open access niamh brennan trinity college library dublin donal lyons, mis, tcd dspace uk&i user...

Open Access

Niamh BrennanTrinity College Library Dublin

Donal Lyons, MIS, TCD

Dspace UK&I User Group MeetingNovember 24th 2006

Inside, outside, where have we been?The Who of Dspace development in Trinity College Dublin (along with the why, the what and the how)

November 2006Dspace UK&I User Group Meeting

TCD Research Support System Brief/Context

“A coherent information policy for College to address the needs of management, the Library, e-learning, electronic publications and records management will be developed with a view to having an integrated view of information systems across the whole of College.


The Why?


A research database will be part of an integrated management system to help monitor our progress in research and scholarship and to help manage their support.”

-TCD Strategic Plan, Chapter 5: Strategy to Realise our Vision of Trinity, Action 18, p26


Requirements: Heads of Department

1. Monitor and enhance the department’s research profile;

2. Identify the department’s research strengths and weaknesses;

3. Identify what research contracts are in progress at present;

4. Identify the stages of other departmental research projects (e.g. proposal, negotiation, awaiting funding);

5. Identify what factors may enhance a project’s chances of receiving funding;

6. Identify what expertise exists within the department that is not currently receiving funding;


Requirements: Heads of Department

7. Identify what resources appear to enhance the research activity of the department;

8. Possibly validate input by the individual academics. Process to allow heads of department view/approve data newly input by members of their departments;

9. Assist promotion boards by providing a standard means of accessing progress in research;

10.Access the roles of collaborators in projects;11.Publicise services the department offers e.g. business

consultancy …12.May require standardised data for departmental quality

reviews;13.Identify opportunities for possible cross-departmental

collaboration.


TCD Portlets include: SIS, RSS, ASSET REGISTER, PEOPLE FINDER

People Finder, SIS, Asset Register and the Research Support System.


Milestones

• Calendar List of Publications

• Extension of scope: Inclusion of postdocs etc

• Harvesting data from external databases

• Dynamic updating of staff records

• EndNote integration

• Generation of Webpages

• Reports – Schools heads, etc.

• Devolved administration

• Research Centres


www.expertiseireland.com


Development: Proposed 2005

• Extension of the RSS & Further Integration within College Systems Postgraduates Institutional repository Reporting, monitoring and analysis


Scholarly Publications + Other functions…

• E-Theses

• Grey literature

• Images


TCD Information Guiding Principles

Etc…


The Who?


Enovation Solutions (4)• Phil Franks (ex TCD CS)• Gary Mahon (MD)• David Kerrigan (Project Manager)• Sheldon Kerr (Guru)

MIS (5)• Andy Watson (Analyst/Programmer)• John Lawlor (MIS Manager/Steering Group)• Donal Lyons (Project Delivery)• Noreen Murray (Database Design)• Dave McGrath (Database Commissioning)

The Who.

http://people.tcd.ie/dlyons

http://people.tcd.ie/dlyons


CSG (4)• Ken Gordon (Active Directory)• Tracie Hughes (DB+WEB Server Procurement)• Mary Maher (DB Server Commissioning)• Dave Molloy (WEB Server Commissioning)

Networks (1)• Piaras Walsh (Firewall issues)

Web (2)• Maria Fogarty (Webmaster)• Maura Horan (Web checks)

The Who.


Security (2)• Sara McAnaney (Security Officer)• Denis Carmody (Security checks)

Training (1)• Niamh Hopkins (New Staff induction + Helpdesk) Helpdesk (18) xxx (Academic + Research student support)

The Who.


Steering Group (7)• Ian Robertson (Dean of Research)• Robin Adams (Librarian)• Mike Nowlan (Director ISS)• John Murphy (Acting MIS Manager)• John Lawlor (MIS Manager)• Niamh Brennan (RSS Administrator)• Arlene Healy (E-resources Sublibrarian)• Donal Lyons (MIS)

Funding Advice (1)• Doris Alexander (Research Office)

The Who.


Phase 1 User Testing - Summer 2006 (7)• Clíona Ní Shuilleabháin (Library)• Victoria Smyth (Library)• John McManus (Library)• Kathryn Smith (Library)• Patrick Doyle (Library)

• Rachel Noctor (Computer Science)• Máire Jones (Computer Science)

The Who.


Pre-Phase 2: Etheses Process Mapping (10)• Trevor Peare (Keeper, Reader Services, Library)• Barbara McDonald (Library: Cataloguing)• Margaret Flood (Keeper. Collection Management)• Clíona Ní Shuilleabháin (Library: Cataloguing)

• Ewa Sadowska (GSO) • Sinead O’Carroll (GSO)• Professor Paddy Prendergast (Dean of Graduate Studies)

• Vinny Cahill (Director of PG Teaching & Learning, Computer Science & Stats - Former)

• Brendan Tangney (Director of PG Teaching & Learning, C.S.& Stats - Current)

• Eunan O’Halpin (Dir. PG Teaching & Learning, School of Histories & Humanities)

The Who.


Phase 2: Etheses Testing (6)• Brendan Tangney (Computer Science)• James Bligh (Computer Science: Research Student )• Kevin Jennings (Computer Science: Research Student)• Sinead O’Carroll (GSO)• Dean of Graduate Studies• The Theses Centre (4?)

Library Institutional Repository Management Group (6)• Margaret Flood (Keeper: Collection Management)• Arlene Healy (Sublibrarian: Electronic Resources)• Susie Bioletti (Keeper: Conservation)• Niamh Brennan

The Who.


Office Support (4)• Orlagh Ennis (I.S. Services)• Sharon McIntyre (Librarian’s Office)• Carmel Carr (Librarian’s Office)• Linda Glennon (Librarian’s Office)

Library System Office (4)• Mark Brennan• Sean Breen• Patrick Doyle

The Who.


The How?


ExpertiseIreland

Peoplefinder /Web /

College Systems

WEB

E-publishing,DigitisationProjects, etc

ResearchSupportSystem

Dspace


Phase 1

• Start Date: February - April 2006

• Project Scope: - RSS / DSPACE

Integration• - Implement Oracle• - Windows Optimisation

Reporting• - Bulk Upload• - Advanced Search• - TCD Branding• - Mapping TCD School structure


Phase 1+ July 2006

Phillip Franks (Software Engineer)Andrew Watson (TCD, Oracle Developer)

• Dspace administrator interface refinements• Dspace content structure refinements

- Friendly workflow group names- Hide empty Collections- Add LCSH to submission forms- Suppress email notifications- Indicate fields that are mandatory on submission- Sort Task pool by date created


Phase 2Start Date: August 2006

Revised eThesis submission process • inclusion of all post-graduates via Research Support System• extend Metadata mapping for Live Theses (includes refinement of existing mappings)• export to printer/binder• new Live Thesis collection, with Print option for owner of approved submissions

- ftp upload- notifications, integration

MARC21 Export• An automated means of transferring eTheses Metadata records from TARA into the Library Catalogue (via

FTP using MARC21/MARC Exchange format).Bulk Export• _Demonstrate working ItemExport FunctionalityEdit/Delete RSS-Dspace Coordination• Modification of existing WebServices.• Addition of 'Expunge' function to completely remove deleted entries.Completion of Licence access restrictions for Thesis submissions• items with access restriction are approved and withdrawn instead of remaining in workflow.• new 'authenticated users' group which is automatically granted access to• restricted items.• nightly job to check and enable items whose restrictions have expired.


The What.

Institutional Repository

Human Resources

Physical Resources

Financials

Library

Student Administration

Bibliographic metadataResearch ExpertiseProject tracking

External Bodies

• ExpertiseIreland• Portal Reviewers

Web server

External Bodies

• Thesis printer

Web Services

FTP server

DMZ DMZ


Theses Centre:Prints thesisContacts student

Theses Centre:Prints thesisContacts student

Student:Adds metadataUploads file/sApplies restriction (if any)Agrees to Licence

Student:Adds metadataUploads file/sApplies restriction (if any)Agrees to Licence

Supervisor:Checks -Correct fileRestriction/StayKeywordsCitations/Sponsors

Supervisor:Checks -Correct fileRestriction/StayKeywordsCitations/Sponsors

Graduate Studies Office/Dean:1. Approves/disapproves application for stay

Graduate Studies Office/Dean:1. Approves/disapproves application for stay

Student:Adds note & contact detailsIssues command to print the thesis

Student:Adds note & contact detailsIssues command to print the thesis

Approve

ApproveLibrary:Checks metadataAssigns LCSHCommits to archive

[Record exported to GEAC]

Library:Checks metadataAssigns LCSHCommits to archive

[Record exported to GEAC]

Reject

Reject

Approve


TCD Metadata: RSS


Centralised SystemCentralised SystemCentralised System

Centralised System

Student & Supervisor


Centralised System

Student & supervisor

?

?

TCD


Centralised System

Centralised System

Student + Supervisor + Dean of Graduate Studies


System


The Where?

Open Access

Niamh BrennanTrinity College Library

Phone: +353 01 896 1646Email: [email protected]

open access niamh brennan trinity college library dublin donal lyons, mis, tcd dspace uk&i user...

Documents

funding slide

dspace development

p26 slide

research database

research contracts

research activity

departmental research

heads of department