INFORMATION SERVICES DIVISION
RIISG Combined Working Group # 3 & Working Group # 4
12th October 2012
MINUTES
PRESENT:
Andrew Clark, Office of the Vice-Provost Research (ACk)
Nikki Clayton, Information Manager (HR) (NC)
Andrew Cooper, Assistant Director (Policy and Communications / REF Manager)
(Registry) (ACo)
Sue Cooper, Research Services (Finance) (SC)
Geoff Dunk, Faculty of Life Sciences (GD)
Mike Griffiths, Director of Research Services (Finance) (MG)
Graham Hunt, Head of Research Applications and Services ISD, (GH)
Sinead Kennedy, Office of the Vice-Provost Research (SK)
Ofer Lahav, MAPS Faculty (OL)
Gavin Mclachlan, Director of Information Systems (ISD) (GMc)
Anne Mortimer, Office Vice-Provost Enterprise (AM)
Nour Shublaq, Department of Chemistry (NS)
Jonathan Tennyson, Department of Physics and Astronomy (JT)
APOLOGIES:
Henriette Bruun, Office of the Vice-Provost Research (HB)
Anthony Finkelstein, Dean of Faculty of Engineering Sciences (AF)
Krista Macmillan, Office of Vice-Provost Enterprise (KM)
Martin Moyle, Digital Curation Manager (Library Services) (MM)
Antony Peacock, Advanced Information Services Centre (AP)
David Selwood, Faculty of Medical Sciences (DS)
Jacob Sweiry, Office of the Vice-Provost Research (JS)
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
2
Matters Discussed
1.1
Welcome and apologies
1.1.1 GH welcomed colleagues to the meeting
1.1.2 Apologies were noted.
1.2
Matters Arising
1.2.1 GH explained the decision to combine Working Group # 3 & Working
Group # 4 was based on recommendations from both groups which met in
June 2012. Combined Group meetings would take place until initiation of
bid process. This would be reviewed throughout 2013.
1.2.2 GH explained the Working Group pages on the UCL Intranet and
presented the branding logo.
1.3
Current Programme Status
1.3.1 Existing services were discussed as follows:
1.3.2 IRIS was released on 19th September 2012 by way of a new look and feel,
as well as re-engineered and re-hosted based on how it was run. The
modification of the IRIS Admin Area of profile skills displayed both old and
new views. The intention is to return to a quicker release cycle through
the next phase. GD enquired as to whether the IRIS launch had been
published and promoted. GH explained that a non-disruptive release had
been deployed. GD highlighted that users would be unable to fully utilise
the extra facilities of new version of IRIS as they would not be aware that
they exist and this would lead to duplication of information. GMc informed
all that IRIS had been discussed at the last UCL Senior Management
Team (SMT) meeting and that IRIS was the face of UCL with
approximately 80% usage. GMc also highlighted the uses and functions
of IRIS, explaining that Academics should understand that they are
usually searched for via the web. NS suggested using information within
IRIS to populate the appraisal form as it holds information knowledge
transfer and knowledge capture which could be disseminated. GD
enquired whether IRIS would pull information from PAR (Professorial
Appraisal Review). NC explained that PAR was currently under review. It
was noted that IRIS gave everyone at UCL an individual web presence. It
was agreed a re-launch and promotion be repeated in order to
communicate the extra facilities to users. It was also agreed that further
interactions take place re knowledge transfer to be captured via IRIS. AM
indicated an interest in taking part in interactions.
AGREED
ACTION: GH to organise knowledge transfer interactions and liaise with
AM.
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
3
1.3.3 Research Publications Systems (RPS). GH presented the latest updates,
including the Sympletic’s Roadmap for additional REF functionality. As
well as the expansion of the system to allow ROS extracts, for which
testing of funding data is underway. JT enquired whether non financial
grant information is available via RPS; ACo explained that information
currently available was for people and environments. GD enquired as to
how public engagement activities and Academic C.Vs could be captured?
GH explained that this could be achieved by capturing data via IRIS
through knowledge transfer and that a prototype for this was currently
underway. GH clarified how the Symplectic’s suite was able to add a
module to incorporate funding grants in RPS which would associate
publications with grants to then create a ROS (Records Office System)
extraction for download. ACk enquired as to whether this could be
expanded to include monitoring of adherence to the UK and European
Open Access policies?
ACTION: GH to confirm with Martin Moyle, UCL Library services if RPS,
ROS extraction download can be expanded to include monitoring of Open
Access adherence.
1.3.4 Service Review. GH explained that as part of ongoing SMART-IT work,
the “top 20” services were being assessed for service improvement.
Workshops were being held to evaluate service design for IRIS, RPS and
UCL Discovery. Customer surveys would be sent out to groups and then
cascaded to form user groups. By December 2012 a service
improvement plan would be in place.
1.3.5 Research Accelerator: GH explained that this was a third party hosted
and supported service in collaboration with Yale University, USA. A
decision was required as to whether to further invest in a January to
December 2013 license. The current cost was £21,000 increasing to
£21, 500. GMc highlighted that there was little activity within the system
by UCL, Yale or Cambridge and that Facebook, Twitter are far more
exploited than Research Accelerator. OL suggested that ISD promote this
service by holding presentations for UCL HoDs to highlight the functions
etc. NS indicated that Research Accelerator was very biomedical focused
and mainly used in field of cardio vascular medicine. MG informed all that
if this service is terminated, then it was imperative that Prof John Martin,
UCL Cardiovascular Medicine be informed.
ACTION: GH to liaise with Prof John Martin, UCL Cardiovascular
Medicine re status of Research Accelerator.
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
1.3.6
Continuing Projects 2012/2013 as follows:
REF2014 support
• Creation and testing of reports against IRIS/RPS data
• Support for output nominations within RPS REF module
IRIS Enhancements
• Incorporate new Knowledge Transfer / Interactions data
As per proposal from WG4 meeting 20 Aug 2012
To be confirmed in terms of priority by project board 20
Oct 2012
• New Funding views (difference in re-platform version)
incorporating:
Security module: displaying separate information for
public and UCL. UCL function displays all funding by all
UCL staff and permits the input of additional funding.
Visibility is for IRIS profile holders only. Exception: One
person (administrator) permitted full visibility (even
without IRIS profile).
• Continue new look and feel to all screens including Edit Profile
Pages.
Funnelback over UCL/Discovery
• Improvement of the searching of UCL/Discovery from general
UCL search
• Integrated with Funnelback upgrade project
1.3.7 New Projects as follows:
Research Information Management System
• Project has started, budget assigned, project board to be set
up.
• Project Brief in near completion.
Equipment Register (Kit – Catalogue)
• Support for RC’s mandate for equipment/facility sharing
• Currently a hosted demo of Kit-Catalogue at Loughborough
University free of charge for now
• Plan for UCL installation and integrate with single sign-on.
• Project being conducted as “MINOR WORKS”
GMc highlighted that when applying for funding grants, that it must be
made known that equipment was not already available at UCL.
4
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
5
ACk enquired as to whether the Equipment Register
(Kit – Catalogue)would:
 List all equipment available
 Give live update of equipment availability
GD enquired if this information could be fed into the Annual
Department Equipment Inventory, required by UCL Finance. GH
explained that it was possible to add asset fields and then review
reporting fields via a reporting engine. ACo expressed the urgency to
install Equipment Register (Kit – Catalogue) as is. Then perhaps
enhance it, in conjunction with RIM project as the requirements for
feeding information could be relatively easy if a national requirement.
AGREED
ACTION: GH to move forward with installation of Equipment Register
(Kit – Catalogue)
NC highlighted the importance of engagement, communication and
perhaps branding strategy for this service. GMc informed all that this
would be undertaken by the Research Computing facilitators. NS
suggested associating the Equipment Register (Kit – Catalogue) with
CRICK Institute.
AGREED
ACTION: GH to explore associating Equipment Register (Kit –
Catalogue) with CRICK Institute.
1.3.8 GD suggested the UCL HR Induction portal be linked to the
Researcher area which could then be linked to needs and services
available which could be linked into IRIS. NS highlighted the success
of HR Induction Portal at Oxford University at departmental level.
ACTION: NC to review the UCL HR Induction Portal and report back.
1.3.9 GH explained that LAMIS (Laboratory Animal Management Information
System), sponsored by Biological Services had been added to the
Research Portfolio and the service owner was Graham Hunt.
1.3.9 Recurrent Budget: GMc explained that funding for some projects had
not been approved by UCL finance therefore funding would be shaven
from other projects ensuring priority projects are initiated. The RIISG
had set aside an annual £70k for minor works to fund important
projects at UCL which could be implemented quickly. GH presented a
“strawman” regarding project funding and explained that funding for
eLab notebook project had not been approved. However, UCL Division
of Cancer, were investigating a small project regarding eLab notebooks
for research rather than teaching.
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
6
1.4 AOB
1.4.1 GD highlighted the importance of recording PhD completion rates via Log
books to investigate PhD student numbers. ACk informed all that this project was in
progress and that the aim is to urge 98% of PhD students to use Log books, as
currently the information on Log books and paper is inconsistent.
ACTION: GH to investigate who is the owner of PhD log books.
2. ACTION POINTS
No
8
Date first
raised
16/03/12
Minute
Owner
1.4.10
GH
Action
Build up a risk register for
Status
Notes
Ongoing
milestones,
implementation dates and
any impact on REF.
9
10
15/06/12
15/06/12
1.3.3.3
1.4
GH
GH
Draft a project brief for the
Research Information
Completed
Brief produced, project in
startup, PID in
Management System
project, including
production, project board
formed and has met.
resourcing needs of BA,
Project on track for
PM or consultant
recommendation on next
phase by Spring 2013
Propose to GMc and
WG4 that WG3 and 4 be
Completed
merged to one group
Meetings as combined
group since Autumn
2012
given the expected
portfolio of projects across
both for 2012/13.
11
12/10/2013
1.3.2
GH
Organise knowledge
Ongoing
transfer interactions.
Meetings held, proposal
to project board and
being reviewed within
IRIS Phase IV project
12
12/10/2013
1.3.3
GH
Confirm with Martin
Moyle, Library Services if
New
RPS, ROS extraction can
be expanding to help
monitor adherence to UK
& EU Open Access
Policies.
13
12/10/2013
1.3.5
GH
Liaise with Prof John
Completed
Decision agreed with
Martin, Cardiovascular
medicine re status of
John Martin to withdraw
from Research
Research Accelerator.
Accelerator. RA have
offered 6 months
additional usage for free!
Combined Working Group # 3 & Working Group # 4, Minutes, 12 October 2012
No
Date first
raised
Minute
Owner
14
12/10/2013
1.3.7
GH
Action
Implement Equipment
Status
New
7
Notes
Ongoing
Register (Kit-Catalogue)
15
12/10/2013
1.3.7
GH
Associate Implement
Equipment Register (Kit-
New
Catalogue) with CRICK
Institute
16
12/10/2013
1.3.8
NC
Review the UCL HR
Induction Portal and
New
report back
17
12/10/2013
1.4.1
GH
Investigate who is owner
of PhD Log book
New
3. Next Meeting
Currently next meeting of this working group is planned for:
9th January 2013 from 11am to 1pm, Venue: Cruciform Foyer 101 Seminar Room 1,
Cruciform Building, Gower Street, London WC1 6BT