Authors: Heather Andrews, Nicolas Dintzner, Alastair Dunning, Kees den Heijer, Santosh Ilamparuthi, Jeff Love, Esther Plomp, Marta Teperek, Yasemin Turkyilmaz-van der Velden, Yan Wang
From February 2019 onwards and with the appointment of the data steward at the Faculty of Electrical Engineering, Mathematics and Computer Science (EEMCS), the team of data stewards is complete: there is a dedicated data steward per every faculty in TU Delft. Therefore, the work in 2019 focuses on embedding the data stewards within their faculties, policy development, and also on making the project sustainable beyond the current funding allocation.
The document below outlines high-level plans for the data stewardship project in 2019.
Engagement with researchers
In 2019, the data stewards will (among others) apply the following new tactics to increase researchers’ engagement with research data management:
Meeting with all full professors
Inspired by the successful case study at the faculty of Aerospace Engineering, data stewards will aim to meet with all full professors at their respective faculties.
Development of training resources for PhD students and supervisors
Ensure that appropriate training recommendations and online data management resources are available for PhD students to help them comply with the requirements of the TU Delft Research Data Framework Policy. These should include:
- Appropriate resources for PhD students, e.g. support for data management plan preparation, and/or data management training for PhD students
- Support for PhD supervisors, e.g. data management guidance and data management plan checklists for PhD supervisors
- Online manuals/checklists for all researchers, e.g. information on TU Delft storage facilities, how to request a project drive, how to make data FAIR
Support for data management plans preparation
Ensure that researchers at the faculty are appropriately supported in writing of data management plans:
- At the proposal stage of projects, researchers are notified about available support for writing the data paragraph by the contract managers and/or project officers of their department
- All new grantees are contacted by the data stewards with an offer of data management and data management plan writing support
- Training resources on the use of DMPonline, which will be used by TU Delft for writing Data Management Plans, are available and known to faculty researchers
Coding Lunch & Data Crunch
Organise monthly 2h walk-in sessions for code and data management questions for faculty researchers. Researchers will be supported by all data stewards and the sessions will rotate between the 8 faculties.
The Electronic Lab Notebooks trial
Following up on the successful Electronic Lab Notebooks event in March 2018, a pilot is being set up to test Electronic Lab Notebooks at TU Delft in 2019. The data stewards from the faculties of 3mE and TNW are part of the Electronic Lab Notebooks working group and are in contact with interested researchers who will be invited to get involved in the pilot.
Further develop the data champions network at TU Delft:
- Ensure that every department at every faculty has at least one data champion
- Develop a community of faculty data champions by organising a meeting every two months on average
- Organise two joint events for all data champions at TU Delft and explore the possibility of organising an international event for data champions in collaboration with other universities
Faculty policies and workflows
In 2019, all faculties are expected to develop their own policies on research data management. However, successful implementation of these policies will depend on creating effective workflows for supporting researchers across the research lifecycle. Therefore, the following objectives are planned for 2019:
- Draft, consult on and publish faculty policies on research data management.
- Develop a strategy for faculty policy implementation
- Develop effective connections and workflows to support researchers throughout the research lifecycle (e.g. contacting every researcher who was successfully awarded a grant)
A survey on research data management needs was completed at 6 TU Delft Faculties (EWI, LR, CiTG, TPM, 3mE and TNW). In 2019, the following activities are planned:
- Publish the results of the survey conducted in the 6 faculties in a peer-reviewed journal
- Conduct the survey at BK and IDE – first quarter of 2019
- Re-run the survey at EWI, LR, CiTG, TPM, 3mE and TNW – September 2019
- Compare the results of the survey in 2017/2018 with the results from 2019 of the re-run survey and publish faculty-specific reports with their key reflections on the Open Working blog
- Survey data visualisation in R or python
The visualisation of 2017/2018 RDM survey results was available in Tableau, which is proprietary software. To adhere to the openness principle, and also to practice data carpentry skills (see below), the 2019 data visualisation will be conducted in R.
Training and professional development
On top of specific training on data management, in 2019 data stewards will invest in training in the following areas:
Software carpentry skills
Code management is now an integral part of research and is likely to become even more important in the coming years. Therefore, as a minimum, every data steward should complete the full software carpentry training as an attendee in order to be able to effectively communicate with researchers about their code management and sharing needs. In addition, data stewards are strongly encouraged to complete training for carpentry instructors to further develop their skills and capabilities.
Participation in disciplinary meetings
In order to keep up with the research fields they are supporting, data stewards will also participate in at least one meeting, specific to researchers from their discipline. Giving talks about data stewardship / open science during disciplinary meetings is strongly encouraged.
In addition to dedicated events for the Data Champions, the following activities are planned for 2019:
- 28 January 2019:
- Talk by Sebastian Karcher: Limits of Reproducibility: Strategies for Transparent Qualitative Research
- Workshop by Sebastian Karcher: Managing Qualitative Data for Sharing and Transparency
- 16 May 2019: Afternoon seminar on publishing reproducible research
- Seminar bi-monthly seminar series “”Future Forward: Science in the Open Era”, starting on 27 February with a talk by Dr Tim Smith “Research Markets or Research Commons”
In addition, the team is planning to organise the following events (no dates yet)
- Software Carpentry workshops
- March & November 2019 – at TU Delft
- May 2019: at Eindhoven
- October 2019: at Twente
- Workshop on preserving social media data – workshop which will feature presentations from experts in the field of social media preservation, as well as investigative journalists (e.g. Bellingcat)
- Conference on effectively collaborating with the industry (managing the tensions between open science and commercial collaborations)
Individual roles and responsibilities
Some data stewards have also undertaken additional roles and responsibilities:
- Yasemin: Electronic Lab Notebooks, Data Champions
- Esther: Electronic Lab Notebooks, DMP registry
- Kees: Software Consultancy Lead
Sustainable funding for data stewardship
The current funding for the data stewardship project (salaries for the data stewards) comes from the University’s Executive Board and is until the end of 2020. However, the importance of the support offered to the research community by the data stewards has been already recognised not only by the academic community at TU Delft but also by support staff.
In order to ensure the continuation of the data stewardship programme and for TU Delft not to lose the highly skilled, trained and sought-after professionals, it is crucial that the source of sustainable funding is identified in 2019.
Authors: Marta Teperek, Yasemin Turkyilmaz-van der Velden, Shalini Kurapati, Esther Plomp, Heather Andrews, Robbert Eggermont
TU Delft has been leading the way in fostering a good research data management culture to uphold the quality, transparency and reproducibility of research. Since 2017, TU Delft has piloted the Data Stewardship programme with the aim to provide disciplinary specific data management support to TU Delft researchers. The focus on disciplinary support is motivated by the belief that in research data management (RDM), there are no one-size-fits-all solutions.
TU Delft has eight faculties with a wide range of research topics. In order to provide dedicated disciplinary support to researchers, a Data Steward was appointed at every faculty. Each Data Steward has a PhD degree in research are relevant for the faculty.
This is a condensed 2018 annual report describing the progress, activities, achievements and future prospects of the project.
Team building and laying the groundwork for the programme
In 2017 the majority of work focused on the recruitment of Data Stewards at three faculties: Electrical Engineering, Mathematics and Computer Sciences (EEMCS), Aerospace Engineering (AE) and Civil Engineering and Geosciences (CEG), and laying the groundwork of the programme. In 2018 Data Stewards were appointed at the remaining faculties, which concluded the team building work and brought the programme to its full speed. Since the beginning of 2019, the team of Data Stewards is at its full capacity, with a dedicated Data Steward per faculty.
The Data Stewards meet weekly for training, information sessions, and knowledge and practice exchange. The weekly meetings focus on the RDM needs of TU Delft researchers and keeping up to date with the most recent trends in RDM such as the FAIR principles, General Data Protection Regulation (GDPR) law, research and software reproducibility. Dedicated experts from TU Delft, as well as national and international scene are regularly invited to these meetings. Communication channels and information sharing spaces have been also created and are now effectively used by all team members. To increase the visibility of the programme and to openly share its progress, a Data Stewardship webpage and a dedicated section on Open Working blog were launched. While the Data Stewards are embedded at each faculty, the Research Data Services (RDS) team operate centrally at the TU Delft library. To establish strong links between these two teams, a joint Away Day is organised once a year. Additionally, members of the RDS team are also attending weekly Data Stewards meetings and participate in some of the joint projects and undertakings (e.g. roll out of a new data management plan template). In addition, connections with faculty secretaries were developed through dedicated meetings to talk about Data Stewardship hosted by the Library and attended by all faculty secretaries. All of these activities were overseen and coordinated by the Data Stewardship Coordinator who is located at the TU Delft library.
Day to day activities of the Data Stewards
The role of the Data Steward at TU Delft is relatively new, so one of the first tasks of the Data Stewards was to become visible to researchers and gather intelligence on the type of support and advice researchers require within the faculty. In the first couple of months, Data Stewards engaged with researchers during faculty meetings, interviews, graduate school seminars, open science roadshows and by sending out a survey on the data management needs (see below for more details).
After researchers were sufficiently aware of the help they could receive, Data Stewards started receiving questions and requests for data management support. The requests varied across the 8 faculties, but there were a few common topics on which Data Stewards were regularly consulted, such as: advice on data management plans, information about data archiving options, data sharing possibility, GDPR concerns, cross-border data transfers, commercially sensitive data, or data licensing.
Data stewards are also the linking pin to the broader TU Delft research support ecosystem. Pragmatically speaking, Data Stewards act as general practitioners to all data related questions and issues. If there is a need for a specific intervention from a university wide legal, ethics or ICT specialist, Data Stewards know where to direct the researcher to get the most specific and useful answers.
In addition to advice and consultation, Data Stewards provide and/or facilitate on-request training and workshops on data management topics for researchers and PhD students. Agreements are made with faculty graduate schools to allocate credit points for participation.
At the moment all the Data Stewards are involving in leading the RDM policy development at their respective faculties.
Although embedding Data Stewards at each faculty is a prerequisite for creating awareness and achieving cultural change in RDM, community building efforts are essential to fully accomplish these goals. Additionally, it is impossible for a single Data Steward to have all the necessary disciplinary background to understand and support all types of research carried out in one faculty. Therefore the Data Champions programme was launched in September 2018.
Data Champions are researchers who voluntarily act as local community-based advocates for good data management and sharing practices. In return, they are provided with opportunities to showcase their activities during meetings at the department, faculty and TU Delft level as well as (inter)national conferences to offer increased impact and visibility. Additionally, the Data Champions are offered travel grants to join meetings and conferences to showcase their Data Champion activities, and trainings and workshops to learn new RDM skills to share with their local community members.
Suitable candidates for the programme are identified by faculty Data Stewards and are encouraged to become Data Champions. The general communication with the Data Champions is carried out by the Data Steward at the Faculty of Mechanical, Maritime and Materials Engineering (3mE), who took on the role of the Data Champions Community Manager. The first meeting to officially kick off the programme was on 14 December 2018. This meeting took place in an informal setting to encourage interactive discussions, knowledge exchange and networking. Overall, it was very well received by the Data Champions as well as the research support professionals. As of December 2018 we already had 27 Data Champions (at least one Data Champion per faculty) and this number is still growing. The AE Faculty, as well as the Faculty of Technology, Policy and Management (TPM), already have at least one Data Champion at every department.
The Dean of the Faculty of Applied Sciences (AS) has recognised the importance of Data Champions for advocating for good data management and sharing practices and aims to also have at least one Data Champion per department. The AS faculty already has six Data Champions and two of them, Anton Akhmerov and Gary Steele, took the lead in creating a dedicated policy on Open Data for their department (Quantum Nanoscience). The importance of the Data Champions programme has been recognised also at a strategic level at TU Delft, evidenced by the wish of Prof. Rob Mudde, the Vice Rector Magnificus of TU Delft, to attend the next meeting of the Data Champions.
To be able to offer dedicated RDM support, it is necessary to first define the problems and the needs of the researchers. Our survey on research data management needs, which was initiated in 2017 at three faculties (EEMCS, CEG and AE), has been extended and completed in three other faculties in 2018 (TPM, 3mE, AS). The survey gathered 680 responses in total and the data visualisation is publicly available. The survey provided important information on the state of data management practices at TU Delft. The survey will be repeated yearly and this way the results will serve as a benchmark to indicate the effects of the work of Data Stewards on data management awareness and practices at the faculties.
The joint presentation summarising survey results at LIBER conference in July 2018 by the Data Stewards from LT and 3mE faculties was very positively received by the community and downloaded 187 times. Based on this presentation, we got invited to submit a paper about the survey results to LIBER Quarterly. The survey will be run at the two remaining faculties (Architecture and the Built Environment – ABE, and Industrial Design Engineering – IDE) and re-run at the other faculties in 2019.
Data Stewardship in numbers
Summarising, in 2018 the Data Stewards have received at least 245 requests for help with data management (note that not all the requests are recorded, given that it involves manual copy-pasting of the requests received by emails). In addition, in 2018 Data Stewards conducted 68 dedicated interviews with researchers about their data management practices. Notably, the Data Steward at the AE Faculty has met with all the full professors at the faculty, which was positively received by TU Delft’s ex-Rector Magnificus Karel Luyben.
In addition, Data Stewards adhere to the principle “practice as you preach” and therefore share their work as openly as possible. In 2018 the team published 29 blog posts and other publications on the Open Working blog. Our top viewed blog post in 2018 is by the Data Steward at EEMCS, describing the results of the RDM survey (viewed 844 times).
Furthermore, the team have attended 46 national and international conferences and meetings in 2018, including 33 occasions were Data Stewards were presenting as invited speakers or keynote speakers. The Data Steward from the 3mE Faculty was awarded the competitive Research Data Alliance Early Career Researcher Grant to attend the International Data Week 2018 conference in Botswana in November 2018. Again, in adherence with the openness principles, all presentations are publicly shared in a dedicated Data Stewardship at TU Delft community in Zenodo.
Data Stewardship event
On 24 of May 2018 the team has organised a dedicated event “Engaging researchers with research data – Data Stewardship in practice” to showcase the work of Data Stewards at TU Delft and to exchange views and practices on Data Stewardship with other universities. The event was attended by over 120 individuals (with 35% of the participants from countries other than the Netherlands). All participants judged the event as “good” or “excellent” and responses to open questions were overwhelmingly positive.
All the photos (taken by Jan van der Heul from the RDS team, our Chief Photographer), videos and presentations from the event are publicly available. In addition, three participants wrote blog posts with their reflections and take-home messages (Marjan Grootveld, Danny Kingsley and Martin Donnelly).
Data stewards have also been involved in many diverse projects. For example, the Data Stewards from the AE and CEG faculties took part in developing domain data protocols, which aim to provide researchers with disciplinary standards for data management in their research domains. The Data Stewards from the 3mE and AS faculties are part of the Electronic Lab Notebooks working group, which, following up on the successful Electronic Lab Notebooks event in March 2018, is now setting up a pilot to test Electronic Lab Notebooks at TU Delft in 2019.
Data stewards from the faculties of TPM, 3mE, AS and CEG have been involved in providing support for researchers working with software in order to improve code management practices and to make software more reproducible. Several workshops on software sustainability were organised, which resulted in a dedicated research paper that got accepted to be presented during the IEEE eScience 2018 conference and got published in the conference proceedings. The preprint of this paper is already downloaded 227 times.
These efforts eventually resulted in 4TU.Center for Research Data joining in December 2018 The Carpentries which is a non-profit organization teaching foundational coding, and data science skills to researchers worldwide. On 29 and 30 November, the first Software Carpentry workshop took place at TU Delft. The tickets got sold out just in a matter of days and we had around 30 researchers participating and another 45 on the waiting list, showing the huge interest and need for such training. Two more Carpentry workshops will take place in TU Delft in 2019. In addition, the Data Steward from the CEG faculty took the lead in the organisation of walk-in coding consultations for researchers wishing to get tailored support on their code management practices, which, due to its success and positive feedback from researchers, will continue to be organised on a regular basis. Moreover, a meeting with TU Delft researchers took place to discuss community building efforts for good programming practices. To this meeting, a representative from the Carpentries and a researcher from the University of Amsterdam was invited to learn lessons from their community building efforts.
Data Stewards have been also instrumental in driving forward the Open Science agenda. Dedicated Open Science roadshows (information sessions on research data management and on Open Access) have taken place at AE, TPM, IDE and CEG faculties. In addition, the TPM faculty organised a dedicated workshop on Open Science to their PhD students. The presentation “Open Science in a nutshell: what’s in it for me?” which was uploaded to Zenodo, has been downloaded 324 times and viewed 1,815 times.
In the current changing funding landscape where the researchers are expected to publish their papers and data openly, it is not feasible to evaluate researchers based on high impact journal publications alone for funding and promotion criteria. This is why, the TPM Faculty was also actively involved in discussions about academic rewards and how to make open science count in academic careers. Prof. Bartel Van De Walle was the keynote speaker at the event on Open Science skills which was co-organised by the Data Stewards, 4TU.Centre for Research Data and the EOSCPilot. There were two separate blog posts highlighting the key aspects of the event (one blog post about the event as a whole and another one about the interactive workshop).
Following the principle that good data management should start as early as possible, the Data Steward from the AE Faculty opiloted the use of Dataverse for keeping research data of master students. Valuable and curated datasets can be subsequently easily published with 4TU.Center for Research Data.
Recognising the need for disciplinary support and for community building, Data Stewards from the ABE and IDE faculties identified the need for Digital Humanities community at TU Delft and are currently discussing with researchers across TU Delft to scope their interests and needs. A bottom-up approach is taken to encourage researchers to take lead in forming their own communities and exchange research ideas, resources and challenges. The first community-driven meeting will take place in early January 2019 at ABE faculty.
Since 25 May 2018, GDPR has came into effect in Europe. In August, two events dedicated to GDPR and its implications for research data were co-organised by the Data Stewards and the Research Data Netherlands. An important aspect of these two events was that representatives from multiple institutions and countries were present to talk about their individual approaches and considerations.
On 26 June 2018, the TU Delft Research Data Framework Policy was approved by TU Delft’s Executive Board. The Framework Policy is an overarching policy on research data management for TU Delft as a whole and it defines the roles and responsibilities at the University level. In addition, the Framework provides templates for faculty-specific data management policies. It is important to develop the faculty policies according to discipline specific RDM needs of the researchers, so they can use this policy as a roadmap for good RDM practices.
Currently, the deans and the faculty management teams, together with the Data Stewards, are busy with the development of faculty-specific policies on data management which will define faculty-level responsibilities. Any interested researcher and research supporter will be invited to give feedback and therefore contribute to the development of the faculty policy. In AS and 3mE faculties, which have around 1000 researchers each, a single meeting would not be feasible, therefore the Data Stewards of these faculties will join to the meetings of every individual department to introduce the policy and ask for feedback. The Data Champions are particularly encouraged to get involved in the development of the policy in their faculties in order to fine tune the policy based on their disciplinary needs.
As can be seen in this report, 2018 has been a very fruitful year for the TU Delft Data Stewardship programme and with a full team of Data Stewards from the beginning of 2019, we expect 2019 to be even more productive. The faculty policies are expected to be rolled-out and published 2019. As one of the requirements of the policy is all PhD candidates starting from 2019 to attend data management training, currently the Data Stewards are busy with the development of a dedicated training suitable for the disciplinary needs of the PhD candidates. For this, the Data Stewards are in close contact with the central and faculty graduate schools, PhD councils and colleagues from TU Delft Library.
We already have three events planned in 2019: a seminar titled as Limits of Reproducibility: Strategies for Transparent Qualitative Research which will be followed by a hands-on workshop about Managing Qualitative Data for Sharing and Transparency on 28 January, open science seminars kick off on 27 February and a seminar on publishing reproducible research on 16 May.
Additionally, we will also have a one-day event for all TU Delft’s Data Champions,
one workshop on working with software and High Performance Computing (HPC), a conference on collaboration with industry and open science and two more software carpentry workshops.
In addition, a dedicated blog post about out plans for 2019 is going to be published soon, so watch this space!
Written by Shalini Kurapati and Marta Teperek
Training needs: research computing skills for open science
In addition to good data management, software sustainability is important for open science.
In accordance with the survey conducted by the Software Sustainability Institute in 2014, 7 out of 10 researchers rely on code for their research. Sharing research data without the supporting code often makes research impossible to reproduce. Good documentation and version control have been highlighted as major contributors to sustainable software. In addition, earlier workshops and survey results indicated that researchers need training on good code writing and code management practices and version control.
Similarly, TU Delft-wide survey on data management needs revealed that 32% of researchers were interested in training on version control and 18% specifically in software carpentry workshops.
What are The Carpentries?
The Carpentries “teach foundational coding, and data science skills to researchers worldwide.” That’s a community-based organisation, which maintains and develops curricula for three different types of workshops: software carpentry, data carpentry, and library carpentry. Detailed and structured lesson plans are available on GitHub and they are delivered by a network of carpentry instructors.
An important element of The Carpentries is that in order to deliver a workshop, instructors need to be certified. The certification process puts a particular emphasis on the pedagogical skills of the instructors.
First software carpentry at TU Delft
TU Delft hosted the first software carpentry workshop on 29 November 2018 as a pilot before officially joining The Carpentries. We had around 30 researchers participating (and another 45 on the waiting list!). The participants were from four faculties at TU Delft: Civil Engineering and Geosciences, Applied Sciences, Technology Policy & Management, and Architecture and Built Environment. We had three instructors and four helpers in the room.
The GitHub pages with the lesson materials are publicly available and can be found here: https://mariekedirk.github.io/2018-11-29-Delft/ All participants were asked to bring their laptops along and to install some specific software. No prior programming knowledge was required. Collaborative notes were taken with Etherpad.
During the workshop, participants downloaded a prepared dataset and they worked with that dataset through the two days. They learnt task automation using Unix shell, version control using git, and python programming using jupyter notebooks.
The Carpentries have a special way of organising feedback. Participants receive red and green post-it notes and use them to indicate problems / completion of tasks during the whole course. Similarly, after the end of each day, the participants are asked to indicate all the plus sides and negatives of the workshop on green and red post-it notes, respectively.
The feedback from the participants after the workshop helped us evaluate the training. The participants were overwhelmingly appreciative of the instructors and helpers and seem to have enjoyed the training. Some of the participants felt that the pace of the workshop was fast and they did not have time to experiment with the data set. Some others wished to get a more personal approach and to actually get an opportunity to work with their own disciplinary datasets.
Plans for the future
The waiting list for the workshop was very long and we had to disappoint more than 45 researchers who didn’t manage to get their spot on the day. In addition, faculty graduate schools have been willing to give course credits for PhD students who attend this workshop, which made the course even more attractive to attend for PhD students. Therefore, to meet the demand, we are planning to organise four more workshops in 2019: two workshops at TU Delft, one in Eindhoven and one in Twente. We will continue to monitor the number of interested researchers and if the need arises, we might consider scheduling some additional courses.
In addition, to increase our capacity in delivering carpentry training, some of the TU Delft’s data stewards and data champions will attend the training to become instructors. We hope to have this instructor training organised in April.
To address the feedback about the pace of the course, we will be more selective and include fewer exercises in our future workshops to ensure that the participants get the chance to experiment and play with their datasets and scripts.
In order to provide some more tailored support to researchers who have started to code but need some additional support to make it work, or who might have attended a carpentry workshop but are not sure how to apply the learning into practice, we will host dedicated coding walk-in hours consultations starting in January 2019.
So… watch out for the next carpentry workshop – scheduled for Spring 2019!
Authors (in alphabetical order): Maria Cruz (VU), Marc Galland (UvA), Carlos Martinez (NL eScience Center), Raúl Ortiz (TU Delft), Esther Plomp (VU), Anita Schürch (UMCU), Yasemin Türkyilmaz-van der Velden (TU Delft)
Based on the contributions from workshop participants (in alphabetical order): Joke Bakker (University of Groningen), Jochem Bijlard (The Hyve), Mattias de Hollander (NIOO-KNAW), Joep de Ligt (UMCU), Albert Gerritsen (Radboud UMC) Thierry Janssens (rivm), Victor Koppejan (TU Delft), Brett Olivier (Vrije Universiteit Amsterdam), Raúl Ortiz (TU Delft), Esther Plomp (Vrije Universiteit Amsterdam), Jorrit Posthuma (ENPICOM), Anita Schürch (UMCU)
On 2 October 2018, Maria Cruz (VU), Marc Galland (UvA), Carlos Martinez (NL eScienceCenter), and Yasemin Türkyilmaz-van der Velden (TU Delft) facilitated a workshop titled “Software Reproducibility – The Nuts and Bolts”, as part of the DTL Communities@Work 2018 event held in Utrecht, the Netherlands.
Besides the four organisers, there were 24 workshop participants, including researchers, research software engineers/developers, data stewards and others in research support roles.
Below we summarise the background and rationale for the workshop, key discussions and insights, and recommendations. The description of the workshop setup, including information about the participants gathered via Mentimeter, can be found at the end of this report.
The listed authors include the four organisers and the workshop participants who actively contributed to the report. Workshop participants who agreed to be acknowledged for their contributions are also listed.
Rationale for the workshop
The starting point for the workshop was a paper published in Water Resources Research by Hut, van de Giesen and Drost (2017), which argues that carefully documenting and archiving code and research data may not enough to guarantee the reproducibility of computational results. Alongside the use of the current best practices in scientific software development, these authors recommend close collaboration between scientists and research software engineers (RSEs) to ensure scientists are aware of the latest computational advances, most notably the use of containers (e.g. Docker) and open interfaces.
As happened in a previous similar workshop held at TU Delft on 24 May 2018, the participants discussed the merits of these recommendations and how they could be put into practice; and also what role the various stakeholders (researchers, research software engineers, research institutions, data stewards and other research support staff) could play in this regard.
In this second edition of the workshop, the participants also made recommendations for actions that could be taken at the national level in the Netherlands to raise the awareness of software sustainability and reproducibility and to implement the advice from the paper and the workshop. The key discussion points and insights from these discussions and the ensuing recommendations are summarised below, based on information recorded during the workshop within a collaborative google document.
In this report we define reproducibility and reusability of software as follows. Reproducibility is focused on being able to reproduce results obtained in the past – that is, use the same data and the same software to reach the same result (a docker image may be good enough for this). Reusability is concerned with using the software on a different context than it was used before; this could be as simple as using the same software with different data or it may require modification of the original software (docker images may or may not be sufficient for software reusability).
Key discussion points and insights on the advice by Hut, van de Giesen and Drost
Sound but too technical advice
Overall, the groups felt that the advice was sound but too technically focussed, particularly if it is aimed at researchers. Researchers should not need to concern themselves with containers and open API’s, which are too technical to implement. The advice also fails to consider and recognise deeper cultural issues, such as: the lack of awareness on the topic of reproducibility and reusability of research software; the lack of relevant training, tools and support; and the diversity of code.
Concerns regarding the use of containers
Docker may not necessarily be easy to use if you are not a software developer or research software engineer. There was also the concern that containers, although helpful, should not be used to mask bad coding practices. The use of containers also makes it difficult to upgrade the software. Containers make it easier to distribute software on the short term, but to make software sustainable someone needs to understand how to update and build a new container. This is a role for the research software engineers, not the researchers, as there are no tools that are easy to use that allow for re-use of software in different containers. The other issue that was raised was whether Docker and other platforms would still exist in 20 years’ time.
Not all code is equal
Not all software is meant to be maintained or reused. High software quality, version management, code review, etc. will all help with reproducibility and reusability, but at some point in time the software might not be sustainable anymore. Is this necessarily bad? Code from 10 years ago will probably need to be rewritten in newer languages. Defining the scope of code will help determine the level of reproducibility and reusability requirements. In particular, it is important to differentiate between single-use scripts and pipelines that are used repeatedly and/or by different people. While the former do not need to be highly maintained, the latter need to be extensively reviewed and tested. Commercial software is also an issue. In some fields of research, many scientists use Excel or MATLAB. Commercial software is often closed source, making it difficult to test, review and publish it; and sometimes the publication of the code is also not possible for IP or confidentiality reasons.
Training and raising awareness
How much are researchers aware of the reproducibility crisis? Researchers need to be aware of the key features and concepts behind reproducibility and reusability of research software. These concepts are more important than any particular techniques. The first step should thus be raising awareness of these issues. People who are already aware of the reproducibility crisis and of practices conducive to reproducibility and their practical benefits have a responsibility to raise awareness within their department/group/colleagues. Researchers also need to be aware of the possibilities and best practices in order to apply them. Training is important in this regard. Having the right tools and support is also essential. Researchers need to know who to contact for help and support and how to find the right tools.
There should be code review sessions involving all the interested parties. Code review could be similar to peer review and be done at the institutional or departmental level. Working together on software increases the quality of code, particularly if it is reviewed by multiple stakeholders. Sharing the experience and the knowledge gained from these code review sessions more widely would provide a way to advertise and advocate for the best practices in software development.
Building a community behind a particular tool or piece of software was also seen as a good way to ensure that code is maintained and upgraded. If the software is out there and there is interest in it, people will maintain it. Being a part of such community may not necessarily require specific expertise and technical involvement. A user of a tool can very well contribute to the community by raising issues without needing to have specific knowledge about the code.
Good practices in scientific software development
Good coding practices should be publicly available and widely advertised. Building software should start with clearly documented use cases, and these use cases should define the entry points for the code. Materials and methods should include parameters for any executable. The environment configuration should also be added alongside the code to make it reproducible. For software to be redeployable on different platforms (also through time), it needs to be well documented, including open data and workflows. You need to be able to understand what the purpose of the experiment was and how it was done, and how the data was processed, if that is relevant. Version control and releases with DOIs are also important. Testing with proper positive and negative controls, integration, and validation are also critical to re-using software.
The roles of data stewards, RSEs and researchers
RSEs as ambassadors for software reproducibility
While researchers should lead when it comes to reproducibility, data stewards could help raise the awareness of this important issue and of the best practices for software reproducibility. RSEs – often in support roles, standing between the researchers and their software – have a key role to play as ambassadors and should be part of the driving force behind efforts towards software reproducibility. In particular, they should be creating and maintaining software development guidelines. Research support roles, including those of data stewards and RSEs, should be more clearly defined and rewarded; these roles should not be seen or performed as just a side activity. RSEs should be actively involved in the research design and publication process, and should not been seen solely as a supporter of the researcher, but as a collaborator. Unfortunately, the current funding schemes do not reward these activities.
Communication and interaction between the three key stakeholders (researchers, RSEs and data stewards) was seen as a shared responsibility. However, setting up cross-expertise speed-networking events could be an easy way to connect researchers, data stewards and RSEs, and to encourage collaboration. This type of initiatives could be implemented at institutional, national and/or even at international level. At the institutional level, a central service desk could work as a hub to connect researchers to research support experts. Encouraging collaboration by helping researchers connect with available experts provides a way to avoid redundant solutions to similar problems. For collaborations to be fruitful, however, researchers need to understand the perspective of RSEs and data stewards, and vice versa. Domain-specificity is another barrier that can block the collaboration between data stewards, RSEs and researchers.
How to encourage reproducibility in computational research?
As said earlier, researchers should lead when it comes to reproducibility. However, they may not always be interested in reproducibility, as reproducibility does not always guarantee good science. Researchers need to be intrinsically stimulated to document and review their code and to follow the best practices in software management and development. Publishing a methods or software paper that includes easy-to-reuse, high-quality software will help researchers get more citations. User friendly tools that help with software management and reproducibility will also stimulate use by researchers.
Reproducibility should be enforced from the top down
Journals and funders, in particular NWO, should enforce their policies. There should be funding for reproducibility; there should also be standards and requirements and appropriate audits. Data management plans as well as software sustainability plans are essential to ensure best practices. The funders need to become more aware of software sustainability and the needs for software management. For FAIR data there are funding opportunities, but these are not available for FAIR software. There is a need to make good practices in science the de facto standard. FAIR (both for data and software) should be the rule and no longer the exception. There should also be more recognition about publishing data and code, not only papers.
A leading role for national platforms
National platforms, such as the Netherlands eScience Center, should also be responsible and lead the research community into making software and data sustainability a recognised element of the research process. There is also a need among the research community for more knowledge and awareness about the NL eScience Center and the possibilities for collaborations between researchers and RSEs. In this respect, the Netherlands eScience Center should also take the lead in promoting collaboration between RSEs and researchers.
Community building as a bottom-up approach
Besides a top-down approach, building communities from the bottom up was also recommended as a way to connect researchers with relevant research support experts. The Dutch Techcentre for Life Sciences (DTL), for example, could set up a platform to connect individual researchers with software experts. This could be in the form of national cross-expertise speed-networking events or a forum. The NL-RSE initiative could also play a role in this regard and could help raise awareness of the issues around software reproducibility and sustainability.
It is crucial to educate early career researchers, who have the time and interest. Courses and trainings are needed at the universities and at the national level. Researchers should be made aware of good practices for software development and software engineering at the earliest stages of their careers, including at the bachelor and master level.
The workshop session lasted two hours. It started with the organisers introducing themselves, followed by a short survey of the audience using Mentimeter, led by Yasemin Türkyilmaz-van der Velden. Maria Cruz then gave a presentation setting the scene, providing information on reproducibility and summarising the paper and the suggestions by Hut, van de Giesen & Drost (2017). Marc Galland gave a short presentation on software sustainability from the researcher’s point of view, and Carlos Martinez Ortiz gave his perspective on the same subject from the research software engineer’s point of view.
The audience was then split into four groups, with the organisers each joining a group to help facilitate the discussion. Each groups was allotted 45 minutes to answer the following questions within a collaborative google document:
- How can the advice by Hut, van de Giesen & Drost be put in practice?
- Any additional advice?
- How can researchers, RSEs, and data stewards work together towards implementing the advice?
- What needs to happen at the national level in the Netherlands to raise awareness of research software reproducibility and help implement the above or any of your ideas and recommendations?
About the participants
We asked a few questions to the audience, using Mentimeter, to get familiar with their background and their experiences with research software. As seen in the responses below, we had a mixed audience of researchers, research software engineers, data stewards, and people in other research support positions. As expected from a DTL conference, which focussed on the life sciences, most participants had a research background within this area, ranging from biomedical sciences to bioprocess engineering and plant breeding. All participants had experience with research software.
Almost all participants agreed that there is a reproducibility crisis in science, reflecting the high level of awareness among the audience of this important issue. Before moving to the presentation about software reproducibility, we asked the participants what came to their mind about this topic. The answers, which ranged from version control, documentation and persistent identifiers to Git, containers, and Docker, clearly show that the audience was already very familiar with the topic of software reproducibility. In line with this, when we asked what they were doing themselves in terms of software reproducibility, we received very similar answers, with version control taking the lead among the answers to both questions.
Written by Julie Beardsell and originally published on the ICT innovation blog.
Responding to the challenge
Navigating the often complex legal landscape of software licensing can be a genuine challenge for researchers, particularly when starting up a research project for the first time.
Today’s researchers, when starting out on a PhD, may typically need to be competent scientists and programmers, but also understand and be sufficiently knowledgeable to make the right choices for the licensing of the software that they build. Without the latter, they risk a number of potentially undesirable situations.
To help researchers navigate their way, a working group at TU Delft has put together a set of guidelines for researchers, which can be downloaded here.
In addition, the working group is drafting a document to provide more detailed information and links to related documents and useful sources.
Open, reproducibility, peer-review and building upon others’ work
The very nature of the research itself, may be to create or improve upon software, which might be worked on openly and collaboratively with others, from institutions other than those of the institution by which the researcher is employed.
In addition, the task of creating scientific software as output of the researcher does not end with the publication of results which will have been generated as a result of the developed software. Making that software available for inspection and use by other scientists is essential to reproducibility, peer-review, and the ability to build upon others’ work.
Importance of licenses
Licenses are important for setting out the terms on which software may be used, modified, or distributed and by whom. Without a license agreement, software may be left in a state of legal uncertainty in which potential users may not know which limitations owners may want to enforce, and owners may leave themselves vulnerable to legal claims or have difficulty controlling how their work is used. Licenses can also be used to facilitate access to software as well as restrict it.
The working group consists of Julie Beardsell, Merlijn Bazuine, Susan Branchett, Maria Marques de Barros Cruz and Marta Teperek and the group would like to thank those researchers across the faculties who have contributed so far and encouraged the development of this initiative at TU Delft.
About the Author
“Open Source Software Guidelines for Researchers” by Julie Beardsell is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International license.
Authors (in alphabetical order): Maria Cruz, Shalini Kurapati, Yasemin Türkyilmaz-van der Velden
With contribution from workshop participants (in alphabetical order): Patrick Aerts (Netherlands eScience Center + DANS), Kees den Heijer (TU Delft), Jelle de Plaa (SRON), Jordi Domingo (KNMI), Martin Donnelly (University of Edinburgh), Raman Ganguly (University of Vienna), Rolf Hut (TU Delft), Karsten Kryger Hansen (Aalborg University), Carlos Martinez (Netherlands eScience center), Joakim Philipson (Stockholm University), Wessel Sloof (University Medical Center Groningen), Martijn Staats (Wageningen University & Research), Michael Svendsen (Royal Danish Library), Jan van der Ploeg (University Medical Center Groningen), Ronald van Haren (Netherlands eScience Center), Egbert Westerhof (DIFFER).
How to cite: A citable version of this report is available since July 06, 2018 through the Open Science Framework. DOI: 10.31219/osf.io/z48cm.
On 24 May 2018, Maria Cruz, Shalini Kurapati, and Yasemin Türkyilmaz-van der Velden led a workshop titled “Software Reproducibility: How to put it into practice?”, as part of the event Towards cultural change in data management – data stewardship in practice held at TU Delft, the Netherlands. There were 17 workshop participants, including researchers, data stewards, and research software engineers. Here we describe the rationale of the workshop, what happened on the day, key discussions and insights, and suggested next steps.
Rationale for the workshop
There is no denying about a reproducibility crisis in science. In some fields, over half of published studies fail reproducibility tests. A survey of 1576 scientists conducted by Nature in 2016 revealed that over 90% of the respondents agreed that there was some level of crisis and over 70% said they had tried and failed to reproduce another group’s experiments. Given the ubiquitousness of software in many areas of contemporary scientific research, it could be argued that there can’t be reproducibility in science without reproducible software.
In a recent Comment in Water Resources Research, in response to “Most computational hydrology is not reproducible, so is it really science?”, Hut, Van de Giesen and Drost (2017) argue that documenting and archiving code and data is not enough to guarantee the reproducibility of computational results. They suggest the use of software containers and open interfaces, and that researchers work more closely with research software engineers (RSEs) to learn best practices in software design. This advice is presented in the context of hydrology, but it could be applied more generally.
Inspired by the article and its advice, the workshop aimed to explore the various topics of software reproducibility— how some of the advice could be put in practice, and what role could institutions, data stewards, and research software engineers play in this regard.
What happened on the day
The workshop session lasted one hour. It started with the moderators introducing themselves, followed by a short survey of the audience using Mentimeter, led by Yasemin Türkyilmaz-van der Velden. Maria Cruz then gave a presentation setting the scene, providing information on reproducibility, and summarising the paper and the suggestions by Hut, Van de Giesen and Drost (2017). One of the authors of the paper, Rolf Hut, attended the session and also said a few words about his paper and his ideas. Shalini Kurapati then moderated the main activity described below.
Using Mentimeter, we asked a few questions to the audience to get familiar with their background and their experiences with research software. As seen in the responses below, there was an almost perfectly balanced audience formed by researchers, research software engineers, data stewards, and people in other research support positions.
There was also a very good balance in terms of the participants’ research backgrounds, which ranged from various disciplines in the physical sciences and medical research to intellectual history and information science. Almost all participants had experience with research software.
The majority (65%) of the participants agreed that there is a reproducibility crisis in science. The reproducibility crisis was a hot topic during the main event (Towards cultural change in data management – data stewardship in practice) and had been already discussed comprehensively earlier in the programme, by the keynote speaker Danny Kingsley. Therefore, a potential bias in the responses of the participants cannot be excluded. Regardless, it was interesting to see that there is an increasing awareness of this important issue.
Before moving to the presentation about software reproducibility, we asked the participants what came to their mind about this topic. The answers, which ranged from sustainability, preservation, and integrity to GitHub, Zenodo, containers, and Docker, clearly show that the audience was already very familiar with the topic of software reproducibility.
Prior to the workshop, we hoped to have a group of participants with diverse backgrounds and interests. Fortunately, that turned out to be the case, and we could form groups with the ideal representation from all stakeholders of interest. We divided the participants into 4 groups, each containing at least a data steward/research support staff, a research software engineer, and a researcher. The groups were invited to answer the following questions within a collaborative google document:
- What do you think about the advice of Hut, Van de Giesen and Drost, i.e., use containers (e.g. Docker), use open interfaces, and closely collaborate with Research Software Engineers to improve software reproducibility?
- Any additional advice to Hut et al., to improve software reproducibility?
- How can researchers, RSEs and data stewards work together towards implementing the above advice?
The groups were allotted 20 minutes to discuss answers to the questions and record them in the google document. The workshop moderators were able to actively monitor the google document to steer the groups towards timely conclusion of their activity. After the activity was concluded, a representative from each group pitched their activity summary and their key findings for a minute. The contents of the google document and the pitches, which were recorded live in the workshop slides, provide us the insights on the challenges and corresponding solutions for software sustainability and reproducibility, that are reported in the next section.
Key discussion points and insights on the advice by Hut, van de Giesen & Drost
Lack of funding for Research Software Engineers
Lack of (sustainable) funding for hiring RSEs is one of the obstacles to putting the advice of Hut, Van de Giesen and Drost into practice. Larger projects typically already have RSEs on board, but for smaller projects this is not always possible. It is difficult to recruit and hire RSEs across disciplines. However, the Netherlands eScience Center is a good example of a way to centrally fund research software development and to pool developer expertise across disciplines.
Open source software is not always an option
Because of scientific competition, commercial and IP interests, it is not always an option to make research software available as open source software. Dockers (containers) are also not an option for commercial software.
High-level documentation is very important. A good README file does part of the job, but documentation and a user manual are also important. Any information (e.g. equations, model) behind the software also needs to be shared.
Lack of support for software validation is also a problem. As an addition to the advice by Hut, van de Giesen and Drost, one of the groups suggested that support should also be provided for software validation (in-house code review). In cases where professional software support is limited, it would already be helpful if researchers would review each others’ code, just like they would do with papers. If the goal is to make code understandable to other researchers, then their feedback will be paramount. Organizing code reviews in a research group could improve the quality of the code significantly with only a small time investment.
The role of data stewards, RSEs and researchers
Data stewards – the link between researchers and RSEs?
Two groups saw the role of data stewards as brokers between researchers and RSEs. It was acknowledged that researchers and RSEs should interact more to improve research codes (e.g. review of codes). Data stewards could be the link between the two. Data stewards could monitor possible synergy between projects and link researchers with specialist RSE expertise. One group felt that data stewards should provide the toolbox, with principles (e.g FAIR principles) and guidance, and RSEs should help implement those principles, because they have the knowledge to do so.
Could RSEs do more to promote best practices?
Two groups thought that RSEs could take a more proactive role in providing training for researchers, promoting best practices, and generally propagating their knowledge. Without assigning roles, one of the groups felt that implementing the advice of Hut, Van de Giesen and Drost required programming courses, support staff to help out researchers at departmental level, and the breakdown of problems into smaller problems that could be solved with up-to-date techniques based on expert knowledge. Could RSEs also help with this?
Opportunities and barriers, and the role of institutions
Integrated teams working across university faculties, departments, and institutes, with a single point of contact, could provide a way for researchers, data stewards, and RSEs to work together. Fear of stepping into others’ “working areas” and different working cultures may create barriers, as well as the potential lack of scientific/research expertise from RSEs and software developers.
Sustainable funding is a challenge, so is the lack of recognition for developing research software in the current academic rewards system. There also needs to be a persuasive driver beyond just doing the right thing. This can come from funders, publishers and possibly institutions. Any driver will be most persuasive when it comes from the research community itself.
Universities and institutes should promote good practice for software engineering as part of open science.
The short-term goal of this workshop was to start a conversation on the topic of software reproducibility between researchers, research support staff (data stewards and others with a similar role), and research software engineers, and to make the results of this discussion public via this forum.
The immediate next step is to bring the results of this interaction to the attention of the community Working towards Sustainable Software for Science: Practice and Experiences (WSSSPE), which includes researchers and research software engineers, but lacks a strong connection with data stewards and research data support. We plan to submit a paper for the 9th International Workshop on Sustainable Software for Science: Practice and Experiences, to be held in Amsterdam on 29 October 2018.
The time available for the workshop was limited and not all the issues were discussed or discussed in enough depth. For example, it would be interesting to discuss in more detail what training and resources researchers and research supports need to help software reproducibility become more of a reality and what role could data stewards and research software engineers play in this regard.
Institutions could certainly do more in terms of funding and rewards for software development, and promoting best practices. How to make this happen in a global and concerted manner?
In the long-term we will continue to engage with the necessary stakeholders to keep the discussion alive and to define operational solutions towards improving software reproducibility and sustainability.
- Workshop slides
- Water Resources Research paper by Hut, van de Giesen & Drost, in response to “Most computational hydrology is not reproducible, so is it really science?”
- Participants’ contribution through collaborative google document
This presentation is available via Zenodo 10.5281/zenodo.1252925.