Managing Data Costs and FAIR Data Practices in Research Awards
This document discusses the costing and management of research data in HRB awards, highlighting the importance of FAIR data principles. It covers responsibilities, budgeting for data management, eligible costs, and the process from application to post-award management. Key activities involve liaising with data stewards, outlining data stewardship plans, and submitting a Data Management Plan (DMP) as part of the award deliverables. The content emphasizes the need for transparent and sustainable data practices throughout the project lifecycle.
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FAIR Data management costing in HRB awards RDMF19 - Costing data management Annalisa Montesanti 16 September 2019
DMP related activities HRB FAIR data management pilot in some awards HRB Policy for management and sharing of research data HRB involvement with GO-FAIR in Funder Implementation Study HRB potential collaboration with Wellcome in evaluation tool
Lead Applicants liaise with data stewards/expert in Host Institution to discuss the research data of the project Main stakeholders GFISFO office Lead applicants Data stewards Application stage Other stakeholders VP research Research offices Other funders Science Europe Lead Applicants and data stewards/expert complete the (1) Outline for Data stewardship and (2) FAIR Data Management costs Phase 1 Review stage Application unsuccessful negotiation Application successful Award offered and Contract negotiated (DMP submission is a deliverable of award) Award Start of award Investigators start working closely with stewards/expert at HI and prepare full DMP online Post-Award Management DMP submitted to HRB as deliverable (e.g. 3 months) after starting the award Phase 2 Sample of 20-25 DMP International panel in Dublin Costing among the items to be reviewed International review and interim report Certification signed by HI Phase 3 Monitoring
Statement and costs Applicants were asked 1. To complete Outline on FAIR Data Management and Stewardship Describe the approach to data management and stewardship that will be taken during and after the project, including who will be responsible for data management and data stewardship. (500 words) 2. To add DMP-related costs within the funding envelope. No additional costs were provided. One scheme up to 370K and one up to 800K. A separate budget heading was created in the budget specific to FAIR data management
Eligible costs Costs related to data management, FAIRification, storage and archiving of research data in line with best practice of data management and stewardship and the FAIR principles incurred during the lifetime of the project should be included. Some of the eligible costs may include: staff time per hourly rate for e.g. data collection, data anonymisation, cleaning, preparing data for publication, unless these are significant costs in which case the staff member should be added under salaried personnel; staff time per hourly rate for data stewardship, e.g. preparing and writing the DMP, keeping the document up to date during the award, unless these are significant costs in which case the staff member should be added under salaried personnel; costs to access a secondary dataset; FAIRification of data produced or data reused during the project which could be done by a third party service provider e.g. defining semantic models, making data linkable, choosing the licence, defining metadata for dataset, deploying/publishing FAIRified data and relevant metadata, deposit in relevant repository; Costs to make data open and/or to share data, e.g. data anonymisation, costs for depositing research data in an open access data repository; technical services, e.g. cloud storage, domain hosting charge Others, please explain further
Eligible costs To note The HRB is currently not covering the cost of long term preservation of data. The list was not exhaustive and aims to provide examples only of eligible costs The costs for open access publication is under dissemination
Some preliminary analysis FAIR Data Management Costs Justification: 8,000 has been allocated across the duration of the EIA ( 2,000 per year) to cover costs associated with FAIR data management and stewardship, in conjunction with the HRB-trained Data Stewards in RCSI. These costs will include data stewardship training and support activities. FAIR Data Management Costs Data stewardship and management costs Y1 Y2 Y3 Y4 Total 2,000.00 2,000.00 2,000.00 2,000.00 8,000.00 0.00 0.00 0.00 8,000.00 Total 2,000.00 2,000.00 2,000.00 2,000.00 Personnel time for data stewards is set at 40 euro per hour. The first year includes the writing of a data management plan which will be reassessed as the project develops. A data protection impact assessment will also be done at the outset of this work. Therefore, 20 hours will be dedicated by the data steward to this project in its first year. 15 hours will be required in the subsequent 2 years to oversee the data management and prepare an interim report. In the final year 25 hours will be required to prepare a final report and for data cleaning, preparation of supplemental supporting data for publication and for uploading to online repositories. In addition, data generated will be reviewed for potential to create linked data, in accordance with FAIR principles. FAIR Data Management Costs Y1 Y2 Y3 Y4 Total 800.00 600.00 600.00 1,000.00 Data Management 3,000.00 Total 800.00 600.00 600.00 1,000.00 3,000.00
Research personnel to handle IT support for the REDCap database to make the data re-usable is applicable to FAIR data management costs and comes to 22,467. This has been costed at RA Level 1 pt 10 and will provide 0.25 WTE in year 1, reducing to 0.1 for years 2-4. This costing was placed under salaries above to show PRSI and pension contribution. Transcription costs to make the data inter-operable are costed at 2000 for the semistructured interviews which will take place in year 3. Total FAIR data management costs therefore totals at 24,467 FAIR Data Management Costs Transcription costs Y1 Y2 Y3 Y4 Total 2,000.00 2,000.00 0.00 0.00 0.00 2,000.00 Total 0.00 0.00 2,000.00 0.00 Access to UK Biobank UK Biobank has standard fees for access of 2,250 per research project. 2. Access to the ALSPAC ALSPAC has standard fees for access of 8,450 per research project. 2. Staff time to advise on ensuring SCaRLeT data are FAIR I have budgeted for eight hours per year of input from data steward to advise me on making my data FAIR. He will provide services around FAIRification of data produced from the project, defining metadata and depositing in repositories, where appropriate. A total of 32 hours over four years at a budget cost of 35 per hour based on current IUA salary scales is costed for his time ( 1,120). FAIR Data Management Costs Standard data access fees for UK Biobank Standard data access fees for ALSPAC Y1 Y2 Y3 Y4 Total 2,250.00 8,450.00 2,250.00 8,450.00 FAIR data management advice costs (advice from Clinical Research Facility Cork) 280.00 280.00 280.00 280.00 1,120.00 11,820.00 Total 10,980.00 280.00 280.00 280.00
Percentage of DMP related costs in the overall budget Emerging Investigator Awards Career development scheme 4 years in duration 800K max EIA scheme % direct costs no PI salary 1 2 3 4 5 6 7 8 9 10 % direct costs with PI salary 2.4 2.8 2.4 9.5 1.5 13 0.5 4.2 0.7 0.6 1.4 1.4 1.6 4.4 0.5 5.3 0.2 2.1 0.3 0.3 PI salary (average of 300K) Research related costs (inclusive of personnel) Overheads Investigator-led Projects Project grant scheme 2-4 years in duration 370K max ILP scheme % direct costs no PI salary Notes 1 2 3 4 5 6 7 8 9 18.3 1.13 0.7 2.1 2 4.3 (inclusive of personnel) Overheads Research related costs 0 support coming from the Clinical research facility 5 PI also costed OA publications which sould be under dissemination 0
What is next In January 2020 a new policy on data management and sharing will be in place; Between Dec 2019 and summer 2020 we will receive the majority of 31 DMP from 6 different institutions; HRB to organise an international review of DMPs as part of the FAIR data pilot In June 2020 we are planning an international panel to come to Dublin and review a 20-25 sample of DMPs; We will also request feedback from the data stewards and research offices on the process to date; We will write a report and disseminate.
