RIS DIY: How to turn multiple data about research into integrated research information? Christoph Wall Director electronic Administration and Services

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1 RIS DIY: How to turn multiple data about research into integrated research information? Christoph Wall Director electronic Administration and Services

2 Agenda Some basics about Freie Universitaet Berlin RIS Stakeholders Information to be obtained from a RIS incl. HERUG members poll RIS FU Berlin and HERUG members poll How to achieve the necessary integration of data into a RIS FUB

3 Some basics about Freie Universität Berlin FUB

FU Berlin: General Information Freie Universität Berlin: Founded 1948 Students c. 31 000 Employees c.

4 FU Berlin: General Information Freie Universität Berlin: Founded 1948 Students c Employees c Departments and Central Institutes c. 15 IT-Organisation: CIO Board 4 central IT areas 220 documented IT procedures FUB

5 FU Berlin: Research KPIs 2013 Overall operating budget ca. 500 T Third party funded research spendings ca. 125 T Number of research projects ca Number of Publications 5979 FUB

6 Core IT-Components SAP based Info-Systems SAP Migration pending Solutions for the Administration: CO: HCM: Org. Man.: ora: FI: PSM: BIOS: Controlling Human Capital (Accounting) Organization Management online accounts balance Financials Public Sector Management Procurement CLAKS: Dangerous substance Management CAFM: Facility Management Org. Man. ora CMS Blackboard Info- DB SLcM obi Aleph Solutions for Research and Teaching: Info-DBs: - Research Project (3rd party funded) - Research Project (internally funded) - Publications Database obi: Aleph: ilv: SLcM: SOS: ZUL: Blackboard: CMS: online Literature Services Library System Course Planning Student Lifecycle Management Student Administration Application Management e-learning Plattform FU Website FUB Mail Internet Services FUDIS FUDIS / IdM Networks Server and Storage 6

7 RIS Stakeholders FUB

8 Design Thinking Corporate Persona Research Project Lead 8

9 Design Thinking Corporate Persona Member of Management 9

10 10 So: Who wants to know? Researchers Administration Management Marketing Funders

11 Information to be obtained from a RIS FUB

12 12 Researchers How much of my budget do I have left in my project? Which funding organization does fund projects in my area of research? Who of my organization has contacted this funder when about what?

13 13 Administration Are my projects spending their budget in compliance with the funders regulations? Are we in risk of overspending or underutilizing funds? Are my project applications promising and in compliance with my university s regulations? How much third party money have we been awarded and how much have we spent this year?

14 14 Management How much third party money have we been awarded to be spent in which year to come (for calculation of KPI-based additional gouvernement funding)? How are my departments performing researchwise (for calculation of KPI-based additional funding of departments)? How much third party money have we been awarded and how much have we spent this year?

15 15 Marketing Show the research potential of our university to the public Help the researchers publish their profiles to the public Make sure all information relevant to university rankings are available

16 16 Funders Has the money I gave out been spent according to the agreed terms?

17 17 Typical Information needed by HERUG Members Information needs Needed by: Projects by Funder 12 Projects by Researcher 12 Projects by Subject Area 12 Funds by Department 12 Funds by Funder 12 Projects by Department 11 Funds by Subject Area 11 Remaining Funds by Project 11 Patents by Department 10 Subjects by Funder 9 Patents by Researcher 9 Patents by Subject Area 9 Project Chairs by Department 9 Publication Score by Department 9 Subjects by Department 8 Subjects by Researcher 8 Publication Score by Researcher 8 Publication Score by Subject Area 8 Project Chairs by Researcher 7 Project Chairs by Subject Area 6

18 18 Information Requirements (most needed) Information needs Projects by Funder Projects by Researcher Projects by Subject Area Funds by Department Funds by Funder Projects by Department Funds by Subject Area Remaining Funds by Project Patents by Department Subjects by Funder Patents by Researcher Patents by Subject Area Project Chairs by Department Publication Score by Department Subjects by Department Subjects by Researcher Publication Score by Researcher Publication Score by Subject Area Project Chairs by Researcher Project Chairs by Subject Area required available

19 19 Information Requirements (least available) Information needs Patents by Subject Area Funds by Subject Area Publication Score by Subject Area Patents by Department Project Chairs by Department Project Chairs by Subject Area Patents by Researcher Publication Score by Department Subjects by Researcher Publication Score by Researcher Project Chairs by Researcher Projects by Subject Area Funds by Funder Subjects by Funder Projects by Funder Funds by Department Subjects by Department Projects by Researcher Remaining Funds by Project Projects by Department required available

20 RIS FU Berlin FUB

21 21 Statistics Database Third Party funded Projects Internally funded Projects Publications Database Procurement Project Procurement Files Electronic Project ballance sheet Contract Database Funds Prognosis Tool

22 Research Statistics System 22

23 Overview Research Activities and Spendig 23

24 24 Publications Number of Publications FU allocation value points Publications by type

25 25 Projects-Database (selection criteria) Project Administration

26 26

27 Basic information / Collaboration 27

28 Key words, Content 28

29 Financial Project Overview 29

30 30 Overview Procurement for Projects Due to recent renovations in our procurement system (migration from homegrown to SAP SRM) currently no overview of articles purchased for the project can be schown

31 Contracts 31

32 32 Deployment of RIS Components within HERUG Members Component In Use by: Project Database 12 Cost Controlling Monitor 11 Personnel Controlling 11 Patent Database 9 Publication Scores 8 Contract Database 8 Electronic Application Support 6 Funds Forecast 5 Funder - CRM 3 RIS Cockpit 2 Timesheet 1 Collaborative communication 0

33 33 RIS Components deployed RIS Components in Use Project Database Cost Controlling Monitor Personnel Controlling Patent Database Publication Scores Contract Database Electronic Application Support Funds Forecast Funder - CRM RIS Cockpit SAP non-sap

34 34 Missing SAP-base in RIS Components deployed RIS Components in Use Patent Database Publication Scores Electronic Application Support Contract Database Project Database Funder - CRM Funds Forecast RIS Cockpit Personnel Controlling Cost Controlling Monitor non-sap SAP

35 35 How to achieve the necessary integration of data into a RIS?

36 36 Statistics Database Third Party funded Projects Internally funded Projects Publications Database Procurement Project Procurement Files Electronic Project ballance sheet Contract Database Funds Prognosis Tool

37 1 Cockpit for flexible Data-Retrieval Statistics Database 2 Funders CRM Third Party funded Projects CMS Internally funded Projects CMS Publications Database Contract Database 6 Third Party funded Projects File Project Procurement Files Electronic Project ballance sheet Funds Prognosis Tool Patents- Database 7 electronic application support

38 38 Alternative ways to complete the picture - The DIY-Solution Build the missing components and connections yourself. Then build a Research Cockpit on top that connects to all your data (hope you have a data model that supports this). DIY SAP Non SAP - DIY plus ready made Components Extract all research relevant data you have in your existing components and interface them to a professional Research Cockpit you buy from the market. Add additional data directly into this RIS. - Ready made Solution Forget the components you have, buy a comprehensive new solution that comes with a data connector to extract back office data. Migrate existing data.

39 39 Dr. Christoph Wall Boltzmannstr Berlin Germany

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