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NATIONAL CLIMATE CHANGE & WILDLIFE SCIENCE CENTER & CLIMATE SCIENCE CENTERS DATA MANAGEMENT PLAN GUIDANCE
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NATIONAL CLIMATE CHANGE & WILDLIFE
SCIENCE CENTER & CLIMATE SCIENCE CENTERS
DATA MANAGEMENT PLAN GUIDANCE
Prepared by:
NCCWSC/CSC Data Management Working Group
US Geological Survey
February 26, 2013
Version 2.1
More Information: NCCWSC Data Policies
Point of Contact: Emily Fort, Data and IT Coordinator for the NCCWSC, efort@usgs.gov
NCCWSC and CSCs | Data Management Guidance 1
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CONTENTS
Background .................................................................................................................................................................................. 3
Data Management Plan Process .................................................................................................................................................. 3
Why Are Data Management Plans Required? ............................................................................................................................. 3
Data Management Plan Description and Guidance ..................................................................................................................... 4
Data Management Plan ............................................................................................................................................................... 4
Data Management Plan Example ................................................................................................................................................ 7
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BACKGROUND
In order to provide guidance and support for data sharing, the NCCWSC/CSC Data Management Working Group
has developed three policy documents. The first document, a NCCWSC/CSC Data Sharing Policy, requires data
and associated products by publically shared and the development of a data management plan. The second
document (this document), NCCWSC/CSC Data Management Plan Guidance, provides details to researchers on
what should be included in the data management plan that is required as part of the proposal and for funded
projects. Finally, the third document, the NCCWSC/CSC Data Management Manual is intended to provide CSC
Data Stewards and researchers funded by the NCCWSC or a CSC information on a variety of topics including
roles and responsibilities, metadata, file formats, and data standards. Each CSC has a Data Steward to work with
funded PIs on the development of the Data Management Plan, answer any questions related to data
management, and assist with the transition of data and information products into the NCCWSC/CSC repository.
DATA MANAGEMENT PLAN PROCESS
The Data Management Plan (DMP) is prepared in stages. A subset of the DMP is collected during the proposal
process. If the proposal is selected for funding, all of the information in the Data Management Plan must be
completed. The DMP requirements during the proposal stage are limited to information needed to understand
the proposal from a data perspective. The fully completed DMP includes additional details to ensure that data
products are consistently formatted and documented during development, and that data deliverables are
provided with maximum utility. The DMP will help the CSC Data Steward assist the researcher with data
management activities and make the project’s data and derived products available after project completion. The
DMP should be reviewed and enhanced as the project evolves.
The initial version of the DMP is due to the CSC Data Steward within three months of the proposal receiving
funding. The NCCWSC website has the contact information for the Data Stewards. If there are any questions
related to the DMP, please contact the appropriate CSC Data Steward.
The DMP should be reviewed quarterly and updated as needed. The DMP includes information about data used
in proposed projects including: 1) data inputs – existing data collections, 2) data inputs – new collections (e.g.,
new field data collections, new model output, etc.), 3) data inputs – software of other needs, and 4) data
outputs – expected deliverables, datasets, and products.
WHY ARE DATA MANAGEMENT PLANS REQUIRED?
- Assists with visibility, reproducibility, and validity of research projects because data are well
documented, including approach and methodology, and accessible.
- Helps ensure data and data products are accessible and available for the long term.
- Consistent with the best practices.
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DATA MANAGEMENT PLAN DESCRIPTION AND GUIDANCE
Descriptions of the data in the DMP are divided into the following four categories:
1. Data Inputs – Existing Collections;
2. Data Inputs – New Collections (e.g., data collected from the field, new model output);
3. Data Inputs – Software or Other Needs; and
4. Data Outputs – Expected deliverables, datasets, and products.
Information should be provided for each element as appropriate. If a section is not appropriate (i.e., no new
data are being collected), that should be noted and no additional information is necessary. If information is not
known at the level of detail requested, as much information as possible should be provided. For multiple inputs
and outputs, the data description table should be copied as many times as needed so that each table represents
one input or one output.
The information provided in the DMP will be reviewed as part of the proposal process. When proposals are
funded, information in the proposal will be used to create initial records for the project in the NCCWSC and CSC
project tracking tool and data repository – ScienceBase. Additionally, a CSC Data Steward will contact the
principal investigator of each funded project to assist with the development of the DMP.
DATA MANAGEMENT PLAN
Notes:
1. Fields shaded gray are not required during the proposal stage of the DMP. If a project is funded, all fields
are required.
2. Each input, output, or software item should have its own table. Make a copy of the table for each
distinct data input, data output, or software item.
Project Title: [Insert Project Title]
Data Inputs – Existing Collections
1
[Name of Collection]
Description:
Describe the information that will be used and the nature and scale (e.g., national, regional,
landscape, etc.) of the data. Include a link to the source of the existing data.
Format:
Identify the formats in which the data are maintained and made available.
Quality Checks:
Specify the procedures used to evaluate the existing data, including verification, validation,
and an assessment of usability.
Source:
Identify the source for the data.
Data Processing &
Scientific Workflows:
Describe any data processing steps or provide a scientific workflow you plan to use to
manipulate the data, as appropriate.
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Backup & Storage:
Describe the approach for backup and storage of the information associated with the research
project during the project.
Volume Estimate:
Estimate the volume of information that will be generated: megabyte (MB), GB, TB, or PB.
Access & Sharing:
Prior to the completion of the project, specify who should have access to project
information/products and what type of access (Public, Read, Write, No Access).
Restrictions:
Identify any limitations on access or reuse (e.g., sensitive data, restricted data, software with
license restrictions, etc.) and provide justification for restriction. Provide citation or
documentation describing limitations if due to policies or legal reasons.
Fees:
Identify any fees associated with acquiring the data.
Citation:
Provide citation for data product. If the data product can be found online, provide a URL.
Data Inputs – New Collections (Data that does not currently exist. For example, a new field data collection.)
1
[Provide a brief name to describe new data collection]
Description:
Describe the information that will be used and the nature and scale (e.g., national, regional,
landscape, etc.) of the data that will be collected.
Data Management
Resources:
Describe the proposal resources allocated for data management activities for the new data
collected as a level of effort, total dollars allocated, or as a percentage of the total project’s
cost. Resources could include people’s time or proposal funding.
Format:
Identify the formats in which the data will be generated, maintained, and made available.
Data Processing &
Scientific Workflows:
Describe data processing steps or provide a scientific workflow you plan to use to manipulate
the data, as appropriate.
Protocols:
Identify any standard protocols or methodologies that will be used to collect the data, if
available.
Quality Checks:
Specify the procedures for ensuring data quality.
Metadata:
Identify the metadata standard that will be used to describe the document (FGDC, ISO, EML,
etc.)
Volume Estimate:
Estimate the volume of information generated: megabyte (MB), GB, TB, or PB.
Backup & Storage:
Describe the approach for backup and storage of the information associated with the research
project during the project.
Repository for Data:
In addition to the NCCWSC repository (ScienceBase), identify any other repositories where you
plan to share your data.
Access & Sharing:
Prior to the completion of the project, specify who should have access to project
information/products and what type of access (Public, Read, Write, No Access).
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1
[Provide a brief name to describe new data collection]
Exclusive Use:
Project data and associated products should be available publically at the end of the project. If
a request to limit access for a period of time after project completion is needed, please
identify the length of time and the reason for the extension. (Request cannot be more than
two years.)
Restrictions:
Identify any limitations on access or reuse (e.g., sensitive data, restricted data, software with
license restrictions, etc.) and provide justification for restriction. Provide citation or
documentation describing limitations if due to policies or legal reasons.
Citation:
Specify how the project’s data should be cited.
Contact:
Provide a point(s) of contact if questions arise related to the data and associated products
(name, email, and phone number).
Software and Other Needs
1
[Name of Software or Other Need]
Description:
Describe any software or other needs that are required for the project. Software such as Microsoft
Office, Adobe, and an Internet Browser do not need to be provided.
Restrictions:
Identify any limitations on access or reuse that accompany the software or other needed items.
Fees:
Identify any fees or other costs associated with acquiring the software or other items.
Source/Link:
Provide a link or a source for the need if available.
Data Outputs (e.g., Project Deliverables or Products)
1
[Name of Output]
Description:
Describe the data output.
Data Management
Resources:
Describe the proposal resources allocated for data management activities for the new data
collected as a level of effort, total dollars allocated, or as a percentage of the total project’s cost.
Resources could include people’s time or proposal funding.
Format:
Identify the formats in which the data will be generated, maintained, and made available.
Data Processing &
Scientific Workflows:
Describe data processing steps or provide a scientific workflow you plan to use to manipulate the
data, as appropriate.
Quality Checks:
Specify the procedures for ensuring data quality during the project.
Metadata:
Identify the metadata standard that will be used to describe the data and products (FGDC, ISO,
EML, etc.)
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Volume Estimate:
Estimate the volume of information generated: megabyte (MB), GB, TB, or PB.
Backup & Storage:
Describe the approach for backup and storage of the information associated with the research
project during the project.
Repository for Data:
In addition to the NCCWSC repository (ScienceBase), identify any other repositories where you
plan to share your data.
Access & Sharing:
Prior to the completion of the project, specify who should have access to project
information/products and what type of access (Public, Read, Write, No Access).
Exclusive Use:
Project data and associated products should be available publically at the end of the project. If a
request to limit access for a period of time after project completion is needed, please identify the
length of time and the reason for the extension. (Request cannot be more than two years.)
Restrictions:
Identify any limitations on access or reuse (e.g., sensitive data, restricted data, software with
license restrictions, etc.) and provide justification for restriction. Provide citation or
documentation describing limitations if due to policies or legal reasons.
Citation:
Specify how the project’s data should be cited.
Digital Object
Identifier (DOI)/Link:
Provide a digital object identifier (DOI)/link to the project when available publically.
Contact:
Provide a point(s) of contact if questions arise related to the data and associated products (name,
email, and phone number).
DATA MANAGEMENT PLAN EXAMPLE
Note: This is an example only.
Project Title: Wyoming Landscape Conservation Initiative Integrated Assessment
Data Inputs – Existing Collections
1
Wyoming Geographic Information Center
Description:
This is a collection of over 100 natural resource geospatial datasets
Format:
Shapefile (vector) and geotiff (raster)
Quality Checks:
Reviewed metadata. Checked that calculations were correct. Checked that values were in
reasonable ranges.
Source:
Various data contributors including: land management agencies (e.g., BLM), University of
Wyoming, and local state agencies.
Data Processing &
Scientific Workflows:
Data download and rasterizing
Backup & Storage:
Handled by Wyoming Geographic Information Science Center
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Volume Estimate:
200 GB
Access & Sharing:
Data distributed by the Wyoming Geographic Information Science Center
Restrictions:
Data are publically available with no restrictions.
Fees:
No fees
Citation:
Wyoming GISC Data Server http://wygl.wygisc.org/DataServer/
2
Bureau of Land Management Disturbance Tracking System
Description:
Disturbance and reclamation areas associated with energy development on Bureau of Land
Management areas
Format:
Shapefiles
Source:
Wyoming BLM State Office
Data Processing &
Scientific Workflows:
Data download and rasterizing
Backup & Storage:
Handled by BLM
Volume Estimate:
10 GB
Access & Sharing:
Data distributed by BLM
Restrictions:
No restrictions
Fees:
No fees
Citation:
Not known
Data Inputs – New Collections
1
Locations of Yermo xanthocephalus Dorn (Desert Yellowhead)
Description:
Map the locations of desert yellowhead in DOI managed lands in the state of Wyoming.
Data
Management
Resources:
50% of a graduate student’s time
Format:
Gathered in field notebook. Locations entered into ArcGis.
Data Processing &
Scientific
Workflows:
None
Protocols:
Following the California Natural Resource Agency protocols
http://www.dfg.ca.gov/biogeodata/cnddb/pdfs/protocols_for_surveying_and_evaluating_impacts.pdf
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Locations of Yermo xanthocephalus Dorn (Desert Yellowhead)
Quality Checks:
Review of data entered into ESRI. Review of map output to make sure information is accurate.
Metadata:
ISO 19115
Volume Estimate: MB
Backup &
Storage:
During the project, the information will be stored on a network file drive.
Repository for
Data:
ScienceBase only.
Access & Sharing: Access should be limited to the project team during the project. At the completion of the project,
information can be made publically available.
Exclusive Use:
No exclusive use period needed.
Restrictions:
No limitation.
Citation:
Standards are fine.
Contact:
Bob Smith, bsmith@gov.gov
Software and Other Needs
1
ArcGIS
Description:
Geographic Information Software for data processing
Restrictions:
Proprietary/license software
Fees:
USGS provides ArcGIS to USGS staff under an enterprise license agreement. All spatial processing
can be effected using open source geospatial tools.
Source/Link:
http://www.esri.com
2
Python
Description:
Scripting language
Restrictions:
Open source software
Fees:
No fees
Source/Link:
http://www.python.org
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Data Outputs (e.g., Project Deliverables or Products)
1
WLCI Integrated Assessment
Description:
The Integrated Assessment will result in a set of ESRI grids, shapefiles, and geodatabases that
will allow land managers to assess the resource value associated with a cell or polygon. These
assessments will cover the WLCI area, the southwest portion of the state of Wyoming.
Data Management
Resources:
The project will provide a total of $100K for data management for FY 11/12. This includes data
storage, data organization support, integration, and custom presentation utilities along with
data protection, storage, backup, and replication.
Format:
Final products will include geotiffs, shapefiles, and python scripts (.py files).
Data Processing &
Scientific Workflows:
Sets of GIS data collected through collaborative efforts get partitioned into four categories
(resource, condition, change agent, and future agent). The datasets are converted to 30m grids
with a common origin, and then categorically combined. The values of each component grid get
normalized, the combined grid converted to an index value, and the four categorical grids
combined. Custom python scripts provide geoprocessing for resource assessment.
Quality Checks:
The project provides a quality assurance team to validate all interim and final products.
ScienceBase provides periodic checksum validation of all repository items, audits all inputs, and
provides reviewable logs.
Metadata:
FGDC
Volume Estimate:
The final volume (source, interim, and final datasets, metadata, and processing scripts) will
comprise less than 1TB.
Backup & Storage:
The project uses ScienceBase for storage, replication, backup, and long-term repository. This
includes both interim and final products.
Repository:
ScienceBase will be the repository for data and map information. The USGS Publications
Warehouse will hold the publications.
Access & Sharing:
Prior to the completion of the project, only USGS staff has access to the data. The USGS requires
review and approval of a publication or data series prior to wider distribution.
Exclusive Use:
All project final and interim datasets will be available after completion of the data series
publication. This will be complete at the conclusion of the project.
Restrictions:
All interim and final products will be released without restriction. Source data contains both
proprietary and sensitive data.
Citation:
The USGS Library provides citation information.
Digital Object Identifier
(DOI)/Link:
The USGS Library provides DOI/Links for project products.
Contact:
Sarah Doe, sdoe@agency.gov
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