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DMPTool@CityUHK: DMPTool@CityUHK

Getting started with DMPTool@CityUHK

To support researchers in creating and developing Data Management Plans (DMPs), the Library has launched the customized  — a free, open-source online platform developed by the University of California Digital Library (CDL). While most templates available on DMPTool are tailored to U.S. funding agencies, researchers also have the option to choose from various generic templates, including a customized template specifically designed for CityUHK.

As a participating institution in DMPTool, the CityUHK Library has implemented several customizations on DMPTool to further streamline the DMP writing process, making it easier and more efficient for researchers. These enhancements include:

  1. Single Sign-On Access: Researchers can log in using CityUHK's Single Sign-On (SSO) mechanism, simplifying the authentication process.
  2. Step-by-Step Wizard based on the CityUHK Template: The customized platform features a user-friendly generic template guided by a step-by-step wizard. This template addresses the most common and essential topics relevant to data management plans across various disciplines. Each topic is subdivided into manageable sub-topics, allowing researchers to navigate and elaborate on key aspects in a structured manner. Additionally, guidance questions and sample answers are provided in the Example Answer section under each sub-topic, helping researchers develop a comprehensive DMP efficiently.
  3. Tailored Guidance: Each sub-topic is accompanied by specialized guidance that offers in-depth elaboration, references, and best practices related to different aspects of data management. This ensures that researchers have necessary resources handily to create high-quality DMPs.

A Comprehensive Guide for DMPTool@CityUHK

Account Creation

1) Go to the DMPTool website and click the "Sign Up" button

 

2) Enter your CityUHK's Email Address and click the "Continue" button

 

3) Click the "Sign up with Institution (SSO)" button

4) Login to CityUHK's SSO webpage using your EID and Password

5) After successful SSO login, choose your desirable "consent" option and click the "Accept" button

6) Enter your Email Address, First Name, and Last Name.

    Then, tick the "I accept the terms and conditions" checkbox and click the "Sign up" button.

7) After signing up successfully, the following landing page will be shown.

8) Lastly, select the "Department or school" (the Institution is defaulted as "City University of Hong Kong") and

    click the "Update details" button.

 

Specify Project Details

1) Click the "Create Plan" menu item (while you are on the "My Dashboard" page)

2) Enter the Research Project Name and select the Primary Funding Organization.

  • The Primary Research Organization will be defaulted as "City University of Hong Kong"
  • For the Primary Funding Organization, tick the checkbox "No funder associated with this plan or my funder is not listed" if no suitable funders can be found from the dropdown list

3) Then, click the "Create plan" button. By default, your plan will follow the "CityUHK Data Management Plan Template".

4) Enter other information about the project.

Field Description Format

Project abstract

 A brief description about the project Free text
Research domain In case there are no appropriate entries, just choose the closest one Dropdown list
Project Start and Project End dates An open-ended project is allowed Date picker
Funder Enter a few characters of your funder to retrieve matched dropdown entries (e.g., "City Uni") Dropdown list
Select Guidance Two sets of guidance are selected by default, viz. City University of Hong Kong and DMPTool. You may deselect the defaulted ones or add others as appropriate. Checkboxes

 

  • After selecting the Funder, you can further specify the Funding Status, Funding Opportunity Number, and the Grant Number/URL.

 

5) After all information has been entered, then click the "Save" button.

Write your plan using the CityUHK DMP Template and Guidance

1) Click the "Write Plan" tab

2) The CityUHK Data Management Plan Template consists of 8 topics and 17 sub-topics, will be shown below.

 

3) The followings are the details of the CityUHK Data Management Plan Template and Guidance

1. Data Collection

1.1.  Data Description
1.2.  Data Collection Method
1.3.  Use/Reuse of existing data
1.4.  Data Volume

2. Metadata and Documentation

2.1.  Metadata Standards
2.2.  Documentation Specifications

3. Ethics and Legal Compliance

3.1.  Ethical Issues
3.2.  Copyright and Intellectual Property Rights

4. Storage and Backup

4.1.  Storage and Backup
4.2.  Data Security

5. Selection and Presevation

5.1.  Selection and Retention
5.2.  Preservation Plan

6. Data Sharing

6.1.  Sharing
6.2.  Restrictions

7. Responsibilities and Resources

7.1.  Roles and Responsibilities
7.2.  Resources

8. Additional Information

8.  Additional Information

Finalize, Register, and Download your DMP

1) Click the "Finalize" tab

We highly recommend you register DMPs to get the following benefits and boost your research impacts:

üBe able to connect your DMPs with research outputs, articles, datasets, etc. via the DMP IDs (DOIs)
üYour DMPs will be added to your ORCID profile automatically
 

***Note: You must have a valid ORCID ID

Step #1: Set a Visibility Level for your plan

  • Two prerequisites should be met:
    • Have answered at least 50% of the questions ("Write Plan" panel)
    • Not a mock project ("Project Details" panel)
  • Three levels of Visibility:
    • Private
    • Organization
    • Public

 

Step #2: Register your plan for a DMP ID

  • In addition to the two prerequisites stated in Step #1, three more conditions should be met:
    • Should be the creator of the plan
    • Your funder is identified ("Project Details" panel)
    • Linked your DMPTool account to your ORCID

2) To Download your DMPs, click the "Download" tab

  • Several common formats are available, e.g., pdf, html, json,...
  • Under the Download Settings, you can choose whether to include the section headings, the question text, etc. or not
  • If pdf format is selected, you can further adjust the Font & Margin settings

Add Collaborators' Information (Optional)

1) Click the "Collaborators" tab

2) Part I: Add a Project Contributor (Click the "Add a contributor" button)

  • Enter the Name, Email, and ORCID of the contributor
  • Select the Affiliation. If the affiliation does not exist in the dropdown list, tick the checkbox below and enter the affiliation.
  • Tick the relevant Role(s) of the contributor

3) Part II: Invite a DMP Collaborator

  • Enter the Email address of the collaborator
  • Select an appropriate Permission (Co-owner/ Editor/ Read only) for the collaborator

  • Your invited collaborator will receive an email and decide whether to accept the invitation.

 

 

Training Videos

              

How to create a DMPTool account (1:47)

            

A video created by Run Run Shaw Library, CityUHK

            
               

Create a DMP with an appropriate template (3:00)

            

A video created by Run Run Shaw Library, CityUHK

            
               

DMP Writing on DMPTool (2:46)

            

A video created by Run Run Shaw Library, CityUHK

            
               

Adding Collaborators to your DMP (2:12)

            

A video created by Run Run Shaw Library, CityUHK

            
               

Finalize, Register, and Download DMPs (2:17)

            

A video created by Run Run Shaw Library, CityUHK

            

Useful Resources

1) Funders' requirements

2) Subject-specific metadata standards

  For enquiries, please contact the Library's Research Data Management Services of the Research Support and Scholarly Communication Section at lbrdms@cityu.edu.hk

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