CGIAR Recipe:
Complete the Getting Started section

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What is a data management and access plan?

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A Data Management and Access Plan (DMAP) is a document outlining how data will be managed during and after a research project. It provides a place to document the project’s commitments to optimizing data to adhere to FAIR principles thus aligning with best practices, enhancing the research’s quality and impact while promoting open and reproducible science.

 

It’s split into three sections:

 

• Getting Started – For completion during the grant application process
• Direction Setting – For completion once grant is approved (and updated regularly thought the program)
• Implementation – For completion during the execution of program

Download the data management and access plan template.

Overview

Investment lifecycle

Recipe overview

Purpose:

 

• This recipe provides a step-by-step guide to completing the Getting Started section of a DMAP. Answers to questions in this section combined with the Data Access questions in the grant application provide the project officer with enough information to approve the award.
• The template is structured as a series of questions, divided into three sections; this recipe deals with answering the first of those sections.

Objectives:

 

• To provide the minimum information about planned data management activities needed at the pre-award stage to give an indication of what FAIR outcomes might be achievable and identify any data blockers

Prerequisites:

 

• None

Outputs:

 

• Answers to the seven questions in the Getting Started section of the DMAP

Outcomes:

• Encourages early planning of data management activities which enables higher FAIR outcomes to be delivered at lower costs.

When should I do this?

When should I complete this step?

 

• At the pre-award stage of the investment and whilst completing the Data Access section in the Proposal Form.

Who is accountable?

 

• The Lead Organization within the grantees will be the people to complete this part of the DMAP.

Who is consulted?

 

• The collaborating organizations within the investment should be consulted.

Who is informed?

 

• The Project Officer will review the getting started question answers alongside the Data Access questions in the Data Access section in the Proposal Form.

Instructions

This segment will help you understand how to complete the Getting Started section of the data management and access plan.

 

Follow the instructions below to complete the Getting Started section of the DMAP. Question guidance can be found here.

Task 1

Starting out

 

• Download a copy of the DMAP template.
• Save this to your project documents for future use.
• At the concept note and application proposal stage you need only focus on the Getting Started section.

Task 2

Answer questions

 

• Working with members of your investment answer questions GS1 to GS7. Additional help and guidance for each question can be found on the question guidance page.
• Questions 1 to 4 map directly to the data access questions 1,3,4,5 in the Data Access section in the Proposal Form.
• Investments that are following the Foundational FAIR workflow (i.e. data-light investments that have been directed not to complete the direction setting and implementation sections) need to also complete GS8.

Task 3

Submit DMAP with grant application

 

• Store the DMAP in a location that is accessible to the appropriate members in your investment. This is important as the DMAP for your investment is a living document that directs and reviews data management activities throughout the entire lifecycle of the data in your investment.
• Wait to hear if your grant application is successful.

Workflows: What's next?

Quick reference Guided FAIR Foundational FAIR Independent FAIR FAIR data assessment

Workflows: What's next?

Quick reference

Next activity for the Guided FAIR workflow: Activity G2

 

• How to assess FAIR potential
• Using the output from the FAIR potential tool will provide data and recommendations for goals which feeds into the “Direction Setting” section of the DMAP.
• Alternatively select the workflow tab in this section to see the full list of workflow activities.

Next activity for the Foundational FAIR workflow: Activity F2

 

• Ensure that you have answered the GS8 question on the DMAP.  Pass the DMAP back to the PO

Next activity for the Independent FAIR workflow: Activity I2

 

• How to complete the Direction Setting section
• This section takes you through the process of setting goals and recording an overarching direction to increase the FAIR maturity of the investment
• Alternatively select the workflow tab in this section to see the full list of workflow activities.

 

Next activity for the FAIR data assessment workflow: None

 

• There is not a ‘next activity’ as this recipe isn’t part of the FAIR data assessment workflow.

 

Back to CGIAR workflows page

Guided FAIR workflow

You are here > Activity G1

 

• How to complete the Getting Started section.
• This section takes you through the process of answering a core set of questions to provide a basic description of the data management practices that the investment will adopt.
• Your PO will either grant approval for investment, or request more information. In both situations, proceed to Activity G2

Activity G2

 

• How to assess FAIR potential
• Using the output from the FAIR potential tool will provide data and recommendations for goals which feeds into the “Direction Setting” section of the DMAP

Activity G3

 

• How to complete the Direction Setting section
• This section takes you through the process of setting goals and recording an overarching direction to increase the FAIR maturity of the investment
• If your investment has not been approved, send the completed Direction Setting section within the DMAP to the PO for approval.
• If your investment has been approved, we recommend sharing the DMAP with your FAIR advisor (email:fair@cabi.org) to update them and get feedback if needed.
• If no edits are needed, go to Activity G5
• If you have been asked to make edits, proceed to Activity G4

 

Activity G4

 

• How to document changes after review
• This recipe takes you through the process of regularly reviewing your DMAP and recording updates to ensure goals and FAIR data outcomes are being achieved.

Activity G5

 

• How to complete the Implementation section
• This section takes you through the process of documenting the practicalities of the investment because of your direction setting.

Activity G6

 

• How to document changes after review
• This section takes you through the process of regularly reviewing your DMAP and recording updates to ensure goals and FAIR data outcomes are being achieved.

Foundational FAIR workflow

You are here > Activity F1

 

• How to complete the Getting Started section.
• This section takes you through the process of answering a core set of questions to provide a basic description of the data management practices that the investment will adopt.

Activity F2

 

• Ensure that you have answered the GS8 question on the DMAP.  Pass the DMAP back to the PO

Activity F3

 

• PO will review the DMAP (with GS8 answers) and decide whether there is enough detail to approve the grant.

Independent FAIR workflow

You are here > Activity I1

 

• How to complete the Getting Started section.
• This section takes you through the process of answering a core set of questions to provide a basic description of the data management practices that the investment will adopt.
• After completion of the Getting Started section the PO will either grant approval for investment, or request more information.

Activity I2

 

• How to complete the Direction Setting section
• This section takes you through the process of setting goals and recording an overarching direction to increase the FAIR maturity of the investment.
• If your investment has not been approved, send the completed Direction Setting section within the DMAP to the PO for approval.
• If your investment has been approved, we recommend sharing the DMAP with your FAIR advisor (email:fair@cabi.org) to update them and get feedback if needed.

Activity I3

 

• How to complete the Implementation section
• This section takes you through the process of documenting the practicalities of the investment because of your direction setting.

Activity I4

 

• How to document changes after review
• This section takes you through the process of regularly reviewing your DMAP and recording updates to ensure goals and FAIR data outcomes are being achieved.

 

FAIR data assessment workflow

Activity D1

 

• After a data assessment request or on a planned data assessment activity, determine and locate the datasets that are within scope.

Activity D2

 

• How to monitor FAIR data assets
• Instructions on how to use the assessment tool with an investment’s data assets to produce a FAIR score with advice on how to improve.

Activity D3

 

• Review the reports of the data assessments.
• If action is required, proceed to Activity D4
• If no action is required, proceed to Activity D5

Activity D4

 

• How to document changes after review (review type – Root cause analysis)
• Where FAIR assessment scores may be lower than expected, conduct a root cause analysis by checking to see if statements in the Implementation section of the DMAP have been implemented,
• … then proceed to Activity D5.

Activity D5

 

• How to document changes after review (review type – In-vivo)
• Updated the DMAP with the FAIR data assessment report and outcome.