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Peter Kjellberg, Research Office, David Scheutz, Publication Infrastructure KTHB,

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Presentation on theme: "Peter Kjellberg, Research Office, David Scheutz, Publication Infrastructure KTHB,"— Presentation transcript:

1 Peter Kjellberg, Research Office, David Scheutz, Publication Infrastructure KTHB,

2 Agenda  Introduction  Creating a personal account in Prisma  CV  Publications  Applications in Prisma  Budget and your school’s routines  Reporting  Help and support

3 Introduction

4 VR’s calls Spring 2015 Selection of calls: CallOpensDeadline International Career Grant22 jan26 feb Internationell postdok22 jan26 feb Konferensbidrag22 jan26 feb Projektbidrag17 feb31 mar * Projektbidrag för unga forskare17 feb31 mar * Projektbidrag Energiforskning17 feb31 mar * * Depending on which area. NT = 31/3 MH = 26/3 HS = 23/3. Visit VR for a complete list of calls.VR

5 What is Prisma?  A joint e-service for VR, Formas and Forte for handling applications, the review process and reporting.  A new system but the same old funders  Launched October 1 st 2014.  All new applications and tasks for these three research councils will go through Prisma.* * Formas has informed that they will not use Prisma for calls during the Spring 2015. (available in Swedish and English)

6 Why Prisma?  Creates a shared infrastructure for information.  For researchers it enables a system to enter information once, reuse often.  An all electronic system – no papers needed.  Simplifies for the research funders to compile information.  Provides the universities with an overview of all applications

7 How does Prisma affect KTH?  All tasks (application, the review process, signing and reporting) will be performed in Prisma = All persons involved in these tasks will use the system.  A personal account is required for all users.  Researchers need to register their CV and publications.  Fellow applicants are also required to create a personal account and add their CV information and publications to the application in Prisma.  Not for VR’s General Call. The applicant will upload all information (CV and publications) for the fellow applicants.  KTH (Research Office) has a responsibility for an organisation account for administrating structures, tasks and administrative users. Your school/department do not need to create an organisation account.

8 Overview of Prisma and creating a personal account in Prisma

9 Open Researcher and Contributor iD (ORCID). Requirement to be able to create a personal account in Prisma. KTH is members of ORCID and during the Autumn of 2014 KTH launched an application for creating an ORCID iD, For more information please visit

10 SWAMID SWAMID is an identity federation that offers quality assured and secure identification of employees in higher education in Sweden. Enables you to use your account to login to Prisma. Research Office recommends to Create personal account with SWAMID.

11 Step-by-step to create a personal account 1.Create an ORCID iD (if you do not already have one). KTH ORCID application – 2.Go to and Create a personal account. Create with SWAMID (recommended) 3.Choose KTH from the list and login to KTH – 4.Complete the form. 5.Click on the activation link in the activation email from Prisma ( Creation completed!

12 Overview of Prisma’s website Prisma is available in both Swedish and English. Useful sections at the Prisma website: General information Quick guide Help and FAQ Operating information Contact information

13 My profile

14 Contains information regarding: Your personal details CV Publications Intellectual property Drafts Tasks Messages Register information once and re-use often. Thus the workload is initially large but the following applications are faster.

15 CV

16 Requested CV information Read the instructions for the call Not always necessary to insert your complete CV.  For calls with deadline on 26/2 or 3/3. All relevant information must be registered in Prisma.  For VR’s General Call. Some information must be registered in Prisma Some will be attached as PDF. You as applicant will register CV information and publications for fellow applicants (as PDF).

17 Publications

18 Publications in Prisma Read the instructions for the call  For calls with deadline on 26/2 or 3/3. All, relevant for the call, publications must be registered in Prisma.  For VR’s General Call. Publications will be registered as a PDF attachment. You as applicant will attach publications for fellow applicants.

19 The KTH publication database DiVA Everything published by KTH researchers should be registered, according to KTH policy (!/Menu/general/colu mn-content/attachment/publ.policy.pdf)!/Menu/general/colu mn-content/attachment/publ.policy.pdf The department of Publication Infrastructure at KTHB regularly imports records from Web of Science and Scopus for KTH researchers. Publications not covered by these sources should be registered by the researchers themselves. The records are reviewed by the department of Publication Infrastructure.

20 The KTH publication database DiVA contains:  Ca 78 000 records, ca 16 300 of which in full-text  Ca 68 000 research publications, ca 8 300 of which in full- text  Ca 10 000 student theses, ca 8 000 of which in full-text

21 DiVA can be used for  Marketing KTH research  Searching for publications by KTH researchers  Forming a basis for internal statistics and a data source for bibliometric studies  Exporting records to SwePub, a national search portal for scientific publishing at Swedish universities  Serving as a data source for lists of publications, for example for the annual reports  Generating reference lists  Exporting data to search engines such as Google  Self archiving of scientific publications

22 Registering in DiVA   Publishing  Register in DiVA  Log in with your account  Register according to instructions on the library website

23 Important when registering in DiVA Avoid duplicate records Search DiVA ( ) before registering a new record. KTH-id KTH-id must be registered in the field “Local User ID” in DiVA (KTH-id is a unique eight character id, for example u1r4nbk6, that all employees have and that can be found on each employee’s profile page. KTH-id should be registered for all KTH-affiliated authors of a publication. This is regardless of whether the publication has been produced during the period the author has been employed at KTH or not. ORCID iD

24 Important when registering in DiVA Organisational affiliation Register organisational affiliation, i.e. the correct school, department, centre etc., for all authors that were affiliated with KTH at the time the publication was produced. The organisation registered should correspond to the author’s affiliation at the time when the publication was produced. An author can register several affiliations for the same publication, e.g. both a department and a centre. If a centre is registered it should be supplemented with the department where the researcher is employed. Peer review Register if the publication is peer reviewed or not. The following rules apply: Peer review refers to the review of a complete, published text. The fact that a journal applies peer review does not automatically imply that all publications in the journal should be regarded as peer reviewed. Peer review of a book or a part of an anthology means that the review has been carried out by independent reviewers, not by the editors of the book alone.

25 Searching DiVA for your publications  Search using your KTH-id, for example u1r4nbk6  Advanced search  Author, id  Set relevant limits

26 Creating a list of publications  Search for your publications  Select the records to include  Click References – Export references  Select format  Copy, save and edit your list

27 SwePub  National database for Swedish research publications  Imports records from local publication databases  Important data source  Register your publications in DiVA and they will also be registered in SwePub

28 DiVA – SwePub - Prisma Automatic export Manual search Scopus

29 For further DiVA information publikationsdatabas/registrera-i-diva-1.326238

30 Applications

31 Calls for proposals All open calls for proposals can be found under the Applications and grants tab in Prisma.

32 Read the instructions for the call Read it once in a while to identify corrections and changes  Most of the information will be registered into fields in a form (with minimal options for formatting)  Some information possible to attach as PDF.  For some information you must click on or to be able to edit or save the information.  Invite fellow applicants, administrative users and head of department.  Important to send the invitation to participate to the e-mail address which the user has registered their account on (e-mail address is not always the same as username).  It is possible to collaborate when filling in the information for an application. However, only one person at the time can edit the information in the application. Creating an application

33  Prisma saves your information automatically in timed intervals. Possible for you to save whenever you want to.  When all required information has been inserted. The application must be registered in Prisma. If needed, it is possible to re-open the application before the deadline.  The application must after deadline be signed (in accordance to the delegation of authority).  Distribution of this task is performed by Research Office. You do not need to distribute it yourself.  Only persons invited to the application can see it before the deadline of the call. Creating an application part 2

34 Recommendations  Check the Prisma user manual or the instructions for the call if you encounter problems with registering information.  Prisma is a system for registering information. It is recommended to write the information elsewhere and then copy – paste.  Once in a while verify that you entered the information correctly or if you have missed to insert a field under the Register menu.  Confirm that your application looks good as an pdf. Select -> Show application (PDF)

35 Signing of an application  No paper signature needed.  KTH will distribute the task of signing the application to the correct person (in accordance to the delegation of authority).  You will be notified by e-mail and in Prisma when the application has been signed.  When signer gets the task it is only possible to accept or deny.  Thus not possible to adjust or make amendments of an application after deadline (if not approved by the funder).  The signer has 7 days to sign the application.  All tasks will be stored in the event log for each application.

36 Recommended project workflow in Prisma

37 Reporting

38 Both scientific and financial reporting will be performed in Prisma. However, the functionality is currently under development. More information will be available when reporting is to be performed.

39 Help and support

40 For questions regarding calls and requested information: The responsible person for the call (contact information usually at the end of the instructions for the call). For technical problems with Prisma: For problems with KTH systems or issues related to KTH: For questions regarding DiVA: For questions regarding budget: Your accountant of the department

41 Support webpages Prisma’s external user support webpage: content/uploads/Externt%20engelska/index.html KTH user support site:

42 Try changing web browser if you are experiencing problems with Prisma Prisma recommends using the latest version of Internet Explorer, Chrome or Firefox. (Chrome seems like the most stable). Prisma uses pop-ups for the application form. Thus you must allow pop-ups when using Prisma. Prisma uses cookies to remember your preferences.

43 Remember All applications and tasks from VR, Forte and Formas are performed in Prisma. Read the instructions for the call. Prisma is a system for registering information. Use the correct e-mail when inviting fellow applicants and administrators. An ORCID iD is required. Prisma is a new system and is still in development. We would like to hear your feed-back on Prisma.

44 Questions?


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