Because good research needs good data

DMPonline drop-in session, running for one year!

Magdalena Drafiova | 21 July 2020

We launched DMPonline drop-in sessions to provide a space for all DMPonline users to ask us questions, learn about new features and meet fellow subscribers.

Our first DMPonline drop-in session was held on the 15th May 2019 and recently we decided to run a survey, where we asked how users would you like us to run the sessions and what users found most useful about them. As you can see in the chart below, the responses showed that people were very much interested in the knowledge exchange around using DMPonline at the other institutions and their research data management practices in general.

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In August 2019 we had our first guest speaker and since then we haverecorded our sessions and made them available on our DMPonline drop-in sessions YouTube playlist, so even those who could not make it on the day will be able to access the link in their own time. We have been very lucky to have such a wonderful community of users - we have been spoiled for choice when it comes to choosing our guest speakers, so thank you all who have already taken part in our sessions.

We now advertise our DMPonline drop-in sessions each month our DMPonline Newsletter, on our social media, and through the jisc mailist. The attendance and interest is going up so thank you all to all our speakers and a participators for taking part. We make them for our users and hope they continue to be of use in future!

I have decided to put together a table where you can look up what we discussed each month, with the guest speaker names and institutions with a link to the talk and short abstract.

Month Guest Speaker University View on YouTube Abstract
Aug-19 Madeleine de Smaele & Marta Teperek TU Delft Thank you for your feedback in our recent survey! We will do our best to have a guest speaker each month from different institutions presenting how they go about using DMPonline, and you can ask questions, recommend new features, and talk to fellow users :) We had a very enjoyable August chat. We were joined by Marta Teperek and Madeleine de Smaele from Delft University of Technology from Netherlands who kindly shared their case study of using DMPonline. Sarah updated you about our new software developer post, and spoke about her most recent blog post, and you also asked us to add few new features to the tool.
Sep-19 Helen Porter London School of Economics We were joined by Helen Porter from the London School of Economics who explained that their library only allows DMPs to be submitted via DMPonline. They have had several hundred DMPs created and have reviewed all plans so far, but LSE is now also considering including the supervisors in the process. We will be sharing a blog post from Helen next month. Sarah then updated you on our new staff joining DMPonline (Ray Carrick & Marta Nicholson). We spoke briefly about our recent DMPonline user group which we held at LSE on 17th September and told you that we have been offered venue for 20th January 2020 in Netherlands so pencil in the day in your calendars! We are looking forward to chat to you all in October at the next drop-in!
Oct-19 Janna Toebosch University of Amsterdam/Amsterdam University of Applied Sciences Janna Toebosch, Research Data Management Specialist from University of Amsterdam / Amsterdam University of Applied Sciences talked about how they use DMPonline. Previously, they used Word documents which made versioning and sharing DMPs hard. Dutch funder templates are also available via the tool so it’s convenient to have them all together. They provide custom UvA guidance rather than generic DCC guidance.
Nov-19 Dan Crane King's College London In our DMPonline November drop in session we were joined by Dan Crane, Research Data Manager from King's College London who shared with us their usage of DMPonline. They are looking to review their guidance at the moment and start providing more feedback on DMPs. In long term they are hoping to look more at coordination with information compliance, ethics, governance - being inspired by University of Manchester. Magdalena then spoke about our upcoming user group in January 2020 in Utrecht, and IDCC that will take place in February. We also spoke briefly about our meeting with our colleagues visiting from DMPTool and OPIDoR.
Dec-19 n/a n/a In December, we did not have a guest speaker but we have announced that our team grew from one to three software developers. Sarah spoke about the European Open Science Cloud (EOSC) portal. EOSC is a big initiative that tries to bring federated infrastructure in all the EU membership countries together so we can do open science better. The EOSC portal is a catalogue and marketplace for services. We have registered DMPonline as a service and outlined the service offers we have. We announced the IDCC in February in Dublin and the topics we will be covering on machine actionable DMPs and lighting talk on our business model.
Jan-20 Sander Bosch Vrije University In our DMPonline January drop in session we were joined by Dr. Sander Bosch - Project Manager Research Support from Vrije University. Sander shared with us how Vrije University is supporting research data management at their institution. Their research data management support is bringing this to a higher level by using new systems (e.g. new storage facilities, DMPonline...) for researchers and creating one stop place for all RDM questions. They started to use DMPonline in mid-September and they already have 146 users and 123 new plans, with these numbers still growing. Sarah and Magdalena then updated you on the work they have done over the past couple of weeks, namely our user group in Utrecht, work around contracts, IDCC conference, new branding work and new developments around the usage dashboard.
Feb-20 Judith Carr University of Liverpool In our DMPonline February drop in session we were joined by Judith Carr, from Liverpool University who shared with us their usage of DMPonline. They have found the tool to be a great conversation starter which helps various departments to work together. Judith explained that since September they started several initiatives to get more engagement with DMPonline. In the first term they had DMPonline weeks, where they were available over lunch time to anybody who wanted to learn more about DMPonline and they collaborated with colleagues from Essex and data protection office to come along as well. They started also so called surgeries - which are very much hands on sessions to work with data management plans.
Mar-20 Michelle Harricharan St George's University of London In our DMPonline March drop in session we were joined by Michelle Harricharan (Data Support Manager) from St George's University of London who shared with us their usage of DMPonline. Lot of their DMPs strategies are based on the way they work as an organisation. Unlike many big institutions which organise large-scale workshops and training, there is very much of a community vibe at St George's. It is common to meet for coffee to discuss ideas around DMPs, or researchers may just call Michelle to discuss the usage of DMPonline. They may start the discussion with the researchers at the grant application stage or at the project start phase.
Apr-20 Jacques Flores Utrecht University In our DMPonline April drop-in session we were joined by Jacques Flores who shared with us how Utrecht University uses DMPonline. Using DMPonline started slowly at Utrecht University mainly because the users did not know about the tool. Data management plans are not mandatory at Utrecht University but they are recommended. The user base at their institution is growing and they currently have around 600+ users. They are focusing on streamlining DMPonline into their work and making this an obligatory course for first year PhD students.
May-20 n/a n/a This month we did not have a guest speaker but we have introduced you to Patricia who will take some work over from Sarah who is leaving DCC to join GEANT in July. We also introduced Theo who is our summer intern doing work around usability testing for the admin interface. We will be reworking the plan creation wizard which we started to discuss on the Dutch user group (held in January 2020). The other aspect we want to build is around the plan review. At the moment it is very simple - you receive a notification and you can add comments. We are hoping to make this more managed process so you will receive the url to the plan, requestor, see the school and department if you use this feature and will be able to assign this plan to the admins and see the progress and different actions, and how long was the feedback provided for and when was the feedback requested. In addition, you said you’d be interested to see when the plan was last opened, accessed and edited. For more information also see the ticket on GitHub #2365. We also reflected on the hackathon Sarah and Sam have joined.
Jun-20 Christopher Tibbs University of Exeter In our DMPonline June drop in session we were joined by Dr Chris Tibbs, Research Data Officer from the University of Exeter. Exeter University requires DMPs for all research projects since 2013. DMPonline was always promoted for the creation of data management plans. Chris joined the university in 2017 and that's when the institution was starting to work on GDPR implementation. In 2018, they were going to customise all of the templates including 9 questions from DPIA (Data Protection Impact assessment). By doing this, they wanted to make sure they meet all the requirements set by the GDPR. Last year with DMPonline introducing charges, Exeter University decided to go ahead with the enhanced model, so they could change the colour schemes, URL and retain the administrator access to the tool. Last year, the University of Exeter turned on the feedback functionality for the first time and they started to run drop-in sessions to introduce the feedback request functions as well as other features. They receive requests via emails and they recommend using DMPonline. Ethics and governance, legal services and others were informed of what they were doing and they got quite few referrals and collaboration through these teams. Looking forward, the additional sections on DPIA will be added to all templates. Not everyone needs this and this is why they were very happy with the conditional questions. Exeter University also uses DMPonline's API to monitor the usage stats and Chris wrote a python script and has one command which is easier for them to use. We also announced that this is last week for Sarah who is leaving to GEANT. Towards the end of the session Diana and Theo have invited you to take part in the survey for the usability testing around the admin functionalities.
Jul-20 Mariette van Selm University of Amsterdam In our DMPonline July drop in session we were joined by Mariëtte van Selm from the University of Amsterdam who discussed research data management at her institution. Mariëtte looked at queries they get when they provide research data management support. Research data management at the University of Amsterdam is divided in 4 major areas or in other words: it is a 4 legged beast. This is available to look at in Dutch and English. 1.Website (covers basics 24/7) , 2. Service desk (can’t cover 24/7 that researchers need), 3. Training (2h introductory workshops), 4. Repository (figshare since 2017). In 2018 they started to use DMPonline. The service will move to be named research data support, widening the scope of the team. Mariëtte built her talk around the typical questions they receive from the researchers, for instance legal questions. In the RDM team, they are not legal experts, but try to answer with common sense. Researchers often ask for sample text for their data management plans but the RDM team do not want them to demonstrate to funders that they can copy and paste, they want them to think about their data management plans and processes. Another type of query they receive is around which are the e.g. best repositories to use and Mariëtte highlighted the importance of their role and follow up questions to guide the researchers. We then also updated you on our current work around the Rails5 upgrade. Diana and Theo re-invited you take a part in the survey around the admin interface and Magdalena discussed that she would like start running demo sessions for you.

Last but not least ...

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