A report-driven rollout Experiences at Leuphana University Luneburg

1. A report-driven rolloutExperiences at Leuphana University Luneburg Dr. Barbara Ebert, Leuphana Research Service Lille, Nov 3rd, 2011

2. I II IV III Cultural Studies 26 Professors* Management & Entrepreneurship 71 Professors* Sustainability Research 31 Professors* Education Research 43 Professors* Who we are: Leuphana University of Luneburg • Result of a fusion between two local HEI (2005) • 170 professors • 7.000 students • 80% Social Sciences & Humanities • 20 % Natural & Technical Sciences * Including double affiliations

3. 2010/2011: Introduction of a Current Research Information SystemSystem: Pure, by Atira A/S, DK • Publication repository with integrated full text management • Document management for Open Access (visibility, embargo dates) • Integration of Sherpa Romeo Information (Open Access Policies) • Project directory • Third-party funding, internal projects • Description, staff/partners, finance, outcome (publications, activities) • Expert directory • Person profiles with CV, plus recording of posts and offices, awards etc. • Directory of Funders and external cooperation partners • Registered with projects and publications • Tool for bibliometric analyses • Citations, journal ratings • Reporting & exhibition tool • Flexible generation of lists, statistics, analyses • Webservices and xml exports

4. CRIS Project in a nutshell Technical requirements Compliance withdatasafetyregulations Data quality Roles & rightsconcept Synchronization/ dataimportfromexistingsources SAP HR  SAP FiCo€ BIB  Usability/pilotphase Enrichment/completion Workflows/ Best practice Database enhancements User Group Leuphana CRIS Processes: Analysis, redesign Roles & rights (reporting) Information analysesforinternalandexternalreports Typo 3  Database acquisition Data safetyconcept Participation User support Organisational Framework

5. PURE Policy at Leuphana • Individual researchersregisterand manage theirresearchinformation • ordelegateitto an authorizededitor in theinstitute • Integrateandreuseavailableinformationasmuchaspossible • Financeinformation, person-organisation relations, publications, datainputservices • Information is registered whenneeded • Website, Leuphana Bibliography, institutionalreports • Registered informationcanbeusedfor all legitimatereports • Best practicehastobefollowed: information on purposeandindicators, opportunitytorevisecontentforthepurpose • Obligationsforreportingarecreated on a case-by-casebasis • Whenacquiringinternalfunding (project, scholarship) • Whenclosing a performanceagreementwithpresident • Registered informationisshared in the community (ofdatabaseusers) • Reading rightsforcontent, find relatedresearch, reviewers etc.

6. Driver No. 1: Make content available on websites • Development of a research portal for the Leuphana website • Search by research area • Free search • Typo3-Plugin for personal websites • CV • Publication lists • Activities • Projects • Observations • Intervalsofupdatesdifferbetweenindividuals • Somescientistsprefermanualeditingoftheirwebsite

7. Driver No.2: Institutional reportsTwo dozen processes regularly require research information – five examples from what we have already worked with FacultyBusiness Knowledge Transfer Office Gender & Equality Office Evaluation ReportGender Research Publicationreport Performance-basedfunding Publicationreport Performance-basedfunding FacultyCulture Organisation profilesState Research Portal Report International Activities

8. Publication reports: Consequent use of Leuphana Bibliography has increased registration of publications • Coherent communication of PURE as central data source during rollout in 2011 • Reporting functions convince Deans and administration • Service, accessibility and increased transparency convince users 9.079 7.800 6.600 6.445 4.307

9. Link to State Research Portal as an attractive use case for transfer-oriented scientists • „Forschung in Niedersachsen“ advertises regional servicesandexpertise => Ministry-funded • Status quo: outdatedinformation, registered usersforgetto update Makeoverofprocess(2011) • Localregistration in Pure • No extra-account • Datasets availableforlocalreuse • Daily exportfrom Pure toState Research Portal

10. I II IV III Cultural Studies Management & Entrepreneurship Sustainability Research Education Research Mobilize specific research communities Evaluation of Gender research in Lower Saxony • Gender mainstreaming is a cross-sectional task in the University • this includes research • Distributed research activities in the four scientific programmes • Probably 4-5 research units with a clear focus on Gender research

11. Use opportunity to identify work on gender & diversity aspects Possible reuse: Gender Portal Background Design of PURE report Data collection • Relevant contentfilteredbyresearcharea„Gender & Diversity“ • Sortedby organisational unit • Period: 2006-2011 • Setup asscheduledreport (weekly) tomonitordatacollection • Info toscientists & editornetwork • Register projects & activities • Check bibliography • Tag relevant workwithresearcharea „Gender & Diversity“ • State Scientific Commission (WKN) evaluates reseach performance on behalf of the ministry • Indicator-supported peer-review by subject • Structured report on • Third-party funding • Awards • Transfer activities • Networks Deadline Nov 10th, 2011 10

12. Repeated news about use cases spread the word among scientists, leading to a steady increase in user numbers Leuphana Research Portal Facultyreport performance-basedfunding Facultyreport performance-basedfunding Regular Update Bibliography 2011

13. Mobilization starts at the level of professorsSeptember 2011 – eight months after rollout

14. Lessons learned • High servicelevelforusersenhancescompliance • Secretaries, editors • oftenhighlymotivated, proudtobeentrustedwithtask • Ad hoc individual coachingneededtoquicklyenable a units´ participation in a reportingproject • Personal users • Use PURE intuitivelyordelegatecompletely • Registration service • Extra person (9 hrs./week) offerscoachingandmonitorsdataquality • Initial report cases have to be chaperoned (PURE Team) • User competencies + data reliability often overestimated • Editors need help for recording of history • Development of report templates, understanding content and data quality • Full text archiving needs qualified support • Scientists are guarded • Change in culture has to be addressed • Scientists uneasy about transparency/reading rights

15. Editor networkBest practice for data curation • 60 persons (Oct. 2011) • Secretaries + • Scientists w/management tasks • 4-10 new per month • Weekly meetings • 30 min tutorials • 60 min for individual troubleshoooting • 4-8 attendants • Individual coaching at workplace

16. Reporter Working GroupEstablish best practice with Dean´s offices & other groups • Presentreportingcasesandnew templates • Share experiencesandprocesses • Getinformationaboutdevelopments in indicatorusageandreportrequirements • generateinputforfurtherdevelopmentof Research Database

17. Thanks for your attention Contact Dr. Barbara Ebert Research Service Leuphana University Luneburg Germany barbara.ebert@uni.leuphana.de

18. Reporting & user numbersin relation to target (100 %)