Project Plan (Statement of Work) Data Management Framework PJSM1009

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Project Plan

(Statement of Work)

Data Management Framework

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SMART Infrastructure Facility Page 2 of 8

1.

DOCUMENT INFORMATION, CONTENT & PURPOSE

1.1 Document Purpose

This Statement of Work (SoW) describes the approach to and the management of the Data Management Framework project (PJSM1009). It defines the work activities, deliverables and timeline of the project.

1.2 Associated Documents

The following lists the associated documents to be read in conjunction with this Statement of Work: Document Name Link

SMART Metadata Discovery - Statement of Work n.a. SMART Data Storage – Statement of Work n.a.

Code of Practice – Research (UOW) Records Management Policy (UOW) The Australian Code for the Responsible Conduct of

Research

1.3 Terms and Abbreviations

The following terms and abbreviations are used in this document for the purpose of brevity: Term/Abbreviation Definition

BAU Business As Usual DAA Data Access Agreement DMF Data Management Framework

ICT Information, Communication and Technology Resources PCG Project Control Group

PIR Post Implementation Review PMA Project Management Approach PM Project Manager

PP/SoW Project Plan – Statement of Work PLC Project Lifecycle

RSO Research Services Office SoW Statement of Work

SMART Simulation, Modelling, Analysis Research and Teaching UAT User Acceptance Testing

UOW University of Wollongong URN University Reference Number

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2.1 Project Summary

The Data Management Framework project will develop a foundation for research project support to ensure quality research data management practices. This project will define and create the processes and procedures for the following key Data Management framework elements:

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Project Registration

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Project Support

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Metadata Capture and Maintenance

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License and Data Access Management

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Project Information and Communication Technology (ICT) Resource Facilitation

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Data Management Policy & Governance

2.2 Business Benefits

This project will provide various benefits to Researchers and the University. These benefits include:

• Improved information quality through standardised and controlled metadata collection processes.

• Facilitating more efficient research outcomes through better discoverability, documentation and storage of data.

• Better management of the University’s external relationships and legal liabilities, ensuring compliance with legal, statutory, ethical and contractual requirements.

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Facilitating the reuse of critical research to a global audience by capturing records of provenance and context trails around data sets.

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Providing a support platform for research projects which will include assisting researchers in metadata creation, disk storage, ITC access and effective management of their research data.

3.

OVERALL PROJECT STRATEGY/APPROACH

3.1 Project Approach

•Gather Requirements •Confirm Project Scope

Initiate

•Present and agree on tasks and scheduling •Execute phase tasks

Plan /Build

_{•Project Deliverables}

finalised •Stakeholder Communication and Training

Deploy

•PIR •Approve Deliverables •Finalise documents

Close

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3.2 Deliverables

Deliverable Success Criteria

Project Registration

The development of an integrated Project Registration process with the Research Services Office. This will include the development of internal procedures and related documentation.

• Research projects in the infrastructure field are registered as SMART projects;

• SMART is notified by Research Office on registration of relevant projects;

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All SMART projects are registered and have a valid University Reference Number (URN).

Project Support

The development of documentation outlining processes for SMART Project Data Support.

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Consistent, standard Project Data Support Plans are created and used for all SMART Projects;

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Project Data Support Plans are created on project inception and are last reviewed at project closure;

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Project Data Support Plans are reviewed as necessary throughout the research project lifecycle;

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Provide background information to validate the metadata supplied with project deliverables submitted for the SMART Metadata Discovery repository.

• Desired data sets, software and file storage capacities to support SMART affiliated research projects are identified;

Metadata Capture and Maintenance

The development of a process to review and cross check metadata records supplied with data sets submitted for the SMART Metadata Discovery Repository. This will include the development of a procedure and related documentation.

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Metadata for derived datasets from SMART Projects are captured prior to project closure;

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Metadata captured within the SMART Metadata Discovery system is adequate, correct, discoverable and meaningful;

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Metadata records will be moved to the appropriate repositories (i.e. Metadata Discovery System, the Australian Research Data Commons) for discovery;

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All metadata records in the Metadata Discovery System will be covered by a current licence agreement.

License and Data Access Management

The development of a process and solution to maintain and track data access agreements and licenses associated with projects and datasets. This will include the development of a procedure and related documentation.

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All registered SMART Projects will have external data covered by an appropriate contract with the data owner.

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All registered SMART project team members will have signed Data Access Agreements covering the use of all data supplied through the SMART Data Office.

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The SMART Data Office will report on projects using specific datasets by the covering Licence Agreement.

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The SMART Data Office, in partnership with LSU, will ensure appropriate documentation pertaining to data acquisitions.

Project ITC Resource Facilitation

The development of processes to facilitate access to and management of standard resources (eg. Project Fileshares, Project Collaboration Spaces) for SMART Registered Project teams.

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Instantiation of resource for Registered Projects as requested in the Project Support Plans.

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Modification to access & capacity of resource as requested in PSPs

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Closure of resource allocation at the completion of Registered Project.

Data Management Policy & Governance

A Data Management Policy to establish governance around data management framework processes and guidelines. This will also include identifying the relevant custodian and the appropriate approval channels required.

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Policy around Data Management Framework processes and guidelines are followed by the required parties.

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Policy complies with Australian and International Metadata, Data Management and Records Management Standards and Legislation.

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# Milestone Description Baseline Due Date

1.

SoW agreed with Sponsor and stakeholders 9/2/2011

2.

Data Storage & Facilitation Procedure and Related Documents are made

available 19/5/2011

3.

Project Registration Form is made available Completed 14/2/2011

4.

Project Registration Procedure and Related Documents are made available 8/6/2011

5.

Project Support Plan Template finalised 8/4/2011

6.

Project Support Procedure and related documents made available. 25/4/2011

7.

License and DAA Management Database Structure Complete 10/3/2011

8.

License and DAA Management Procedure and Related Documents are

made available 25/3/2011

9.

Metadata capture & maintenance Documents are made available 14/7/2011

10.

SMART Data Website location approval and access granted 31/5/2011

11.

SMART Data Website complete 4/8/2011

12.

Data Management Policy Approved 19/10/2011

13.

DMF Training and Communication Execution Complete 10/11/2011

14.

Project Closure 17/11/2011

4.

PROJECT SCOPE

4.1 Inclusions

# Description Notes/Comments

1. Inclusions are as outlined in Section 3.2 Deliverables

4.2 Exclusions

1. Data Acquisition Strategy Data acquisition will be limited to acquiring data for specific project related needs. A strategy to acquire data from external industry partners will not be defined within this project. This will be included as part of a separate project initiative.

2. Data Storage Solution and Process The data storage solution will be addressed as part of the Research Data Storage Project (PJSM1007). 3. Collaboration environment Collaboration Environment solution will be

addressed as part of a separate project initiative.

4.3 Assumptions

1. All SMART projects will follow the procedures, guidelines and policies established and research will work within the SMART data management framework.

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2. All projects registered with SMART have the following key project attributes:

• Infrastructure related i.e. works on the

interdependencies between water, rail, marine, telecommunications, aviation, communications, energy, road, social infrastructure (demographics);

• Involve simulation and modelling, and;

• Multi-disciplinary and/or team-based in nature. 3.

The Research Service Office will work in collaboration with SMART to develop processes, procedures and guidelines consistent with SMART Requirements and that of the University.

4. A web location to place the SMART Data web content _{will be approved and accessible as part of this project} 5.

All SMART Registered Research Projects will be UOW initiatives and conducted by UOW staff, students and external consultants.

We acknowledge that there will be instances where non-UOW staff will be involved in SMART projects; in addition, SMART Projects may form part of larger cross institutional initiatives. Legal advice may need to be sought in these instances.

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5.1 Related Projects / Key Dependencies

1 Data Discovery Environments Project (PJSM1008) The framework will provide the guidelines for the administration of data management practices that extend into the creation of metadata. This project defines the rules and procedures that will apply to the data discovery environment project.

2 Research Storage Project (PJSM1007) Any outcomes from the Data Storage project may have implications on processes and procedures within the Data Management Framework. 3 Collaboration with the Research Services Office The involvement of the Research Services Office is

required as they are responsible for administering project registrations and the allocation of University Reference Number (URN) to projects.

4 Collaboration with the Academic Registrars Division The development of the Data Management Policy is dependent on the allocation of a dedicated Policy Analyst from the ARD. As at the 9/2/2011, this is yet to be confirmed.

5.2 Constraints

1 Secondment for the Metadata Systems Manager will end on the 30/9/2011.

2 A second Data Officer will be recruited in April 2011. There will be an initial period of knowledge transfer which may impact progress on project tasks.

3 Project Team will also be allocated to supporting and acquiring data for existing Research Projects during the duration of this project. Active research project support requirements take precedence over most activities performed by the Data Management Team.