Research Publications Management: Issues and Possibilities at SMU

Research Publications Management: Issues and Possibilities at SMUYeo Pin PinSingapore Management University6 April 2016

OutlineIssues with research publications managementImplementation of Converis for research publicationsPossibilities of ORCID for Converis

Existing / Previous SystemsResearch Grants System

IRB (Institutional Review Board) via email

RPS (Research Publications System)

Issues with DataManual entryFaculty not entering recordsIncomplete / dirty dataVariations in journal namesDuplicate entriesVariations in non-SMU authors namesReporting labour intensive and time consuming

Issues with Workflow/SystemRecords in RPS and InK start to diverge as changes to InK records not reflected in RPSNew records or updates spike when School / Office of Research calls for updatesRPS requires in-house man hours and knowledge to maintainSome users found RPS not so user-friendly

Road to Integrated SystemDesire to get integrated research management systemQuality Assessment Framework for Universities (QAFU) recommendation to upgrade critical enterprise systems, including research managementProject Steering Committee appointedDedicated Project Manager appointed

Road to Integrated SystemOpen tender called September 2013

Awarded to CONVERIS from Avedas March 2014(later acquired by Thomson Reuters)

Project kick off April 2014

IRIS Publications beta launch October 2015Official go live January 2016

Implementation of IRIS PublicationsMap fields in InK to IRISTrial load of data from InK into test version of IRISSpecification of fields to display for different publication typesSpecification of rights for different rolesSpecification of email notificationsSpecification of reports and analyticsBuild integration for InK & SMU Publications website

ComparisonIncomplete information Complete information, checked by Library, able to send record back to author for more information

OLD (RPS)NEW (IRIS)Export record from RPS, update and metadata in InKUpdate and add metadata in IRIS then export for InK

Unable to add 2nd SMU author if 1st author did not2nd author able to claim publication or Library can relate publication to 2nd author

Variations of journal names crept inJournals list controlled by Library, must pick from list, info consistent, ISSN, publisher

Records not checkedLibrary validate publication records

AdvantagesUpdate publications records in ONE place in IRISImport records from databases like Scopus, Web of Science, PubMedJournal names are controlled and validated by the Library in IRIS to ensure consistency and better reportingWorkflows put in placeSingle sign on to IRIS with SMU ID

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Issues RevisitedManual entry Faculty not entering records Variations in journal names Incomplete / dirty data Duplicate entries Variations in non-SMU authors names Reporting labour intensive and time consuming (in-progress)Solved some issuesDelay in publications being indexed in Scopus and WOSFaculty know first when paper accepted, forthcoming

Possibilities

ORCID in IRIS: Import

ORCID in IRIS: PersonWithin IRIS, researchers can lookup their ORCID or create one

With ORCID membership, researchers grant permission for institution to edit and update their publications

ORCID in IRIS: Push to ORCIDWith ORCID membership, there is the possibility of sending publication records from IRIS to ORCIDNo additional effort for faculty

Auto Update from PublishersIf researchers have provided their ORCID to publishers, when the paper is published, details are auto pushed to their ORCIDUsing APIs (application programming interfaces)

ConclusionMany possibilities

Lighten load of researchers

Accurate data for use and re-use