Beaumont Center - Texas A&M University Metrics Manager

Texas A&M AgriLife Teaching, Research, Extension

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Position Description
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Metrics Manager User Guide

Overview

Metrics Manager  is a web-based program that manages performance metrics for Texas A&M AgriLIFE Research and Extension Centers and campus Departments. This includes publications, grants, patents, thesis/dissertation, and other metrics as outlined in the Texas A&M AgriLIFE Science Roadmap. Metrics Manager is structured using the hierarchy of the Texas A&M Agricultural program -Agency àUnit (Center or Department) àScientist. This document describes the features present in the second release of the Metrics Manager software (Wilson et al. 2009).

An individual faculty/research scientist/post-doc can manage his/her own specific metrics and produce a metrics summary. Center Directors and Department Heads can generate and view metrics summaries for each and all scientists under his/her administration. An agency administrator can generate and view metrics summaries for each and all units under his/her administration. The program handles metrics with multiple authors in an intelligent manner so that a specific metric is counted only once for a specific scientist, individual Center or Department, or a specific agency. Access to accounts is password protected and is limited to the scientist and support staff entering the metrics or the unit head viewing reports, correcting format inconsistencies, or deleting duplicate records detected during a duplicate records check. When a record is modified or deleted, a message is automatically sent to the person who originally entered the record. This feature helps to eliminate accidental deletions or potentially malicious edits.

 

User Hierarchy

Metrics Manager defines 4 types of user levels: Agency Admin, Unit Admin, Scientist and Support Staff .

Agency Admin has authority to manage (add or remove) unit head accounts and review unit metrics. This feature would be used when an existing unit head retires or changes jobs, or when a new unit head is hired.

Unit Admin has authority to manage users, metrics, and metrics summaries at the unit level. This feature would be used when an existing faculty member retires or changes jobs, or when a new faculty member is hired.

Scientist has authority to manage his/her own account, metrics, and metrics summary

Support Staff is a designated representative of an Agency Admin or a Unit Admin. This person(s) often enters metrics for a Center or Department and has the same authority as the user who has created it but carries zero Full-Time Equivalent (FTE). Most units who have used Metrics Manager train one or more staff members to enter, edit, and provide quality control for metrics for the units faculty/research scientists/post-docs.

 

Program Menus

Metrics Manager is a web-based program that can be accessed at the following: http://Beaumont.tamu.edu/MetricsManager. The main menu for the program is located on the left side of the page. The main menu items are listed in the following bullets. Each is fairly self-explanatory. Manage Accounts through Thesis/Dissertation are used to enter and edit individual metrics, while Other Achievements is used to entered tallies of miscellaneous achievements. The Metrics menu item allows the user to view, print, and download metrics reports at a number of levels of summarization.

Main Menu Items
  • Login
  • Manage Account
  • Publications
  • Presentations
  • Posters
  • Grants
  • Patents
  • Thesis/Dissertation
  • Other Achievements
  • Claim Authorship
  • Check Duplicate
  • Metrics
  • The remainder of this user guide provides screen shots and a brief description of the main menu items that can be accessed in Metrics Manager.

     

    Login: Access to Metrics Manager is through the Login menu item, with a user selecting an Agency and a Center/Department.

     Login page with selection for agency expanded

     Login page with selection for unit expanded (AgriLife  Research)

     

       

    Manage Account:  There are three submenus related to account management:

    • Add New Account: Create a new account with information on account type, user’s name, email address and FTE breakdown (teaching, research, extension), login name and password. Agency Admin can only create users at the Agency Admin or Unit Admin levels. Unit Admin can only create users at the Unit Admin or scientist levels.
    • Edit Account: Edit account information for users with the same admin authority or one level below. Agency Admin can edit account information for users with Agency Admin or Unit Admin authority. Unit Admin can edit account information for users with Unit Admin authority or researchers under his/her administration.
    • Delete Account: Delete any account with the same administration authority as the currently logged in user or one level below that user.

     Create new account page with option for new user type and FTE assignment

    Edit account page by a user with Unit Admin authority

    Publications: Allow a user to manage publications. It has two sub-menus

    • Copy/Paste: Allows a user to copy and paste multiple publications into the blank text area below the sample publication format. Each publication should be separated by a line break. There should be no line break within a publication record. The program will identify the journal name (indicated in red in Figure 5 below) by checking it against our master journal name database, and automatically determine the publication type based on the journal name. A confirmation page will be displayed to allow users to correct entries not following the recommended publication format, which is indicated at the top of the “Copy/Past Publication” screen, and detect the presence of duplicate entries. Once new records have been entered and submitted, the user will be ask to select the specify publication type for those entries that the program cannot determine,  and confirm submission of the entries. Copy/Paste is the fastest way to enter large number of publications into Metrics Manager, such as from existing c.v.
    • View/Edit/Delete: Allows a user to view all publications matching first and last names of the current user. It also allows a user to edit or delete publications. Pasting or adding new publications is not allowed in this mode. However, a user can use the global find and/or replace feature to correct systematic format errors.

    Copy/Paste  page with format examples for Journal, Book, or Book Chapter

    Copy/Paste confirmation page with publication type identified or selected

    Publication View/ Edit/Delete page with entries selected for deletion

    Publication View/ Edit/Delete page with delete confirmation for publication entries

    Grants: This menu item allows a user to enter grant metrics. It has two sub-menus similar to Publications.

    Patents: This menu item allows a user to enter patent metrics. It has two sub-menus similar to Publications.

    Thesis/Dissertation: This menu item allows a user to enter theses/dissertations. It has two sub-menus similar to Publications.

    Other Achievements:  This menu item allows a user to enter achievements not covered by publications, grants, patents, thesis or dissertation, including Presentations, Intellectual Property, Student/Professional Training, Faculty Recognition and Honors, Communications with Stakeholders, and Significant Collaborations. Unlike the other metrics, metrics in this category are currently entered as tallies and not as individual records.

    Other Achievements metrics entry page with Recognition and Honors

    Claim Authorship: Metrics Manager stores only one copy of a metrics record (e.g. a specific publication, grant, patent, thesis or dissertation, etc.) in the database regardless of the authorship (single-or multiple-authorship) and regardless of who enters the record. Metrics entries that are added by a user are automatically claimed if an author name matches that of the user. Other users who are listed as authors of a record must claim authorship after they log in. Claiming authorship is necessary to avoid crediting a metrics entry to someone who is not the author of the entry but has the same initials and last name. When claiming authorship, the user can also check and when necessary correct the publication type.

    Authorship claim page with claimed publications for a scientist. 

    Check Duplicate: A user can check for potential duplicate entries in the Metrics Manager database. Entries that have 80% or greater similarity for a specific year are displayed in the same color block. The first entry in the same color block is compared against the rest of the metrics listed in the block. Similarity is based on character-by-character comparison with punctuations and spaces removed. A researcher can check for potential duplicate entries that match the researcher’s last name and the first letter of the first name. A unit administrator can check for potential duplicates for all researchers under his/her administration. An agency administrator can check for potential duplicates for all scientists in all units within the agency.

     

    Display of potential duplicate entries in the same color block.

    Metrics: This menu item allows a user to generate and view metrics in a number of different output formats. Agency Admin can view summary for individual Centers/Department, or for all Centers/Departments. Unit Admin can view summaries for individual researcher or for all of the scientists in the unit. The Metrics menu item has two sub-menus.

    • Summary: This menu item has four sub-menus. The first sub-menu provides a summary for a scientist, Center, or agency, of the total number records for each metrics category and sub-category for a specific year or for the past five years. Each metric is categorized by the goals and sub-goals as defined in the Science Roadmap. The second sub-menu provides the same statistics, but expressed on a per faculty unit basis. The third sub-menu provides a metrics sum for each major metrics category (publications and intellectual property, grants, presentations, student/professional training, and faculty recognition and honors). The fourth sub-menu provides a mean performance metric for each major metrics category.
    • Detailed Report: This menu item provides a detailed summary of metrics entries for each metrics categories (publications, grants, patents, thesis/dissertations, or other achievements) and sub-category (eg. for publications this would include a summary sorted by publications type (refereed journal, book chapter, book, abstract, conference proceedings, etc.) for a specific year, or for the past five years, or for all years with records.

     

    Metrics summary for a unit for the past five years (AgriLife Research at Beaumont).

    Metrics summary average per faculty for a unit for the past five years (AgriLife Research at Beaumont).

    Metrics summary for a unit by major category for the past five years (AgriLife Research at Beaumont)

    Metrics summary for a unit averaged for major categories for the past five years (AgriLife Research at Beaumont).

    Detailed metrics report for a unit for all metrics categories and past five years (AgriLife Research at Beaumont).

     

    Summary Comments: Metrics Manager was developed as a tool to provide for easier and more consistent reporting of performance metrics by individual scientists with a unit and summarized for an entire unit. Metrics Manager is structured to allow comparison of scientists within a unit and across units within an agency. Aspects under development include a Metrics Analysis feature that will allow administrators to give each metrics category and sub-category a weight, and produce metrics summary scores for each of their faculty. For example, most unit heads would weight refereed journal papers as having a greater weight than say an abstract. Similarly, a first author or a corresponding author of a multi-authored publication would typically receive a higher weighting than would other authors. Default weights are currently assigned to each category and sub-category within each category. Weights can be easily changed by each unit head. Further planned additions for Metrics Manager version 3.0 include converting the Other Achievements from tally entries to individual metrics records entries as with the other metrics categories. Future additions will include a Create a c.v. option. Possible future additions that have been discussed include a datalink between Metrics Manager and FAMIS grants records and course teaching records.