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Figshare for Institutions — Implementation Overview

  • Total standard implementation time typically takes between 12-16 weeks, depending on your requirements. Figshare will provide implementation project support, as described in the below implementation overview, up to 6 months, after which additional fees may be charged for certain types of delays.
  • The Implementation Manager introduced by your Figshare Sales Account Manager will be your point of contact throughout the implementation. Before the implementation project is completed, your Implementation Manager will introduce you to all formal communication and support channels to follow thereafter.
  • Communications throughout the implementation phase will be managed via Basecamp (https://basecamp.com/), which is monitored daily by our Implementations Managers and Engineers. By using Basecamp, we ensure that all documents, questions and conversations are held in a single place so that all communications can be seen be those involved in the process.
  • A stage environment is provided, and will be available to you for the remainder of your contract.
  • All configurations are implemented, tested, and confirmed on stage, before moving to your production environment
  • A basic admin training demo is provided by your Implementation Manager. Formal training for admins and end users is organised with Our Engagement Manager and usually takes place (for admins) before you launch your production environment.
  • Post-implementation support will be available through our support site at http://support.figshare.com.
  • Expected resource, personnel and effort required by Figshare from the Client is outlined below - on average, we’d expect the IT Project Manager to dedicate at least 1 day per week during implementation.
  • If required, Figshare are happy to conduct a pre-implementation call to answer any questions you may have moving forward.

Brief implementation schedule

Standard Figshare Implementation Schedule

Stage
(Approx.) Timeline
Please note: stages can be worked on in parallel
Included
(check)
Preparation and kickoff call 1 week
These implementations steps can be done in parallel, however, please note these tasks are the approximate order of operations Stage build 1 week
Staging environment created and ready for testing
(Optional) Non-Figshare storage implementation 1-2 months
Integration with authentication system (SSO) and account creation at first login (optional) 2 weeks
HR Feed (optional) Up to 1 month for custom work
Group structure, URLs, and storage quotas 2-4 weeks
Branding 1-2 weeks
PIDs (DOIs and/or handles) 1 week (Figshare)
1 month (working with external service)
Optional configurations 2-4 weeks
Production build 1-2 weeks
Custom domain (optional) 1-2 weeks
Support and engagement overview calls 1 day (ideally 2-4 weeks before final release)
Average implementation time: 8-12 weeks Phase 1 complete: production environment ready
Implementation sign-off

The following work is considered separate to the standard Figshare implementation, must be planned and scheduled in collaboration with the Sales rep and Implementation Manager, and will entail additional fees:

CRIS integration (Elements / Pure) Bespoke timelines need to be discussed in relation to Client requirements
Data migration 1-3 months preparation (depending on the migration requirements and complexity), plus 1 week per 100 GB to be migrated
Approx. migration time is 3-6 months Phase 2 complete: migrations and integrations sign-off

Detailed implementation specification

Stage (approx. timeline)Details of stageResources required from ClientFigshare personnelTypical Client personnel
Pre-implementation call (optional)
(1 hour)
  • Figshare Implementation Manager is introduced to Client via Email
  • Any contract and/or implementation uncertainties are clarified
  • Kickoff call is scheduled as a follow up
Figshare & Client to schedule and meet for an online callSales Account Manager
Implementation Manager
Implementations Engineer (optional)
Migrations Engineer (optional)
Implementation project team (should include project manager and IT representative)
Preparation and kickoff call
(1 week)
  • Basecamp invites sent to Client project members
  • Kickoff call carried out (run through of Basecamp / implementation tasks)
  • Clarifications on any outstanding concerns
  • Specifications and timelines drawn up for project milestones and completion
  • Additional implementation tasks discussed and planned into post-implementation schedule (integrations / migrations)
  • Project team to attend kickoff
  • Project team to summarise and provide list of any specific concerns prior to kickoff call
  • Project team to specify any key dates and assist with planning timelines
Implementation ManagerIT Project Manager
Research Data and/or repository Manager
IT / Systems Admin
Communications/ Marketing member
IT Storage Architect (if connecting to local storage)
HR System Manager (if running HR feed)
Launch stage environment
(1 week)
  • Implementation Manager provides information for accessing and logging into stage environment with a manual Figshare admin account
  • Implementation Manager sends admin training demo
  • Project team to watch training video
  • Project Team to read user guides
  • Project team to log in on stage and test functionality using the supplied video and online user guides
Implementation Manager
Implementation Engineer
Project team members
Non-Figshare storage implementation begins (optional)
(Approx. time = 1-2 months)
  • If not using Figshare AWS storage offering, institutional storage integration implementation begins
  • Details for accessing and connecting to institutional storage server must be provided
Storage architect, or IT contact for storage enquiries and implementation is needed throughout this processImplementation Manager
Implementation
Engineer
System Architect
IT Project Manager
IT Storage Architect
Authentication system and user account creation decided
(about 2 weeks, plus additional 2-4 weeks for configuring and automating HR feed)
  • Client user authentication system detailed & configured on stage
    • If no authentication system is used, accounts are created manually via API using personal email addresses
  • User account creation method determined
    • Client decides between 1st login or HR feed (detailed in Basecamp)
    • If 1st login, this step can be completed as a part of configuring the authentication system
    • If HR feed is going to be used for account creation then any custom work needed is specified here
  • IT contact for user authentication details - share details of system, create Figshare test accounts, ensuring attributes released match Figshare specifications for account creation
  • Client to determine preferred account creation method and provide relevant information (detailed in Basecamp)
Implementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager / RDM Manager
System Admin
HR rep (if HR feed)
HR Feed (optional, but recommended if integrating with Symplectic Elements)
(Approx. time = Up to 1 month for custom work)
  • Clients decides upon method for transfer of HR feed (options detailed in Basecamp)
  • If HR feed is to be used for user account creation, the feed will need to include for each user: a unique ID, first name, surname, email address, user quota (optional - can be set in interface), and association criteria (group membership). The unique ID must map to an attribute released by the authentication system
Client to prepare and provide formatted HR feed via one of the supported methods (detailed in Basecamp)Implementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager / RDM Manager
System Admin
HR System Manager
Group structure, URLs, and quotas
Approx. time = 2-4 weeks
  • Initial group structure determined and filled into Figshare groups template
  • Group settings specified (public/private, group project quotas, URLs, association criteria)
  • Desired group structure and all available configs to be determined by Client (including admins, project quotas)
  • Desired public pages & URLs determined and filled into groups spreadsheet
Implementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager / RDM Manager

If users need to be associated to groups:
Systems Admin /
HR System Manager
Branding
Approx. time = 1 week
  • Branding is supplied and configured for landing page
  • Branding is supplied and configured for public groups, if required
  • Desired branding for each public group is decided upon
  • Background image and logo files shared
Implementation Manager
Implementation
Engineer
Designer
IT Project Manager
Repository Manager / RDM Manager
Communications/ Marketing Office
PIDs (DOIs and/or handles)
Approx. time =
1 week (Figshare)
2-4 weeks (integrating with external PID service)
  • Desired PID method determined
  • DOIs and/or Handle accounts integrated and PID methods configured
  • Preferred PID strategy is decided upon and communicated
  • Details of desired PID accounts shared
    • If not using Figshare DOIs, Client may have additional steps to fulfill with DOI minting service and/or handle server (Figshare team to assist as required)
Implementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager / RDM Manager
Institutional DOI provider (if not using Figshare)
T&Cs and privacy policy
(optional)
2-4 days to configure
  • Institution develops their own repository T&Cs (and an optional privacy policy) for users of the repository to agree to
  • T&Cs must be hosted on an institutional URL
URLs for institutional terms and/or policies are providedImplementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager / RDM Manager
Institutional legal team/department/advisor
Optional configurations
2 weeks
  • Optional configurations available in interface are detailed and configured, if required, by Client
    • These include custom metadata, user roles, and review
  • Optional configurations configurable by Figshare are detailed and discussed, and Figshare will configure as required
    • These include custom licences, item types, footer, and custom email address
  • A list of optional configurations available to configure in the interface is shared. The Client Project Team is required to configure these
  • A list of optional configurations that Figshare needs to configure on the Client’s behalf is shared. The Client Project Team needs to communicate their decisions and Figshare will configure as requested
  • Some configurations require simple decision making, whereas others (custom email) require technical resources
Implementation Manager
Implementation Engineer
IT Project Manager
Repository Manager / RDM Manager
IT support for certain customisations
Production portal created
Approx. time =
1 week on a figshare domain
2 weeks with custom domain
  • URL for Figshare production environment is confirmed
  • Stage structure is configured on production (note that items uploaded cannot be transferred from stage to production)
  • Production environment launched
  • Final testing and confirmation of stage configurations
  • Client to determine desired production URL on the Figshare domain (e.g. inst.figshare.com)
  • If a custom domain is required, the domain is supplied by Client, TLS certificates need to be configured, and DNS updates performed
  • UAT commences, if required
Implementation Manager
Implementation
Engineer
IT Project Manager
Repository Manager/RDM Manager
IT support if custom domain

Post-launch

Stage (approx. timeline) Details of stage Resources required from Client Figshare personnel Typical Client personnel

Engagement & training

(ideally 2 weeks before final release)


Approx. time = 2-3 days (incl. training)

  • You will be introduced to your Figshare Engagement Manager, the person who will assist you with the onboarding and engagement of your researchers, as well as set up online training sessions for admin staff and/or end users

  • Client to meet with Figshare Engagement Manager, to plan onboarding activities and training

  • Client to begin creating an institutional RDM support webpage

Engagement

Manager

IT Project Manager


Repository Manager / RDM Manager


Repository Marketing and Advocacy rep

Support


Approx. time =


1 day (implementation close down)


1-2 weeks (testing, checking & submitting any changes)

  • Figshare support site shared / demoed by your Implementation Manager

  • Your Account Manager for contact post-implementation is introduced and regular catch up calls are scheduled

  • Your Basecamp project will remain active for 1-2 weeks while we check and confirm that the production environment works as expected, after which the project will be archived

  • After your implementation is complete, Figshare will continue to provide support for you for the duration of your contract. We ask you to sign up to the figshare support portal: https://support.figshare.com

  • You will use the support portal for any further questions, customisation or feature requests, after you've completed implementation.

  • We encourage you to browse the Figshare knowledge portal for further resources and forums on using Figshare for institutions.


  • Client to sign up to Figshare support portal for post implementation support enquiries

  • Client to meet for an implementation close down call with Implementation Manager (if needed)

  • Client to check and confirm that production portal is configured as expected

  • Client to submit any final changes/customisations to Basecamp within 2 weeks of production launch

  • Client to arrange a suitable date for the start of regular catch up calls with Figshare Account Manager


Implementation Manager


Implementation Engineer

Repository Manager / RDM Manager

Repository Marketing and Advocacy rep

Implementation complete - production environment launched

Migration can commence:

Stage (approx. timeline) Details of stage Resources required from Client Figshare personnel Typical Client personnel

Migration

Note that the below details a standard migration, but specific details of stages are determined by your migration requirements and will be planned in collaboration with your Implementation Manager and Migration Engineer


  • Legacy records are extracted and provided to Figshare

  • Metadata is mapped from legacy system to Figshare fields

  • Account and author requirements are detailed

  • Records are mapped to group location(s) in Figshare

  • Tests are performed on stage

  • Final records migrated on production

  • PID URLs resolved

Note that these details are for a basic, standard migration, but specific requirements will be detailed and planned in collaboration with your Implementation Manager and Migration Engineer


  • Client to extract records from legacy system

  • Client to map metadata (Figshare will provide a template)

  • Client to detail all metadata and account requirements

  • Client to check and provide feedback on test migrations

  • Client to resolve DOIs/handles (Figshare will provide a list of all URLs post live migration)

Implementation Manager


Migration Engineer


Project Manager


Repository Manager


IT Project Manager

Implementation complete - production environment launched

Elements integration can commence:

Stage (approx. timeline) Details of stage
Note: this is a rough overview. Specific stages will be detailed in a SoW
Resources required from Client
Note: this is a rough overview. Specific resources will be detailed in a SoW
Figshare personnel Typical Client personnel

Aligning user accounts

  • We will ensure during the implementation that the user IDs in Figshare match the user IDs in Elements

  • For the above reason, we recommend that you send an HR feed for account creation in Figshare, using the same IDs sent for users in Elements

  • If your Elements contract is hosted by Symplectic, Figshare can take the feed directly from the Elements reporting database (with your permission)

  • If you host your own Elements system, you will need to either give us access to your Elements server, or send a separate feed for Figshare

  • Client IT needs to work with Figshare to decide upon the appropriate method for sending the HR feed

  • If feed will not be taken from Elements database or server, Client is required to format feed for Figshare and automate it via either API or one of our supported FTP transfer methods

  • Technical Account Manager

  • Implementation Engineer

  • IT project Manager

  • Repository Manager

  • Person in charge of Elements system

Metadata crosswalking

  • Metadata in Elements is mapped to metadata in Figshare (deposit crosswalk)

  • Metadata in Figshare is mapped to metadata in Elements (harvest crosswalk)

  • Crosswalks customised for Client’s integration requirements

  • There is a default crosswalk for default fields in Figshare

  • If you have any custom fields in Figshare or Elements, we highly recommend that you get assistance from Symplectic for the crosswalking process

  • Client needs to decide which fields in Elements should be pushed to Figshare, as well as whether any fields in Figshare should be pushed to Elements

  • Client should work with Symplectic to fill in the metadata crosswalking template

  • If Client does not require crosswalking assistance from Symplectic, Client is required to customise and test the crosswalks

  • Technical Account Manager

  • IT project Manager

  • Repository Manager

  • Person in charge of Elements system

  • Metadata librarian or crosswalking specialist (optional)

Generate API credentials in Figshare

  • Figshare provides Client with the API token and key for configuring connection to Figshare in Elements (next step)

  • Client simply needs to save the supplied credentials

  • Technical Account Manager

  • Implementations Engineer

  • Person in charge of Elements system

Configure RT2 in Elements

  • RT2 configuration page is completed in Elements (there is a step-by-step guide supplied by Elements to be followed)

  • Figshare API credentials plugged into Elements

  • Crosswalks are configured in Elements

  • All required settings are enabled/disabled

  • Client needs to follow the Symplectic RT2 configuration guide for configuring all required integration settings in Elements

none

  • Person in charge of Elements system

  • Repository Manager

Deposit and harvest testing

  • Deposit and harvest workflows are tested and checked

  • Crosswalks are checked

  • Client is required to run test deposits and harvests in Elements and Figshare stage environments

  • Client is required to inform Figshare/Symplectic project team about any issues

  • Figshare/Symplectic resolve issues and re-tests are completed until everything is deposited and harvested as expected

  • Technical Account Manager

  • Person in charge of Elements system

  • Repository Manager

  • Metadata librarian or crosswalking specialist (optional)

Live integration deploy

  • Once testing is completed, all configurations are repeated in production

  • RT2 enabled on production

  • Client needs to configure RT2 in production, as done and finalised on stage

none

  • Person in charge of Elements system

  • Repository Manager

Sign off
Project completion

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