1. ENID WHITE, RESEARCH MANAGER Wyoming Department of Transportation
DATA MANAGEMENT PLANS AND DATA AS AN ASSET WYOMING DEPARTMENT OF TRANSPORTATION PUBLIC ACCESS
ENID WHITE, RESEARCH MANAGER
Wyoming Department of Transportation

2. DATA MANAGEMENT PLAN (DMP)

3. NEVER REINVENT THE WHEEL

4. Steps in setting up a DMP
1. Find a template that will fit your program.

5. FIND A TEMPLATE

7. Keep in

8. DMP WEBSITES
National Science Foundation: NSF FAQ sheet:

9. Steps in setting up a DMP
Find a template that will fit your program.
Perform GAP analysis using the requirements from:
a. Federal statutes and executive orders.
b. National Transportation Library requirements.
c. State statutes.

10. Federal Rules and Regulations
The American COMPETES Reauthorization Act of 2010 (ACRA; Public Law ), … Federal science agency research and policies related to the dissemination of long term stewardship of the results of unclassified research, including digital data…
OSTP Memo dated , … A strategy for improving the public’s ability to locate and access digital data…
Exec Order dated , …states that government information shall be “managed as an asset throughout its life cycle to promote interoperability and openness… and to ensure that data are released to the public in ways that make the data easy to find, accessible and usable…
2 C.F.R (e)(1), … the non-Federal entity [State DOTs] must provide, within a reasonable time, the research data so that they can be made available to the public…

11. Public Access Plan The USDOT Public Access Plan requires:
Authors to submit to the NTL digital repository all publications that meet the scope criteria as set out on page 2 of the USDOT Public Access Plan.
Publications to be freely available to the public no later than 12 months following publication.
Public access to final research data, subject to restrictions that pertain to privacy, confidentiality, and homeland security.
All DOT funded research proposals to include a supplementary document labeled “Data Management Plan” (DMP), and include long-term digital data set preservations and storage location information.

12. Public Access Plan
Repositories to enable and allow public access and sharing.
Full access to the DOT’s scientific publications and digital data requirements for tracking of the research and data.
Data to be entered into the NTL repository that serves as the permanent archive of technical reports. The NTL will provide a searchable database of data management plans.
The USDOT Research Hub to serve as the linking mechanism for scientific publications and their underlying research data.
All research project descriptions to be submitted to the Transportation Research Board Research-in-Progress database and ensure that the projects are updated.

13. AASHTO The core data principles as set out by AASHTO are:   
Valuable: Data is an asset.
Available: Data is open, accessible, transparent, and shared.
Reliable: Data quality and extent is fit for a variety of applications.
Authorized: Data is secure and complaint with regulations.
Clear: There is a common vocabulary and data definition.
Efficient: Data is not duplicated.
Accountable: Decisions maximize the benefit of data.

14. Wyoming Statute Wyo. Stat. 9-21-101 Data Policies
Every Agency shall adopt, enforce and maintain a policy regarding the collection, access, security and use of data.
The policy shall,… include the following:
An inventory and description of all data required of, collected or stored by the agency;
Authorization and authentication mechanisms for accessing the data;

15. Wyoming Statute
Administrative, physical and logical security safeguards, including employee training and data encryption;
Privacy and security compliance standards;
Processes for identification of and response to data security incidents, including breach notification and mitigation procedures; and
In accordance with existing law, processes for the destruction and communication of data.

16. Steps in setting up a DMP
Find a template that will fit your program.
Perform GAP analysis using the requirements from:
a. Federal statutes and executive orders.
b. National Transportation Library requirements.
c. State statutes.
3. Funding Agency Guidelines.
Where does the money come from.

17. PARTS OF A DMP

18. INTRODUCTION SECTION Basic information on the research project.
Purpose of Project.
You will find some of the same information in the Technical Sheets in the front of each research report. You can use a list like we do or you can just use your technical report.

19. DATA TYPE AND STORAGE What type of data will be produced.
How it will be collected.
Will it be reproduced.
How much data are we talking about.
Will it be original or pre-existing data.
Where will it be stored.
This meets the requirements from the feds, and my state.

20. ACCESS AND/OR INTELLECTUAL PROPERTY
How to protect privacy, security, confidentiality, Intellectual Property.
What are the access concerns.
Who controls the rights.
Privacy and security requirements.
Embargo periods.

21. DATA SHARING AND REUSE How the data will be shared.
Sharing requirements.
Audience for reuse.
Where will it be published.
Tools/software needed for data.

22. DATA PRESERVATION AND ARCHIVING
Where will the data be archived.
Will you need to assist in the archival process.

23. METADATA SCHEMA
Provides information so it is easier to search for the record.
Again, some of this data is found in the technical report. It meets requirements from MARC 21, which is what our state archives uses. Check with who will be archiving and then draft your metadata sheet.

24. WYDOT’S RESEARCH PROCESS

25. PRIOR TO BEGINNING RESEARCH
Kick off meeting.
a. Review DMP.
b. Review Metadata Schema.
c. Review deliverables in contract.
d.Discuss disclosures or legal protections necessary for the report and data.
e. Determine all rights to the data and/or datasets.
f. Discuss budgets for data.

26. DURING RESEARCH PROJECT
Monitor project:
Insure data is maintained and backed up in secure manner.
Check storage requirements.
Contractors updata DMP and Metadata Schema Form.

27. AFTER THE PROJECT IS OVER
1. Determine who will house the data and for how long. 2. Collect DMPs, Metadata Schema template, and data if necessary. 3. Set embargo periods. 4. Determine budgets for archiving. 5. Determine who can access the data. 6. Determine who can reuse the data. 7. Review confidentiality and licenses. 8. Determine data formatting.

28. COMPLETED DMPs
Data that was used in the report comes in varying sizes.
Data will not be hard to gather.
Contractors are willing to assist in this process.
Contractors are filling the DMPs out.
Contractors are asking questions.
From the DMPS we received we learned.

29. DATA AS AN ASSET

30. Why treat data like an asset. 1
Why treat data like an asset. 1. DOTs pay hundreds of thousands of dollars each year for the research, which includes the data.

31. Why treat data like an asset.
DOTs pay hundreds of thousands of dollars each year for the research, which includes the data.
The cost to retain, archive and gather the data is less than the cost to recreate the data.

32. Why treat data like an asset.
DOTs pay hundreds of thousands of dollars each year for the research, which includes the data.
The cost to retain, archive and gather the data is less than the cost to recreate the data.
Data is a valuable intangible commodity that has demonstrative value in terms of usage.

33. Data should be gathered and archived on a case by case basis
1. Will there be a demand for the data.

34. Data should be gathered and archived on a case by case basis
Will there be a demand for the data.
How difficult will the data be to replicate.

35. Data should be gathered and archived on a case by case basis
Will there be a demand for the data.
How difficult will the data be to replicate.
Are there barriers to future use.

36. Data should be gathered and archived on a case by case basis
Will there be a demand for the data.
How difficult will the data be to replicate.
Are there barriers to future use.
Is the data stored or archived somewhere that cannot guarantee long-term storage.

37. Data should be gathered and archived on a case by case basis
Will there be a demand for the data.
How difficult will the data be to replicate.
Are there barriers to future use.
Is the data stored or archived somewhere that cannot guarantee long-term storage.
Is the data the only copy.

38. Seven Laws of Information/Data by Daniel Moody and Peter Walsh
Information/data is (Infinitely) Shareable.
The value of information/data increases with use.
Information/data is perishable.
The value of information/data increases with accuracy.
The value of information increases when combined with other information.
More is not necessarily better.
Information is not depletable.
Can be shared between any number of people, business areas and organizations without consequent loss of value to each party.
Most research depreciate, while data increases with use. The more you use data, the greater its worth.
When you quite using the data, and it sits on a shelf, that is when it begins to depreciate.
More accurate information is more accurate, and more valuable.
Merging data can bring better results.
More is not necessarily better. When the amount exceeds the limits, you get data overkill
Data is self generating, the more you use it, the more you have.