Following publication of the Open Access Reporting Checklist, identifying the data required for RCUK and HEFCE OA/APC reporting, we wondered if it might also be useful to investigate the data used in institutional internal APC reporting across the four GW4 collaborators to determine if any data fields are common and what, if any, overlap there might be with the data fields required for external RCUK and HEFCE reports.
The investigation revealed that internal reports provide summaries or overviews of APC activity focusing on one of two main areas; expenditure of the RCUK grant and the extent of APC practice within the institution. These measures appear to be the main criteria GW4 institutions use to evaluate APC activity but no institution reports on both. At least one summary report is produced by each institution but multiple summary reports are also produced for different internal bodies. Only one institution provides detailed data on individual APC articles to other departments or services. Recipients of the summary reports were OA steering groups, research committees, research management and scholarly communications groups. One institution provides an annual report to the Vice Chancellors group.
Data collection has been simplified, in some instances, by re-using the data template from the Jisc RCUK report for internal reports or by using the same data fields, or a subset, for multiple reports.
Analysis of the data elements within the reports revealed no data element was used by all four GW4 institutions in internal reports. Report objectives appear to be the determining factor influencing data content; institutions who focus their reports on similar areas may use the same data element. Common data fields with external Jisc and HEFCE reports only occur if the Jisc template has been intentionally selected to simplify report production or if internal institutional and external report objectives are similar. Even within reports with similar objectives the levels of detail required created diverse data requirements.
It is difficult therefore to identify data fields which are key to internal reporting as the selection and use of fields is dependent on the report objectives and detail required by each institution.
It would be interesting to hear of other institutions experiences with internal reports; how they decided the focus of their reporting, whether they had clear objectives for their reports and how this influenced the data they collect and monitor. It would also be interesting to know how many different reports are produced by institutions and if reporting was simplified and by what means.
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We have done a lot of work on field requirements for open access in our Pathfinder project http://e2eoa.org. Please do get in touch so we can discuss as perhaps we can save each other some time.