DCO Reporting: How to Create and Update DCO Project & Field Study Information

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Notes

  • DCO Projects vs DCO Field Studies: Currently, the information collected for "projects" and "field studies" is nearly identical. DCO Field Studies may include Research Vessels and multiple detailed Physical Locations (lat/long, depth, altitude, and nominal conditions such as pressure and temperature). 
  • For questions or comments about these procedures, please email web@deepcarbon.net.
  • A DCO Portal Group has been created for long-term support of the reporting process. Click here or look for it in the list of Groups on the DCO Community Portal.
fig. 1 click to enlarge

Overview

Beginning with the 2014 reporting period, DCO project investigators have used the DCO Data Portal for annual reporting by updating the status of their DCO Projects. As discussed in this guide, you can locate projects using the DCO Project Browser (fig. 2), or by checking the list of projects on a community page. We recommend using the Project Browser.

All DCO Project Investigators have DCO Data Portal accounts that allow them to create and update DCO Projects. If for some reason you do not your username or password, follow this login link to request that your username and temporary password be sent to you.

The new DCO user authentication infrastructure makes toggling between the DCO Community Portal and the DCO Data Portal much easier. A guide to the DCO Portal's user registration, sign-on, and password recovery system can be found here.



fig. 2 DCO Project Browser. Click to enlarge.

Locate a DCO Project

  1. Log in to the DCO Data Portal 
  2. Visit the DCO Project Browser (fig. 2)
  3. Use the filters on the left to narrow your search
  4. Clicking on a project's DCO ID will open the project in the DCO Data Portal. This is where project information can be edited and updated.
  5. Clicking on a project's Title will open the project in the DCO Community Portal and offers a snapshot of the project that can be reviewed, and printed or saved as a .pdf.

fig. 3 Adding a new project. Click to enlarge. fig. 4 The View All tab. Click to enlarge. fig. 5 Add information using the plus (+) signs. Click to enlarge.

Create a new DCO Project

  1. Log in to the DCO Data Portal 
  2. Before creating a new project, PLEASE VERIFY whether your DCO Project already exists by using the DCO Project Browser (fig. 2) (See Locate a DCO Project)
  3. Once you are logged in, click on Project here or on the Submit Community Data page.
  4. Enter a descriptive name for your project (e.g. "Reduced Carbon Associated with Altered Oceanic Crust") (fig. 3)
  5. Click "Create Project"
  6. Click "View all" tab to see complete set of DCO Project data elements. (fig. 4)
  7. Click the plus signs ("+") next to data elements that you need to include (fig. 5). Be sure to include:
    • Affiliated DCO Community (e.g. "Deep Energy")
    • Description
    • Updates
    • Applicable dates (esp. the start date)
  8. Review the project data via that project's Project Summary page on the DCO Community Portal. The easiest way to locate your project's project summary is by using The Project Browser
  9. See below for detailed information about setting and updating specific project data fields and attaching data files, etc.

NOTE: Formatted text that is copied and pasted into the Description or Update text boxes directly from Microsoft Word will have unpredictable results. We recommend one of the following solutions:

  • Copy the content into a plain text editor to strip out formatting, then copy and paste into the DCO Data Portal text entry box
  • OR: Create new Word document and paste the content using "Special Paste"
  • OR: Click the "HTML" icon (upper right of the Description text entry box), paste in the content, click on "Update" (lower left), then save
In general, DCO Project Descriptions and Update text cannot contain markup including tables and images. We recommend including these as "attached files" in the form of PDFs, etc. See below for instructions on how to attach files to projects.

 

Modify information about your DCO Project

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate your project using the DCO Project Browser (See Locate a DCO Project)
  3. In the “Communities” facet of the Project Browser select your "DCO Community"
  4. To review a Project Summary, click on the linked Project Title to browse to its "Project Summary" page
  5. To edit Project Data, click on the project's "DCO ID"
  6. On the DCO Data Portal Project Information page, select the View All tab
  7. For each appropriate field, click on the + sign to add an entry (fig. 6), or click on the pencil to edit an entry. Always remember to save your work!
  8. Follow steps below for e.g. adding a contributor or adding related grants

fig. 6 The Updates tab. Click to enlarge. fig. 7 Click the "Add a new item of this type" button. fig. 8 Project Update screen. fig. 9 Project Update Modification screen.

Add DCO Project Updates by Reporting Year (starting March 2015)

Why it's important to use the DCO Portal to enter Project Updates

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate your project using the DCO Project Browser on the DCO Community Portal. (See Locate a DCO Project for help)
  3. Click on your project's DCO ID to open it in the DCO Data Portal.
  4. Click on the "Updates" tab - fig. 6
  5. Click "+" next to Project Update. You must be logged in in order to see the "+" icon.
  6. Click "Add a new item of this type" button - fig. 7
  7. Give the new update a descriptive title. E.g. [2015-01-01] DCO User Registration
  8. Click "Create" button. This takes you back to the project page Updates tab
  9. Click the title of the newly created project update to add additional information - fig. 8
  10. Click "+" next to Reporting Year
  11. Select the reporting year for this project update (e.g. "Reporting Year 2015")and click the "Save entry" button
  12. Click "+" next to Date Submitted
  13. Enter the date in YYYY-MM-DD format (e.g. "2015-10-01") and click the "Save entry" button
  14. Click "+" next to Update Text
  15. Enter the project update description. If possible, please avoid copy/paste from MS Word or Adobe Acrobat (ie PDF). One way is to save the content from Word as a text file; alternatively, you can copy/paste into a simple text editor, then copy/paste into the Update field.
  16. Click the "Save entry" button
  17. Click + next to "List of Modification"
  18. Click the "Add a new item of this type" button
  19. Enter a descriptive title, e.g. [2015-05-20] Created, or [2015-05-21] Added information about Conferences
  20. Click the "Create" button
  21. Click the title of the newly created modification to add additional information - fig. 9
  22. Click + next to Modified by, start typing your name, select it, then click the "Create entry" button
  23. Click + next to Modified on and enter the date, then "Save entry" button
  24. Click the link "For Project Update", this will take you back to the project update
  25. If you would like to associate any publications to this update click the + next to "Associate Publications"
    1. Start typing the title of the publication and select it from the list (you can not create publications from here)
    2. Click "Create entry" to add the publication. You can add as many publications as you need
  26. If you created or used any instruments for this update then click the + next to "Refers to Instrument"
    1. Select the instrument from the drop down list
    2. Click "Save entry" button to add the instrument. You can add as many instruments as you need

 

Add related grants to your DCO Project

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate your project using the DCO Project Browser:  https://info.deepcarbon.net/vivo/projects
  3. On the DCO Data Portal project information page, select the "Funding" or “View All” tab
  4. Click on the "+" sign next to the Funding Provided via label
  5. Look for the name of the appropriate grant in the drop-down list.
    Grants from the Alfred P. Sloan Foundation use the format APS: YYYY-MM-NN (XYZ), where "YYYY-MM-NN" is the award number issued by Sloan and "XYZ" is are the initials of the grantee institution. If you have questions, review the Abstract of the registered grant
  6. If the grant you are looking for is missing, click add a new item of this type with "grant" selected (should be the only choice). See below for further details on registering grants in the DCO Data Portal.

 

Register a new grant in the DCO Data Portal (DETAILS)

  1. Follow the instructions for adding related grants to a DCO Project above (Steps 1-6)
  2. Since the grant you are looking is not in the system, click add a new item of this type with grant selected (should be the only choice)
  3. Enter the name of the grant and click "Create"; wait a few moments while the object is registered
  4. You will be returned to the project page. Now click on the name of the grant you just entered
  5. Click the "View all" tab to see complete set of "Grant" data elements
  6. Click the plus signs ("+") next to data elements that you need to include. Be sure to include:
    • Abstract
    • Applicable dates (esp. the start date)
    • Award numbers
    • Administering institution

 

Add a contributor to a Project

NOTES:This section has been replaced by a detailed, illustrated instructions found here

 

Enter a journal article (preferred method; known DOI)

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate author's profile via Search
  3. Click on Publications tab and locate Selected Publications section
  4. Click on "+" next to Selected Publications
  5. Enter the DOI in the text box on the right of the Or import metadata via DOI button
  6. If the system cannot find any record of this DOI, you’ll see an error message
  7. If there is already an entry with this DOI in the system, on the next page you’ll see the link to this entry
  8. If this DOI is not in the system, on the next page you’ll see the imported metadata including “Title”, “Publication Year”, “Authors”, and “Venue”. For “Title” and “Publication Year”, usually there is only one value for each of them. If there are more than one options in the drop-down lists, select the one you think is correct. For “Authors” and “Venue”, the drop-down lists show a couple of matching results that are already in the system. If one of the matching results is the correct author or venue, please select it. If not, please select the first option containing the text “(create this entry in VIVO)”. Please note that you must specify the “Publication Type” from its drop-down list. The “Venue Type” is also mandatory only if the venue you selected contains the text “(create this entry in VIVO)”
  9. After you specify each drop-down list, click the “Create an entry with these metadata” at the bottom, and publication import process is finished. The system will take you to the page of the newly imported publication
Note: although this process starts from your profile page, the imported publication will be associated to you only if you are one of the authors.

 

Enter a journal article (NO DOI AVAILABLE)

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate author's profile via "Search"
  3. Click on Publications tab and locate Selected Publications section
  4. Click on "+" next to Selected Publications
  5. If no DOI is known: Begin entering the title of the article in "Title"; if it already exists in the system, select from the list of existing titles
  6. On the DCO Data Portal article page, select “View All” to verify existing metadata
  7. For each appropriate field, click on the + sign to add an entry if required
  8. For “is DCO publication” enter “true” if the work is a result of DCO-related research
  9. Edit the resulting publication profile to ensure accuracy

 

Enter a journal article (alternative method)

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Go to “Submit Community Data”
  3. Click on “bibliographic item”
  4. Enter the title of the article in “Create a new academic article”
  5. On the DCO Data Portal article page, select “View All”
  6. For each appropriate field, click on the + sign to add an entry
  7. For “is DCO publication” enter “true” if the work is a result of DCO-related research
  8. If a DOI is known, follow instructions as above

 

Attach a dataset or other file (including a PDF, Word or Excel file):

  1. Log in to the DCO Data Portal (If not already logged in)
  2. Locate the project in the Data Portal by using the Project Browser (as described in step 2 here)
  3. Click the View all tab
  4. Scroll down the page to add dataset
  5. Enter dataset or file description as requested; if you are attaching a file, click on Attached file and select your file
  6. OR: If you are providing a link to a remote dataset, paste the URL for direct access
  7. In the dataset information, add any details about Access restricitions for a remote database (if appropriate)
  8. Return to your DCO Project data
  9. Click on Related Dataset and find the title of the dataset, file or remote resource you just registered
  10. By returning to the dataset record you can upload updated or alternative versions of the file