ORPS/MIS. Research Data Workshop

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Items to be covered in this workshop:

• Where to go for help

• Standard reports via the Reportal

Standard BusinessObjects reports utilising research data will be demonstrated. These reports are available to staff via the Reportal.

• An overview of the Research data collection

Background to the data and systems will be provided. Some important terms will be discussed, as well as tips for understanding and using the data.

The “Official” research data universes contain data from a number of sources including Research Master, and are named:

Research Performance Indicators Research External Indicators

The “Current” research data universes contain data from the Research Master operational system and are called:

Research Projects Research Publications

Note that Research Higher Degree student administration is handled separately – there is a universe containing data from SI-net. This will only be discussed briefly today.

SInet Scholarships and Research

ORPS/MIS

Research Data Workshop

April 2007 Room 566

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Where to go for help

For Assistance with research standard reports, the Reportal or

BusinessObjects:

MIS can assist you with queries about access to BusinessObjects and/or the Reportal, training, using and developing standard reports and explanations of most data terms. MIS provide assistance when using BusinessObjects via remote shadowing.

Example: How can I filter my report to show only one granting scheme?

Example: I cannot find a report to show publication details for an academic in my school – are you aware of a report that may help?

All UQ staff are eligible to have access to BusinessObjects and/or the Reportal. An online application form is available via the MIS website.

Training: BusinessObjects training is offered for users of varying levels. Basic, Intermediate and Advanced courses are included in the Staff Development Program and can be booked via TEDI (link available on MIS website). Courses are held frequently throughout the year.

Management Information Section

The MIS homepage is: http://www.mis.admin.uq.edu.au

Please contact us on email [email protected] or telephone ext. 52595.

BusinessObjects – A quick guide What is it?

BusinessObjects is a powerful ad-hoc query and reporting tool that interfaces with the UQ data warehouse. The software is free for UQ staff with access to the data, and is

downloaded via the MIS website. Why do I need it?

You need access to BusinessObjects if you want to create your own ad-hoc queries, or to amend standard reports downloaded via the Reportal (refreshing data can be done via the Reportal, but more substantial changes need to be done via BusinessObjects).

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For Assistance with queries about research data:

The Office of Research and Postgraduate Studies is responsible for entering and maintaining the data in Research Master. ORPS staff understand research data because they are familiar with research administrative processes and systems. If you have questions about the data appearing in your reports, you should contact ORPS.

Example: A new project doesn’t appear in my list, has it been entered into Research Master yet?

Example: A project title in my report is incorrect, can this please be fixed? Example: What does “linked funding” refer to in my report?

Office of Research and Postgraduate Studies

The ORPS homepage is: http://www.uq.edu.au/research/orps/

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Research Standard Reports via the Reportal

Several standard reports have been developed to:

provide statistical information about a range of research-related data (using “official” data)

assist staff in schools and faculties with research administration (using “current” data)

Reports have been developed by staff in MIS and are based on reports provided by ORPS and from user requests and feedback.

The Reportal is where you can view and sometimes refresh the standard reports, online. Access to BusinessObjects is therefore not required.

All research reports under a category of “Research”. Subcategories listed under Research should assist you with finding the correct report for your needs.

Logging on: is done via the MIS website. The Reportal – A quick guide What is it?

The Reportal allows access to standard reports online for UQ staff and external visitors. These are split into categories of Finance, Staff, Student, Research and Other. Why do I need it?

You need access to the Reportal to view important information or data. A wide range of reports are available to external visitors but there are even more reports available to UQ staff. Many reports show official statistical data, but other reports can be refreshed to show current data.

Where is it?

The Reportal is accessed via the MIS website:

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Under the section The Reportal click on the link “Log on”. To access the Reportal, you will be prompted for a username and password. You will need to use your UQ login (eg uqsboyce). Your password is the same one that you use to access BusinessObjects or my.UQ.

From Reportal home, select the Research category.

In the Research category of the Reportal, reports are grouped into the categories listed below. Other categories may be added in the future as new reports are developed.

Categories make it easier to find your document

Tip: using Search Reportal to find documents

You can use this feature to help you to find reports. Click on “Search Reportal” at the right-hand side top of the page. Enter a term (keyword) and click Search. For example, “higher degree completions”, then click Search and a list of reports will be displayed. You can then select the report you require from this list by clicking on the document name.

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Research standard reports on the Reportal:

have been set up so that you don’t need to develop the report yourself – they should contain useful notes about the report and what it is to be used for

may contain multiple tabs displaying a range of data

can be refreshed with current data (click “Refresh Data” if this option is available) can be printed (click “View as PDF” and then print)

can be downloaded to use via BusinessObjects (see instructions below)

can be bookmarked (click “Bookmark this page”) or can be sent to your MyDocuments area of the Reportal (click “Copy to My Documents”)

How to download a report from the Reportal (for staff with access to BusinessObjects): Step 1: Open the report you require on the Reportal.

Step 2: At the top of the page, click on Download Document. This will open a pop-up box (below). Select Save.

Step 3: You can now browse to find a suitable location to save the document. Make sure that you remember where you saved it so that you can open it later! Click Save.

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The Research Universes:

Research Performance Indicators – “Official” data

This universe draws from several sources with official annual information. It includes

information about income, staff, grants, publications, higher degree research student load and student completions. It has been designed to view a number of measures in one place and to investigate any one element in more detail.

Standard reports are accessed via the Reportal:

http://www.mis.admin.uq.edu.au/index.shtml

Reports can be found under the Research category on the Reportal, then in the following categories under Research:

Trends Completions Publications Income EFTSL Staff Budgets Refresh dates

The Research Performance Indicator universe contains data for 1996 onwards and is updated each September with the prior year's data.

Uses

The Research Performance Indicator universe is suitable for producing benchmark reports of research performance by Schools or Faculties across years or for a given year.

Hints

When reporting by Organisation Unit it is possible to include a specific Budget Organisation structure that represents a snapshot of the organisation for that year, or alternatively to use the Trend Organisation folder that maps prior year structures into the current organisation

structure.

Previous Year: this means that the latest year of data is the one preceding the current year. Eg. In 2007 the data will include 2007 Staff data, but only 2006 Research Income as the latest year of data. Current Year is relative to update. Eg. Staff is current year but not uploaded until September.

Research External Indicators – “Official” data

This universe compares the top Australian universities via performance data submitted through official annual data collections. Several sources of information are included, such as totals reported for Commonwealth funding and other research income; publications points; higher degree research awards; higher degree research student loads and staff numbers. The data included is from annual collections from 1992 onwards.

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Research Projects – “Current” data

This universe is updated daily from the research grants database - Research Master. The data in this universe includes detail about the ongoing administration of grants by the Office of Research and Postgraduate Studies. Information that is used in official data collections is added to the Research Performance Indicators universe.

Data Source

Data is drawn from the Research Master system maintained by the Office of Research and Postgraduate Studies. The data in this universe includes details related to the ongoing administration of grants by the Office of Research and Postgraduate Studies. The universe contains information related to Projects, Personnel, Grantors and Financials.

The universe contains financial measures related to the research projects including the amount applied for, approved and any in-kind contributions. These measures are pro rated across the number of internal investigators.

Refresh dates

The Research Projects universe is refreshed each morning with new data from the previous day.

Uses

The Research Projects universe is suitable for producing administrative reports related to research projects by Schools or Faculties across years or for a given year. Standard reports include details of grants per organisation unit or grants per investigator.

Projects Hints

Pro-rata amounts are recorded for grant applications and are split by investigator unit and internal investigators. Use carefully!

Units from Research Master are available in the universe and are prefaced with “RM” – a better option is to use units from the UQ Organisational Database – these are not prefaced with “RM”. For example, “Administrating School Name” is preferred to “RM Administrating School Name”

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Research Publications – “Current” data

This universe is updated daily from the publications database maintained by the Information Management Unit - Research Master.

Data Source

Data is drawn from the Research Master system maintained by the Office of Research and Postgraduate Studies. The data included is from annual collections from 1999 onwards. The data includes DEST (or DETYA in earlier collections) point value for publications per author. Please note that data in this universe is collected on an ongoing basis. Finalised point tallies for the prior year are added to the Research Performance Indicators universe each

September. The universe contains information related to Publications, Publication Categories, the Administrating Unit and the Authors.

Refresh dates

The Research Publications universe is refreshed each morning with new data from the previous day.

Uses

The Research Publications universe is suitable for producing administrative reports related to publications by Schools or Faculties across years or for a given year.

Publications Hints

Units from Research Master are available in the universe and are prefaced with “RM” – a better option is to use units from the UQ Organisational Database – these are not prefaced with “RM”. For example, “Administrating School Name” is preferred to “RM Administrating School Name”

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Other Universes to note:

SInet Scholarships and Research – “Current” data

This universe reflects the current data in the “SI-net Research Module” that covers: • research higher degree students

• undergraduate and postgraduate research scholarship applicants and holders The universe is primarily used to report on research specific student data, such as thesis titles, candidature, supervisors, scholarships, leave and student checklists. The Student Current and Official universes should be used for general research student information, eg EFTSL, plans, or student numbers.

Data Source

Data is drawn from the SI-net Postgraduate Research Module. The universe contains a headcount measure, “Number of Students”.

Dates

The SI-net Scholarships and Research universe is refreshed each morning with new data from the previous day.

Uses

The universe can be used to report on research specific student data. Reports can be created to track research candidature status, activity, and approval as well as student supervisor information and student leave. Thesis detail, examination and assessment information can be queried. Information can also be retrieved on scholarship detail, status and account

information as well as claims and scholarship leave.

Reports can be found under the Student category on the Reportal, then in the following sub-category under Admin:

HDR Students Hints

This universe contains very specific postgraduate research information. The Student Current and Official universes should be used for general research student information. e.g. EFTSU, plans, student numbers etc.