This webinar from April 13, 2015 featured an overview from Zanele Mathe, Cape Peninsula University of Technology (CPUT) about how they tested DMPonline and how data management planning might be integrated into existing CPUT processes. Please note there were a few problems with the sound due to the internet connection. Presentation slides include audio.

1. Integrating data management planning into
institutional processes: a case study from CPUT
13 April 2015
Zanele Mathe from the Cape Peninsula University of Technology will
talk about how they tested DMPonline and how data management
planning might be integrated into existing CPUT processes.
WEBINAR

2. INTEGRATING DATA MANAGEMENT
PLANNING INTO INSTITUTIONAL
WORKFLOWS
Zanele Mathe
CPUT Library

3. CONTENT
 Research Data Management Policy
 New Service Development Framework
 Customising DMPOnline Tool
 Integrating DMP to university workflows
Integrating data management planning into institutional workflows by Zanele Mathe is licensed under a
Creative Commons Attribution-NonCommercial-ShareAlike 3.0 South Africa License.

4. CPUT RDM POLICY
 Draft Policy developed and presented to the
eResearch Committee in November 2013
 Draft shared with researchers on an eResearch
workshops - February & March 2014
 Policy was circulated to the university
community for comment – May 2014
 Policy Approved – July 2014

5. POLICY STATEMENTS
5.1.2.
All research proposals (funded and non-
funded research) should include a data
management plan (DMP), including
sufficient metadata to aid discovery
6.2.
Lead Researcher is responsible for:
 Effective research data management
through the use of data management plan
(DMP) from the early stages to the final
course of research projects.
 Ensuring that actions outlined in the DMP
and this policy are carried out and adhered
to.

6. THIS SIGNIFIES A NEED FOR A NEW SERVICE THAT
MUST BE SUPPORTED BY AN ENABLING
ENVIRONMENT THAT MEETS THE NEEDS OF THE
USERS !

7. NSD FRAMEWORK…
Fig. 1. The NSD process cycle, adapted from Johnson et al. (2000).

8. DMP SERVICE DESIGN
 Service Strategy: Forms part of the University’s Data Curation
strategy.
 Service objectives: Develop a tailor made DMP service that will
assist and guide researchers in developing data
management plans.
Integrate DMP service into relevant workflows
and increase DMP service uptake

9. DMP SERVICE DESIGN
Actions Desired
Outcomes
Deliverables Target Date
Service partners identified (e.g.
IBMB Researchers, Research
grant administrator, Faculty
research coordinators, Faculty
Librarians, IR Librarian &
Research Librarian)
Preliminary service
plan established &
existing service issues
understood by all
partners
End to end DMP process
idea understood &
established in conjunction
with all service staff across
functional divisions
Awareness and commitment
by all service partners and
management
Dec 2014
DMP Working group established
Define service aims, objectives
and scope
Establish DMP Service principles
& align them to RTI Blueprint,
RDM policy, Library e-strategy and
NRF OA Statement

10. DMP SERVICE ANALYSIS
Actions Outcomes Deliverables Target Dates
Identify DMP needs of
researchers
DMP Priorities for
development listed
Priority list for
implementation approved
by Senate Research
Committee (Senior
management)
August 2014
Analyze DMPOnline
tools and templates
available in the market.
DMPOnline tool
selected and
customized
University branded DMP
Online tool
December 2014
Analyze each process
and identify areas of
DMP integration with all
partners,
identify & understand all
pressure points
List of all affected
processes and the
pressure points
A draft end to end DMP
process created
June 2015

11. PROCESSES TO REVIEW
Library, Researchers
(IBMB), Research
Office, Centre for
Postgraduate studies,
Faculty research
coordinators
Research Lifecycle
Process
Focus group
Questionnaire
No tool or template
used for DMP
User requirements:
(Understanding data
management plan
needs)
Grant application &
approval process
Focus Group
Business process
modelling
System review
Forms
Grant Manuals
Calls for application
RIMS
Funder and
policy requirement
Process for examining
and awarding of all
supervised degrees
Focus Group (HDC
Committee)
Business process
modeling
System review
HDC Digital
Data Management New Service
Development
Framework
Business Process
Analysis & Use cases
BPMN Modelling &
Use cases Diagrams

12. DMP WORKING GROUP ANALYSIS ACTIVITIES
 Evaluate/benchmark Data Management Plan tools and templates
that are already existing e.g. DCC DMPonline tool (UK) & USA
DMPTool
 2013 list of CPUT funded research – Mostly NRF Funded
 Customize the tool according to relevant funder/policy
requirements
 Process review – currently working on Funding process (HDC
process)
 Librarian, Researcher(staff) and Post graduate training - Training
librarian
 Service testing and pilot run with IBMB, their students and
relevant partners involved - (cater for different career stages)

13. CUSTOMIZING DCC DMPONLINE TOOL
 Discussion on Skype session (Sarah & Joy – May 2014)
 CPUT added as an organization on DCC DMPOnline tool
 Edit rights given for the admin area to create and add our own CPUT template and guidance
 Following links were shared:
 webinar on Customizing DMPOnline –
 slides, http://www.slideshare.net/sjDCC/custominsing-dmponline-webinar
 Original blog post on how to customise DMPonline: http://www.dcc.ac.uk/news/customising-dmponline
 Customising DMPOnline video: http://www.youtube.com/watch?v=jlBjtjWFeoA&list=UULTOHF6qQrYhEvQzbu03tTg
 Webinar on using the admin interface:
http://www.youtube.com/watch?v=XQkHg1YYdew&list=UULTOHF6qQrYhEvQzbu03tTg
 Research360 DMP template for PhD students – http://blogs.bath.ac.uk/research360/2012/03/19/postgraduate-dmp-
template-first-draft/
 DataTrain DMP template for PhDs – http://www.lib.cam.ac.uk/preservation/datatrain/Post-Graduate_DMP_Form.pdf

14. CPUT DMP TEMPLATE
USED: DCC CHECKLIST FOR A DATA MANAGEMENT PLAN, V4.0

15. TESTING THE DMPONLINE TOOL…
 Tested the DMPOnline template with 5 researchers and 2 librarians
 Still to be tested with the IBMB group, HDC group and faculty librarians linked with the
group
 Rework some questions and guidance if need arises
 Presented the tool to Senate Research Committee (20 October 2014) and asked
committee members to test and give comments
 One challenge: site displayed as unsafe…
One Hick up!…

16. INTERGRATION TO UNIVERSITY
WORKFLOWS: A CASE STUDY

17. GRANT APPLICATION PROCESS
 Process owner: Research Directorate
 Sub-processes: Pre- award
Approval
Post award
 Analyze current end – end process flow
 Identify areas where DMP can be integrated
 Design an improved process flow using BPMN
Language
 Review all relevant documents and update –
Grant manual, forms, call for applications, TOR
for the committee
CURRENT WORKFLOW
Changesrequired
New Proposals
(13)
Admin Review
(0)
PI Revision
(0)
Approved
Reviewers
(0)
Chairperson
Approval
(0)
Committee
Review
(1)
Awarded
(0)
Revision
requested
(0)
Rejected/N
ot Funded
Not Awarded
(43)
Completed
(331)

18. SERVICE DEVELOPMENT PHASE CONTINUES…..
 Marketing plan
 Training of the pilot group and
Librarians
 Testing the full service cycle
 Service Launch

19. THANK YOU!
ZANELE MATHE
mathez@cput.ac.za

20. REFERENCES
 Johnson, S.P., Menor, L.J., Roth, A.V., Chase, R.B., 2000. A critical evaluation of the new service
development process: integrating service innovation and service design. In: Fitzsimmons,
J.A.,Fitzsimmons, M.J. (Eds.), New Service Development—Creating Memorable Experiences. Sage
Publications, Thousand Oaks,CA, pp. 1–32.
 Larry J. Menora,∗, Mohan V. Tatikonda b,1, Scott E. Sampsonc. 2000. New service development: areas
for exploitation and exploration. Journal of Operations Management 20 (2002) 135–157.
 Graham Pryor, Sarah Jones and Angus Whyte, editors (2014). Delivering Research Data Management
Services: Fundamentals of good practice. London: Facet.