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Workflow JARDS

In JARDS, all RDS space requests from Coscine are validated and reviewed. The following instructions apply to quota admins of Coscine.

Notification: new storage request

  • Information about a new storage request is made by receiving an email/service ticket with subject [JARDS/Coscine].

For better understanding, here is an illustration that shows the flow of a storage review from the beginning with a notification in TicketTool, through the actual review process in Jards, to the final allocation of the quota in Coscine:

JARDS

Figure 1 - Review Process

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Prepare review

  • Login to JARDS and navigate to Coscine TEC 2024 via the top menu bar under "Group".
  • In the table that opens, complete the following steps:

Open the application

  • Under "Application documents", click on "Current application to review".
  • Application opens in new tab (see Figure 2, item 1.)

JARDS

Figure 2 - Review in JARDS

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Assign Reviewer (Only relevant for Quota Admins)

  • Under "Reviewers" -> select "modify" (see Figure 2, item 2).
  • In Reviewer Assignment, select & inform the appropriate reviewer(s) from the table (Choose 2 reviewers as shown in figure 1).
  • Check the box "Reviewer & Inform" in the table.
  • Click on "Save & Inform" below the table
    • E-mail interface opens
    • Select mail template "Coscine Review Invitation"
    • Navigate to the bottom of the page and click "inform" (=email has been sent)

Perform review

  • Navigate to "Your applications to review in Coscine TEC 2024" (bottom of page see Figure 2, item 3.))
  • Click on "edit review": Technical Review page opens
  • Fill in fields 1-4 and "Total result" based on application form
    • In case of open issues (e.g. unclear representation of metadata management)
    • Communicate via the corresponding service ticket/email with the requestor until all information is available, note status as comment (see below)
    • Report results of communication incl. Service Ticket Nr in the Technical Review under "Comment to coordination office" (e.g. "After consultation with the researcher, the EngMeta profile will be used").
  • Note agreements with researchers regarding changes in the "Comment to coordination office".
  • If there are several reviewers, fill in "Feedback for the applicant (to improve the quality of future applications)".
  • Check the box "Technical Review Completed
  • Click on "save" to save the review

Optional: Fill in checklist

  • Navigate to "Checklist" (see figure 2, item 4.)
  • Fill in relevant items - especially important in case of longer application processes and need for substitution

Optional: Comments

  • Click on "add" under "Comments" (see figure 2, point 4.)
  • Enter comment & select "visible for admins
  • Important for internal communication about the status of the request (example: service ticket with queries in circulation)

Approve / reject request (Only relevant for Quota Admins)

  • Under "Actions" click on "approve": Set Data Project Approval page opens

Info

If the request was created by a member outside RWTH, "mark received" must be checked off under "Actions".

  • Short check of the tables: & Scientific reviews
  • Application data for XYZ: Data correct, Required Quota, Comments (etc.)?
  • Technical reviews: Technical Review performed by all reviewers?
  • Scientific reviews: only necessary for applications > 125 TB
  • Enter quota: Aprvd. resources (GB)
  • Enter time period: Project start: day of approval; Project end: 10 years after approval.
  • Insert GUID of project from quota admin page (see Allocation of storage space) into "Local Project ID" field (Please keep in mind that the GUI which is automatically filled out by Jards is only temporary and you need to copy & paste the GUID from the Coscine Admin page. Othrwise you will get an error.)
  • select "save & approve" (ignore warning -> click yes)
    • email interface opens
    • select mail template "Coscine - Granting storage space
    • E-Mail will be automatically include Project-ID, Storage Request etc. when template was chosen
    • Navigate to the bottom of the page and click "inform" (=E-Mail has been sent)

Allocate memory (Only relevant for Quota Admins)

RWTH: Close service ticket

  • For RWTH requests, enter "Quota request granted via JARDS" in ticket.
  • Close ticket

Edit Application

Info

If a JARDS application from a previous year is to be processed, the corresponding year must be selected at the top left next to the Coscine Logo in JARDS.

Extension requests (only relevant for Quota Admins)

  • Users can submit a one-off extension of 25% for an existing request in JARDS
  • Information on this is provided by receiving an e-mail/service ticket with the subject [JARDS/Coscine].
  • Processing then takes place in JARDS:
  • Check whether the extension for the application is justified (has at least 75% of the quota already been used?)
  • For the extension, select the corresponding application in JARDS and click on Approve/Reject
  • Scroll to the bottom of the page and click on the spanner symbol
  • Tick the Update Application Resources box on the next page
  • Enter the new total quota under Approved (previous quota + 25 %)
  • Click Save & Approve & send e-mail to applicant (use template)