The West Midlands Evidence Repository (WMER) : a regional collaboration project / Gavin Moore, Imrana Ghumra, and Semanti Chakraborty (NHS)
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The West Midlands Evidence Repository (WMER) was born from a pre-pandemic recognition by managers of Knowledge and Library Services (KLSs) of 8 NHS Trusts in the West Midlands region of the need for a repository. This was to replace existing provision, or recognition of national priorities or local needs to record, collect, and share research, as well as potential for sharing patient information leaflets or guidelines. Some managers and services had previous experience of repositories, as well as being part of a national pilot. WMER, however, represented a new start for all to work in collaboration to establish a new service. The consortium would enable sharing of both costs and experience. Initially, different repository suppliers were investigated by the KLS that had had a long-established repository, taking on board the experience of the group from the national pilot. The Atmire Open Repository platform was chosen as it met the consortium’s needs and had a proven track record of other collaborative repositories in the NHS. Financing was taken on by one Trust and the on-boarding was led in partnership between that Trust and the Trust that had undertaken the initial investigation. With the initial on-boarding completed and the test server set-up, the group took a step back to ensure they worked together as a collaborative going forward. Collaborative work between the KLSs was facilitated by the formal creation of two groups, a Managers Group for overall approval and financial decision making and an Operational Group handling the setup and administration of the repository for the consortium. The Operational Group is led by the service with most experience of managing repositories and the lead of it acts as liaison between the two groups, with each group having representation from the eight organisations. Learning from other regional collaborations the Future NHS site was used as a collaborative workspace and Teams as the main means of communication. The setup of the repository was completed on time after three months. There was initially a steep learning curve for all, especially the Operational Group who undertook this process. The group identified key metadata and metadata standards for the repository, including the use of ORCIDs and the use of Wessex Classification as a controlled vocabulary. The setup process was facilitated by the collaborative nature of the project as the variety of experience in the group was a great benefit. It should be noted support from the suppliers was specifically related to technical support only. The collaborative nature of the project also allowed work to be shared, and tasks were given to members to be undertaken independently. However, a downside of collaborative projects is that decisions can take longer to be inclusive... Paper presented at the Metadata & Discovery Group Conference & RDA Day (6th - 8th Sept 2023 at IET Austin Court, Birmingham)
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The West Midlands Evidence Repository (WMER) : a regional collaboration project / Gavin Moore, Imrana Ghumra, and Semanti Chakraborty (NHS)
- 1. The West Midlands Evidence Repository (WMER) A Regional Collaboration Project Imrana Ghumra, Head of Knowledge Services, University Hospital Coventry and Warwickshire NHS Trust, Imrana.Ghumra1@uhcw.nhs.uk Semanti Chakraborty, Clinical Liaison Librarian and Library Site Manager, University Hospitals Birmingham NHS Foundation Trust, Semanti.Chakraborty@uhb.nhs.uk Dr. Gavin Moore, Knowledge and Library Services Manager, South Warwickshire University NHS Foundation Trust and George Eliot Hospital NHS Trust, Gavin.Moore@swft.nhs.uk https://westmid.openrepository.com/ CILIP Metadata & Discovery Group Conference 2023 #CILIPMDG2023
- 2. West Midlands NHS Services • West Midlands region • Herefordshire, Shropshire, Staffordshire, Warwickshire, Worcestershire • NHS Midlands region • 11 ICS – 6 in West Midlands (Birmingham and Solihull; Black Country; Coventry and Warwickshire; Herefordshire and Worcestershire; Shropshire, Telford and Wrekin; Staffordshire and Stoke on Trent. • 41 NHS Trusts – 25 in West Midlands • WMER – consists 8 NHS Trusts Image: TUBS, https://commons.wikimedia.org/wiki/File:West_Mid lands_in_England.svg, CC BY-SA 3.0 https://creativecommons.org/licenses/by-sa/3.0, via Wikimedia Commons https://westmid.openrepository.com/
- 3. NHS and Research • Research is at the heart of the NHS as it underpins advances in health and care and is the basis for evidence based practice • Statutory obligation to use research • Government directed - The Future of UK Clinical Research Delivery, Policy Paper 2021 • In 2020/21 over 1 million people were recruited into COVID-19 studies across the UK • Range of research in the NHS • Case studies • Systematic reviews • Management https://westmid.openrepository.com/
- 4. NHS and Institutional Repositories • The need to have a record of publications: • Bespoke databases • Newsletters • NHS England Workforce, Training & Education (formerly HEE) Strategy • Trust repositories • British Library Pilot Scheme • Consortium Repositories https://westmid.openrepository.com/
- 5. Recognition of Need The needs identified by the members of the consortium: • Existing repository cost prohibitive, needed a new home • 3 NHS Trusts as part of BL pilot • Trusts wanting to explore different systems to share Patient Information Leaflets, QI posters and other item types https://westmid.openrepository.com/
- 7. Choosing a Supplier • Previous experience • British Library pilot • Baseline needs • Other NHS repositories • Specification of requirements https://westmid.openrepository.com/
- 8. Funding the Repository • Confirmation of number of NHS organisations joining the consortium • All 8 organisations named on Purchase Agreement with supplier • Supplier requirement – one invoice; who pays? • One organisation paid and others recharged internally through NHS finance systems • Funded through different workstreams https://westmid.openrepository.com/
- 9. Onboarding Process • Elements of onboarding • Supplier requirement - one email address! • Sharing document on Google Docs • New terminology • Seeking advice • Liaising between supplier and consortium • Agreement from consortium members https://westmid.openrepository.com/
- 10. Setup of Management Structures • Although everyone on board, how would we manage this shared repository going forward? • Each organisation was different with their experience of managing an institutional repository • Shared not individual • Collaborative • Continuity https://westmid.openrepository.com/
- 11. Management Groups Managers Group Included KLS Managers from all Consortium Trusts. Purpose: • Management of the consortium, including introduction of new members. • Financial management for the repository as a consortium. • Oversight of the Operational Group and identification of Operational Group Lead. • Final approval for any major changes to the repository. • Ratification of any policies relating to the repository. Operational Group Included representatives from the KLS from all Consortium Trusts. Purpose: • Devising cross consortium administrative procedures required to run the repository. • Devising a management schedule for those administrative procedures. • Undertaking the technical setup of the repository to meet the consortium’s needs and adapting this as required. • Drafting policy documents for the repository. https://westmid.openrepository.com/
- 12. A Collaborative Process • Stages of the Process • Setup of the repository • Repository as business as usual • Developing the repository • Tools for communication: • Regular meetings of Operational Group (fortnightly then monthly) • Email • Teams • Tools for Collaboration: • FutureNHS https://westmid.openrepository.com/
- 13. Setting up a Repository: Interface Setup of the interface involved: • Design of look including logo • Text and links • Structure • Search and browse functions • Reporting functions • Record layout https://westmid.openrepository.com/
- 14. Setting up a Repository: Standards Standards for the repository decided in Operational Group ratified by Managerial Group They included: • Metadata fields - DC and RIOXX • Metadata standards and style • Type - COAR • Citation - NLM • ORCID • Subject headings • Wessex • Platform dictated some choices https://westmid.openrepository.com/
- 15. Setting up a Repository: Policies Repository Policies were adapted from the JISC general policy statements to account for: • NHS specific issues e.g. patient information • To be adaptable to different content • To be adaptable to different member approaches to using the system The policy was drafted in the Operational Group and approved by the Managerial Group. https://v2.sherpa.ac.uk/opendoar/policytool/ https://westmid.openrepository.com/
- 16. Using a Repository Content is uploaded and reviewed using individual Trust procedures. However, where work overlaps there are group processes: • Data cleaning • Identification of joint submissions • Updates to interface, policies, procedures via a monthly meeting • Liaison with Atmire via Operational Group Lead Where we are: Locally Trusts in the consortium are at various stages. • WMER as business as usual • Liaison with R&D • Full text • Author submission https://westmid.openrepository.com/
- 17. Developing a Repository Where is the consortium going? • NHS West Midlands region: • Six Integrated Care Systems • 25 NHS Trusts • Associated Organisations? A slow growth or fast development? Image: TUBS, https://commons.wikimedia.org/wiki/File:West_Mid lands_in_England.svg, CC BY-SA 3.0 https://creativecommons.org/licenses/by-sa/3.0, via Wikimedia Commons https://westmid.openrepository.com/
- 18. Conclusion • West Midlands Evidence Repository (WMER) is a institutional repository and a consortium of NHS Knowledge and Library Services. • WMER was created to meet the needs of a research active NHS. • WMER as a consortium was a collaborative effort from the beginning and utilised the varied knowledge from its members to ensure its success. • WMER established management structures to ensure ongoing collaboration and utilised technology to facilitate it. • WMER meets the needs of its members, and as a consortium is looking to expand and share its knowledge. https://westmid.openrepository.com/
- 19. Any Questions? Our contact details: • Imrana Ghumra, Imrana.Ghumra1@uhcw.nhs.uk • Semanti Chakraborty, Semanti.Chakraborty@uhb.nhs.uk • Gavin Moore, Gavin.Moore@swft.nhs.uk https://westmid.openrepository.com/ KLS Managers: • Black Country Healthcare NHS Foundation Trust, Kal Dhanda, kal.dhanda@nhs.net • Dudley Group NHS Foundation Trust, Alison Huggan, a.huggan@nhs.net • George Eliot Hospital NHS Trust & South Warwickshire University NHS Foundation Trust, Stephen Ayre, stephen.ayre@geh.nhs.uk • Sandwell and West Birmingham NHS Trust, Preeti Puligari, preeti.puligari1@nhs.net • University Hospitals Birmingham NHS Foundation Trust, Richard Parker, Richard.Parker2@uhb.nhs.uk • University Hospital Coventry and Warwickshire NHS Trust, Imrana Ghumra, Imrana.Ghumra1@uhcw.nhs.uk • Walsall Healthcare NHS Trust, Jacqui Watkeys, j.watkeys@nhs.net
Editor's Notes
- GM & IG. Introductory slide. max time 1min.
- GM Initial slide to provide the background to the region and NHS in which WMER operates. max time 1min. (running total 2min)
- GM Background slide covering the range of research in the NHS. To highlight research is essential in the NHS for evidence based practice, and there is a statutory obligation to use it. But also that the NHS is not just a consumer of research but is involved in its creation. Most notably clinical trials, but also a range of other research some of which is not published. Max time 1min (running total 3min)
- GM Background of the NHS and institutional repositories, the move from in house databases and newsletters, through national support for bespoke tools, the development of Trust repositories, and national pilot schemes, and development of the unique NHS approach to consortium repositories. max time 30sec (running total 3min 30sec)
- IG to talk about the differing needs of the members of the consortium. IG contacted one of the members as previous discussions held on using a separate instance of Koha (LMS) to use as a repository pre-pandemic. Joined discussions with the four NHS Trusts who shared their knowledge of exploring other repositories where one organisation had a time constraint due to their upcoming renewal which was cost prohibitive. max time 1min (running total 4min 30sec)
- IG One other Trust was considering joining. IG invited others across Coventry and Warwickshire to join and 2 did so we ended up with a consortium of 8 NHS Trusts. A set of regular meetings was set up to discuss requirements and way forward led by Semanti at UHB. We did have a quite a discussion on the name of the repository as some of the acronyms had negative connotations. We debated having ‘NHS’ as part of the name and also the logo when we got around to designing it but decided against it as we start collaborating more within our Integrated Care Systems and Boards which include representation from a variety of Health and Social Care organisations as well as local councils, education boards and third sector voluntary organisations. max time 1min 30sec (running total 6min)
- IG Semanti from UHB had been doing a lot of background work on finding the right supplier for their existing repository as well as meeting the needs of the other 3 organisations who had been part of the pilot with the British Library. When we came on board we looked at two specifications, one for an NHS Open Access Repository and another for an NHS Shared Repository ( need to check where these specs came from! ) With my limited knowledge I turned to Gavin on my team who had previous experience of working with a Higher Ed repository; so we talked through the specs and decided what would work for us. We had already been providing alerts for our in-house R&D publications dBase and this was to be our baseline. The consortium of NHS Trusts had demos from EMER and Atmire and took on board the experiences of UHB who already had an existing supplier and the other 3 organisations who had been part of the BL pilot. We decided to go with the company Atmire who met the majority of our requirements and were going to be able to set us up fairly quickly. max time 1min 30sec (running total 7min 30sec)
- IG However, before we could enter into a contract we needed confirmation of the number of organisations joining the consortium and how we would pay. All 8 NHS Organisations are listed within the purchase agreement with the supplier, so all are part of the contract . The preferred supplier wanted one purchase order and so I offered to pay the invoice and recharge the other organisations as we had done this previously across 4 organisations for our LMS, so there was precedent. Other NHS organisations stated that they would charge an administration fee whereas others were not supportive. We had to sign a one supplier waiver to comply with NHS procurement regulations as no other suppliers met our criteria. Some organisations already had established relationships with their R&D departments who funded their cost for the shared repository whereas others funded it from their LKS budgets. An in our case we took it as a loss leader to help us engage with our R&D department. max time 1min 30sec (running total 9min)
- So, once we had signed the agreement and sorted payment, it was time for the onboarding process. Of course, this wasn’t quite straightforward. For instance, Atmire required one email address which would be the main correspondence for renewals and notifications but upon investigation with a number of IT departments there was no way one email address could be created within the NHS which could be shred amongst multiple NHS Trusts. What about a generic email you say? Well, within one NHS organisation, a generic email can be set up to be accessed by several employees but this cannot be shared outside the organisation. So, we ended up creating a Gmail account similar to EMER. But even with this, we weren’t able to forward to 8 NHS organisations! One fundamental difference to other NHS consortiums was that we were going to manage our Repository as a consortium rather than 8 organisations sharing the same space so there was a lot of negotiation and collaboration to get consensus on the way forward. The naming of the repository and logo went to a vote. max time 1min 30sec (running total 10min 30sec)
- Setup of Managers and Operational Groups and reasons for doing so. max time 1min (running total 11min 30sec)
- GM slide comparing the separate roles of the Managers and Operational Group. max time 1min 30sec (running total 13min)
- GM introducing the post on-boarding processes and tools used to complete them. Emphasis here on the collaborative nature of the processes and tools used to enable them. Max time 1min. (running total 14min)
- GM Outline the decisions required to setup the repository interface. Decisions that required technical knowledge, group decision making and liaison with Atmire. Max time 1min. (running total 15min) Logo designed by Trust staff and chosen by Managerial group Introductory text for about pages and main landing page as well as links identified and ratified by Operational Group. Structure of repository Op leader presented suggestions, but handled locally. Search and browse functions based on chosen fields. Key fields identified by Op Leader and ratified by group decision. Reporting functions setup metadata based on Op group feedback. Record layout recommended by Op leader and ratified by Op Group to ensure it suited everyone's needs.
- GM Outline the decisions required to setup the repository interface. Decisions that required technical knowledge, group decision making and liaison with Atmire. Max time 1min. (running total 16min) Suggestion by Op Lead to use RIOXX and DC fields. Group ratified and added some extra fields for reporting. Optional fields also added to enable bulk import of data from another repository. Metadata standards and style suggested and ratified in the OP group meeting. Including standard types adapted from COAR, standard citation style NLM, and use of ORCID. Subject headings based on Wessex schema chosen by Managers group. Point to note platform dictated some choices of fields as it was setup to run certain processes based on specific fields which we kept.
- GM Outline the decisions required to setup the repository interface. Decisions that required technical knowledge, group decision making and liaison with Atmire. Max time 1min. (running total 17min) Policies for repository adapted from Jisc polices. Adapted to match needs of the consortium and its constituent members, notably including general broad principles with caveats to see local policies. Policy drafted in op group and ratified in managers group.
- GM Outline the decisions required to use a repository are a mixture of local and consortium. That locally the repositories are being used differently or are at different stages for each member. However there are some consortium wide processes that needed to be developed and continue to be used. These processes are designed and agreed in the Operational Group Meeting, and include cleaning of data due to errors creeping into records, identifying joint submissions and mapping them to multiple collections, and monthly meeting addressing other issues. Max time 1min. (running total 18min)
- GM Where is the repository going? Discuss how the repository is at a stage where it is functioning well but there is opportunity to expand the consortium to other members. These would include members of the integrated care systems in the West Midlands as well as potentially other Non-NHS organisations who would want to join. The question when looking at adding new members for the consortium is whether a slow growth or fast development would be better? From a technical standpoint a slow growth is what we are looking for. Max time 1min. (running total 19min)
- IG Concluding statements. Max time 1min. (running total 20min)