DMPTool2 Project – April 2013 Report

While the coding has not yet begun, we have made significant progress over the past month in continuing to get pieces in place to strengthen the overall project and community effort. We continue to make frequent announcements on the blog and social media presences to share the status on various project fronts, so please consult those sources for more detail on issues outlined below.

Technical Team
Much of the past month’s technical effort has been spent on review and revision of specifications and hiring of staff. A revised specification document is now complete, along with basic use cases, and each will proceed in the next week forward into development of initial wireframes. In the area of staffing, one of two application developers began on 4/1 at CDL, and interviews continue to fill a second position. In addition, we now have a UI designer on-board at Purdue who will be working on the wireframe and UI aspects during this process. We are presently determining the best process for community review and feedback on technical specifications.

Communications/Outreach Team
The Sloan outreach coordinator position has been posted at UIUC and candidate review will begin 5/2. Both Researcher and Administrative User Advisory Boards are now fully composed, posted on the public website, and initial phone meetings are scheduled for May. Initial meetings will consist of a high-level project introduction and review of technical specifications and plans. The governance structure is now being implemented, and most of the originating institutions have signed the agreement already. We are just beginning the process of enrolling institutions currently setup with authentication to shift them to “Partner” status. We hope to get most of them onboard within a month.

Nothing new to report. We have not yet fully settled on metrics for use in evaluating 1) project success or 2) impact of the new DMPTool. We have an extensive list produced at the kick-off meeting, but are still sorting and determining best choices. We plan to gather feedback from the advisory boards on this topic.

Overall Project
While we expect most of the work to be completed within 2013, final activities may carry into early 2014 given the delays experienced in receiving and processing awards at the main institutions, and the posting and hiring of several key positions.  We remain generally on track to finish within 12 months, considering the startup delay from receiving and processing awards at the main institutions. We are now beginning to move more smoothly.

-Andrew Sallans, University of Virginia Library, DMPTool2 Project Manager

Advisory boards established

In support of the current grant project efforts, we are pleased to announce the establishment of two advisory boards.  One board will focus on the interests and needs of researchers using the DMPTool, and the other will focus on administrative users (ie. librarians, IT personnel, sponsored research officers, funders, etc.).  Our hope is that these two groups will provide necessary concrete and direct advice on how the DMPTool project team can better direct efforts to meet the needs of our various constituencies.  We plan to seek feedback on application functionality, DMPTool content, community engagement, and overall value for their constituents.  Boards will meet virtually on roughly a quarterly basis, scheduled around key milestones where feedback is most needed.

Researcher Advisory Board:

The board is intended to represent the interest of all researchers, scholars, and scientists who use the DMPTool for preparation of data management plans and discovery/access of support resources.

  • Laurie Burgess, Associate Chair, Department of Anthropology, Smithsonian National Museum of Natural History
  • Bruce Campbell, Geophysicist, Center for Earth and Planetary Studies, Smithsonian National Air & Space Museum
  • John W.Cobb, Research and Development Staff Member, Oak Ridge National Laboratory
  • Michael Denslow, Assistant Director for Scientific Research Collections, National Ecological Observatory Network (NEON)
  • Heather Henkel, Information Technology Specialist, United States Geological Survey
  • Puneet Kishor, Project Coordinator for Science and Data, Creative Commons
  • Sharon Leon, Director of Public Projects and Research Associate Professor, Center for History and New Media, George Mason University
  • Keith Micoli, Director of the Postdoctoral Program and Coordinator of Ethics Program, Sackler Institute, New York University School of Medicine
  • Jim Regetz, Scientific Programmer/Analyst, National Center for Ecological Analysis and Synthesis (NCEAS)
  • Angela Rizk-Jackson, Biomedical Informatics Project Manager, Clinical & Translational Science Institute (CTSI), University of California, San Francisco
  • Mary Vardigan, Assistant Director and Director, Collection Delivery, Interuniversity Consortium for Political and Social Research (ICPSR)

Administrative User Advisory Board:

The board is intended to represent the perspective of the administrative and institutional support user group (ie. librarians, IT managers, sponsored research officers, etc.) using the DMPTool to enhance the quality of data management plans from institutional researchers, gain insights into practices and behaviors, and to promote education and best practices in data management planning.

  • Lisa Federer, Health and Life Sciences Librarian, UCLA Louise M. Darling Biomedical Library
  • Mike Frame, Chief of Scientific Data Integration and Visualization, U.S. Geological Survey
  • Patricia Hswe, Digital Content Strategist and Head, ScholarSphere User Services, University Libraries, The Pennsylvania State University
  • Andrew Maffei, Senior Information Systems Specialist, Woods Hole Oceanographic Institution
  • Paolo Mangiafico, Coordinator of Scholarly Communications Technology, Office of Copyright and Scholarly Communication, Perkins Library, Duke University
  • Holly Mercer, Associate Dean of Libraries for Scholarly Communication & Research Services, Director, Newfound Press, University of Tennessee
  • Susan Parham, Head, Scholarly Communication & Digital Curation, Georgia Institute of Technology Library
  • Rebecca Snyder, Digital Media Specialist, Smithsonian National Museum of Natural History
  • Thea Vicari, Director, Sponsored Projects Services, Office of Research, University of California, Merced
  • Alan Wolf, Assistant CIO for Advanced Computing Infrastructure, Office of the CIO and Vice Provost for Information Technology, University of Wisconsin-Madison

Thank you to these individuals for their contributions.

Library Outreach Update

Photo from Flickr by Glyn Lowe

Since our Kickoff Meeting at Berkeley, we’ve hit the ground running to begin working on building a foundation for our IMLS funded library outreach project. Internally we’ve been fine tuning the original IMLS meeting report,  converting it into a calendar of tasks and laying to groundwork for the success of our later objectives. We’ve already begun planning and researching for a series of educational webinars and putting together a wiki to house online resources on data management planning. These resources will stand alone as useful tools, but are also vital first steps toward accomplishing some of our larger goals.

Over the next few weeks our priority is going to be developing educational materials – continuing to assemble research for the coming webinars, putting together outreach materials and talking points, and adding to our list of useful outside resources. Many of these projects will be ongoing, with some major updates coming further down the pipeline to better assist librarians undertaking data management responsibilities.

We’re also going to be gunning for feedback as these projects develop and are finalized. If you’re interested in being involved, please leave a comment or send me an email.

The Guide to Guides: New Wiki Page on Data Management Resources

July 2014 Update: these materials are now available on the DMPTool Website.


One of many possible repositories for your data. Photo from Flickr by Matt.Nicklas

Planning for data management and curation is a major undertaking, and at the outset it can seem imposing. The data management plan is a useful way to break data management into component parts. Over the next few weeks, we will be working on a central repository for useful guides, presentations, and webinars on how to structure your data management plan. Some of these will help walk through the data management plan itself, while others will provide context for why certain sections are required, and how to make the different elements fit together.

The first round of available resources can be found on our bitbucket wiki. We’ll be expanding the scope of this list over the weeks to come, and providing a more granular organization of how these resources can fit into the development of a better, actionable, and funder-friendly data management plan. Some of the highlights include educational materials from the University of Edinburgh, the Cal Poly Libguide to Data Management Plans, and a guidance and resources video specifically for using the effective use of the DMPTool. For those of you looking for more academic papers on the topic, this University of Florida Zotero Group has over 100 items relating to data management and preservation. If you are the author of a data management guide, or know of one that we’ve missed, please let me know at

Announcing the DMPTool Webinar Series

All breeds welcome to the DMPTool Webinar Series! From Flickr by baldr90

As part of our grant from the Institute of Museum and Library Services, we are creating resources for librarians interested in promoting the DMPTool at their institutions. Based on input from a group of librarians back in February, we determined that a webinar series would be useful for introducing the tool, communicating how to use it effectively, and describing how it can be customized for institutional needs.

We are excited to announce our first webinar of the DMPTool Webinar Series on 28 May! We plan to present a webinar every two weeks on Tuesdays, with current plans for 12 webinars. The series will go into November 2013.

A few things to note:

  • All webinars will be recorded and made available for viewing.
  • The webinar schedule might change a bit depending on presenters’ availability.
  • We are always interested in new webinar ideas; please send them to, or comment on this blog post.
  • We plan to collect these webinars and make them available as a set. We then hope to create a short course in Data Management with the DMPTool that will offer certification for librarians as “DMPTool Experts” (we are still working on the title!).

Our current list of topics:

  1. Introduction to the DMPTool (scheduled for 28 May – pre-register now!)
  2. Learning about Data Management: resources, tools, materials you can use
  3. Customizing the DMPTool
  4. Environmental Scan: who’s important at your campus & how to talk to them
  5. Promoting services with the DMPTool; EZID as example (co-promote with EZID)
  6. Data curation profiles webinar (Guest presenter from Purdue)
  7. How to give the data management sales pitch to various audiences
  8. Digital humanities and the DMPTool 
  9. Other tools and resources that work with/complement the DMPTool
  10. Beyond funder requirements: more extensive DMPs (institutional versus funder requirements)
  11. Case studies 1 – how librarians have successfully used the tool (big university library with lots of resources)
  12. Case studies 2 – how librarians have successfully used the tool (small university library few resources)
  13. DMPTool Outreach Kit introduction 
  14. Certification program introduction

Now hiring Communications Coordinator and Requirements Builder

The team is pleased to announce that we have a new half-time role available to join the Alfred P. Sloan Foundation DMPTool2 project as a Communications Coordinator and Requirements Builder.  This is a great opportunity to network extensively with the data management community and focus knowledge around what is REALLY important in providing support for data management planning.  This position will report to Sarah Shreeves at UIUC, and remote work candidates will be considered.   We are looking to fill this position quickly, so apply now and don’t delay!

The Communications Coordinator and Requirements Builder is responsible for:
•  Communicating regularly on the status of the DMPTool 2 project via multiple methods including social media, listservs, conferences, and webinars with stakeholders;
•  In conjunction with the PIs on the grant, communicating with the advisory boards for the DMPTool 2;
•  Outreach to libraries, institutions, and funders in order to build requirements for the second phase of the DMPTool;
•  In conjunction with DataONE providing outreach to researchers in order to build requirements for the second phase of the DMPTool; and
•  Gathering feedback from stakeholders on iterations of the DMPTool.

US Department of Energy Office of Science to Require Data Management Plans

The US Department of Energy has revised its stance on research digital data management. As of October 1 in 2013, all proposals submitted to the DoE Office of Science for research funding will require a Data Management Plan. Based on the White House Office of Science and Technology Policy on Expanding Public Access to the Results of Federally Funded Research, the new standards will focus on data preservation and re-use.

The preliminary data management plan requirements are listed in a presentation available online. They include a mandatory written plan detailing data preservation access. These data resulting from the proposed research funded by the DoE will need to be digitally accessible at time of publication as an information supplement.

The US Department of Energy Office of Science plans to have a full policy statement published by mid-summer.

With all successful pursuits comes governance…

Following two years of collaboration and development of the DMPTool, it now seems the appropriate time to address the lingering questions of “who’s in charge of this thing?” and “what does it mean to be a Partner?”.  The DMPTool team is pleased to now introduce a formal collaboration agreement and set of operating principles to guide the continued efforts, enable broader community engagement, and facilitate collaboration with the data management community.  This seemed like a smart and necessary move as the service has seen users from over 650 institutions and continues to gain interest and diversity in application.  Additionally, this structure will dovetail nicely with the advisory organizations and community-building activities made possible through our current Alfred P. Sloan Foundation and IMLS grants.

Here are the highlights:

  • A DMPTool Steering Group will coordinate all technical, content, and community development activities.  This group will be comprised of DMPTool Partners who have made significant contributions to the DMPTool community and are eager to help guide it’s future.
  • DMPTool Partners will now be defined as institutions, corporations, individuals, or other groups who have signed the collaboration agreement, made the commitment to use the DMPTool technical and content framework via an authenticated connection, and contribute to the community in some other way as well.  We will be working to enroll institutions currently using the DMPTool over the course of the next month.
  • In the interest of building a stronger and more cohesive community, we will now accept new Partners via the following process:
    1. Express interest to the DMPTool Steering Group by writing
    2. Sign the Collaboration Agreement and Memorandum of Understanding.
    3. Establish institutional authentication with the DMPTool.

While the Collaboration Agreement and Memorandum of Understanding is NOT a contract, it does serve as a set of common operating principles for the growth and operation of this service and community effort.  Until DMPTool2 is released, we will house the governance process information on the DMPTool BitBucket wiki pages here: 

We hope that this new structure provides the community with a clear path for decision-making, opportunities for integration with other software and systems, and quite simply, a better-defined entity to affiliate with in order to build community.

The DMPTool team looks forward to your involvement!

-Andrew Sallans & Patricia Cruse, Co-Conveners of the DMPTool Steering Group


Library Outreach: Call for DMPTool Guides

Hello, everyone! My name is Dan Phipps. I’m coming to the DMPTool project from UCLA’s Graduate School of Education and Information Studies. My academic focus has been on informatics, especially the preservation and curation of disaster data. Aside from digitizing maps for the UCLA Digital Libraries project, I’ve also worked at the UCLA Social Science Data Archive to help researchers better archive their data.

I’m working with California Digital Libraries as part of the IMLS funded Librarian Outreach project. Our focus is going to be specific to librarians and the role they play in the development of data management plans. While this is a relatively new hat for some librarians to wear, there is already a lot of resources from data archivists, repository institutions, grant departments and other librarians. We’re hoping to use the DMPTool as both a data management resource as well as a hub for information specialists to find useful materials.

The management of data is a major undertaking for any institution, and involves support everywhere from IT departments to individual researchers to granting offices and beyond. Librarians, by training, are uniquely suited to work within this environment – it is a field that has been focused on providing people with knowledge and support for centuries. Data management and preservation is a relatively new area of focus, but one which will be more and more important in the coming years.

One of the major goals of the Libraries Outreach project is to provide librarians with easy access to educational materials. Over the next few weeks we’ll be highlighting Libguides, wikis, webpages, and other useful online resources that have made using or teaching the DMPTool easier. If there are any references you find particularly useful, please email me your suggestions.

-Dan Phipps

DMPTool2 Project – March 2013 Report


The project team held an initial kick-off meeting on February 20/21 in Berkeley, CA, to realign all team members and other participants around the current status of the DMPTool and new objectives supported through the grant.  Following the kick-off meeting, the team has begun weekly conference call meetings and developed specific project deadlines and goals.  A complete meeting report was prepared.

Technical Team

The initial focus has been on posting of application developer positions, interviewing and hiring, and review of proposed technical specifications.  One developer is scheduled to start work on 4/1, and additional interviews are finishing up for the second position.  Technical specifications are being reviewed and updated and plans are underway for moving forward with use cases and wireframes.

Communications/Outreach Team

This team has focused thus far on filling the 50% roles for the Sloan and IMLS grants and recruiting and preparing advisory boards.  The IMLS outreach coordinator has been hired and the Sloan outreach coordinator position is still being processed by UIUC.  Both the Researcher and Administrative advisory boards are nearly full and initial meetings are presently being planned.  Additionally, Facebook and Twitter presences have been established and are gaining followers.

The process of implementing the proposed governance structure has begun, and originating institutions are now signing the official Collaboration Agreement document.  We will then begin enrolling institutions that have setup institutional authentication, and then we will shift into public enrollment of new “Partners”.


We have not yet fully settled on metrics for use in evaluating 1) project success or 2) impact of the new DMPTool.  We have an extensive list produced at the kick-off meeting, but are still sorting and determining best choices.  We plan to gather feedback from the advisory boards on this topic as well.

Overall Project

We remain generally on track to finish within 12 months, considering the startup delay from receiving and processing awards at the main institutions.   Once our key hires of application developers and community engagement/outreach coordinator are settled, we should proceed more smoothly.   We continue to get inquiries into new collaboration and integration opportunities, and remain aware of new developments with funders (ie. February OSTP mandate).  Recent opportunities include integration with Columbia’s IEDADATA DMPTool, VIVO, and eagle-i.


-Andrew Sallans, University of Virginia Library, DMPTool2 Project Manager