Solution “Publication Management” Cooperation with Early Adopters

1. Solution “Publication Management”Cooperation with Early Adopters Meeting MPI for Psycholinguistics Nijmegen, 06 april 2007

2. What we would like to talk about • Why PubMan (Publication Management Service) • Benefits for scientists • Benefits for institute • Main usage scenarios • MPDL/eSciDoc = participation of institutes • Needs analysis • Participation concept • Pilots, partners, early adopters • Status of eSciDoc/PubMan • Why Early adopters? • Expectations from institute, from MPDL • Tasks and benefits • Organisation of EA (Institute-MPDL-other pilots) • Questions/Discussion • If interest: individual talks with scientists • current institute/individual workflow at MPI-PL for handling publication data (workflow, people involved, basic needs)

3. Why PubMan - What is it? • A software solution designed to address • Management, dissemination, long-term archiving of publication data of a research organisation • Publication data: formal/informal publications, grey literature, supplementary material • Local/Individual configurations in presentation, management and re-purposing of publication data • A service offered to interested institutes in the MPG • A re-usable open source software • Based on the infrastructure developed within the eSciDoc project • One pillar of the MPG OA Agenda • A possibility to put into practice a „deposit mandate“

4. Why PubMan - Historics • Open Access • Berlin declaration 2003 • eDoc (since 2001 central development) • used for MPS yearbook since 2003 • Shortcomings in local configurations for data re-usage and workflows • Shortcomings in design/coding/re-use of software • eSciDoc project • eScience • Platform for communication, dissemination, long-term archiving, support eScience scenarios • Similar functionalities eDoc but based on eSciDoc infrastructure • Close cooperation with institutes since first activities (participation concept) • Main focus on target group scientist

5. Why PubMan - Benefits scientists • One source of my publication data – multiple re-use: • Individual researcher pages • Dept/institutes websites • Yearbook • Report for the scientific advisory board (Fachbeiratsbericht) • Integration with (external) systems/portals • Integration in global and/or disciplin-specific search engines • Interfaces with local systems (primary data archive, local publication databases) • Persistent identification of publication items • Versions • Related items/objects • Align individual publication workflow with institutes workflow

6. Why PubMan – Benefits Institute • One source of publication data – multiple re-use • Yearbook • Reports for scientific advisory board • Institute websites • Configuration of views/entry points per organisational unit (=Institute, departement, research group) • Configuration of functionalities • Workflows for Quality assurance • Workflows for IPR checks on released „fulltexts“ • Default settings (collections, type of publication, organisational unit, …)

7. Why PubMan - some usage scenarios • See grafic on next slide

8. Data entry • By Ingestion • Synchronisation local databases • By (web) form • Manual entry • Login or IP-based • By Batch upload • Multiple items at once Data management • Quality assurance processes (enrichment) • Rights checking processes • Adding relations/versions eSciDoc PubMan • Workflow-based institute/individual compilations (yearbook, website etc.) • Batch operations (administration) Data output/presentation • Web • MPG view • Institute/dept view • Catalogs (Yearbook) • Researcher page • PID • Individual export • MD for bibliographic management systems • Export xml • Citation styles • Harvest • Search engines • Portals, servers Long-term archiving

9. MDPL/eSciDoc = participation of institutes • Needs analysis (August 2004 – jan 2005) • information audit, 18 institutes of MPS, to identify and prioritize needs in local „scholarly communication services“ • Integral part of eSciDoc project application phase • Needs in scope of eSciDoc project • Needs related to further MPS/MPDL activities • Participation concept (pilots, partners) since project start • Activities on different levels, with different target groups • Activities continuosly aligned with progress of the project

10. Results Needs analysis – domains of interest • Status quo (2005): • Heterogeneous research data, complex challenges in each domain • Locally/community- developed solutions in use • lack of sustainability, lack of standards, lack of policies • Integration of local data with other MPS systems and/or external systems depends on local IT resources • Local/community-specific IT areas of interest: • Flexible base infrastructure / storage layer • Flexible „collection“ model • Scalable metadata model for different content types • Single source of documentation of research output (research data, publication data) • Support of distributed search and retrieval in fulltextes, research data, references • Organisational areas of interest: • Improved communication between institutes and sInfo activities • Improve synergie between local and central competencies • Support of institutes in long-term archiving of their data

11. Outcome needs analysis => focus eSciDoc project • Design modular and scalable architecture • Flexible scalable architecture with persistent storage of research data • Re-usable by local/community-specific solutions and services • Open standards, open interfaces • Develop end-user solutions for MPS • Single source of documentation of publication data • Persistent, long-term archiving • Run pilot projects to improve knowledge on community-specific primary research data • formats/structure/metadata of research data • Workflows • Persistent citation • Visualisation/presentation • Involve institutes at time • Participation concept (Pilots, partners, early adopters)

12. Participation – possibilities of engagement • Partner: • develop well defined work packages • Close cooperation and alignment with eSciDoc development • e.g. MPI psycholinguistics, MPI Human development, MPI european legal history, MPI evolutionary anthropology • Pilot group: • functional advisory board • User community feedback (Lib, IT, scientist) • Close cooperation with eSciDoc service management • Early Adopter: • vital interest in using solution for local needs • Integrated in migration and roll-out concepts • Close cooperation and alignment with eSciDoc service management

13. Participation activities during project life cycle (Focus PubMan) • Conception • Pilots User group • Reflect on first concepts and usage scenarios, first specifications • Raise general awareness on project and its aims (at institutes, directors, library community) • Development • Early Adopters • Testing of first implementations • Functional support (domain/disciplin-specific questions) • GUI prototyping testbed • Migration • Early Adopters • Evaluation of first migration concepts • technical • organisational • Active support in migrating data • Support in introduction of software to other institutes • Local measures (technical, organisational, cultural) • Reports to colleagues within MPS

14. Status eSciDoc /pubMan • See next slide for overview on eSciDoc infrastructure

17. Highlights first Release (R1) • Prove of Concept • Framework – application logic • Grafical user interfaces lower priority • Default collection, affiliations, users, validation rules to show basic functionalities • Submission • Browse/display • search • Storage of any item type (publication, language, image) • Integration eSciDoc Metadaten-Profile • Storage of Organizational Units (OU) • Link between publication and OU • Network of organizational units • Search with Boolean Operators and wildcards • SRU/SRW Interfaces • REST- and SOAP-Interfaces • XML-exchange

18. Components, available via grafical user interface • https://escidoc3.escidoc.mpg.de/pubman/ • test_dep_lib (pubman) • test_dep_scientist (escidoc)

19. Highlights planned for R2 • Versioning • Modify item (incl. immediate release) • Create a new revision (incl. Immediate release) • Advanced Search • Export item • Endnote • Citation styles • eSciDoc item xml • Assignment and resolving of PIDs (Handle System) • Browse/Display • View item statistics (basics) • View item history • Change display type

20. Early Adopters – characteristics (PubMan) • Characteristics • vital interest in local publication data management, with the support of PubMan • By using PubMan • By integrating any other local database in use into eSciDoc infrastructure • Potentially ready for first migrations • Engagement and committment to PubMan (having in the mind the envisioned timeplans) • Consensus between directors, scientists and staff on participation • Represent multiple disciplines (research practice) • Represent multiple formats/content types (research output)

21. Early Adopters - envisioned tasks (PubMan) • development phase • Continuous testing (test reports, start content) • Assist in functional improvements • Cooperate with usability expert for GUIs • Setting up organisational structures • Assist in identifying optimal alignment of local and central competencies when developing/introducing solutions • Actively shape and reflect on local/central measures needed for successfull roll-out of solution • Trainings • Communication plans • Ressources plans, staff profiles • Policies • Engage in user community • Committment for reports and awareness building within MPS • migration phase • Assist in development of effective migration processes • Support in step-by-step migration of data to PubMan

22. Organisation Early Adopters • Contact eSciDoc team: Nicole Kondic • Local contact: library • Organises local activities with scientists and/or local IT (testing, GUI, functional feedback) • Co-authoring in reporting activities to pilot group, MPS • Tools in use: • JIRA (Issue tracking management system) • MPDL „Knowledge Network“ (Wiki) • eScience topics (standards, technologies) • user community (GUI, end-user solutions) • Developer community • MPDL organisational development

23. Back up

24. Knowledge Building in the eSciDoc project

25. Rückblick erste Pilotphase 2006 • Piloten hinterfragen Konzepte, Nutzungsszenarien, Use Cases  • Sammlung von Anforderungen • Sammlung von neuen Ideen, Anregungen • Einbindung eines Partners  • Informierte Gruppe, Zusammengehörigkeitsgefühl  • Keine ungetrübte, aber solide Partnerschaft mit Projektteam • Frühe Einbindung in Spezifikation nicht zufrieden stellend  • Abstrakte Dokumente • Kein Anschauungsmaterial • Kein „Gefühl“ für die Software • Hoher Zeitaufwand • langfristige Perspektive für Engagement? • Erkennbarer Mehrwert für das Institut • MPDL-Kontext

26. Anforderungen MPDL Kontext „The MPDL provides services to help the researchers manage their scientific information workflow“ • Voraussetzung: • Strukturierte Einbindung der lokalen Bibliotheken in die Aktivitäten der MPDL • Bibliotheken als Schnittstelle zwischen Wissenschaftler und wissenschaftlicher Information • Bibliotheken als Schnittstelle zwischen MPDL und Instituten • Bibliotheken als Kommunikationsort („Marktplatz“) • Bibliotheken als Pforte/“gateway“ zu den MPDL Diensten • … (siehe AG Berufsbild) • Ziel: • Identifikation der Auswirkungen der MPDL-Dienste auf Profil und Aufgabenbereich der lokalen Bibliotheken • Optimierung des Zusammenspiels von lokaler und zentraler Kompetenz • verstärkter Bedarf an frühzeitiger Einbindung in MPDL Aktivitäten

27. Current status eSciDoc – Focus PubMan • Modifications in procedures, architecture and design • Service-oriented architecture • No monolithic solutions => no isolated specification • Release plans depend on • Priorities of target groups • Sensible integration of multiple services to support a „business case“ • Agreements with project partner • Preparation of migration eDoc – eSciDoc PubMan and „roll-out“ • technical • organisational • „MPDL CoLab“ • Increased focus on „nurturing“ eScience community • Standards, technologies, formats • End-user oriented solutions • Settle infrastructure for self-organising community of interest => changing, multiple possibilites for participation