want to see the visual layout of the technical architecture  this diagram will hopefully give you an indication.  As you can see on the left hand side in the furthest left box we are sourcing metadata for party and activity records  from those institutional sources of truth.  And on the right hand side you can see a box representing the handle server that we have integrated with red box and the mint  so that all of our collection activity and party records are assigned obviously a unique handle.  What isn't represented on this diagram then is the feeds to external systems.  So there is an EACCPF feed to Trove for our party records and of course OAI PMH feeds to research data Australia.  If anybody is interested in further details we have placed the reusable software outputs from the project in GitHub repositories  and I can certainly provide the links if anyone would like to see those.  So I think at this stage it might be a good opportunity to move away from the visual diagram and have a look at the thing in the flesh  and I'm just going to try and share my screen so you should be able to see the home page of Data Connect at the moment.  It's a very clean home page and at this level you can search or browse records.  Currently we have two published records in the system but rather than stopping here  I think we can log in and take a look at what the workflow looks like once people have entered.  Now I should mention as I'm logging in that I have administrator rights for Data Connect  so the screen that I see is more complex and provides more options than what our research community will see when they log in.  If you're familiar with Redbox this will look very familiar. It obviously has the same review stages that Redbox users would be familiar with  and when a record is submitted by a researcher it goes into the investigation stage so they're in pending at the moment.  What perhaps is new or different about this screen is the unsubmitted stage in this review stage menu  and this is for records that people have begun to create but have not yet been completed.  There is the ability in the system to start a record and save it and not submit it  and if that's the case people will have records sitting in the unsubmitted review stage here.  As you can see I've got a number of untitled records there because I go in and play with the system to show people in demonstrations such as this one.  So let's have a look at what the form looks like.  When a researcher logs on simply called describe my data but because I have administrator rights the additional information,  research form appears in brackets there.  If we load the form I think my screen sharing has just paused because there was an error message but hopefully it's still sharing.  There was an Internet Explorer message pop-up.  Kathy I'm seeing the screen describe my data.  Oh good, okay I think everything's alright then we'll see.  We might encounter some problems as I progress down the form because I wasn't able to click on the Internet Explorer message  so it might have changed the configuration of the form I'm not sure but we'll have a look as we go through.  So what we can see here then is the metadata details that we ask researchers to submit when they're notifying us about a data set or data collection.  The form is quite straight forward and every field has a question mark icon for further information.  I am getting error messages from go to meeting saying the screen sharing is not working but I'm assuming you can still see it so I will plow on.  So obviously the title element is the title of the data set.  The description field is for the description.  These are the same fields that you would see in FCS so I'm not going to go through and explain them all individually.  We've also added retention period and extent or quantity which are native mandatory fields in Redbox so we decided to keep them there as the data size as well.  The coverage is of course the temporal and geographic coverage of the data set.  There is a map widget which hopefully is showing now to select the date coverage.  There's also a map widget built in but I think it's been disabled at the moment with the go to meeting screen sharing so unfortunately it's out.  We can see the widget box but not the map.  Unfortunately I won't be able to show you that then but if anyone who is familiar with Redbox will have seen how that works it is essentially the same as it is in Redbox.  We of course have our field of research codes which can be selected and keywords for the researcher to add as well.  We have a physical and electronic location and by default we've put the University of Adelaide's postal address in there so that people don't have to retype that every time.  But that field is editable so people can go in and add further details or of course delete the postal address and put in something that is more relevant to them  or of course an electronic location if they have a URL for the published data set it can be entered here.  In terms of our rights statement we have had some discussions with our legal and risk team about how to best approach this and we've narrowed the access rights down to three different options.  The first is access to the data is available via the link provided and the URL box below this field provides a means for entering that URL.  The second option is access to the data may be available under certain conditions.  Please contact the data custodian for further information and the third option is no access to the data is currently allowed.  And we felt that those options would probably suit the majority of cases but if you look at the drop down help text under this field there is of course provision to have alternate metadata entered.  If none of the statements are appropriate users are encouraged to contact the library to digital services teams to discuss including some other text or statement in that metadata field.  The creators section is of course a look up of the records in the MIM and I'll just do a quick look up of myself.  Actually let's see if I can move that.  Now I'm not sure if you can see this box but it does provide the option for me to select myself from the list of search results and once I have done so I can indicate that I'm chief investigator.  That then links through to the record in the MIM which at the point of publishing this record will be published also.  There's also a look up functionality for projects which is again based on records in the MIM and if we type in a keyword or a grant number either of those options will work then we can choose which project is relevant for our data set.  We can of course enter publications, we can enter website details, we can enter notes and then we can enter details about whoever is completing the form in case there's something that needs to be verified at the curation stage and we need to contact the person.  Now I'll just scroll to the top and make sure all the compulsory fields have some text and then we should be able to submit the form.  And we get a success message displaying there to say the record's been submitted so it's at that point of the workflow that the record is then put into the investigation stage.  Our library staff then log on and can see it waiting there and begin the curation of the record and then ultimately publishing which I won't go into now because we don't want to publish this record.  I will go back to sharing the PowerPoint now, hopefully that's back on screen.  Yes.  Excellent. Okay. I wanted to touch very briefly on some of the hurdles that we encountered during the project and obviously any project is going to come up with the hurdles that will span the technical and the organisational and the change management aspects of the project.  We certainly found a lot of challenges in working with the metadata in the system and that was largely because a lot of that metadata was outside of our control.  It was from institutional sources of truth for which other organisational units were responsible and that presented complications in determining the correct mapping of that metadata into the appropriate fields in the mint.  So we found, for example, that some fields in the university systems were being unexpectedly used for information that couldn't be published such as administrative notes which meant that we couldn't reliably use that field in data connect because it had the potential to publish information that wasn't really appropriate to be shared.  And in that case we had to revise our metadata mapping to account for those kind of factors.  Of course, hang on, let's go back a slide.  Of course, if you've worked on a metadata store's project you will know that there are a number of system components including external systems on which the metadata store is dependent and that does present a number of hurdles for troubleshooting.  It is a very complex workflow when you have this many systems and dependencies involved and it can mean that tracking down and isolating errors does require very thorough and quite time consuming detective work which can be quite complicated and trying at times as I have experienced.  We also found some initial confusion with the Red Box curation and publishing workflow until we really thoroughly understood how it worked and how the curation of a single party or activity record could hold up the publication and curation of other records linked to it.  And of course there were the external constraints with Trove or Tim and needing to check these manually to confirm at what stage a party record had progressed in the workflow and the publication.  But all of these hurdles are not by any means impossible tasks, they're just factors that take time and we did find that we had to invest a significant amount of time during our project to work on understanding and tweaking the metadata and the way the metadata moves through the workflow.  So now that we're live in terms of what's next, we are of course focusing on communication and socialising of the system and growing a culture of data management at the University of Adelaide.  We are just about to release this week a Data Connect video that we've put together explaining what Data Connect is in a nutshell and we're also working over the year on training for early career researchers about research data management.  We're also liaising with the Faculty Research Committees and particular research institutes and centres to look at plans for rolling out Data Connect and working with individual research teams or projects or centres to apply Data Connect to them.  The day to day management and curation of Data Connect is, as you will have seen earlier, undertaken by the University Libraries Digital Services Team, which is led by our Digital Services Librarian Vanessa Barrett.  And we have some technical support from the University's Technology Services area as well.  We're also establishing a governance committee to provide some overarching guidance and direction for Data Connect.  And my role as research data librarian is to support that and to promote and encourage outreach activities that will see more awareness of Data Connect and application of Data Connect.  So that's my very brief overview of Data Connect and a quick tour. I'd like to thank everyone in the project team and Anne's as well for helping us, particularly Andrew Williams, our client liaison officer here in South Australia.  It is very early days for Data Connect but I think we are very pleased with the result and the outcome so far and it's just a matter of growing and growing from this point forward.  So I'll hand back over to you now Simon and I'm happy to take any questions.  Okay, thank you Kathy. It's great to see these projects coming in and the things that are emerging from them.  I'm just going to unmute everybody with the request that those that haven't muted themselves, mute themselves unless you want to ask a question.  I can see some people still haven't muted themselves. It's just that we get audio feedback.  So if you haven't got a microphone, please use the chat box as Susan Robbins just has and if you don't know where that is, there's a sort of dashboard on the right hand side of the screen with a little red box with a white arrow in it.  If you open that you'll see down the bottom a chat box for putting in questions.  I'll read out any questions I see in the chat box and look for you in the list of attendees so if possible get you to ask them yourself.  But for the moment Susan has asked Kathy, thanks Kathy, very interesting, how often do you update the Mint from your sources of truth?  Okay, thanks Sue. We have a materialised view of the databases and the data that gets pulled into the Mint and that is refreshed every 24 hours.  So if somebody for example changes their name as soon as that metadata is updated in the HR system 24 hours from then we should expect to see that change refreshed in the Mint.  Okay, Kathy, last week Roderick Sadler and I think he's here but he was talking about the library having to adjust to becoming the publisher and that there were all sorts of changes afoot there.  Has there been a bit of change management in your library that you can talk about? Are you the only data librarian? Do you have enough data librarians?  There's been a lot of changes as you say Simon. So the day to day handling of Data Connect is undertaken by an existing team which is our digital services team.  And they have responsibility among other things for our repository, Adelaide Research and Scholarship, our repository for publications.  So they've taken on board this additional task as well. It's very hard at this stage to say what the operational impact on the team will be though because we just have not been able to forecast usage of Data Connect.  And I don't think we will for some time until we start to see more socialisation of the system we won't be able to have a clear picture or understanding of what the operational impact will be in terms of metadata curation.  In terms of the research data librarian role which is the role I'm in, that's been a 12 month role created as a follow on from the project to move Data Connect into production in the first 12 months.  And it is a role that involves working very closely with our research and reference teams within the library. And again, it is difficult to say what the impact will be because at this stage we don't know how widespread the use of Data Connect could be.  But certainly over the next 12 months I expect the interaction and awareness of Data Connect to grow and the role that our research and reference team play in that to grow as well.  Thank you, Glad. Richard at Deakin has asked you if the self submission form is a core red button box function or a Uni Adelaide customisation.  Hi Richard, it's a University of Adelaide customisation. The form on the front end is not core red box as such. No.  Okay, thanks for that. Now Griffith have a question and I'm hoping that I'm not sure who's there is who is at Griffith. Whether it's your self muted, whether you have a microphone, it looks like it could be Samantha Searle.  Good Samantha, would you like to ask your question? I'm here with some other people but thanks Kathy, that was great. We were just interested in why you chose the word SART for that middle part of your branding strategy for something that seems to us to be more about linking to the sources of truth.  We're just wondering whether you foresee that that might cause confusion or any difficulties in the future if you do want to go out and actually promote the data citation and from the receptive perspective in terms of getting the arise and tracking the impact of the data set in a kind of broader context.  Yeah, absolutely. I think you're right Sam. Kathy, it was a little bit, yes I think it would be good because the sound wasn't too good there.  Yeah, I'll just quickly summarize your question again Sam if that's alright. So you've asked about the word SART that we're using in our branding of Data Connect in terms of using the word SART to mean linking to records from our institutional sources of truth.  And your question is about whether this is causing confusion around the siting of data sets or promoting data citation and using DOIs, tracking impact and so on.  Yes, to answer your question, yes it could cause some confusion, that's certainly true. The reason we chose the word SART on a very fundamental basis is simply because it started with C and it fitted our 3C branding concept.  But more broadly than that we chose it because there's a bit of future proofing there. So even with the word CAPTCHA that could go two ways. It could of course refer to capturing the data itself which at the moment is not something that Data Connect provides.  And in terms of the word Connect, that's talking about connecting the records, the people and the projects and the data set and also making those connections visible on research data Australia.  So there's a bit of dual use of that other word and there's potential development of the application of those words in the future. So we've sort of left the door open in some ways by changing the branding around the word SART to account for any future activities we might address in data siting and data citation.  That said, the brand is not necessarily something that we're fixed on. It's not used in our presentations and communications but it's not present anywhere in Data Connect itself. It's not something that's used in the system.  So we do have some scope for changing and evolving that branding in the future.  Thanks Cathy. Susan has a question that I was wondering about too and that's in relation to the video. This is Susan Robbins asking, are you able to share the video you mentioned?  Yes, we will certainly do that. It's just been produced and will be shared internally this week so I imagine I'll be able to send a link out later this week if not early next week. But certainly we'll share that when it's available.  That would be great because if we can put, I'll put that link up on the blog when it's available.  That would be excellent. Simon Huggard from Latrobe has a question in relation to GitHub. Cathy, do you have most or all of your customization on GitHub? What's the URL reference?  I think that's probably in your project description on the website, isn't it? It is. Most of the customizations are in GitHub. I don't think all of them because some of them are specific to the University of Adelaide.  So the email notifier that goes to the chief investigator that I mentioned, that is not on GitHub. But I think almost everything else is. And I'm just typing the URL into the chat box.  Okay. Hopefully that's visible to everyone if I can get my spelling correct. So I've typed in the base URL which is simply github.com forward slash in a dev, Kyphen, AU. And there are five repositories branched off that page that contain red box and mint and fascinator plugins.  I'm pretty sure too, Cathy, if anyone can get to the end's website. I think a new communications person, Shannon, has put that link up in relation to your project on the website in a quick link.  Okay, great. If anyone can't find it, please feel free to email me and I'll send it to you directly.  Great. Sharon Wires from UTS. Hi, Cathy. Sorry I was late and I hope this isn't a question you've already addressed. How is access control managed in the front end from your data connect? Is it user based?  It is. So in terms of accessing data connect at all, you have to be on the university network. Then in order to log in, we need your University of Adelaide credentials to log in to gain access to the system.  And we have a user list framework that we are using to assign roles to the small number of library staff who need additional rights to the system. And that is literally, I think, six or seven people who have been assigned either administrator or reviewer rights in red box.  We do use slightly different terminology to the red box user roles. If you're familiar with those, I think they are reviewer, librarian and administrator from memory and we use slightly different terminology.  But we do control the access rights that way. I hope that answers your question, Sharon. If not, let me know.  Jerry Ryder has a question. Does your roadmap include storing data and minting DOIs?  Not at this stage within the scope of data connect. Certainly across the university, storing data is something that is being looked at by our technology services group. And obviously we do, like any university provides, secure storage. And at this stage, it's not integrated with data connect.  And at this stage, there is no move to mint DOIs in the near future. But we have our first meeting of our data connect governance group next month. And I imagine these are some of the issues that the operational team will be presenting to the governance group.  So I can expect that we will have some discussion about the future and the roadmap for data connect at that initial meeting and going forward at subsequent meetings as well.  Thanks. Susan Robbins wants to have another look at your workflow slide.  Yeah. Is this the one? It's probably not that visible in terms of the detail of it. Let me see if I can… is this… hopefully not the… no, the orange one. This one?  Susan, I think she meant the… it's the workflow… the previous… Yes, this one. She's saying it's this one. Yeah. Your orange one. Okay.  This is… I should mention also Susan, this is not a direct representation of the Red Box workflow. This is… this workflow has been created for use with our research community.  So it doesn't necessarily match the technical level of detail that goes through the workflow. It's just a broad summary of how it progresses.  Okay. We'll leave that up while Susan studies it. And I'll ask you the sustainability question.  Yep. Go ahead.  Because… well, actually I've got two questions. One is about, you know, what's the future of this? Where is the support going to come from?  I know you've got this meeting coming up next month. Who's the business owner and what's the sustainability look like?  Well, the business owner of Data Connect is the Deputy Vice-Chancellor's for Research Office. And he has charged university libraries with the day-to-day management of Data Connect.  Of course, their represented and Pro Vice-Chancellor research operations will be chairing that governance group that I mentioned earlier.  So the day-to-day management and sustainability on an operational level is really something that the university libraries is responsible for.  That responsibility rests in the digital services team and under the digital services librarian.  And it's a relationship that we currently see in the way that the university libraries support publications repository, Adelaide Research and Scholarship.  So in that sense, the team, digital services team, look after the day-to-day operational management of the repository and our research librarians are responsible for liaising with their faculties and schools  and research disciplines to ensure that communication and support about the repository is in place.  And I believe it will be a similar model for Data Connect as well.  So the operational and the communications and outreach roles are separated in that sense.  And that's certainly something that works for the repository because the research librarians are the individuals who are in contact with their research communities  and know those research communities and the people within them. So they're the best place to do that liaison work.  But the role of research data librarian is in place at least for the next year and we'll be progressing as much as we can through this role to support ongoing sustainability through digital services and research librarians.  How many do you have of those research librarians?  I think there's 13 or 14. I haven't counted them.  Oh, right. Well, that's interesting that you've got quite a number here.  There are, yeah.  The other question I've got is in relation to research profiles or academic profiles. Does that fit into your roadmap that the university will use Data Connect as a source of these profiles or a way of assembling them?  Sorry, can I just clarify your question Simon? You're asking about researcher profiling and whether or not Data Connect has a role in that. Is that correct?  That's correct.  Yeah. At this stage the University of Adelaide research profiling is not something that's embedded in any system that we offer at the moment.  I suppose looking down the track there's certainly scope to do that and the University of Adelaide has an e-research strategy as a separate project, a separate initiative which couldn't encompass that work.  If at that stage we can see a role for Data Connect, I can imagine that we'd be talking to them but it's not currently in place is the answer to your question.  Okay, because I'm thinking of the way Griffith helped their research hub that's pretty much driven by the access to those academic profiles in a way.  Absolutely. I definitely can see the scope for that here as well. If it progresses to that stage that would be something that Data Connect could definitely be involved in.  Well thank you Kathy. Unless there are any more questions.  I can just see one more there Simon from Richard at Deacon.  Oh sorry, I'll just do that.  That's okay. I believe Richard's asking about the Data Connect LibGuide that we have. He's suggested it would be useful to have some print screens of the submission form so that outsiders can see the format.  I can certainly go back and have a look at that guide. I don't have it in front of me at the moment but it does contain a field by field summary of the metadata represented on the self submission form.  So if anyone wants to go to the LibGuide and download the Data Connect guide, the user guide, they're more than welcome to do so.  Okay now in fact there are two more questions that I can see now. Simon Huggard has asked you to say a little bit more about the OSB services. What is this?  And Beth Crawford is just wanting to clarify something about the 13 or 14 research librarians.  Sure.  These are the same people as the faculty librarians.  Yeah sure. I'll tackle Simon's question first and I hope that I answer it sufficiently but if not Simon, let me know and I'll try and track down further detail.  OSB is the Oracle Service Bus. It's a middleware layer at the University of Adelaide and we're using that to facilitate the materialized view of the metadata in the PeopleSoft and Research Master databases.  So we're not accessing them directly, we're accessing them through that middleware layer which is why the OSB box is present on the diagram there.  I hope that answers the question. If not please let me know Simon.  And in answer to Beth, yes the research librarians are faculty or liaison librarians but the official title for them here at the University of Adelaide is research librarians.  Okay I hope that's answered Beth's question.  And it looks like there's a link there from Deakin to a Data Connect Live Guide and it looks like we have answered Beth's question.  Cathy I think we're running out of time now. Thank you.  That was a great presentation, terrific that you've got to this stage with the project and thank you everyone for coming.  It's been great to have lots of questions because it always helps when there are detailed questions about these projects.  So Cathy I just want to thank you and thank you everyone for coming.
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