This material is based upon work supported by the National Science Foundation under Cooperative Agreement EF-1115210. Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.

iDigBio Management and Progress

NSF Visit to iDigBioMay 7, 2014

David JenningsiDigBio Project Manager

2

Project Organization

Education & Outreach

(MacFadden)

Serving the Research

Community (Soltis)

Cyber-infrastructure

(Fortes)

Digitization (Riccardi)

Administration (Page)

3

Project Oversight

Executive Committ

ee

•Project Director•PIs•Project ManagerSteering

Committee

•Project Director•PIs•Project Manager•Senior Personnel

Internal Advisory Committ

ee

•Project Manager•Biodiversity Informatics Manager•TCNs/PENs

External Advisory Board

NSF Program Officers

4

Strategic PlanDefine project mission, vision, & horizon

Define project organization & oversight

Establish high-level roadmaps for each domain

Perform Environmental Scan (SWOT Analysis)

Planning for Sustainability

5

Environmental Scan POSITIVE NEGATIVEINTERNAL

Strengths – iDigBio has… Successfully engaged with the

collections community, particularly through workshops and working groups

Developed a vast repository of resources information

Optimized digitization protocols and workflows

Actively reduced barriers to digitization

Demonstrated strong leadership and management

Developed partnerships and collaborations, including significant synergy with TCNs, networking, and building community

Weaknesses – iDigBio has… Non-intuitive website navigation

and inconsistent arrangement of resources

Minimal data in specimen portal Inconsistent internal

communication Insufficient involvement of smaller

collections and institutions Insufficient success in promoting

diversity and including under-represented groups

Lack of explicitly defined of project leadership evaluation plans

6

Environmental Scan POSITIVE NEGATIVEEXTERNAL

Opportunities – iDigBio should… Highlight research uses of data Develop digitization standards and

encourage compliance Advocate for greater digitization

funding and formation of cooperative groups across institutions and projects

Coordinate efforts across institutions, disciplines, and agencies to bridge initiatives and facilitate networking

Integrate directly with collection management software and tools

Capture “dark data” from both large and small institutions

Collaborate with key existing projects, such as Global Biodiversity Information Facility (GBIF) and Biodiversity Information Serving Our Nation (BISON)

Threats – iDigBio should… Develop a strategy for financial

sustainability to reduce dependence on federal funding

Develop a strategy for long-term storage and maintenance of its cyberinfrastructure, metadata and images

Be mindful of its extremely broad project scope, which includes a vast array of collaborations and partnerships

7

Implementation PlanAffirm project mission, vision, organization, & governance

Define project scope

Define project team, roles, & responsibilities

Identify project milestones, objectives, & strategies

Establish procedures for management of risk, change, quality, & communication

8

Project MilestonesiDigBio Project Milestone Progress Status: Complete | ● On track | ● Off track but recoverable | ● Off track and not recoverable

Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4Project Administration

Improve iDigBio Branding & Conduct Website Design Review ● ● ● ● Participate in NIBA Community Implementation Planning Process Sustainability Planning & Sustainablity Implementation ● ● ● ● ● ●Conduct Annual Summit to Integrate New TCNs and Align ADBC Plans ●Engage Strategic Partners in the Collections Community ● ● ● ● ● ● ● ●

Education and OutreachEducational Materials - "Fossils in the Cloud" ●"Explore Research" Educational Videos ● ● ●Conduct Annual "Visiting Scholar Program" & Release Deliverables Coordinate & Consolidate E&O Activities Across ADBC @ Annual Summit ● ●Education & Outreach and Public Participation Workshops ●

Serving the Research CommunityProduct Use Cases for Cyberinfrastructure Development ●Research Team Project (Biodiversity Patterns, Integrated with Phylogenies) ● ● ● ● ● ● ● ●Construct a National Network of Genetic Resources Repositories ● ● ● ● ● ● ● ●Produce Use Cases to Extend iDigBio Connections to External Partners ● ● ● ● ● ● Ongoing Activity

DigitizationExpand Repository of Digitization Tool Documentation & Link to Public Forums ● ● ● ● ● ● ●Finalize Minimum Information Standards for Collections (MISC) ● ● Publish Modular Workflows by Preservation Method ● Conduct Digitization, Georeferencing, and OCR Workshops & Hackathons ● ● ● ● ● ● ● ●Publish & Maintain Documentation on Project Partnerships ● ● ● ● ● ● ● ●Provide Digitization User Services & Develop Use Cases ● ● ● ● ● ● ● ●

CyberinfrastructureiDigBio Specimen Portal Releases ● ● ●Appliance Development and Release ● ● ● ● ● ●Develop Requirements from Portal Stories ● ● ● ● ● ● ● ●Implement Hosted Services for Strategic Partners ● ● ● ● ● ● ● ●

2016High-Level Activity

2012 2013 2014 2015

9

Internal Feedback

Strongly

Disagre

e

Disagre

e

Neither A

gree nor D

isagre

eAgre

e

Strongly

Agree

0%

20%

40%

60%

My own roles & responsibilities in iDigBio are clear (n=33)

Strongly

Disagre

e

Disagre

e

Neither A

gree nor D

isagre

eAgre

e

Strongly

Agree

0%20%40%60%80%

I feel I am as informed about project activities, events, deci-sions, and developments as I need to be given my role in

iDigBio (n=33)

10

Key iDigBio AccomplishmentsDigitization Resources

https://www.idigbio.org/wiki/index.php/Digitization_ResourcesWorkshops and Training

https://www.idigbio.org/wiki/index.php/IDigBio_WorkshopsWorking Groups

https://www.idigbio.org/wiki/index.php/IDigBio_Working_GroupsCollaboration & TCN Support

https://www.idigbio.org/wiki/index.php/TCN_Resources Cyberinfrastructure

Website upgrade www.idigbio.orgPortal upgrade www.idigbio.org/portal New version just released!Data & media ingestion

https://www.idigbio.org/wiki/index.php/Data_Ingestion_Report https://www.idigbio.org/portal/publishers

11

External Advisory Board FeedbackThe EAB was pleased with iDigBio’s progress:

Valuable service & role as digitization clearinghouseiDigBio workshops & symposia highly valuedStrong focus on digitization & cyberinfrastructure

Recommendations:Consider requirements needed for taxonomic hierarchyConsider our dual role in organizing geospatial data and the

higher value role as a metadata catalog for materialsServe iDigBio data to GBIF

iDigBio is currently working to rotate EAB membership

12

Overall Community FeedbackWhat grade would you give iDigBio in moving forward national digitization efforts?

F D C B A0%

20%

40%

60%

80%

100%

Community (external; n=101)

FY2FY3

F D C B A0%

20%

40%

60%

80%

100%

iDigBio (internal; n-23)

FY2FY3

13

Workshops and TrainingTotal Number of

Workshops, Summits, & Symposia

Total Number of Participants

Number of Unique

Participants

Number of Unique

Institutions

Fiscal Year 1 5 175 128 65Fiscal Year 2 12 394 282 160Fiscal Year 3 21 702 487 219OVERALL 38 1271 710 309

FY1 FY2 FY30

100200300400500600700800

Total Partic-ipantsUnique Partic-ipants

14

Workshop Demographics

Female; 50.7%

Male; 47.2%

Gender

Hearing; 1.2% Visual; 0.3%Mobility; 1.2%Other ; 0.3%

None; 81.4%

Not specified; 15.4%

Disability

Hispanic/Latino; 7.5%

Not Hispanic/Latino; 85.2%

Do not wish to provide; 2.9%

Not provided; 4.3%

Cultural Background

American Indian or Alaskan Native; 1.2%

Asian; 4.1%African-American or

Black; 1.7%

Hawaiian Native or other Pacific Is-

lander; 0.6%

White; 88.1%

Not Provided; 6.7%

Ethnicity/Race

US citizen; 74.8%

Permanent res-ident; 6.1%

Other non-US citizen; 6.7%

Do not wish to provide; 1.2%

Not provided; 11.3%

Citizenship

# attendees; 573

# respondents; 345

Average Response Rate = 60%

15

Data Ingestion: 15,621,986 Specimen Records

16

Data Ingestion: 2,385,568 Media Records

17

Community Feedback

Very Difficult Difficult Neutral Easy Very Easy0%

20%

40%

60%

80%

100%

Level of difficulty in submitting data to iDigBio(internal & external; n=52)

18

Portal Traffic

19

Portal Reach

20

Website Traffic

21

Website Reach

22

Community Feedback

Very Dissatis-fied

Dissatisfied Neutral Satisfied Very Satisfied0%

20%

40%

60%

80%

100%

Overall satisfaction with the iDigBio website(internal & external; n=179)

23

Collaboration – Adobe ConnectFY1 FY2 FY3

Total Users 40 65 192

Total Hosts 12 26 38

Distinct Meeting Rooms 37 62 75

Total Meeting Hours 768 4,429 7,522

Total Host Hours 304 2,182 2,737

Peak Concurrent Users 22 44 102

System Storage Consumption (GB) 11.4 19.2 55.7

Meeting Storage Consumption (GB) 23.9 21.7 28.4

24

Social Media – Facebook

25

Social Media – Twitter

26

Social Media – Vimeo

27

Community Feedback

0%20%40%60%80%

100%

Overall satisfaction with iDigBio’s use of social media(internal & external; n=178)

28

Community Feedback

Very Dissatis-fied

Dissatisfied Neutral Satisfied Very Satisfied0%

20%

40%

60%

80%

100%

Overall satisfaction with iDigBio’s newsletter(internal & external; n=140)