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RIS DIY: How to turn multiple data about research into integrated research information ? Christoph Wall Director electronic Administration and Services
RIS DIY:How to turn multiple data about research into integrated research information ?
Christoph WallDirector electronic Administration and Services
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Agenda
Some basics about Freie Universitaet Berlin
RIS Stakeholders
Information to be obtained from a RIS incl. HERUG members poll
RIS components @ FU Berlin and HERUG members poll
How to achieve the necessary integration of data into a RIS
CAFM @ FUB 20140917
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Some basics aboutFreie Universität Berlin
CAFM @ FUB 20140917
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FU Berlin: General Information
CAFM @ FUB 20140917
Freie Universität Berlin:Founded 1948
Students c. 31 000Employees c. 6 100Departments andCentral Institutes c. 15
IT-Organisation:CIO Board4 central IT areas220 documented IT procedures
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FU Berlin: Research KPIs
CAFM @ FUB 20140917
2013
Overall operating budget ca. 500 T€
Third party funded research spendings ca. 125 T€
Number of research projects ca. 2040
Number of Publications 5979
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Black-board
AlephOrg. Man.
oRA
Info-DB
oBi
SLcM
Server and Storage
Internet ServicesFUDIS
Networks
Info-Systems
CMS
Core IT-ComponentsSAP based
FUDIS / IdM
Solutions for Research and Teaching:
Info-DBs:- Research Project (3rd party funded)- Research Project (internally funded)- Publications Database
oBi: online Literature Services
Aleph: Library System
iLV: Course Planning
SLcM: Student Lifecycle Management
SOS: Student Administration
ZUL: Application Management
Blackboard: e-learning Plattform
CMS: FU Website
Solutions for the Administration:
CO: Controlling
HCM: Human Capital (Accounting)
Org.Man.: Organization Management
oRA: online accounts balance
FI: Financials
PSM: Public Sector Management
BIOS: Procurement
CLAKS: Dangerous substanceManagement
CAFM: Facility Management
SAP Migration pending
CAFM @ FUB 20140917
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RIS Stakeholders
CAFM @ FUB 20140917
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Design ThinkingCorporate Persona „Research Project Lead“
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Design ThinkingCorporate Persona „Member of Management“
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So: Who wants to know ?
• Researchers
• Administration
• Management
• Marketing
• Funders
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Information to beobtained from a RIS
CAFM @ FUB 20140917
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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?
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Administration
• Are „my“ projects spending their budget in compliance with the fundersregulations?
• Are we in risk of overspending or underutilizing funds?
• Are „my“ project applications promising and in compliance with myuniversity‘s regulations?
• How much third party money have we been awarded and how muchhave we spent this year?
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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 ofKPI-based additional funding of departments)?
• How much third party money have we been awarded and how muchhave we spent this year?
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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
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Funders
• Has the money I gave out been spent according to the agreed terms?
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Typical Information needed by HERUG MembersInformation needs Needed by:Projects by Funder 12Projects by Researcher 12Projects by Subject Area 12Funds by Department 12Funds by Funder 12Projects by Department 11Funds by Subject Area 11Remaining Funds by Project 11Patents by Department 10Subjects by Funder 9Patents by Researcher 9Patents by Subject Area 9Project Chairs by Department 9Publication Score by Department 9Subjects by Department 8Subjects by Researcher 8Publication Score by Researcher 8Publication Score by Subject Area 8Project Chairs by Researcher 7Project Chairs by Subject Area 6
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Information Requirements (most needed)0 2 4 6 8 10 12
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
Information needs
required available
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Information Requirements (least available)
0 2 4 6 8 10 12
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
Information needs
required available
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RIS Components@ FU Berlin
CAFM @ FUB 20140917
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Third Party funded
Projects
Internallyfunded
Projects
ContractDatabase
Publications Database
Electronic Project
ballancesheet
Funds Prognosis
Tool
ProcurementProject Procurement
Files
Statistics Database
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Research Statistics System
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Overview Research Activities and Spendig
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Publications
Number of Publications FU allocation value points
Publications by type
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Projects-Database (selection criteria)
Project Administration
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Basic information / Collaboration
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Key words, Content
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Financial Project Overview
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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 theproject can be schown
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Contracts
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Deployment of RIS Components within HERUG MembersComponent In Use by:Project Database 12Cost Controlling Monitor 11Personnel Controlling 11Patent Database 9Publication Scores 8Contract Database 8Electronic Application Support 6Funds Forecast 5Funder - CRM 3RIS Cockpit 2
Timesheet 1Collaborative communication 0
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RIS Components deployed
0 2 4 6 8 10 12 14
Project Database
Cost Controlling Monitor
Personnel Controlling
Patent Database
Publication Scores
Contract Database
Electronic Application Support
Funds Forecast
Funder - CRM
RIS Cockpit
RIS Components in Use
SAP non-SAP
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Missing SAP-base in RIS Components deployed
0 2 4 6 8 10 12 14
Cost Controlling Monitor
Personnel Controlling
RIS Cockpit
Funds Forecast
Funder - CRM
Project Database
Contract Database
Electronic Application Support
Publication Scores
Patent Database
RIS Components in Use
non-SAP SAP
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How to achieve thenecessary integration of
data into a RIS ?
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Third Party funded
Projects
Internallyfunded
Projects
ContractDatabase
Publications Database
Electronic Project
ballancesheet
Funds Prognosis
Tool
ProcurementProject Procurement
Files
Statistics Database
FundersCRM
Third Party fundedProjects
InternallyfundedProjects
ContractDatabase
Publications Database
Cockpit for flexible Data-Retrieval
Patents-Database
Electronic Project
ballancesheet
Funds Prognosis
Tool
Third Party funded
Projects File
Project Procurement
Files
CMS
CMS
electronic application support
1
23 4
5
6
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Statistics Database
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Alternative ways to complete the picture
- The DIY-SolutionBuild 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 plus ready made ComponentsExtract all research relevant data you have in your existingcomponents and interface them to a professional Research Cockpit you buy from the market. Add additional data directly into this RIS.
- Ready made SolutionForget the components you have, buy a comprehensivenew solution that comes with a data connector to extractback office data. Migrate existing data.
Non SAP
SAP
DIY
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Dr. Christoph WallBoltzmannstr. 1814195 BerlinGermany
[email protected]+49 30 838 58000
mailto:[email protected]
RIS DIY:�AgendaFoliennummer 3FU Berlin: General InformationFU Berlin: Research KPIsCore IT-Components�Foliennummer 7Design Thinking �Corporate Persona „Research Project Lead“Design Thinking �Corporate Persona „Member of Management“So: Who wants to know ?Foliennummer 11ResearchersAdministrationManagementMarketingFundersTypical Information needed by HERUG MembersInformation Requirements (most needed)Information Requirements (least available)Foliennummer 20Foliennummer 21Research Statistics SystemOverview Research Activities and SpendigPublicationsProjects-Database (selection criteria)Foliennummer 26Basic information / CollaborationKey words, ContentFinancial Project OverviewOverview Procurement for ProjectsContractsDeployment of RIS Components within HERUG MembersRIS Components deployedMissing SAP-base in RIS Components deployedFoliennummer 35Foliennummer 36Foliennummer 37Alternative ways to complete the pictureFoliennummer 39
