Creating a Data Management Plan
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This document discusses creating a data management plan. It explains that a data management plan is a comprehensive plan for managing research data throughout a project's lifecycle and briefly describing how data will be shared per a funder's policy. It provides an overview of key elements to include in a plan such as file formats, organization, sharing, and preservation. The document also reviews funder requirements and available tools to create plans, noting they can be tailored to different funders' guidelines.
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Creating a Data Management Plan
- 1. Creating a Data Management Plan Sherry Lake Data Management Consultant University of Virginia Library shLake@virginia.edu February 2, 2015 Data Life Cycle Re-Purpose Re-Use Deposit Data Collection Data Analysis Data Sharing Proposal Planning Writing Data Discovery End of Project Data Archive Project Start Up
- 2. Road Map 1. What do we mean by data management? 2. Why should you manage your data? 3. What is a data management plan, and why do you need one? 4. How do you create a data management plan? This workshop will answer four questions: https://www.facebook.com/charlottesvillevirginia: Photo Instagrammer ihugtrees05
- 3. What do we mean by … Managing your data… • Ensuring physical integrity of files and helping to preserve them • Ensuring safety of content (data protection, ethics, morality, etc.) • Describing the data (via metadata) and recording its history (provenance) • Providing or enabling appropriate access at the right time, or restricting access, as appropriate • Transferring custody at some point, and possibly destroying Research
- 4. Managing Data in the Research Life Cycle • Choosing file formats • File organization & naming conventions • Version control • Document all project/file details • Access control & security • Backup & storage • File format conversions • Sharing and preservation Data Life Cycle Re-Purpose Re-Use Deposit Data Collection Data Analysis Data Sharing Proposal Planning Writing Data Discovery End of Project Data Archive Project Start Up
- 5. Data Management Checklist Digital Curation Centre (DCC) DMP Checklist flyer, a handy foldout version of the Checklist. http://www.dcc.ac.uk/webfm_send/1741
- 6. Checklist Exercise • Read through the DCC checklist • How many questions can you answer? • Would you know where to find the answers, who to ask? Compare with one or more of these checklists: https://virginia.box.com/dmp-checklist
- 7. (Good) Data Management… …helps research to be: Replicated and verified Preserved for future use Linked with other research products Shared and reused …helps researchers: Meet funding requirements Increase visibility of research Save time and effort (avoid data loss) Deal with an ever-increasing amount of data http://www.healthcare-informatics.com/article/guest-blog-data-management-challenge- unlocking-value-clinical-data-many-times-requires-enter
- 8. Who Cares about Data Management? www.rba.gov.au From Flickr by Redden-McAllister From Flickr by AJC1
- 9. What is a Data Management Plan? • A comprehensive plan of how you will manage your research data throughout the lifecycle of your research project AND • Brief description of how you will comply with funder’s data sharing policy • Reviewed as part of a grant application
- 10. Who’s Requiring Data Management? Require a Data Management Plan (DMP) Require Sharing of Results – per a Data Policy • National Science Foundation (NSF) • National Institutes of Health (NIH) • National Oceanographic and Atmospheric Research (NOAA) • Institute of Museum and Library Services (IMLS) • National Endowment of Humanities – office of digital humanities (NEH) • Andrew W. Mellon • Bill & Melinda Gates Foundation • NASA • NEH – Preservation & Access • IES – Institute of Education Sciences • Wellcome Trust This list is not inclusive.
- 11. Memo released February 22, 2013 To ensure that “…direct results of federally funded scientific research are made available… Federal agencies investing in research and development (more than $100M in annual expenditures) must develop plans to support increased public access to the results of research …” http://www.whitehouse.gov/sites/default/files/microsites/ostp/ostp_public_access_memo_2013.pdf
- 12. What is in a Data Management Plan?
- 13. Exploring Funder Requirements • NSF Social, Behavioral & Economic Sciences (SBE) Directorate http://www.nsf.gov/funding • NEH – Digital Humanities • NIH – National Institutes of Health • DOE – Office of Science Requirements vs. Elements https://virginia.box.com/dmp-funders
- 14. • Requirements (contents) differ per funder • Requirements differ per divisions within funders • Length of Plans differ What is in a Data Management Plan? • Check funders’ website and specific solicitation
- 15. How to Create a Data Management Plan? Step-by-step wizard for generating DMP Create | edit | re-use | share | save | generate Open to community Links to institutional resources Directorate information & updates http://dmptool.org
- 17. Select Institution You will be redirected UVa’s NetBadge Login page
- 21. Or start a new plan Copy an existing DMP
- 22. Select Funder
- 23. Fill out basic information about the plan
- 25. Preview plan Goes to DMConsul t for Review Export plan .rtf, .pdf
- 28. Follow-up Contact us for help with: • Data Management Plan preparation • Data Management during your project http://data.library.virginia.edu/data-management/dmp-support/ Email: DMConsult@virginia.edu Training: https://data.library.virginia.edu/workshops-training/
Editor's Notes
- What is it, why you need one, and how to create one This workshop will cover how to create a data management plan using the DMPTool
- Simply put, data management is all of the activities necessary to make research data discoverable, accessible and understandable today, tomorrow, and well into the future And it is done throughout the lifecycle Organization: file formats, naming conventions, and version controls. Documentation: variable names and descriptions, code books to explain classification schemes and codes, algorithms used to transform the data, software (name and version) used to collect, view, or process the data. Storage: active storage-where the data collected is stored while the project is ongoing, who is responsible for managing it, backup schedule and location, data privacy and security concerns. Sharing: which data are you sharing, who is responsible for managing it, rules for access, intellectual property and/or licensing, data privacy and security concerns. Preservation: which data are you keeping and where Archiving: which data are you archiving, location(s), who is responsible for managing it, backups and redundancy, access rules, data privacy and security concerns.
- There are several checklists available that can help you organize the information you will need for your DMP. The DCC (Digital Curation Centre in the UK) has a very thorough one available at http://www.dcc.ac.uk/sites/default/files/documents/resource/DMP_Checklist_2013.pdf MIT Libraries has another checklist at http://libraries.mit.edu/data-management/plan/write/ The Dataverse network, hosted by Harvard, has a checklist at http://best-practices.dataverse.org/data-management/index.html#checklist-for-data-management-plan
- assist your thinking, as a research student, a postdoc or an academic researcher at the beginning of a research project, and to form the basis of a workable research data management plan that can both guide your on-going data management activities and inform others about the nature and availability of your research data. https://virginia.box.com/dmp-checklist DCC Checklist for a Data Management Plan V 4.0 http://www.dcc.ac.uk/sites/default/files/documents/resource/DMP_Checklist_2013.pdf 20 Questions https://datamanagementplanning.wordpress.com/2012/03/07/twenty-questions-for-research-data-management/ MIT Libraries has another checklist at http://libraries.mit.edu/data-management/plan/write/ The Dataverse network, hosted by Harvard, has a checklist at http://best-practices.dataverse.org/data-management/index.html#checklist-for-data-management-plan
- So what is Data Management? Research: Enables data preservation -- makes preserving data for the future easier Supports sharing – you can focus on the research and not user requests; increases research impact Researchers: Saves time – simplifies your research and increases your research efficiency Encourages better documentation – lets others understand your data Keeps funders happy – meets requirements But most of it, it allows you to focus your energy on the research, which is what you want to be doing! This is why you manage your data.
- If have journal article, have record of what you did stored in journals,.. But the data underlying the results are really important, funders care Colleagues – potential collaborators Institutions Tenure committees more in the future. You: need to care you might need to go back to it in a few years… need good description. Future scientists – potentially use your data to discover important things. Need to be thinking about the future. (providing data for them)
- A data management plan, or DMP, is a document that helps the researcher to deal with the data generated (or otherwise obtained) in a research project. From the funders viewpoint, a DMP is usually a document, or a section in another document, that is required to be submitted with a grant proposal that describes how you will comply with their data SHARING policy. There are several ways to think about a data management plan: A document that is created to manage the data in you lab or project. This is a ‘living document’ that is designed to evolve over time. It would cover the following topics: Description of research; Data source(s); Data collection, creation and analysis; Data administration; Data sharing; Archiving; Data documentation and metadata; and Budget. A typical data management plan, or handbook, might be as large as 50 pages. It would serve as a resource for the lab members, and could be used for training new members. A document that is created at the start of a research project, which describes the data to be collected, probable sizes and formats, collection and analysis methods and tools, software, instruments, processes, workflows, and storage and sharing options. It is the blueprint of the research project. A document which is required to be submitted to a funder as part of a grant proposal, and which describes specific data management procedures as specified by the funder.
- Why do you need a data management plan? Read calls for proposals carefully and ask program director about specific data management requirements. Build time into your proposal development to formulate a data management plan! Private & public – in the US, UK and other countries Other agencies require sharing, but do not explicitly require a DMP as part of a proposal – NASA, NEH access & preservation NEH Sustainability of project deliverables and datasets – long term preservation Dissemination – sharing New NSF as of Jan. 2013 – Bio Sketch can include products of research
- Ensure to the greatest extent w/ fewest constraints (possible & w/ law). Results include peer-reviewed publications and digital data. Polices that mobilize these publications and data for re-use through preservation and broader public access also maximize the impact and accountability of Federal research investment. Strengthening these policies will promote entrepreneurship and jobs growth in addition to driving In addition to addressing the issue of public access to scientific publications, the memorandum requires that agencies start to address the need to improve upon the management and sharing of scientific data produced with Federal funding. scientific progress. Also requires researchers to better account for and manage data DATA: OMB circular A-110: “data” = digital recorded factual material commonly accepted in the scientific community as necessary to validate research findings including data sets used to support scholarly publications, but does not include laboratory notebooks, preliminary analyses, drafts of scientific papers, plans for future research, peer review reports, communications with colleagues, or physical objects, such as laboratory specimens
- What goes in a DMP? It depends on the type of document you are creating, and the purpose. If it is a DMP for a grant proposal, then it will address the solicitation. If it is a lab, or project-level DMP, then it will include all of the information that is important to the smooth and efficient running of that lab or project. There are several checklists available that can help you organize the information you will need for your DMP. Remember the questions and topics from the DCC checklist?
- What are the data management requirements for that funder? So you are drafting a DMP for a specific funder – you intend to, or are already responding to, a solicitation for funding. What are the data management requirements for that funder? You need to identify what the funder requirements are for your solicitation. There are several ways to do this. We’ll look at one method, which is to go to the funding agencies website, look up the solicitation that you are submitting a research proposal to, and read the documentation to determine what documents must be submitted to ask for funding. As an example, we will look at two different funders websites: NSF, or National Science Foundation: NSF funding website: http://www.nsf.gov/funding/ -> SBE Directorate -> SES Program: Law & Social Sciences -> solicitation Point out: Grant Proposal Guide (GPG) Chapter II.C.2.j http://www.nsf.gov/pubs/policydocs/pappguide/nsf13001/gpg_2.jsp#dmp 2) DOE, or Department of Energy :Office of Science NEH – National Endowment for the Humanities: Digital Humanities Implementation Grants
- Every funder has different requirements for a DMP Even different divisions within a funding agency can have different requirements Every agency has a different approach. We just looked at two of them. There are a lot of funders out there. Each has very specific requirements, but they aren’t the same You can spend a lot of time looking at a solicitation, and the funders website, to determine what rules you need to follow. If you normally apply for/receive funding from the same agency, then you only have to learn it once, but you do have to pay attention to changes in regulations and requirements. Remember to ask your colleagues, advisors, mentors, teachers, and friends if they have any knowledge of applying for funding from this funding agency. Networking is important in many ways. Your department Grant Administrators are very important people. They know this stuff. Maybe not to the specificity of a particular funder, but they understand the requirements from the University’s perspective, and know what is required. But there is another method that will save you time, energy, and frustration.
- Things to keep in mind with the NSF: Every Directorate can have additional rules for any proposal. If the solicitation you are looking at doesn’t mention any additional rules for the DMP, it is always a good idea to go to the parent site and see if they list any additional requirements. For this solicitation, the Division is ‘Research on Learning in Formal and Informal Settings (DRL)’, and the ‘Directorate for Education and Human Resources’. Another, easier, method is to go to the ‘Dissemination and Sharing of Research Results’ page at http://www.nsf.gov/bfa/dias/policy/dmp.jsp, scroll down to the appropriate Directorate, Office, Division, Program or other unit, and see if your solicitation is listed. In this case, it is: EHR has a Directorate-wide Guidance document. http://www.nsf.gov/bfa/dias/policy/dmpdocs/ehr.pdf Even if the solicitation doesn’t refer to it, nor the Division, it is a good idea to follow the guidelines in it.
- II. DMPs should reflect relevant standards and community best practices for data and metadata, and make use of community accepted repositories whenever practicable. III. Data sharing means making data available to people other than those who have generated them. Data preservation means providing for the usability of data beyond the lifetime of the research activity that generated them. This is a BIG section on what to include. IV. Protection: DMPs must protect confidentiality, personal privacy, Personally Identifiable Information, and U.S. national, homeland, and economic security; recognize proprietary interests, business confidential information, and intellectual property rights; avoid significant negative impact on innovation, and U.S. competitiveness; and otherwise be consistent with all applicable laws, regulations, V. Rational: the potential impact of the data within the immediate field and in other fields, and any broader societal impact. ------
- Use a tool that is designed to help you create a DMP. The DMPTool.org, which was developed by several libraries, including the UVa Library, is a one-stop-shop that can help you create a DMP for the funders that routinely require a DMP. They aren’t all in the tool, but the biggies are – National Science Foundation (NSF), National Institutes of Health (NIH), Department of Energy (DOE), Institute of Education Sciences (IES-US Dept. of Education), Institute of Museum and Library Services (IMLS), National Endowment for the Humanities-Office of Digital Humanities (NEH-ODH), the Sloan Foundation, and the Gordon and Betty Moore Foundation. The DMPTool provides online templates that are built on the funding agency requirements, and include guidance and samples. You login to the tool with your institution credentials, in our case UVa NetBadge. This allows you to save DMPs, share them, print, modify, and delete. You also have access to UVa-specific guidance. So let’s walk through the process of creating a DMP using the DMPTool.
- HOME PAGE Top Menu DMP Requirements Log in select Uva from pull=down, log in via net badge Dashboard My Profile Notifications Orcid ID
- HOME PAGE Top Menu DMP Requirements Log in select Uva from pull=down, log in via net badge Dashboard Help links & contact us Profile MyDMP’s Create New DMP My Profile Notifications Orcid ID MyDMPs Heading Visibility Create New DMP Create New DMP Select Template OR Copy public or your own DMP Select Template (open NSF) Overview screen (Visibility!!!) Details screen Go over outline relationship to right instructions/guidance/links STOP and talk about what to put in this box. DMP Preview (export and print) Review option – explain what that does.
- HOME PAGE Top Menu DMP Requirements Log in select Uva from pull=down, log in via net badge Dashboard Help links & contact us Profile MyDMP’s Create New DMP My Profile Notifications Orcid ID MyDMPs Heading Visibility Create New DMP Create New DMP Select Template OR Copy public or your own DMP Select Template (open NSF) Overview screen (Visibility!!!) Details screen Go over outline relationship to right instructions/guidance/links STOP and talk about what to put in this box. DMP Preview (export and print) Review option – explain what that does.
- HOME PAGE Top Menu DMP Requirements Log in select Uva from pull=down, log in via net badge Dashboard Help links & contact us Profile MyDMP’s Create New DMP My Profile Notifications Orcid ID MyDMPs Heading Visibility Create New DMP Create New DMP Select Template OR Copy public or your own DMP Select Template (open NSF) Overview screen (Visibility!!!) Details screen Go over outline relationship to right instructions/guidance/links STOP and talk about what to put in this box. DMP Preview (export and print) Review option – explain what that does.
- Go to Live Demo to show institutional information.
- HOME PAGE Top Menu DMP Requirements Log in select Uva from pull=down, log in via net badge Dashboard Help links & contact us Profile MyDMP’s Create New DMP My Profile Notifications Orcid ID MyDMPs Heading Visibility Create New DMP Create New DMP Select Template OR Copy public or your own DMP Select Template (open NSF) Overview screen (Visibility!!!) Details screen Go over outline relationship to right instructions/guidance/links STOP and talk about what to put in this box. DMP Preview (export and print) Review option – explain what that does.
- You now have a pretty good idea of what data management is, why you should manage your data, what a DMP is, and how to create one. You’ve learned that it can be difficult to find all of the information you need on the agency websites. You’ve learned that it is very important to have all of the information from the funder. You’ve learned that the DMPTool is a good resource for funder information, and general and UVa-specific guidance and assistance. You’ve used the DMPTool to create a few DMPs.
- UVa Library Research Data Services