Jill Golightly

Head of Research Office

Case Study 2: Developing and implementing an integrated system to support researchers: the Newcastle experience

The Session

Context Why make the change What did we do Benefits for researchers and managers How did we do it Demo What worked well/not so well

Newcastle In Context

3 large faculties and 31 academic units 14,000 UG students 5,000 PG students 2,176 academic staff Research Income £81M Submitted 964 staff to 38 UoAs in RAE

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D Day

1st November 2005

Data Systems in the RAE

Issues

Inefficient use of academic time Data in different systems – difficult to get data from

one place Data quality poor – who was responsible for

amending? Institutional Repository well-established but lack of

take up eprints established but duplication of effort required Weak links between services supporting research Lack of understanding about the importance of

research data outside the key services

What did we do

January 08 hit EB with proposal for integrated system (written by RO and Library)

Redevelop current Institutional Repository with improved features

Successful bid – 2 year funding Researcher focussed

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My-Impact

One system, limit duplication and inaccuracy of data - data right first time!

Hub for all research data Focuses strongly on the individual Enhanced repository – claim outputs Link to eprints Inclusion of research project and PGR data Drives the web profiles Enhanced role for services REF scenario planning

MyIMPACT

Benefits for the Researcher

Quick, reliable access to all research data via consolidation of system Their information: research, students, outputs etc Providing a more efficient way for them to record and

confirm contribution

Help support research and career Maximise exposure to outputs externally via

eprints - impact Free up time by claiming outputs from WoS Provision of bibliometrics

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Benefits for Research Management

Quick, reliable access to all research data via consolidation of systems

Improve quality, breadth, quantity of data Monitor (and manage?) research performance

internally External returns and assessments REF management tool Improve the branding and marketing of research

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Mechanisms

Steering Group established with top level champion (PVC R&I)

Corporate system Multi-team priorities/specifications

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Progress to date

Outputs and eprints Research projects PGR records Individual Report

Phase 1: Library System

Purchased WoS (1900) and Scopus (1996) data 4 Data sets: WoS, Scopus, MyProfiles, eprints Library Interface to de-duplicate and keep the

‘best’ record Library takes responsibility for the record and

locks it after checking Data amendments direct from individual to

Library: keeps data accurate Checked 41,500 (2006-11)records in 18 months

Phase 2: Publications Downloading

2 ways to add an output to MyImpact: manually or by emails from WoS (Scopus records added in bi-annually)

Once identified, all outputs to be bibliographically checked by the Library

Implemented in October 2009

Phase 2: E-Prints integration

Facility to upload PDF full-text into MyImpact to feed through to E-Prints

Will be implemented as part of the next phase – October 2009

Increase the impact of Newcastle research via open access database

User View

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Searching Database

Manual Adding

Change Request

User Claim

Timescale for claiming outputs

Library Filtering

Library View

Library Duplicate Checking

Future Phases: 2011

Transfer of web profiles to MyImpact REF scoring and scenario modelling Inclusion of citations and analyses Support for promotions, PDR, CVs Inclusion of teaching quality data

Challenges and Issues

Complex technology- project has overrun Project management process did not work Parallel systems in use were confusing Some areas do not use the system – can the REF

act as a carrot? Anticipating what information will be required for

the REF ‘locking’ out academics from editing their own

records – change of culture

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What worked well

In-house development Sold the researcher benefits before the

management Cross Service working Phased delivery Advocacy of eprints Identified champions at academic unit level High –level support from Executive – got in

quick! Telling everyone who would listen!

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