Systems Support for Research Information

Implementation at KI

From September 2022 to April 2023, the project works to adapt the system to KI's conditions and to the systems KI uses today, which will feed information into KI RIMS.

Throughout the year 2023 (through the phases of implementation, further development and stabilization), we will engage different parts and groups within KI in dialogue and testing, to best adapt the system's functionality. At the same time, we create and plan for both training initiatives and support activities.

For those who are interested in the work of adapting the product Elements from Symplectic to KI's requirements and conditions, you can follow along through the monthly report that can be found here on the page under the heading Related. If you want the report by e-mail, please contact Malin Essén, malin.essen@ki.se.

About the project and the project group

The implementation of a RIMS, with all the phases and feasibility studies that have led to it, is part of the Information Management program at KI, which was decided at the same time as Strategy 2030, in April 2019. 

The project group consists of participants from the University Library, the IT Department, the Communications and Public Relations Office and the Research Support Office.  The project works with stakeholders and users from both research and administration to discuss and test different possibilities and solutions. A steering group (see below) has the task of creating the conditions for a successful implementation of KI's RIMS.

During the autumn of 2021, an operational steering group was appointed with the task of creating the conditions for a successful procurement and implementation of a RIMS.

The purpose and objectives of the project

The purpose of the project is to create a coherent systems support for research information at KI, so that adequate, up-to-date and accurate information about KI’s ongoing and completed research and researchers will be easily accessible to both external and internal users. Among other things, this means that:

• It should be easy to find up-to-date and relevant information about KI researchers and ongoing or completed KI research, both internally and externally.
• KI researchers should be able to achieve increased dissemination of information about their research without increased administration.
• There should be overviews of KI’s ongoing and completed research, presented in a way that is both relevant and pedagogical.
• It should be faster to obtain relevant decision/analysis bases related to KI’s research and researchers.

Assignment

The project has been tasked with investigating both the current landscape of systems and information and proposing a way forward. Through interviews and discussions with KI researchers and staff within support functions, and by scanning the market and sibling universities for good solutions, the project group has: 

• charted the needs of researchers and operational support functions,  
• described the current situation description of today's research information, processes and systems, and 
• listed the measures needed to establish a coordinated and efficient management of research information. 

Based on this, a decision was made on the procurement and then on award. The task of the project group is now to continue working with the implementation process.

Priority use cases

The prioritized user stories form the basis for choices and priorities made in the project. The stories are largely based on the interview survey of KI researchers and administrative support staff conducted in the first phase of the project in spring 2020: 

• As a researcher, I need to know who at KI has knowledge of or access to certain methods, technical equipment, or digital resources, to use in my own research.
• As the coordinator of a network or centre, I want to be able to use scientific key words to make it easier for others to find exactly the correct research area.
• As a dean, head of department or research coordinator, I need an overview of research within KI’s departments, so that I can promote collaboration and avoid parallel silos.
• As a PI, I want an easy-to-manage website for my group, so that others can find information about our research. The page should contain the group’s collected publications, ongoing and completed projects, and members, with the option to hide certain information.
• As a PI, I want to know who at KI are conducting research in areas adjacent to mine. So that I can propose collaborations.
• As a journalist, administrator or external decision maker, I want to find an expert in a certain research field to get information required for my work.

Operational steering group

Urban Lendahl, NVS and CMB, chair

Sofie Albinsson, the University Library  

Björn Kull, Research Support Office 

Mikael Wettercrantz, IT Office

Jill Jönsson, Communications and Public Relations Office 

Olav Rooijackers, CLINTEC; departmental group KI Syd

Anna Krook, FyFa; departmental group KI Solna

Johan Lundström, CNS; departmental group KI Nord

The RIMS in a KI context

A Research Information Management System (RIMS) retrieves and connects the research information that is already registered in other systems at a higher education institution. Properly implemented, a RIMS contributes both to improving searchability by having all the information gathered in one place, and to streamlining and simplifying management as information already created in one place can be reused in another.

KI RIMS