Effective Research Management

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Hello, everybody. Thank you for joining today's session on Effective Research Management. We'll just give it a minute just to allow others to Login, and then we'll get started.

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OK, thank you so much, everyone, for joining today's session about Effective Research Information Management: Using Selected Elements and Fixture for Your Research. At anytime that you have a question, please pose these in the chat, which is in the bottom right-hand corner of your go To webinar panel. And please address these questions to the organizer and panelists as we have some of our colleagues on the line who may be able to answer some of your questions.

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This webinar is being recorded and the slides and the recording will be shared to all registrants.

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We can also reply individually to anyone's questions where needed after the webinar. So again, thank you so much for your time, for joining this session.

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So today's speakers, I'm Stephanie Guichard, I'm here on the left hand corner of your screen, and I am the Regional Sales Manager for Asia Pacific for Digital Science. And I'm joined by my co-host and wonderful colleague just Reynolds, who's the Solutions Account Manager for Asia Pacific.

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And we're both based in Melbourne, and we look after different portfolio's. under Digital Science. My focuses on alt metric and fixture, and just looks after dimensions and some ....

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And today, we are definitely going to be focusing mainly on picture and simplistic elements.

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So in today's session, we're going to cover research information management overviews.

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And then looking at some tactic elements and fixture for institutions and how these two platforms integrate and interact with each other. And then there's going to be some further information down the line.

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But today, really, the focus is going to be on the research information management aspect, rather than a whole lot of topics that can fall under research management in general, Which kinda alluded to grants and funding and applications, and so on.

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So, as a research information overview from digital science, I'd like to introduce, well, a couple of challenges, or five, in fact, that you see on the screen, that are some notable points that we've actually come across from a range of clients.

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And some of these are where people are trying to solve some of these research information management activities and come across these different times of challenges.

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So, one real-life example is, well, have you ever been in a situation where you're going through all of these different spreadsheets, and you're trying to extract data manually line by line? And you spend so much time, countless hours, trying to manage something that on paper is actually quite simple.

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So have you ever encountered that? Have you ever been in a system like this?

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Have you also no idea where, you know, certain research outputs are? They could be in random sites that change URLs constantly, or they could be living in private folders, or USB keys. So, how do you report on all of those research activities?

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So 1, 1 of these topics is really for, you know, under the tagline of Administrative Burden.

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So this is where you baby king information more than once. You're plugging that information to other sites.

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You're trying to, you know, find specific information about research and that can be difficult and tedious.

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Then there's the issue of siloed data and that relates to information living in many, many different places.

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It could be outputs that are on multiple platforms with multiple identifiers or outputs that are not at all accessible or they're just hard to find in general.

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Then there's also siloed data can also relate to integrations. So this is where multiple systems are used to engage with or they just don't handshake with each other.

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They could be severely outdated, or they just cannot be configured accordingly.

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There's time and resource restrictions, as well, and that's managing research outputs and running specific reports, in a timely manner.

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It could be deadline driven and that can be tiresome for researchers and staff alike.

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Then there's the issue, as well, of recording diverse outputs.

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So that's associating publications with other types of information, would be metadata and even files associated with it.

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And that can be tricky to manage.

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And then there's also compliance, and this can mean adhering to institutional policies, such as open access, you know, which output types are acceptable, restrictions to content, and so on.

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So, again, these are just some of the points that we've come across in our discussions about research information management.

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So, here at Digital Science, we have our research information management solution, and this is looking at something like the elements and fixture for institutions.

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Briefly, simplistic elements. It's a comprehensive and powerful scholarly information software solution.

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So, this is providing a central place for organizations to collect, analyze, and report on scholarly activities.

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Picture for institutions is a scalable and highly configurable digital repository.

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And that, in itself, enables organizations to store and manage, publish, and showcase all types of research outputs.

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So really, this is, by integrating these two Systems and ... Elements and fixture for institutions.

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You can then obtain this type of specialized Open Access Monitoring or reporting tools. You can record and showcase research and have a definitive source of truth for your organization's activities, information as well as the outputs.

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So, how can simply take elements and FIG share help?

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In terms of linking this back to those challenges that we saw before with the administrative burden, our solution allows you to capture data at once from multiple internal and external sources, to re-use multiple times for various purposes. So, this is by using simple workflows and integrations with other institutional systems.

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For siloed data, you can employ an automated harvest of research publications from various sources, to allow for ease of recording research in one central location.

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Regarding time and resource restrictions well, everyone wants to save time and resources. And this can be done easily with ready to use dashboards, data extracts, or customized reporting templates for specific requirements.

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Reports can be provided as raw formatted, or visual formats. And so, again, providing easy to access data in a way that works for you, so that means no more hideous spreadsheets.

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And then there's also the recording of diverse outputs. And this looks at establishing a home for traditional outputs, as well as non traditional outputs.

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So they are sizable and they're discoverable with appropriate identifiers, and they can be highlighted and made discoverable on public profile pages.

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Then there's compliance. So this can mean, you know, or adhere to open access complaints for depositing different types of research outputs, as example.

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So really, it's all about streamlining and monitoring workflows, driving engagement and meeting institutional goals, and especially showcasing those successes and achievements and that real-world impact.

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So you want to be able to drive innovation and collaboration within and outside your organization, with public profiles, with display, all of that hard work and gain credit.

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And now I will pass over to Jess to introduce simplistic elements.

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Thank you, Steffi, so today I'll be taking you through a brief overview of the Simplistic Elements System and will then drill down to focus on two of the available solutions.

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The Elements system is your institution's internal research information management system and is a hosted and highly configurable software solution that can be used in a number of different ways.

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All scholarly activities can be captured, essentially, for tracking, reporting, and analysis, and the data can be used in assessment workflows and annual reports, as well as to populate public profiles, including our very own discovery module.

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Fundamentally, you can capture and record research outputs through publication, harvesting, institutional feeds, and manual input.

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You can also use the same data to support open access initiatives via our bidirectional repository integrations.

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You can manage annual review and assessment processes with our Assessment module, and you can measure impact within our Impact module.

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A key aspect to note here is that all of the data elements can be captured once and re-used as, we have a number of, and we have number of privacy settings throughout the system. To ensure that data that you deem as private is not available either internally externally or box when needed.

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So even though elements itself is not a repository, it's easily it easily integrates with repository systems such as digital science's very own FIG share.

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As I mentioned, today we'll be focusing specifically on two of our solutions being the Open Access Engagement and Discovery module. However if you would like to know more about any of the other solutions that you see on the screen more than happy to discuss these with you at a later date.

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So the two that we'll be focusing open access engagement comprises of the Repository Tools Module and the Open Access Monitor.

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The Repository Tools module provides the interface for deposits to a link to repository functionality.

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And the Open Access Monitor is a set of reports that allows users the ability to both track and take action, on open access engagement and it, and compliance. The discovery module is a locally branded public facing portal for public profiles, and it's powered by the element system to showcase experts and equipment from within your institution.

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OK, so, now I'd like to highlight the automatic harvesting in elements. The foundation of the element system is the automatic and regular harvest from the external data sources that are external to your organization. We use both your author identifiers and name variants to minimize the amount of work required for your researchers. Supplementing, our have this capability is our integrations with our old code repository such as FIG share and internal systems such as your HR systems or other sources of truth within your institution.

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Now that we have this rich, fully populated system, we then provide the opportunity to extract the data in a myriad of ways.

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This includes, through public profiles, reports, data analysis tools, bidirectional repository, and for those institutions who want to programmatically extract data out the elements, IPI.

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Now we will drill down and focus on the two solutions the Open Access Monitor and the Discovery module.

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So, the Open Access Monitor offers administrators the tools to facilitate deposits into your repository, and provides a range of exports and report on deposit and compliance.

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This helps us provide an understanding of what proportion of research is already open and enables administrators to identify work that should be made openly available, so that they can take appropriate action.

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For example, if your country or your region has an Open Access mandate, and you need to report compliance to government, the Open Access Monitor can assist with this.

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For researchers, the Elements System prompts you to deposit your works that are within your open access policy.

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It also enables identification of open access champion's together with the means to identify researchers who may be struggling to make their work openly available.

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This identification would allow the opportunity for them to be offered additional support or training, if it was necessary.

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So the discovery module, a large component of extracting data out of elements, is for public profiles, and our discovery module acts as a public search and discovery layer for your elements, user profiles, and equipment.

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It's a professional, scalable, and very easily maintained public presence, which can help your organization showcase your expertise. Some of the benefits include: helping you promote what you do best.

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This is done by saving. You can save time by showcasing the full scope of your researchers, scholarly activities, and expertise in one place.

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We can make your expertise accessible and engaging. So ensure that your public profiles are available to the widest audience possible through an accessibility compliant and mobile responsive platform.

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We can help you build a fuller picture.

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So, not only does elements continuously harvest data from the widest range of sources in the industry, but it also allows researchers to demonstrate their impact and expertise through items such as citation counts and bibliophile tricks, leadership and teaching activities, and even streaming media.

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Enable collaboration, and invite in, and innovation. Through our interactive collaboration network visualization uses are able to easily view and navigate connections and relationships across institutional networks, helping users to identify potential collaborators, mentorship opportunities, or even peer reviewers.

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And lastly, drive research and development and explore new revenue streams. We can help you maximize the usage of high value facilities by creating profiles for your institutional equipment.

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These profiles can include custom fields, and can be linked to records such as people or research outcomes.

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An important aspect of the discovery module is that it rain uses the information that's internally stored in your elements system. And you can then decide what information is made publicly available.

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This saves valuable time when you do work within the one system in elements, and it's then populated into the discovery module.

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And on screen, here is just some examples of the public facing Discovery site, which showcases your institutions, experts, and equipment. So, in the top left-hand image, you'll see a search bar, which is on the home screen and allows for free text search. Bottom left is an example of what you would say when on the results page. And lastly, the right hand side shows what a researcher's profile looks like, which includes details such as Biography scholarly Works, activities, availability, contact details, and more.

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Now I'm going to pass back to Steffi as she's going to introduce you to ... Sherif Institutions.

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Thank you.

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Just, yes, so we will now look at a fixture for institutions and FIG share initially and conveniently named after sharing figueres.

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So, fixture is a repository for all types of outputs. And this is where outputs can be published with a valid and a persistent identifier.

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It is also a place where all of these different types of research outputs can be described in a rich manner, contextually, and then they can be shareable and sizable.

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This is also where the outputs are treated under the Fair Principles, so that's findable, accessible, interoperable, and re-usable, so that these outputs can also then be discoverable and indexable by other platforms and sites and systems.

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It's also supporting the Creative Commons and open access compliances and adheres to different types of mandates and policies. So whether or not that is set by your organization or institution, whether it's adhering to a publisher mandate, or even a government funder mandate.

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And this is also where, once publicly available, you can then gain and track metrics to these diverse research outputs through engagement and other types of interactions. So that would be views and downloads any resulting alt metric attention as well as citations.

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And really what's more is that it's shared becomes a source that simplistic elements can harvest for the purposes of recording and populating researcher profiles.

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So there are benefits of also show showcasing your outputs and especially supporting open access in particular.

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It offers more exposure and awareness of the work that's being produced and then, you know, researchers hinging credit.

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There are also higher metric counts, such as the attention and citations, but it also generates reproducibility and re-use.

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And it gives back value to the community.

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So whether or not that's the general public or taxpayers, it can also be the funders that are looking out for what's being produced, and so it's even hitting those compliance tick boxes.

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So, really, a fixture is a place for all types of research outputs In this sense.

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Um, fixture does support across a lot of other disciplines. So it's not just the sciences, it's also the Humanities, Arts and Social Sciences. I won't read what's coming up on the screen right now.

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But besides your traditional outputs such as journal articles, or there could be, you know, books and book chapters and monographs, fixture also supports datasets and figures. You know, media files, which may be audio and visual in nature. It can even then support, you know, performance as an events, software, encode, a keep even be archived, or digital collections, clinical trial records, a range of reports, and even data management plans.

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So, really, it's all about supporting different types of research, outputs in any type of format.

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So, one of the, these are just examples of public or externally facing landing pages for certain research outputs we can see there. There's a video. one of them is a report. one of them is also just a PDF of a composition.

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We also have a three-d. image up here in the right-hand corner.

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A traditional, you know, journal article as well as a file set of different types of files associated with one record.

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So there are different types of research outputs that are supported with over 100 different file formats. and they're all pre viewable in the browser.

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So this allows your audiences finding research to view the research as it was meant to be viewed.

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And so when we're talking about FIG share, it is a place. that is the repository where you can manage and showcase those types of research. In. the great thing about this is that for organizations, you can institute institutionally define your domain. So, where, you know, that particular URL lifts, it same with branding and the metadata and terms. And that's just to name a few.

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Next is all about minting sizable DOI's for those published outputs. And that is for the range of different outputs. So it doesn't, again, this can also apply to your traditional outputs but also those non traditional outputs.

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And this can also be customized so you can have a customized deut belonging to your produce research.

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It's also about adhering to open access policies. So whether or not that is institutionally defined, it could also be in league with your publishers and funders.

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Securing public and private storage. So this is allowing researchers to keep their work as open as possible, but closed as necessary.

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So this can mean not completely publishing an output that is publicly consumable, but this can include applying an embargo, or restricting access to certain outputs or audiences.

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So instead of hiding them away on private drives or devices or completely inaccessible systems, then there's that support for previewing those files without the additional need to download other software. And again, you know, fixed share supports to over 100 different file formats. And this is quite key for non traditional research outputs in general.

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And, finally, you know, there are configurable workflows and processes that can be role or permission based.

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So, you know, for example, review workflows can be in place to ensure that correct data capture occurs.

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You can generate reports and then gather metrics for the repository, just to see what the activities are like.

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So, this is where, again, you can showcase and share the research. So, this is just an example of a fixture of record that is visible on a ... discovery profile page. So this is friends and external facing, we have the research output itself, which is visualized in the browser.

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And then it's got certain metadata associated with it, as well as usage metrics. And all that can be roped in and may be made visual on the Discovery Module page that just had spoken about earlier.

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So what's ... elements and FIG share. We are now going to go into this feature rich integration. We've outlined or you know, an overview of basic overview of some of the functionality within elements and fixture.

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Definitely.

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And now we'd like to focus on how the two platforms can seamlessly provide a solution for effective research and management.

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So, there is the choice of having elements or fixed share as a standalone system, but they do, and they do work independently of each other, But, they do integrate seamlessly.

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So, either, platform can be implemented in tandem or independently of each other, but the rest that flexibility and organizational resources and requirements in mind.

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So, really, elements and fixtures, simplify, and optimize the research management process by, you know, making that research openly available, maximizing that re-use of research output data. And this can be done in no particular order. You know, collecting, reporting on and recognizing, you know, all types of research outputs, you know, removing the need for manual data entry, preventing duplicate data capture.

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Organized by a streamline depart, deposit of workflows. Be able to drive open access engagement through, you know, the powerful, open access tools, and highly configurable workflows.

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Um, and also linking research, outputs to funding and then track compliance with other mandates.

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And now I will pass over back to Jess who will talk about the bidirectional integration.

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Thanks again steffi. So in addressing the five challenges that we mentioned earlier in the presentation, they integrated solution of elements and FIG share relieves the administrative burden. It minimizes the siloed data. It reduces time and resources, managers, outputs, and it addresses compliance.

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The Elements system supports bidirectional integrations with a number of different repository software systems, including FIG share.

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And with the click of a button, researchers can deposit their full text files into fake share from elements, and librarians can also track open access engagement and compliance with state open access monitor.

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... becomes a configurable data source for elements, allowing publications, data sets, and other outputs to be harvested into Elements, where they then automatically added to rate the researchers profiles.

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Intelligent data harvesting means that elements is always working for you in the background, continuously identifying and matching research outputs to populate in elements, and designed to complement the existing deposit experience and FIG share. These functionality empowers institutions to create multiple open access pathways, to encourage researchers to make more of their research outputs openly available in FIG share.

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This workflow then facilitates open access policies and compliance set by the institution.

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So researchers can, they can deposit research outputs directly via FIG share. That can also do it via elements. It can go either way.

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So researchers depositing directly into FIG share would upload their files directly into FIG share but once they've made public.

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once made public the records are then harvested into Elements, the harvested Publications are then matched by researcher ID elements and automatically added for the researcher saving time and effort.

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For deposits into peak shared by Elements, users would upload files via the Elements interface.

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These are then pushed to feature in real time, together with the meta data about the output, and the record is then immediately harvested back into Elements, again, ensuring that the true systems always kept in sync.

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Organizations can also configure, by type, which free search outputs are permitted to be deposited to a specific integrated repulsive trade.

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This functionality can help streamline the deposit user experience for organizations that have integrated, separate repositories for publications and for data sets.

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It also allows organizations to more specifically target which kinds of outputs can be deposited in-line with their repository collection development policy.

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So together, FIG share and elements, create a streamlined open access solution that helps build a comprehensive picture of your institution's data.

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If you don't have a specialized team, we can have with an easy option for you. Both think share and elements of scalable, Cloud hosted, configurable solutions, which takes away the burden of self hosting.

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You can provide options for faculty to choose to deposit directly from FIG share or from elements via powerful, flexible and bidirectional integration.

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Elements provides an alternative deposit work floor to the repository.

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allowing additional flexibility for researchers.

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This in turn takes time, it increases deposit rights, and it provides more research opportunities such as funding and collaboration.

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Ongoing harvesting from fixed share means that faculty and administrators can view and interact with all their open access outputs in one single system, saving, time and effort.

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By using your repository added as a data source and was harvesting in the background, it means that elements continuously identifies and matches research, outputs and meta data in FIG share to populate records in elements.

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This will ensure that the data is not only complaint, but correct, and continuously updated.

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We can increase discoverability of outputs, researchers, and institutional impact through metrics that showcase your institution's expertise.

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And lastly, you can report on a wide variety of research and maximize the re-use of items for public profiles reports, CV's, and more.

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So, to wrap up, I'm going to pass back over to Stephanie.

31:13

Thank you, Jess.

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So, with elements as a central source of information for your organization's research, and using picture for institutions, being your open repository platform, that, you know, manages and publishes any type of research output, you can now manage and store, showcase your research, your outputs, contributions, activity's, funding, and more.

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So, by integrating fixture with elements, institutions can access specialized open access monitoring and reporting tools, and drive Discovery drive that innovation.

31:53

So two best of breed systems working in tandem to further, you know, that research information management activities that we all dearly love.

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So, we're here really to just show you, about driving efficiencies and, you know, work with systems that work, whether you're a researcher, an admin, or manager, It's all about reducing time and resources, and, you know, really wouldn't it be lovely to re-use all that data, so you can do things once, wouldn't it. Also be nice to have the means to be able to report on your compliance, efficiently, and that are evidence based in an easy format.

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Wouldn't it also be nice to easily manage your non traditional research outputs, which are becoming more and more relevant than ever, especially for reporting and national assessment exercises?

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So that means no more awful spreadsheets, and Gone are the days of all the fax machines and rotary phones.

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So, we need to live in the now, so really, it's all about taking your research management to the next level, And with that, you can find out more and further information, um, looking at the selected elements and fixture for institutions, Sites here on the screen, you can have a look more closely, and also see who we've partnered up with.

33:15

Further to that, we've got some upcoming webinars and virtual events. So, on September 20th, this might actually complement this particular webinar.

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How a fixture integrates and augments Research Information management systems be sure to register for that, and there's also a ... virtual user conference on September 21st and 22nd. Session will be recorded in the event you cannot attend these live.

33:44

We will also be at these upcoming events, Jess and I, that is as well as our fabulous team, based out here in Australia. There is an event in Singapore on October sixth about data management.

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On October 12th in Melbourne we are having our Annual Fixture Fest, which will be the first in person events since 2019, very excited. And then in Brisbane on from October 17th, we will be at the E Research Australasia Conference, and we really do hope to see some folks there.

34:19

And with that, I would really, really like to thank you all for your time and please get in touch with any queries.

34:27

And if you would like to discuss further, if you have any, you know, use cases or ideas that you'd like to run by us, or have a more in-depth demo, want to gain more knowledge.

34:38

Our details are on the screen there, and thank you again. I really appreciate your time, and I just wonder if we have any questions?

34:56

Jess, are you still on the line?

35:00

Yes, I am. Excellent. Do we have any questions?

35:04

I don't see any in the chat, not in the chat box, But if there are any in the question section.

35:26

I guess we could just wrap it up.

35:28

Yes, thank you all, again, Please do contact us directly.

35:35

Our e-mail addresses are there on the screen, Um, and we'd be happy to take this offline, And, again, thanks, and I hope you have a great day, everyone.

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