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Opening a new project

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This checklist NFOSI-566 - Getting issue details... STATUS contains the tasks required for Sage Bionetworks and a funder to start a “study” on the NF Data Portal. A “study” is a funded project, and usually corresponds to one specific grant (though sometimes can be more than one grant).

ROLES :

  • FUNDING AGENCY

  • NF-OSI DCC (Sage Bionetworks)

  • SOW-REVIEWER (Sage Bionetworks)

  • AWARDEE (PI)

STEP-BY-STEP PROCESS:

Award and Milestones:

  1. NTAP: Confirm that all documents required for award are present in NTAP shared drive.

  2. NTAP: Generate a statement of work (SOW) with tentative milestones and expected upload of key data

  3. NTAP: Send preliminary SOW to Sage with the following required information:

    1. Project name and DOI

    2. Milestone dates

    3. Overview of the Aims

    4. For each milestone:

      1. Description of the experiment included in an Aim

      2. Name of the assay being performed

      3. Number of samples in that assay

      4. Species used for the assay

      5. Whether protocol for the assay is needed: Yes/No

  4. Sage: SOW-reviewer: Review preliminary SOW to identify key datasets that can be uploaded to Synapse. Key datasets generally fulfill one or more of the following criteria:

    1. Dataset follows the “required” criteria for sharing as noted by the NF research community

    2. Dataset contains more than 20 samples in the dataset or generated from patient samples (N > 5)

    3. Dataset contains data generated using high-throughput methods that output raw data presented in a widely used systematic format (for example: WGS, WES, RNA-seq, scRNAseq, whole slide imaging, MRI, spatial transcriptomics, spatial biology, spatial 'omics, plate-based drug screening, automated multiplexed imaging, etc.)

    4. Omics data derived from unbiased techniques

    5. Dataset considered to be validation data for a new method that is being developed in the funded grant  (see an example here)

    6. Dataset considered to be of interest to the funding partner (see an example here)

  5. Sage: SOW-reviewer: Identifies required key datasets and fills out a form on https://dsp.nf.synapse.org/ to pre-fill the table outlining the Milestones, folder name, data description, and upload date. The unique reference ID of the study should be according to the following convention - “Initiative-<Awardee-name>-YYYY” and submit. Any optional datasets identified in the SOW should be called out in comments in the SOW during review. NTAP and PI should decide if the optional datasets should be added to the data sharing plan (DSP).

  6. Sage: NF-OSI DCC: Once form is submitted by the SOW-reviewer, start the internal review of the pre-filled DSP.

  7. Sage: SOW-reviewer: After internal approval, collate reviewed SOW and the pre-filled DSP (word document) into a packet and send to NTAP.

    1. Required:

      1. Add the section that explains what the pre-filled DSP is

      2. Add the DSP with highlights noting what needs to be updated by the recipient (AWARDEE PI)

  8. Sage: SOW-reviewer: Archive the reviewed SOW+pre-filled DSP packet on the internal Sage-NTAP drive

  9. NTAP: Email finalized SOW + pre-filled DSP to the awardee and respond to awardee’s questions or concerns regarding the SOW.

  10. NTAP: Iterates over the SOW and pre-filled DSP with AWARDEE (PI) to finalize the data sharing plan.

  11. NTAP: Once data sharing plan is final between NTAP and AWARDEE (PI), NTAP asks AWARDEE (PI) to update final changes to the DSP using the web-link provided on the pre-filled DSP.

  12. NTAP: Send final SOW to Sage as confirmation

  13. Sage: NF-OSI DCC: Review the final DSP form filled by the AWARDEE (PI) on the webform and confirm that all required fields (e.g. governance etc) are filled properly.

  14. Sage: NF-OSI DCC: Once everything is filled out, generate the executed Data Sharing Plan for the project in PDF format and send it to NTAP and AWARDEE (PI) for the records.

  15. NTAP: Sends an award letter to AWARDEE (PI) after confirming the SOW and introduces Sage to the awardee. The introductory email includes the following:

    1. Role of Sage and Synapse in data upload as expected for the NTAP award

    2. Expectation of Data Sharing plan to be filled with the tables in SOW and sent to Sage to start the project intake process

    3. Expected embargo end date for data release for the project

    4. Proposal central DOI for the awarded project

Synapse Study Creation/ Project Intake:

  1. Sage: NF-OSI DCC: Follows up on the introductory email with information :

    • Pre-filled data sharing plan for the awardee to sign and upload to the Project Intake Form (Step 14 above)

    • Filling out the Project Intake form as described in NF Data Portal’s documentation page

  2. Sage: NF-OSI DCC: Send email to AWARDEE (PI) confirming the following

    • Established Synapse project space with link to access the project

    • Link to the final DSP uploaded to a folder in the Synapse project

    • Link to Study page in NF Data Portal 

    • Sets Study Status to “Active”

    • Uploads the final data sharing plan to the project space in a folder named “Admin”

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