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CCS Clinical trials study register: 2016 overview

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CCS Clinical trials study register: 2016 overview

  1. 1. One source, infinite possibilities: Database driven content June 2016 Julia Veitch, Communications Manager, Central Clinical School MONASH CENTRAL CLINICAL SCHOOL
  2. 2. 2 What is database driven content? What kind of things is it used for? How are we using it? University, Faculty & School • Current uses • Case study: CCS clinical trials • Future uses Why should marketing & comms people care?
  3. 3. 3 Databases and marketing – What do they have to do with each other? Marketing core business Attracting • Star research talent including graduate research students • Participants to research studies, events, functions etc • Students to under- and postgraduate courses • Grants – Government, Philanthropy • Industry partners Publicising research achievements and teaching excellence Content Collateral Reaching target audience Julia Veitch: Databases & Marketing 10 June 2016 Marcomms University’s core business • Research & Teaching We want to expedite production & dissemination of marketing collateral & news content – working smarter, not harder
  4. 4. 4 What is a database? It’s a collection of information especially one that is accessible in various ways. Lots of people can see your stuff, tailored to their particular needs, with little effort on your part: “Monash in the hand” Julia Veitch: Databases & Marketing 10 June 2016 Marcomms What does ‘Accessible’ mean for marketing?
  5. 5. 5 How does the database model work to produce collateral? Input via distributed authors Database Content repository Output Marketing collateral Clinical trials Research projects News stories Events Calendars Courses Staff Publications Grants Supervisions Library catalogue Google Drive Social media Web sites
  6. 6. 6 The requirement Our numerous research studies seek participants so we advertise the trials. Case study: Central Clinical School clinical trials database Julia Veitch: Databases & Marketing 10 June 2016 Marcomms We had a cumbersome, time-consuming, inconsistent process of iterating the information between us and the researcher by email; then a manual update of a web page register since an ad will go out once, but a register will stand. Result: Not only did we have a messy, error-prone process of collecting the information, we had a frequently out-of-date, incomplete, ineffective public web page. It wasn’t a resource we could confidently refer to or share into other mediums. The researchers often didn’t let us know when the trial stopped recruiting. In summary: A bad look for the school! Not effective for advertising! The problem
  7. 7. 7 Case study: CCS clinical trials database solution Distributed & controlled authorship – Researchers provide the copy. Authcate only access Julia Veitch: Databases & Marketing 10 June 2016 Marcomms https://ccs-clin-trials.med.monash.edu.au/ The solution We designed a database. Consistent - Fields specify the information required Correct – Researchers log the entry and provide the descriptions Comprehensive archive Robust – nothing has gone wrong so far Moderated i.e. checked & published by database owner/s. Accessible content – free text search Dynamic display – Published entries feed immediately to display web page; column sorts within page Current – projects unpublish once recruitment end date is passed. If the trial reopens, the study can be republished.
  8. 8. 8 Case study: CCS clinical trials Drupal database How it works Entry created • Entry created by study coordinator. Fields ensure all content required is obtained Notification • Database editors receive automatic notification from database Publish • Entry checked with study coordinator • Editor publishes to public web page Advertise • Content used to add to blog and other notifications Unpublish • Content unpublished when recruitment finished or recruitment end date passed. Goes to archive and can be restored if trial reopens. Julia Veitch: Databases & Marketing 10 June 2016 Marcomms
  9. 9. 9 Turning database output into marketing collateral  Copy & paste content into blog post; edit for Twitter post  Layout  Publish Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://ccsmonash.blogspot.com.au/ ‘Participants sought’ Label It’s … simple & easy … quick … correct … comprehensive … current … consistent … quality controlled Instant market collateral
  10. 10. 10 MNHS uses a Drupal database to house its available research projects for graduate and Honours students.  Distributed authoring Researchers create their own entries  Current & clean – all projects unpublished at the end of the year  Categorised by theme (for users) and school (for info mgmt. & display)  Dynamic display – column sorts within page  Accessible content – free text search Same principles apply: Medicine Faculty Research Project database Column headings are: Title, Stream, Supervisor, School Julia Veitch: Databases & Marketing 10 June 2016 Marcomms https://studentresearchprojects.med.monash.edu.au/
  11. 11. 11 Turning database output into marketing collateral Instant market collateral  Project dump by category or school  Layout  Publish and print It’s (again) … simple … fast … easy … correct … comprehensive … current Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://www.med.monash.edu.au/cecs/docume nts/hdr/2017-hons-pg-project-booklet.pdf http://www.med.monash.edu.au/cecs/docume nts/2017-bmedschons-project-booklet.pdf
  12. 12. 12 More examples of database driven content External platforms Social media • Twitter • Blog • Facebook • Youtube In-house platforms • Calendars, Google & otherwise • Library catalogue • Callista & Research Master displaying to ROPES (soon to be MyResearch) • Drupal – Faculty research project database • Drupal – CCS clinical trials database Monash library has an integrated social media display and a Google calendar. Dynamic feed of current, correct, comprehensive, quality controlled content, needing only to be worked at the source point Julia Veitch: Databases & Marketing 10 June 2016 Marcomms
  13. 13. 13 Examples of external database driven content: Twitter Update it once and it feeds out to wherever you put the widget – exactly the same information replicated everywhere without you touching it. Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://ccsmonash.blogspot.com.au/ http://www.med.monash.edu.au/cecs/headlines/twitter.html
  14. 14. 14 Use of database feeds in the Monash environment: ROPES/MyResearch Publications and grants have a dynamic feed from Research Master Supervisions from Callista Dynamic feed of updates of backend databases to a public web page: No need to touch the page Julia Veitch: Databases & Marketing 10 June 2016 Marcomms https://www.monash.edu/research/people/profiles/profile.html?sid=56642&pid=6726
  15. 15. 15 Use of database feeds in the Monash environment: Calendar embeds used in Monash School of Clinical Sciences intranet – has both blog and calendar feeds. Calendar embed for Monash Events page Updating calendars & blog will dynamically display in all portals. One controlled source point of information ensures quality and consistency throughout Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://monash.edu/news/events/calendar https://sites.google.com/a/monash.edu/school-of-clinical-sciences-intranet/
  16. 16. 16 Use of database feeds in the Monash environment: Calendar embeds throughout CCS Education & Events pages Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://www.med.monash.edu .au/cecs/headlines/events- calendar.html
  17. 17. 17 Filtering database output: Study.Monash page Study.Monash is a backend database feeding to a public web page. Categorised information to make searching easier • No need to update the page. • User capacity to dynamically filter & refine their searches. Julia Veitch: Databases & Marketing 10 June 2016 Marcomms http://www.study.monash/
  18. 18. 18 Filtering database output: Monash’s ‘Eat Drink Shop’ http://www.monash.edu/eat-drink-shop/ What you are interested in: E.g. a place where you can eat Fair Trade food & buy liquor at Clayton campus Campus Environment Drink Eat
  19. 19. 19 Future use of database feeds in Monash: News & Events site Backend database of news & events feeding to public pages • Searchable by free text, categories or fields (e.g. date) • Possible to filter feeds • Distributed authoring • Possible to export by email but not in current build Julia Veitch: Databases & Marketing 10 June 2016 Marcomms
  20. 20. 20 News build for MNHS site: • Distributed authoring enabling more input from specialist and separate areas • Quality control by moderation & publishing rights • Searchable via free text or categories • Filtered output to specific pages e.g. Schools by categories Future use of database feeds in Monash: Faculty News site Julia Veitch: Databases & Marketing 10 June 2016 Marcomms
  21. 21. 21 Future use of database feeds in Monash: Internal The University is creating a cloud-based Brand Asset Management database, to enable: • Consistency of collateral and document building • Currency of template library • Version control • Self service (the template ‘buffet’) • Archiving all collateral & capacity to update it Julia Veitch: Databases & Marketing 10 June 2016 Marcomms
  22. 22. 22  The better designed they are, the more quality content can be captured and quantity can be disseminated  The potential for time saving and maximizing output is enormous  If we are about ‘questioning the answers’, then we really need to question our information architecture and build as much functionality as possible for feeds to public web pages, because…  We need correct, comprehensive, clean, current, quality-controlled, consistent information that we can quickly turn into market collateral.  Databases can, and do, improve the quality and quantity of our comms & marketing; and match output to our target groups.  Many thanks to Vithya Premkumar, Katherine Greenberg, Ruth Schneider, David Humfrey, Marcus Leonard, Angela Harvey, Robyn McCutchan Conclusion Julia Veitch: Databases & Marketing 10 June 2016 Marcomms What’s not to love about databases?

Hinweis der Redaktion

  • Many thanks to Ruth Schneider for giving me the title on very little to go on! And to my Medicine colleagues Katherine Greenberg, Vithya Premkumar & David Humfrey
  • It is a powerful tool in the digital world.
    The concept of a centrally maintained master or authority file of information with a potentially infinite number of portals has been the basic information architecture for libraries for decades.
    E.g. Twitter windows, Google Calendar windows, blog feeds and other kinds of feeds from databases to web pages.
    Current piecemeal use and how it could be improved
    Case study of a database driven public feed of Central Clinical School's clinical trials and research studies which I have developed, which I would like to suggest could be used University wide, where appropriate. It enables easy capture and maintenance of current, correct and comprehensive information, notification and content for advertising.
  • How are databases relevant for marketing and communications? First some background. University has 2 items of core business. 1) education and 2) research. Lots of activity and resources dedicated to education (ie student recruitment efforts, publications for prospective students, Open Day events, study.monash website, etc etc etc. BUT, I’m guessing that in this room there are probably only a couple of people besides me who are responsible for the marketing and promotion of our research degrees. With fewer resources dedicated to the promotion of research degrees, we need to be smarter, and this is where database driven content can help. We’re already using it effectively in some places throughout the university, and I’ll give you a few examples shortly. What I’m passionate about is how we can maximise database driven content to help promote our research degrees, research programs and researchers.
  • Accessible means: Not just mediums but searchability
    1) Output portals - devices and widgets, which give you windows onto your content, making it easier to view by more people
    2) Searchable by keyword or category. The more keywords, tags, labels or categories you use to describe the thing, the easier it is to find.
    3) Explanation of how important research is to the university. stats, eg research grants revenue, number of PhD and Hons students and associated revenue. info about how rankings are linked to research and publications. And we need research students to get the research done, in order to get the publications, in order to get the grants, in order to attract star researchers, more funding etc. AND….prospective research students DON”T use study.monash. But they do use ROPES, web pages etc.
  • Distributed authors: other marketers, academics, blog writers, etc. With or without moderation, as needed.
    Type of content is extremely diverse: Clinical trials, Research projects, News stories, Events, Calendars, Courses, Staff, Publications, Grants, Supervisions, Library catalogue, Google Drive.
    Databases can be siloed or linked
    Output can be filtered to particular audiences and particular types of output
  • We is myself and Vithya Premkumar
  • These are the criteria for developing our database, Drupal based, designed with help from Marcus Leonard. to capture, house & advertise CCS’s research studies seeking participants.
    Database launched about 2 years ago. Has 70 entries. Is currently siloed to CCS, but I believe the information architecture can generalise as a model for doing it across the University, as appropriate
  • https://studentresearchprojects.med.monash.edu.au/project-search?field_school_value=59
    Drupal basedMNHS uses a Drupal database to house & display its available research projects for graduate and Honours students.
    Distributed authoring Researchers create their own entries
    Current & clean – all projects unpublished at the end of the year
    Categorised by theme (for users) and school (for info mgmt. & display)
    Dynamic display – column sorts within page
    Accessible content – free text search
  • http://www.monash.edu/library
    This list is not comprehensive. I don’t know all of what Monash is doing.
  • Quality controlled information flow
    Multiple display points and mediums e.g. blog, web pages
  • Monash has systematically exploited a database driven feed with ROPES, with its dynamic feed of supervisions (Callista), publications and grant information (Research Master) to the researcher's public profile.
    ROPES is being superseded by MyResearch (IRAS/PURE backend system).
    It will have a similar feed of publications and grants in its first iteration. Supervisions will be added.
    We did a survey of entry BMedSc(Hons) students and discovered that a number of them had checked the ROPES profiles of the authors,
    FYI – Warning – disaster story. good thing you are all sitting down. With the rollover to the new system, ROPES links will all break. Do not use them, and be prepared for housekeeping updating links from ROPES to MYResearch
  • http://www.monash.edu/library
    http://monash.edu/news/events/calendar
    Updating the calendar and blog will dynamically display in all portals. One controlled source point of information ensures quality and consistency throughout
  • Information management & flow – keeps the information current
  • http://www.study.monash/
    Refining the search.
    Theoretically, able to display the medicine information on the medicine pages
    Searching is contained to the page
    No need to hive off then cache instantly ageing information.
    Can it provide a pre-filtering for specific subject areas? E.g. if portal is displayed on the different Faculty pages?
  • You select the features you are interested in and the resulting overlap will have all the features you have nominated
  • Maximises quality and quantity
  • Robyn McCutchan: The system we are developing is in the early stages of development.   We have reached the point of providing templates that will be created in HTML so that around the university we can offer a self service system. Embedded in the cloud based system is the capacity to store elements that can be used within the templates as well as archive collateral developed within the system.  You can see what it is like from the link here.
    Being cloud based means that we have the added benefits of:
    access by users anywhere and anytime
    capacity to section off areas for exclusive use of elements such as photos
    simple editing functions and multitasking for channel output
    export to print function - meaning we can have Monash Print Services connected to complete the work (quality)
    no need for staff to have font licenses for our brand fonts on their computer
    ability to have pre populated look up tables for content
    editing online functionality - means that past collateral can be updated
    All of this is designed to save time and money for individual units across the university and empower them to be able to build quality branded collateral simply.
  • Thank you very much to everyone who helped me with the title(!), discussing the ideas, refining what to talk about and providing information and access to testing interfaces: Ruth Schneider, Katherine Greenberg, David Humfrey, Angela Harvey, Vithya Premkumar.

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