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Scope of Work

The automated harvesting system closely monitors publication sources, including public and licensed publication indexes, for any new materials published by UC authors. The system gathers as much information about the publication as possible and will notify the author by email when any have been detected. Author approved publications will then be submitted to eScholarship, where they will be available to the public.  Phase I implementation of this system was a Pilot Phase that includes three campus partners: UC Irvine, UCLA, and UCSF. Phase II, which will extend the service to the remaining 7 UC campuses, is now underway.


  • Access to the UC Publication Management System is now available for senate faculty at UC Irvine, UCLA & UCSF (tick)
  • Automated email alerts are activated for UC Irvine, UCLA and UCSF senate faculty (tick)
  • Phase II of the UC Publication Management System implementation at the remaining 7 UC campuses has started and is expected to be released to all senate faculty by fall semester 2015 (lightbulb)

Requirements addressed in the initial release (October 2014)

One system for multiple campusesThe harvesting system must support activity by faculty from three separate campuses in one install while maintaining clear distinctions between those campuses.  I.e. faculty from UC Irvine should not have to filter out information about UCLA or UCSF.(tick)
Integration with OAPI Waiver/Embargo/Addendum Generator
The harvesting system must be able to integrate information faculty have supplied to the OAPI waiver/embargo/addendum generator.  For instance, if the system harvests a publication record for an item for which a faculty has already established the need for a 12 month embargo and that embargo period has not expired, the faculty member should not be prompted to submit that item.  The harvesting system will also need to allow all faculty to apply a waiver or embargo through this system.(tick)
Harvesting of publication metadata from non-UC sourcesThe harvesting system will harvest publication records for UC faculty from key non-UC sources, such as Web of Science and CrossRef. It must support the ability to harvest from licensed sources, as well as non-licensed sources (e.g. arXiv).  In addition to having connections to major existing publication sources, the harvester will also be able to connect to new external sources as they arise or become of interest.(tick)
Harvesting of publication metadata from UC sourcesThe harvesting system will draw from UC sources that may hold UC faculty publication information, including eScholarship and campus systems where faculty may be maintaining publication lists. These targets are likely to contain publication information from journals and other venues not included in the major indexes such as Web of Science, but that are equally important to capture in OAPI.  The harvester will support the ability for faculty to correct metadata before it is submitted to eScholarship.(tick)
Automatic notification of faculty

Manual deposit is an insufficient strategy for populating repositories with previously published materials, as it is a burdensome practice that most faculty will not take on. To ease the load on UC researchers, CDL desires to provide a harvesting and notification system to faculty, which will harvest metadata about their publications, alert them to the presence of new items via an email alert, and allow them with the fewest clicks possible to then claim a publication, upload the appropriate full-text version, and then submit it to eScholarship.

Manual depositA manual deposit workflow is required for those publications not captured through harvesting.  eScholarship has a manual submission workflow that may serve this purpose, but it may be less confusing for faculty to use a manual deposit workflow from within the same environment in which they manage harvested publications.(tick)
Faculty ability to refine harvesting search queries
Faculty will need to be able to add alternate name versions associated with specific publication targets in order to increase the precision and recall of the harvester.  Optimally a faculty person would be able to trigger a harvest immediately after modifying the search pattern in order to get confirmation of the efficacy of that modification.(tick)
License assignmentFaculty will need to be able to choose from various license options, including Creative Commons, depending upon publication date and campus.(tick)
Metadata fieldsWe will need to be able to determine which fields are required or not, and which fields appear or not.  The system must be as simple as possible and not present unused or unnecessary fields that faculty members will have to visually filter out.(tick)
Customizable UIWe will need to be able to shift the order of metadata fields, sections of forms and brand the system so that faculty immediately recognize that it is a UC service and will also have to reflect a campus identity.(tick)
Customizable workflow/support for business rulesFaculty will need to be given different guidance depending upon whether a harvested article was published on or after UC and UCSF's open access policies.  The CRIS will support different workflows based on publication date and campus, since the UCSF policy is currently different than UC's.(tick)
Faculty profile pageFaculty publications will have to be clearly presented on a profile page in the harvesting system.(tick)
Proxy supportThe harvester will support the ability for faculty person to designate proxies to manage publications on their behalf.  Administrators will need to have the ability to act for faculty as well.(tick)
Hierarchical listing of departmentsFaculty profiles will be organized by departments, which will in turn be represented in the hierarchical structure for that campus.(blue star)
Ingest of HR dataFaculty names, departments, etc. will be initially established and regularly updated through feeds from UC HR systems.  Optimally this will come from UC Path, but may initially begin with campus HR systems.(tick)
ShibbolethShibboleth/UC Trust will be used to authentication and authorize users for the harvesting system, so that an additional set of credentials will not be required.(tick)
Push to multiple designated repositoriesThe harvester will allow faculty to approve submission of the uploaded publication and metadata to eScholarship and will also support the direct submission to Merritt for dark archiving only.(tick)
ReportingThe Harvester will provide default reports about activity, such as number of faculty profiles, publications harvested, claimed and approved over periods of time, etc.  In addition, the Harvester will support the ability to create custom reports.(tick)

Symbol Guide: (tick) = Completed; (lightbulb) = In Progress;  (blue star) = On Hold / Awaiting Other Development

Requirements that will be addressed in future releases

Entire UC System Implementation
All campuses will have access to the system.
Integration of other CRIS functionalityHarvesting systems are part of larger Current Research Information Systems that support the entire range of a scholar's activity.  Future requirements will include functionality related to grants management, graduate student support, etc.
Expansion to other UC researchers and staffPublication management system will include all UC employees covered by the Presidential Open Access Policy
APIs for integration/connection to third-party tools
Various campus systems will consume data from the harvester in order to function more effectively.  For instance, campus profile systems and campus academic personnel systems will use the harvester's API in order to incorporate faculty publication data and eliminate the need for duplicate entry.

Planning documents

Released RFP, as well as planning schematics can be accessed on the Automated Harvesting System Planning Documents page.





Current Focus

The UC Publication Management System is now live for senate faculty at UC Irvine, UCLA, UCSB & UCSF.

For more details about past progress & future work, visit the Project Scope & Timeline.

Outreach & Community Engagement

The scope of work for this project has been shaped directly by requirements we have gathered (and continue to gather) from UC authors, OA project stakeholders and colleagues at other institutions.

Colleagues engaged in a discussion.

For information about past and present opportunities to connect with this project, visit the Community Engagement page. We also invite you to add your voice to the project's discussion forum or contact the implementation team directly.




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