My Bibliography/eRA Commons Integration More utility, less work Bart Trawick Neil Thakur Commons Working Group, 9/22/09

Goal- Make the Commons Profile Publication List more useful and efficient  Reduce user workload  Minimize data entry burden with PubMed searches, delegates, peer suggestions, and other features  Maximize exportability and reusability :  Long term: Minimize duplicate data entry across multiple NIH forms, and provide value for non-NIH purposes as well  Improve NIH data quality, reporting and policy compliance  Support RePORTER and NIH Reauthorization Act  Facilitate staff tracking  Long term: Definitive information on Public Access compliance for users and program staff, reducing PI and staff burden

Problem 1: Difficult Data Entry  Some data is entered into the Publication List via a feed from NIHMS and PubMed Central  Commons users must manually enter all other data  Free text entry- no validation of NIH reference numbers  No search/import capability from NIH data sources, like other NIH forms or PubMed  No bulk upload or import from user maintained lists  No co-PI or coauthor proposals- Only users and delegates can initiate and complete data entry  No automatic updating of status (e.g. eprint to published, PMC-Journal in Process to PMCID)

Problem 2: Dead End Data  The current system makes PIs enter the same citation multiple times in multiple places  The Pub List cannot be downloaded by a user  The Pub List cannot be cut and pasted into other documents without reformatting  Pub List citations cannot be shared with collaborators to save them effort  Pub List can only be used on eSNAPs  All other NIH forms (Biosketches, 2590s, 424s, etc), as well as other user needs (CVs, institution websites, etc) require new data entry.

Problem 3: Dead End Information  The Publication List, as built through Upload Science, is unstructured and unverified, so data collected does not provide feedback  It does not tell a PI or NIH if the paper complies with Public Access  The citation text does not include a URL to the record on PMC or PubMed  NIH cannot uses these records to populate RePORTER, the Biennial Report, etc.  Citations cannot be easily machine read for portfolio analysis, evaluation, staff tracking, etc.

66 Commons Username Institution Current PI’s Commons Profile - Publications No export to Biosketches, CVs, Co-investigator profiles… Structured data fed from NIHMS Unstructured manual entries- no links, no compliance feedback

77 PI Name Institution Current eSNAP - Upload Science Same data from Commons Profile- NIHMS feed + free text entry Commons Free Text Entry: no import, no bulk entry, no suggestions, no links, no feedback, no validation PI responsible for Upload Science section of eSNAP.

Solutions  Enhance the Commons Publication List with a live feed from MyBibliography, a bibliography management system developed by NLM and accessible under the Commons login  Replace the unstructured Upload Science data entry system with MyBibliography  October: The Commons Profile Publication List will continue to support data entry into eSNAP  Spring 2010: Allow PIs to indicate which papers arise from which grants; Provide Public Access compliance feedback

My Bibliography workflow and screens

My Bibliography  Journal articles  In PubMed  From journals not indexed in PubMed  Citations not yet appearing in PubMed  Manuscripts submitted to NIHMS  Book chapters  Meeting abstracts  Talks / Presentations / Grand Rounds  Patents  Other materials

Integrated with eRA Commons  My NCBI accounts may be associated with eRA Commons accounts  Authors are able to use the information stored in their bibliographies for multiple purposes  Generate complete document of bibliography  Export citations directly into IMPAC II forms and BioSketch  Establish publication-grant associations  Assert publication-author associations (AuthorID)

Set Up Bibliography  Allow flexibility  Minimize effort where possible  Coordinating with collaborators will eliminate double-entry.

Sign in to MyNCBI

Adding a citation manually

If there is a match in PubMed…

If no match in PubMed…

Add a Non-Standard Citation

Delegation in My Bibliography  Choose to grant access to delegate  Identify delegate  Inform delegate that access has been granted

Delegate’s account

Publication alerts  Suggested citations may come in from other users or automatically from the system.  For each suggestion  Confirm it  Reject it  Skip it  Add a citation manually.

Printing your bibliography

Implementation

Phase 1: October 2009 release Includes the following modifications to Commons Personal Profile Publication Section and eSnap Publication section:  Pulling all the data (Publications) from "My NCBI" using the web service  Displaying a Proposed association grant number in Personal profile publication section for each publication  Citation ID hyperlink will take the user directly to the source to view the Publication  System will maintain ability for the PI to enter Publications from Commons

New Commons Citation List- Phase 1 Structured, Hyperlinked data Grant-Citation Associations Public Access Compliance Feedback More than Publications Continue data from Upload Science

eSNAP with Commons/My Bib data -Phase 1 Same data from Commons Profile - structured, verified, with compliance feedback, where possible Upload Science Continues

Phase 2: Spring 2010 The following modifications to Commons Personal Profile Publication Section and eSnap Publication section:  Displaying the status of publication  Adding ability to confirm proposed Grant/Publication associations  User will only enter publications using "My NCBI" system (Commons will no longer support PD/PI Entered Publications)  User will be asked to move all their publications from Commons to "My NCBI”

New Commons Citation List- Phase 2 Grant-Citation Approvals

eSNAP with Commons/My Bib data -Phase 2 No Upload Science Data from Commons Profile- All structured, verified, with compliance feedback

The Future Structured citation information could be the basis for future enhancements  Add Public Access Compliance view for NIH Program Staff  Enhanced Portfolio Analytics and Bibliometrics  What papers arose from which RFAs?  How are PIs collaborating?  How does NIH funding influence productivity and career development?  Make the Biosketch and Progress Report Publication List fully electronic?  Dynamic documents that could be updated post submission?  Submission rules that ensure 100% compliance with the Public Access Policy without threat of award delays or restrictions?