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Dr Rachel Curwen
Research Strategy and Policy Officer
and Pure Project Manager
Implementing
- A Case Study
Research Development Associate –
Life Sciences and Health
Contents and aims of talk
1. Explain why York wanted a Research and
Innovation Information System and how
we chose our provider
2. What data Pure currently includes and
how we use it
3. Barriers and challenges to acceptance and
usage
4. Discuss ideas for future developments of
systems like Pure
Contents and aims of talk
1. Explain why York wanted a Research
and Innovation Information System and
how we chose our provider
2. What data Pure currently includes and
how we use it
3. Barriers and challenges to acceptance and
usage
4. Introduce ideas for future developments of
systems like Pure
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Mar 2012 – Started supplying data to ROS
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
Why the University wanted a
Research Information System
• Research/management information tool
- Accurate map of staff and their research activity
• Enhanced visibility of research staff
- Increased accessibility for business/public
- Facilitating interdisciplinary research
• REF submission and other funder returns
- Functional database capable of meeting demands
• Gateway to transparency/integrity requirements
- Role to play in OA, RDM, Capital Equip and possibly compliance with e.g. ethics review, demand management etc.
NEW!
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Mar 2012 – Started supplying data to ROS
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
• Four options for delivery of CRIS
1. Self-build entire system
2. External software for bibliometrics + self-
build for all other aspects
3. Purchase of complete system
4. Minimal self-build
Lowest risk
Cheapest
Fastest
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Jun 2011 – Started using REF module
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
Why we chose Atira and Pure
Excellent fit with requirements
Track record in similar institutions
Hands-on demo was more impressive than
Avedas (now ThompsonReuters)
Confidence in their implementation
methods and guidance
Liked their honest and transparent
approach to tender response and pricing
Contents and aims of talk
1. Explain why York wanted a Research and
Innovation Information System and how
we chose our provider
2. What data Pure currently includes and
how we use it
3. Barriers and challenges to acceptance and
usage
4. Introduce ideas for future developments of
systems like Pure
Types of data held in Pure
York business
systems
-Finance
-Student
records
-HR
- Identity
management
online
bibliographic
databases
(Scopus, Web
of Science etc.)
researchers
citation data
Automatic feed Automatic feed
Automatic feed
Submission of data
Validation of data
PURE
digital repositories Repository staff
Validation of copyright
CV generation
Deposit of data
WWW
Access to repository objects
Population of web pages
-Staff profiles,
-Expertise directory etc.
research
managers
Querying of
research
data
Internal
reporting
External
reporting
Research
management,
performance
review etc.
REF, ROS etc.
Conceptualisation of Pure
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Mar 2012 – Started supplying data to ROS
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
Who’s involved with Pure?
Academics
Communications Office
Finance
Grants and Contracts
Human Resources
IT Services
Library
Planning
Repository
Research Innovation Office
Senior Management Team
Student Systems team
Web Office
...basically everyone!
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Mar 2012 – Started supplying data to ROS
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
What the administrator sees
What the academic sees
Timeline
May 2008 – URC request continuation of database post RAE
May-Oct 2008 – Initial requirements gathered
Jan 2009 – Additional personnel recruited
Jan-Jun 2009 – Consultation on delivery method
Jun 2009 – Decision to buy external system made
Jul-Dec 2009 – Tendering process
Jan 2010 – Atira appointed as supplier
Mar-Nov 2010 – Implementation
Dec 2010 – System operational
Jan-Feb 2011 – Departmental training
Jan-Jun 2011 – Data entry and verification
Mar 2012 – Started supplying data to ROS
Feb 2013 – External launch of Portal (York Research DB)
Nov 2013 – Data supplied to REF system from Pure
York Research Database (Portal)
REF – using Pure for external
reporting
Contents and aims of talk
1. Explain why York wanted a Research and
Innovation Information System and how
we chose our provider
2. What data Pure currently includes and
how we use it
3. Barriers and challenges to acceptance
and usage
4. Introduce ideas for future developments of
systems like Pure
The System Administrator’s Circle of
Despair!
Users check data in system
irregularly and don’t update
Reporting and
websites are
inaccurate
Reduced incentives for users and lack
of management
buy-in Little pressure on other system
owners to change data
Data from underlying business
systems is wrong
Loss of confidence from users
Barriers and Challenges
Common comments from dissatisfied
users…
“My data is all wrong!”
“I can’t remember how to use it”
“Google scholar is much better..”
“I’m too busy to do this”
“You said that would be fixed last year”
“My data is all wrong”:
Synchronisation and legacy data issues
Challenge: Data is incorrect in underlying business systems
Solutions:
Identify point of entry or accuracy checking failures in underlying systems
Create formal project to fix problems – ensure time available from system owners
Challenge: Empty profile at first time of usage – adding all old publications is too overwhelming
Solution:
Pay for bulk upload of publications where possible prior to first switch on
Provide additional support during early phase of usage
“I can’t remember how to use it”:
Training and support issues
Challenge: Training users when no-one reads manuals…
Solutions:
Offer regular face-to-face starter and refresher courses
Create bank of standard replies and simple guides to common problems
Challenge: Academics use system too infrequently
Solution:
Identify providers of locally-based support or data entry
Add publication data centrally where possible
“I’m too busy to do this”:
Incentives and buy-in issues
Challenge: Few incentives for academics to
add their data
Solutions:
Integrate data from Pure into as many
internal and external processes as possible
What is in it for me? – Selling Pure to
the Academics
• Single point of entry for your research information
• Creation of personal CVs – e.g. for addition to grant
applications
• REF and other internal/external data surveys
• Performance review
• Promotions
• Re-use of information = time saved
• Source of information for you
• Locate new collaborators, or colleagues who’ve been
successful with certain funders
• Enhanced visibility of your research profile via websites
“I’m too busy to do this”:
Incentives and buy-in issues
Challenge: Few incentives for academics to add their data
Solutions:
Integrate data from Pure into as many internal and external processes as possible
Challenge: Senior management not sufficiently supportive of system usage
Solution:
Ensure they can use the system to get data out easily
Reporting and Management
Information
Pure = reporting at level of individuals, groups, departments and University
Not Pure = comparative reporting and benchmarking
Various ways to supply data from Pure
Export of pre-defined reports
“Dashboards” of data accessible within Pure – by individual or content type
Use of search/filters to find content of interest
Access to reporting module to run pre-prepared templates or modify/create reports
Complexity!
Reporting and Management
Information
“You said this would be fixed last year”:
Supplier and User Group Issues Challenge: Bug fixes and new features are
added to new ‘versions’ of Pure
Solutions:
Streamline testing process; manage timescale expectations realistically; communicate known problems regularly
Challenge: Getting User Group and Elsevier to agree on new features
Solution:
Create ‘working groups’ to specify solutions – best where clear external requirement for change e.g. REF or RDM
International User Group to lobby Elsevier?
Top Tip!
DON’T
UNDERESTIMATE
ONGOING SUPPORT
REQUIREMENTS!
Contents and aims of talk
1. Explain why York wanted a Research and
Innovation Information System and how
we chose our provider
2. What data Pure currently includes and
how we use it
3. Barriers and challenges to acceptance and
usage
4. Introduce ideas for future
developments of systems like Pure
Business systems
- HR
- Student records
- Identity management
- Equipment catalogue
- Alumni database
Bibliographic
databases
(Scopus, Web of
Science etc.)
Citation data
Altmetrics
Benchmarking data? Automatic feed
Semi-automatic feed
PURE
Activities
Impacts
Organisations
Collaborators
Funding
opportunities
database
Finance
system
- Grant
management
Workflow
- Costings
- Approvals
- Peer-review
- Document
management
Repositories
- Publications
- Other research outputs
- Research data
Formatted CV generation
- JeS
- internal promotions
- annual review
- transfer between intuitions
Internal Reporting
- Individual
- Organisational
- Benchmarking
External Reporting
- REF2020
- ROS/Researchfish
- HE-BCI
- OA/RDM
Websites
Inputs Outputs Grants Management System
Semi-automatic feed
Manual feed
Automatic feed
Profile Project
Publication
