This document provides an overview and agenda for a research data network event focusing on research data management. The event aims to discuss latest developments in RDM tools and services, share ideas and practices, and network. Presentations from the event will be shared online. Logistics like wifi access and note sharing are provided. The document also includes an agenda item on business case and costing for RDM that will discuss pain points around tracking costs, cost recovery, and evaluating benefits of RDM. It will share outputs from a Jisc project on developing business cases and costing models for RDM.

2. Paul Stokes
Welcome

3. Aims of Event
»Welcometo the 4th in our series of Research Data Network
events!
»We would like you to :
› Learn about and discuss the latest developments in Research
Data Management focusing on tools, solutions, services and
products
› Hear about and feed into our emerging Jisc RDM services
› Network with each other and share ideas and practice

4. Amplification
»Twitter #JiscRDM
»Shared note taking:
https://research-data-
network.readme.io/docs/4th-
research-data-network-york-
university
»Wifi: Eduroam or CityConnect
»Look out for our Jisc RDM
blog:
https://researchdata.jiscinvolv
e.org/wp/
»Presentations will be put up on
on Slideshare after the event
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5. Housekeeping
»No alarms planned
»Lavatories on every
floor
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6. Les bagages
Please collect your bags at lunchtime…..
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7. Paul Stokes
Research data business case and
costing process
Rob Johnson
Andrea Chiarelli

8. Overview
»Business Case and Costing for Research Data Management
› A need expressed by the community – R@R
› https://www.jisc.ac.uk/rd/projects/business-case-and-costing-for-
research-data-management
› Outputs on http://researchdata.network
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9. Pain Points
»Tracking costs
› How?
› What information needs to be collected?
»Cost recovery mechanisms
› Is it possible?
› Is there an accepted methodology?
› How do you cope equitably with disciplinary differences?
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10. More Pain
»Post project funding
› How can something (preservation) be paid for after a project has
finished?
»Who benefits?
› The direct beneficiary of reused data may not be those who paid
for it
»How do you evaluate indirect benefits?
»How much do I put into my proposal budget and what is allowable?
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11. BCCRDM Conclusions
»Everything has a price
› How do you know what it
is?
»Someone needs to pay
› How do you know how
much and who?
»What are the Benefits to
offset the costs?
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12. Outputs
»High level business case with
accompanying assets
»Case studies
»Cost logic model
»Advice and guidance

13. Making the Case for Research Data Management
Rob Johnson, Director, Research Consulting
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14. Background
»Benefits of RDM mostly described qualitatively or at a high level
»Lack of a solid body of evidence can hinder advocacy
»Range of tools and resources available to promote RDM in your
institution, including…
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15. Tools & Resources for advocacy
1. High-level RDM business case
» Economic benefits
» Research efficiency
» Recognition and reputation
» Restrictions and exceptions
» Institutional benefits
27/06/2017 Business Case and Costing for RDM
https://research-data-network.readme.io/docs/high-level-business-case
15

16. Tools & Resources for advocacy
2. The Data Assessment Framework
toolkit
http://doi.org/10.5281/zenodo.177876
2016 DAF survey
http://doi.org/10.5281/zenodo.177856
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17. Tools & Resources for advocacy
3. Video interviews – benefits of RDM
» Re-use: rewards, incentives and mindset
» The institutional perspective
» Vision for the future
» Drivers, policy and potential
» Open research data and economic potential
https://research-data-network.readme.io/docs/videos
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18. Research Data Management Case Studies
Rob Johnson, Director
Andrea Chiarelli, Consultant
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19. Using case studies to investigate RDM benefits
Pros
1. Rich and varied picture of
impacts
2. Highlights qualitative
benefits of RDM
3. Blend of long-form and short-
form case studies to suit
different purposes
27/06/2017 Business Case and Costing for RDM
Cons
1. Difficult to find examples
for all disciplines
2. Limited quantitative
evidence available
3. Bias towards large,
collaborative initiatives
19

20. Using case studies to investigate RDM benefits
27/06/2017 Business Case and Costing for RDM
9
6
6
5
4
4
3
2
1
1
1
1
1 1
Number of case studies by research subject area (n=45)
Medical and health sciences
Biological sciences
Earth sciences
Studies in human society
History and archaeology
Language, communication and culture
Information and computing sciences
Environmental sciences
Engineering
Agricultural and veterinary sciences
Physical sciences
Psychology and cognitive sciences
Mathematical sciences
Built environment and design
20

21. Enablers of RDM benefits
Data infrastructures and data aggregation play a key role
International collaborations lead to advanced discoveries
The digitisation of heritage information empowers scientists
Open licensing is an enabler of new findings
The nature of the process must be embraced: the impact of RDM is normally seen after a long
time!
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22. Data infrastructures and data aggregation play a
key role
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23. 27/06/2017 Business Case and Costing for RDM
Fighting corruption in public sector procurement
Source: Unsplash – CC0
23

24. 27/06/2017 Business Case and Costing for RDM
Achieving sustainable farming
Source: Unsplash – CC0
24

25. International collaborations lead to advanced
discoveries
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26. 27/06/2017 Business Case and Costing for RDM
A data-based approach to prevent curable eye diseases
Source: Unsplash – CC0
26

27. 27/06/2017 Business Case and Costing for RDM
The world vs E.coli
Source: Wikimedia – CC0
27

28. The digitisation of heritage information empowers
scientists
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29. 27/06/2017 Business Case and Costing for RDM
Art from the comfort of your chair
Source: Pixabay – CC0Source: Unsplash – CC0
29

30. Source: Unsplash – CC0
27/06/2017 Business Case and Costing for RDM
Digitised heritage information
30

31. Our collection of RDM case studies
»You can find the case studies
we discussed, along with many
more, at:
https://doi.org/10.5281/zenodo
.817936
»More information and
summaries can be found at:
https://research-data-
network.readme.io/docs/case-
study-abstracts
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32. Costing outputs
»Economic analysis of the costs
and benefits of Research Data
Management
»Costing template
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33. Costing
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34. Costing
It’s difficult
Why?
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35. Costing
People don’t
know what
they’re costing
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36. Steps
Step 1. Define what you’re costing
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37. Costing
Activity
Based
Costing
1. Determine ALL activities
associated with a
product/service (direct
and indirect)
2. Establish costs for those
activities
3. Add it all up and divide by
the number of units to
get the unit cost
3727/06/2017 Business Case and Costing for RDM

38. Costing
Traditional
Costing
1. Determine the direct
costs (e.g. Salary)
2. Add the company
“standard” overhead (e.g.
salary x %)
3. Add it all up and divide by
the number of units to
get the unit cost
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39. Costing
An example:
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40. Costing
More accurate
BUT
Harder to do
ABC versus Traditional
Easier to do
BUT
Less accurate
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41. Costing
What activities?
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42. Costing
4227/06/2017 Business Case and Costing for RDM

43. Costing
»Identify the people (probably from Finance and/or IT) who’s help
you will need to get the information
»Identify the systems / data sources that can provide the required
information.
»Start gathering the costing information and crunching the numbers
4327/06/2017 Business Case and Costing for RDM

44. Costing
Non!
De Gaulle Finance 4427/06/2017 Business Case and Costing for RDM

45. Costing
»Variable costs
› Vary in proportion to volumes of data
› Possibly not directly in proportion
› E.g. cloud storage
»Fixed costs
› NOT FIXED!
› Step changes in relation to volumes of data
› E.g. staff
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46. Steps
Step 1. Define what you’re costing
Step 2. Define the methodology
4727/06/2017 Business Case and Costing for RDM

47. Costing
48
Build your (local) cost tool
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48. Costing
4927/06/2017 Business Case and Costing for RDM

49. Costing
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50. Steps
Step 1. Define what you’re costing
Step 2. Define the methodology
Step 3. Plug in the numbers
5127/06/2017 Business Case and Costing for RDM

51. Steps
Take a step back…
Why are you costing?
5227/06/2017 Business Case and Costing for RDM

52. Steps
Step 0. Decide why you’re costing
Step 1. Define what you’re costing
Step 2. Define the methodology
Step 3. Plug in the numbers
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53. Modelling
»What of the future needs?
»Models
»Modelling resources
› 4C / Curation Exchange
http://www.curationexchange.org/understand-your-costs/19-
summary-of-cost-models
»Scaling
› E.g. Number of users, volume of data, number of copies, etc
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54. Cost Comparison
56Business Case and Costing for RDM

55. Process
»Register/Login
»Create an Organisation
»Create a cost set (or sets)
–Map Asset types
–Map to activities
–Map to purchases and staff
»Compare
»(Publish)
57Business Case and Costing for RDM

56. Steps
Step 0. Decide why you’re costing
Step 1. Define what you’re costing
Step 2. Define the methodology
Step 3. Plug in the numbers
(Step 4. Choose a model)
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57. Rinse and Repeat! 65Business Case and Costing for RDM

58. http://researchdata.network
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59. Next steps
»Has the fat lady sung?
Not quite
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60. Links
»4C Project—http://4cproject.eu/
»Curation Costs Exchange—
http://www.curationexchange.org/
»Business Case and Costing for RDM—
https://www.jisc.ac.uk/rd/projects/business-case-
and-costing-for-research-data-management
»Business Case and Costing for RDM outputs—
https://research-data-
network.readme.io/v2.01/docs/overview
69Business Case and Costing for RDM

61. Interactive
Questions….?
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62. Thank you
rob.johnson@research-consulting.com
andrea.chiarelli@research-consulting.com
@rschconsulting
www.research-consulting.com
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63. jisc.ac.uk
Have a great day two!
Paul Stokes
paul.stokes@jisc.ac.uk
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64. Scaffold - David Gray - CC BY-NC - https://flic.kr/p/5hmJqA
Shout - Sebastiaan ter Burg - CC BY - https://flic.kr/p/dobs8W
Nails - Mark Hunter - CC BY - https://flic.kr/p/9HYdgo
Question Everything (Nullius in verba) Take nobody's word for it- Duncan Hull - CC BY -
https://flic.kr/p/iVLZt
Papa Bruno take out 191109 - Ambernectar 13 - CC BY-ND - https://flic.kr/p/7gMjnV
Historic Preservation Sign - Alan Levine – CC BY – https://flic.kr/p/bRNDtF
Rinse and Repeat - Benson Kua – CC BY-SA - https://flic.kr/p/9pPjDS
oh no!- torbakhopper - CC BY - https://flic.kr/p/bBJwXg
All other images CC0
Acknowledgements
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