Research Information System – RISE Project Update #6

Where are we now? 

With just over 10 days until the launch of the new RIS the team is finalising details including applying permissions and fixing any remaining bugs. 

After release, we will continue to implement further enhancements including notifications and to look ahead to integration with the REF2021 submission system.  

So what has changed?  

A summary of the changes has been included below. Further details on all of these changes can be discussed at any of the awareness raising sessions or training drop-ins.

Old RIS New RIS
Multiple authors would add the same output One output will mean one record. Additional authors can be added to a record, removing the need for duplication of efforts. This will benefit all users, ensuring rich metadata and one version of the truth.
Reports take a long time to produce and data is often managed outside of RIS due to concerns around data integrity Additional reporting functionality will be available to support continuous assessment and to ensure we have an accurate view of our position ahead of submission in 2020.   This will benefit all UoAs, providing additional information quickly to allow our REF submission to be optimised.
Impact Case Studies and Environment narratives not able to be shared within RIS until submission Updates to the permissions in RIS mean that Impact Case Studies and Environment narratives can be made visible to members of the UoA for feedback once at an agreed point.
Assessment managed in a number of ways across Colleges/Schools UoAs can toggle on and off whether scores are visible to staff.

What next? 

The current RIS will not be accessible from Monday 21st October. The new RIS will be populated by content from the current RIS and will be live on Tuesday 22nd October. From this point onwards, this will be the only RIS is use. 

Help and support 

A number of training sessions will be held over the coming weeks to assist users with undertaking tasks such as adding an output or uploading Impact Case Studies and Environment Narratives. Please feel free to drop in to any of the following sessions: 

Pixabay image: chatawat

RIS training drop-in sessions:

  • Wednesday 16th October 2-4pm, SoM109 PC Lab, Bay
    • Thursday 17th October 12.30-1.30, Training Room 1, Level 2 Library, Singleton
    • Tuesday 22nd October 1-2pm, Training Room 1, Level 2 Library, Singleton
    • Monday 28th October 12.30-1.30, Training Room 1, Level 2 Library, Singleton 

What if I have a problem? 

A comprehensive set of Frequently Asked Questions (FAQs) will be made available from Monday 21st October, ahead of the new system launching. A link to this information will be circulated at the time.

If you have any queries please contact Laura Bailey (laura.bailey@swansea.ac.uk) and/or Andrew Burrows (a.j.burrows@swansea.ac.uk). We will of course keep you up-to-date on progress and training will be provided should the changes to the system necessitate this.

Research Information System Enhancement (RISE) Development Update #5

Where are we now?

We are now just weeks away from launching the new Research Information System (RIS). Over the next week or so we will be releasing the test system for use with some departments in order to gather further user feedback and to begin introducing the system.

RIS Home

The development team are currently finalising functionality that will enable admin users to model various scenarios and calculate a GPA for the UoA within seconds. This will be particularly helpful for colleagues as we move towards a continuous assessment approach ahead of submission in November 2020.

In addition to development work, we are liaising with stakeholders around the use of notifications (in RIS and via email) in order increase visibility in areas such as open access compliance.

What next?

Development work will be completed to implement notifications and we will also be testing the new GPA calculator functionality. The team will also be ensuring alignment between the new RIS and the PDR system.

Liaising with colleagues on the migration of Impact and Environment documents, we plan to use the latest items submitted as part of the State of Play update in September to the system. Authors will then be able to add further items such as evidence once the system is live.

RIS Infographic

Feedback and get involved

Colleagues are welcome to come and view the current stages of development in Faraday, Singleton or to attend bi-weekly showcase meetings where the development team demo the new system, to provide an opportunity for colleagues and inform future developments.

We will be continuing to test the system with users over the coming weeks. If you are interested in taking part please contact Laura Bailey (laura.bailey@swansea.ac.uk) and/or Andrew Burrows (a.j.burrows@swansea.ac.uk).

We will of course keep you up-to-date on progress and training will be provided should the changes to the system necessitate this.

Research Information System Enhancement (RISE) Development Update #4

Image by cuilei2016 from Pixabay

Where are we now?

The team continue to work through the user feedback to make changes to the system in terms of functionality and style. This includes updates to allow users to be able to add additional authors to items and to signal mandatory fields before saving.

In addition to development work, we are liaising with colleagues on REF submission optimisation tools and notifications to assist users in analysis and improve workflows.

What next?

The migration process is now complete and all outputs should now be showing in the new RIS. Testing is underway with the team to ensure this is the case. Over the coming weeks we hope to be able to release the system for further testing and feedback.

Liaising with colleagues on the migration of Impact and Environment documents, we plan to use the latest items submitted as part of the State of Play update in September to the system. Authors will then be able to add further items such as evidence.

Feedback and get involved

Colleagues are welcome to come and view the current stages of development in Faraday, Singleton or to attend bi-weekly showcase meetings where the development team demo the new system, to provide an opportunity for colleagues and inform future developments.

We will be continuing to test the system with users over the coming weeks. If you are interested in taking part please contact Laura Bailey (laura.bailey@swansea.ac.uk) and/or Andrew Burrows (a.j.burrows@swansea.ac.uk). We will of course keep you up-to-date on progress and training will be provided should the changes to the system necessitate this

Research Information System Enhancement (RISE) Development Update #3

Where are we now?

User testing has been a key focus over the past weeks with users from across all Colleges and Schools being invited to test the system. This includes members of the REF Team, REF Officers and academics. We have held sessions in ISS and also run sessions remotely to allow colleagues to test the system from the comfort of their own offices and at a time convenient to them.

A number of common concerns have been raised through the testing including:

· The need for the system to give a visual sign when pages are loading

· Additional save buttons to prevent the user from scrolling needlessly

· A welcome message using the users preferred name e.g. welcome John, rather welcome J.Jones@swansea.ac.uk

We would welcome any further feedback on the system and if you would like to be involved in testing please contact the team on the details provided below.

What next?

Over the coming weeks we will be working to ensure that the feedback from user testing is used to inform future development work and to fix common problems. We will also be looking ahead to the rollout of the system in September, with our attention turning to developing training sessions and updating user guides.

Please note, the Outputs Mini-REF for 2019 will be run from the current RIS following the Publications Mini-REF Assessment Process 2019.

Feedback and get involved

Colleagues are welcome to come and view the current stages of development in Faraday, Singleton or to attend bi-weekly showcase meetings where the development team demo the new system, to provide an opportunity for colleagues and inform future developments.

We will be continuing to test the system with users over the coming weeks. If you are interested in taking part please contact Laura Bailey (laura.bailey@swansea.ac.uk) and/or Andrew Burrows (a.j.burrows@swansea.ac.uk). We will of course keep you up-to-date on progress and training will be provided should the changes to the system necessitate this

Pre-Prints at Swansea University

Introduction;

Pre-prints are not new. Some pre-print servers such as arXiv have been going since 1991; however, there is increasing interest in the use of pre-prints as part of the move towards open access publishing and open scholarship in general.

What are they?

Pre-prints are versions of your paper before it has been submitted to peer-review. The use of pre-print servers varies significantly between disciplines, being an embedded and well known practice in areas like Physical Sciences, and almost unheard of in others.

Why should I bother?

Posting a pre-print on a specific pre-print server or repository means your work has the potential to reach other researchers in your discipline and citations can accumulate, earlier. It is also useful to gather early feedback on the paper from your peers, before the official peer-review process of the journal you submit to.

Will my paper be scooped?

Contrary to some fears, pre-prints can actually help protect your work from being ‘scooped’. Most servers register the papers on receipt enabling you to establish provenance should another very similar paper be published after yours. Many pre-print servers enable you to add a DOI allowing you to keep track of your paper and its citations.

Swansea Specifics

Swansea University researchers are not restricted from using preprint servers by the institution. Individual researchers considering submitting a paper do need to check the funder and journal to see if any restrictions apply. This can be done using SHERPA/ Romeo and searching the journal you are considering submitting to.

As stated above, there are preprint servers for different disciplines and institutional repositories can host preprints. The benefits of submitting preprints in terms of citations, engagement and impact will not materialise unless the author/college publicise the paper themselves especially in disciplines which are only just starting to use pre-print servers.

ISS Research Support are happy and able to assist researchers with information regarding journal restrictions, and which pre-print server may be most appropriate. We have a list of pre-print servers and open access repositories here.

Open Access Infographic #1

We are a bit late to the infographics party but thought it was about time we publicly shared a monthly overview of the University’s Open Access publications.

We include the numbers of new publications added to the Research Information System (RIS), together with some stats on E-Theses added to Cronfa, the repository. UKRI funded Gold Open Access requests approved for payment from our grant each month are also included. We will be updating the infographic on a regular basis.

Go to the Cronfa home page for a list of:

  • Most Recent Full Text Additions
  • Top Downloads
  • Most Viewed Authors

You can also see the results for “This week”, “This Month” and “All Time”

Further information on Swansea University Open Access Resources are available here.

Research Information System (RIS) Development Update #2


Where are we now?
The Committee for Research Innovation Strategy and REF Strategy Group have both approved a series of changes to RIS which will be visible in the new version as explained below:

OLD RISNEW RIS

Authors add the same output​ multiple times, meaning multiple checks are required to check Open Access compliance and various versions are available

One output will mean one record.
Additional authors can be added toa record, removing the need for
duplication of efforts and creating one version of the truth with rich metadata​.

Requirement to login to Cronfa to view outputs publicly available​
The system will be more open, allowing the view of items that are publically available in Cronfa. This will provide a more transparent research environment with increased opportunities for collaboration and interdisciplinary working on which our REF submission can be based. Users will still have the option to mark items as confidential and private information will not be visible​.
Impact Case Studies and Environment narratives not able to be shared within RIS until submission​
Updates to the permissions in RISmean that Impact Case Studies thatare not confidential and Environment narratives can be made visible to members of the UoA for feedback once at an agreed point. This functionality can be turned on and off by the UoA. ​
Reports take a long time to produce
Additional reporting functionality will be available to support continuous assessment and to ensure we
have an accurate view of our position ahead of submission in 2020​.

Please see the details below on how to become involved in testing the ‘new RIS’ and to provide feedback.


What next?
The focus for the team is very much on migration and testing at present. Our two priorities are ensuring that from the minute users begin to engage with the new system the experience is a positive one and that the information in the new RIS is correct. With this in mind, we have been having some planning sessions to discuss various steps for migration. We are in the process of fleshing these out and there will be testing undertaken to ensure data is correct.

We hope to automate most of the migration, however where human intervention and checking is required we will look to liaise with the REF Team and REF Officers to manage this. We will not be deleting records at this stage, instead adding them to a parent record e.g. the published document might be the parent record and we attach other versions found in the old RIS e.g. a draft as child records.


Please note, the Outputs Mini-REF for 2019 will be run from the current RIS following the Publications Mini-REF Assessment Process 2019.

Feedback and get involved
Colleagues are welcome to come and view the current stages of development in Faraday, Singleton or to attend bi-weekly showcase meetings where the development team demo the new system, to provide an opportunity for colleagues and inform future developments.
Further to this, we will be undertaking user testing over the coming weeks. If you are interested in taking part please contact Laura Bailey (laura.bailey@swansea.ac.uk) and/or Andrew Burrows (a.j.burrows@swansea.ac.uk).

We will of course keep you up-to-date on progress and training will be provided should the changes to the system necessitate this.

Guest post by Laura Bailey