# 1. Entities & Terminology

## Key entities

Data Management Plan (DMP) is a collection of dataset descriptions, associated with an activity (“project” or “grant”). A DMP may be versioned, is exportable to various forms, currently machine readable (xml, json) and human readable (pdf/openxml) and can be assigned a DOI and published in Zenodo.

Dataset Description is the description of a dataset according to a set of rules that is the dataset profile (aka template).

Dataset Profile is the set of rules that describe what dataset descriptions contain and how they are handled. Dataset Profiles are modified by Admins and contain attributes/fields, behavioral rules (e.g. toggling visibility of fields) and validation rules. Dataset Profiles are linked to DMPs for focusing users on specific formats of descriptions.

Project is a logical entity that defines the context where one or more Data Management Plans may be formed in.

Grant is a logical entity that defines the context where one or more Data Management Plans may be formed in.

Users are associated to DMPs and other entities for authorization and may map to researchers.

DMP Wizard is an easy way to start writing a DMP. Wizard provides an interface that goes through the essential elements of a DMP and guides the process of its creation step by step. From “Homepage” From “My DMPs”

DMP Expert provides additional metadata to the DMP. From “Homepage” From “My DMPs”

Dataset Description Wizard is an easy way to add new dataset descriptions to pre-existing DMPs. From “Homepage”

Dataset Description Expert provides additional metadata to the dataset description. From “My Dataset Descriptions”

## Secondary entities

Repository - an electronic database or an information system where data is stored and maintained.

Dataset - a collection of data which are bind together under a specific format.

Registry - a database of entities and descriptions.

Service - a software of specific operations and tasks that interacts with other software and hardware

Researcher - an individual practicing research

Funder - an organisation that funds research programmes and/ or researchers’ activities

# 2. Menu Navigation

The main menu is located on the left side of the screen. Depending on how users view the tool, i.e. whether they have logged in or not, the main menu changes to include features that are available only in individuals’ dashboards.

Main menu - not logged in Home - gets you back to the homepage / dashboard About - informs about the scope and main functions of the tool Published DMPs - shows the full-text of DMPs that have been made publicly available Published Dataset Descriptions - shows the full-text of Dataset Descriptions that have been made publicly available Glossary - includes the terminology used in the tool and explains basic components Terms of Service - provides the legal status for use of ARGOS FAQs - gives insight to specific features and functionalities of ARGOS based on community’s feedback | Main menu - logged in Extra features My DMPs - includes all DMPs which the user is either the owner or the collaborator of New DMP (Wizard) - creates DMPs using the Wizard New DMP (Expert) - creates DMPs using the Expert My Dataset Descriptions - includes all Dataset Descriptions which the user is either the owner or the collaborator of Add Dataset Description (Wizard) - adds Dataset Descriptions to existing DMPs

Homepage (not signed in)

Statistics Icons showing the number of DMPs, Dataset Descriptions, Grants and Organizations included in ARGOS despite their status (drafts, saved, finalized, published). Note! When logged in to ARGOS the Homepage becomes a personal Dashboard, hence the numbers change to correspond to information provided by the individual’s activity. Publicly available DMPs and Dataset Descriptions The DMPs and Dataset Descriptions that are publicly available in ARGOS. Everyone has access to and may consult them.

Homepage - Dashboard

Login Different login options are available, from social media to research and scholarly communication channels. Note! No user account is required.

User Account Menu [a] This includes two options: Edit your profile details such as name, prefered language etc. Log out from ARGOS. This terminates your session, so you will be asked to login again next time you visit ARGOS.

Latest Activity Name - the name of the DMP Template - the DMP template used Grant - the number of the grant funded the research under which the DMP is conducted Role - your role in the different DMPs that you are involved in Organization - the organization responsible for the DMP development and delivery Status - the status of the DMP development (Draft, Saved, Finalized, Published) Edited - date when the DMP was last edited

Draft The panel shows the DMPs and Dataset Descriptions which are in draft mode by order of the user’s latest activity.

Create DMPs

Using the Wizard There are three steps involved in creating a DMP when using the wizard: Funder - DMP Profile - Dataset Description. 1st step - Funder Funding organisations In the first drop-down menu, users may find the organisation that their research is funded by. In case that the name of a funding organisation is not in ARGOS, users may create a new record with the name and details of the funding organisation. Grants Then, from the following drop-down menu, select the grant that is associated with the research project of the given funding organisation. In case that the grant is not in ARGOS, users may create a new record with the number and name of the grant. Projects Select the name of the project that the grant corresponds to. In case that the project is not in ARGOS, users may create a new record with the name of the project and it’s associated grant and funder. Note! There may be many projects associated with a grant number. 2nd step - DMP Profile Name - title of the DMP Summary - brief description of what the DMP is about, it’s scope and objectives Dataset Description template - the description of a dataset according to a set of rules that is the dataset profile 3rd step - Dataset Description Depending of the funding organisation that the DMP concerns, Dataset Description questions differ so that they correspond to and comply with the given organisation’s requirements. Note! A DMP can have more than one Dataset Description templates. Using the Expert There are four steps involved in creating a DMP when using the Expert. General and Grant are by default, while Dataset Descriptions and People appear upon completion of the aforementioned. 1st step - General Title [b] [c] - title of the DMP Description [d] - brief description of what the DMP is about, it’s scope and objectives Related [e] Dataset Description Templates - the description of dataset according to a set of rules that is the dataset profile(s) Organizations - [f] The names of the organizations involved in creation and revision of the DMPs. Researchers [g] - the people associated with a role in the DMP development and publishing process. DMP Template - the name of the template of the specific DMP. The DMP Template facilitates discovery for re-usability matters (e.g. for future DMPs that are similar to the one indicated under the DMP Template). 2nd step - Grant This is the same as the 1st step of creating a DMP using the Wizard (check above). It just has a different interface. Saving the changes made under General and Grant , leads to the next two steps. 3rd step - Dataset Descriptions Depending of the funding organisation that the DMP concerns, Dataset Description questions differ so that they correspond to and comply with the given organisation’s requirements. 4th step - People Includes name, email and editorial permissions of people involved in the creation and publishing of the DMP. By using the “Invite Contributors”, more collaborators can have rights to edit the DMP.

Versioning ARGOS provides the possibility of versioning to finalized and/ or published DMPs. New Version - starts a fresh version of the existing DMP All DMP Versions - shows the history of the different versions of the existing DMP Clone - allows for the full content of a DMP to be copied to a new version Delete - permanently removes the DMP from ARGOS | Export ARGOS supports download of the DMP records in the following formats: PDF, Document, XML, JSON (can be imported to other machine-actionable DMP tools)

Save DMPs - Wizard Save Saves all changes made to the DMPs. Finalize saved DMPs After saving a DMP, the DMP record created appears in the user’s dashboard under “My DMPs”. Find the DMP there and click on “finalize” to prohibit further edits to be made. Publish DMP After saving and finalizing your DMP, you may decide whether to publish it in the OpenAIRE repository, i.e. Zenodo, by selecting “Publish”. By doing that, you are redirected to Zenodo where you can [h] get a DOI and select the appropriate license for your DMP as an extra output of your research. [i]

Add Dataset descriptions

Adds more Dataset Descriptions to existing DMPs.

Using the Wizard There are two steps involved in adding a Dataset Description when using the wizard: DMP - Dataset Description. 1st step - DMP Selects an existing DMP from the drop-down menu. 2nd step - Dataset Description Selects the template of the Dataset Description that users are required to describe their datasets with by corresponding to their grant funding organisations. Using the Expert There are three steps involved in adding a Dataset Description when using the Expert. New Dataset Description Details, External References and Description . 1st step - New Dataset Description Details [j] DMP - Selects an existing DMP from the drop-down menu. Dataset Description Template - the description of dataset according to a set of rules that is the dataset profile Name of the Dataset Description - name that facilitates identification of the specific Dataset Description among many Dataset Descriptions of a DMP Uri - of where the dataset is located Description - brief description of the dataset described 2nd step - External References This steps refers to datasets that are not created for the given project, rather they are re-used. All fields provide the possibility to upload new information to ARGOS to enrich what is already included in the sources of the Dataset Description Templates. Data repositories - list of repositories where datasets are stored and/ or preserved External Datasets - datasets [k] Registries [l] - list of registries for datasets, metadata, vocabularies etc. Services - services used for managing datasets throughout the whole research lifecycle Tags - keywords facilitating crawling and discovery within ARGOS. 3rd step - Description [m] Depending of the funding organisation that the DMP concerns, Dataset Description questions differ so that they correspond to and comply with the given organisation’s requirements.

# 3. User Management

Admins prepare and configure the system. They select and configure information sources and define dataset profiles (templates).

DMP Managers launch and finalize DMPs. DMP Managers select appropriate Dataset profiles, invite researchers/ dataset managers for collaborative writing of the DMPs, close the editing process and publish the DMPs (url, pdf, xml etc).

Researchers/ Dataset Managers describe datasets according to fixed (systemic) and custom (profile-defined) attributes.

Add collaborators allows for more individuals to be given editorial rights to work on the DMP.

[a] this needs to be done with ARGOS credentials so that it displays ARGOS image

[b] change to Name

[c] for consistency

[d] change to Summary, for consistency with the Wizard

[e] this should be removed

[f] why don't we keep a registry of orgs?

[g] aggregate names from the ORCID

[h] the workflow from the integration is not clear yet

[i] this needs update. Publish and Get DOI are the same linking to zenodo workflow

[j] change to "Link Dataset Description to DMPs"

[k] why can't they upload datasets through zenodo?

[l]?

[m] change to "Dataset Description"