Kristi Holmes National Outreach Lead, Washington University School of Medicine Valrie Davis

1. Approaching Administrators and Data Providers Kristi Holmes National Outreach Lead, Washington University School of Medicine Valrie Davis UF Implementation Lead, University of Florida

2. Meeting with administrators • Identify your key stakeholders • Who should be approached? • By whom? • At what point in the implementation? • What would be most important to them? • What do you need?

3. What we hear when we approach data providers • “Someone might not want this data exposed” • “I’ll have to talk with the privacy officer” • “Are you going to make the unique identifier public?” • “When will you refresh the data?” • “Are you providing an opt-in or opt-out option?” • “Why should we?” • “We are already so burdened with data requests – this only adds to our work.” • “Is this going to motivate people to remove their data from my system?”

4. Preparation • Right team Right people • Understand the value of VIVO • Consult with privacy or security officer • Acquaint yourself with their data • Acquaint yourself with the VIVO ontology • Consider "emergency data removal"

5. The data provider meeting • Clarity • Are there examples of the data in other VIVOs? • Learn about data delivery options • Understand their challenges and concerns

6. Additional tips • Ask when faced with confusing data • Communicate • Refresh cycle changes • Source sanitization • New features (such as Shibboleth authentication) • New visualizations • Include negotiation time in timeline

7. Scenarios