Case Study: Waterloo RDM Strategy and Implementation
Client: University of Waterloo
Project: University of Waterloo Research Data Management (RDM) Institutional Strategy & Implementation Plan
Canada’s Tri-Agency Research Data Management Policy mandated that all Canadian institutions must have an institutional RDM strategy by March 2023. The University of Waterloo viewed this as an opportunity to initiate a thoughtful process, deeply informed by the real and diverse needs of Waterloo researchers, to further foster research excellence.
Athenaeum21 worked with Waterloo on several RDM-focused projects over the course of two years, culminating in the development of a comprehensive Research Data Management Insitutional Strategy and a detailed implementation plan, including a timeline, cross-campus coordination, roles, and full assignment of responsibility to relevant departments.
Discovery & Gap Analysis
Our work with Waterloo began with an Environmental Scan to determine current data management resources on campus, current researcher data management practices, current and projected data management needs, gaps that exist, and how the university’s support of data management could be enhanced. Data from 476 survey responses (254 faculty, 166 graduate students, researchers, postdoctoral fellows, and staff) and from 52 interviews were collected. A detailed Gap Analysis between researchers’ needs and the university’s support for those needs informed the next phases of work.
Envisioning the Future State of RDM
Based on the RDM Gap Analysis, A21 facilitated the articulation of a desired near-to-medium-term future state for RDM at Waterloo. We took into account the research activities, supports and services, training, governance and policy considerations identified during the Gap Analysis, and any other aspects of RDM particular to Waterloo that emerged from this process. This work included visioning and prioritization workshops, further needs assessment, and strategic visioning.
A21 facilitated the identification of the actions and resources necessary to realize Waterloo’s desired future state of RDM. This work included Solutions Design Focus Groups with researchers, IT support, and data managers, in which we vetted potential solutions and strategies with university stakeholders (e.g. Office of Research, IT, Libraries, etc.).
Strategy, Implementation Planning & Launch
A21 led the iterations of writing and editing the RDM Strategy, ensuring that all of the inputs were synthesized and represented. While articulating a vision is never easy, once articulated, most organizations then fail to fully realize their visions when it comes time to implement them. This is often due to issues with governance, budget, and decision-making authority, particularly for complex efforts that involve multiple stakeholders and departments. A21’s work culminated with a detailed implementation roadmap for Waterloo’s RDM Strategy. A21 helped to determine areas of responsibility and a timeline for check-in and revision of the Strategy going forward. We Identified and involved key groups and individuals that will be responsible and accountable for, consulted regarding, and informed of the RDM Strategy upon launch. We elaborated the financial model developed in the Gap Analysis phase, based on decisions about the path forward. And finally, we assisted in the creation of a communications and dissemination strategy for the plan.
Alison Hitchens, Associate University Librarian, Collections, Technology, Scholarly Communication and Ian Milligan, Associate Vice President, Research Oversight and Analysis, at the University of Waterloo chaired the working group that oversaw these efforts. They presented Coordinating Data Services in a Decentralized Environment: Building a Successful Institutional Research Data Management (RDM) Strategy at the Fall 2022 CNI Member Meeting.
Services Provided:
User Needs Research & Analysis
Gap Analysis
Discovery, Visioning, and Prioritization Workshops
Solutions Design Focus Groups
Strategic Planning (RDM-specific)
Roadmap Development
Organizational and Staffing Needs Analysis
Methods Used:
Interviews
Online Survey
Workshops
Desk Research
Focus Groups