PNAMP Metadata Builder Prototype Development Summary Report December 17, 2012

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1 PNAMP Metadata Builder Prototype Development Summary Report December 17, 2012 Overview Metadata documentation is not a commonly embraced activity throughout the region. But without metadata, anyone using a dataset will have a multitude of questions and uncertainties about the content, quality, and context of the data. While the need for various levels of metadata is recognized, the evolving national standards, the complexity of the standards that exist, and lack of time, expertise, and resources have discouraged widespread adaptation of this business practice. PNAMP seeks to provide guidance, support and other tools that can facilitate and encourage the development and use of metadata for aquatic monitoring data collected by government agencies and partners in the Pacific Northwest. The PNAMP Metadata Working Group has provided support for this ongoing task and looks to build on existing tools, standards and references whenever practical. The Working Group has supported the development of a Regional Metadata Guidance document, and more recently, has supported developing requirements for tools, specifically the Metadata Builder, that will support metadata development within the region. 1. Impetus for Developing a Metadata Builder Tool The 2011 Regional Metadata Tool Recommendations report 1 considered the concept of a metadata builder that would be comprised of a set of scripts that pull various metadata elements from existing organizational project management and documentation systems. At that time, PNAMP s Metadata Working Group felt that a metadata builder would support users by easing the burden of metadata record creation, but that such a tool would not be widely utilized until funding agencies required metadata records in a consistent manner. However, when Bonneville Power Administration (BPA) issued a new mandate later in 2011 for project sponsors to provide a metadata record for all new datasets developed through BPA funding, PNAMP believed the idea should be pursued

2 At the end of 2011, BPA agreed to fund a pilot scoping effort and basic prototype development for a metadata builder. The general concept was that the metadata builder would identify elements of a standard metadata record for datasets that are documented in project management databases or other documentation tools, such as Pisces, cbfish.org, and MonitoringMethods.org. Using web services and an agreed upon metadata template, the metadata builder would pull these already documented elements together into one record. Because this was a pilot effort intended to show proof of concept for a metadata builder, the intent was to focus on discovery level metadata for datasets a subset of the full standard record, based on priority elements identified by PNAMP s Metadata Working Group, StreamNet, NOAA s InPort, and input from BPA. It was not expected that all elements of a standard metadata record would be found within existing databases, but the metadata builder would look to maximize efficiencies where the elements did exist. 2. Development of the Prototype Metadata Builder BPA funds were awarded to PNAMP (via USGS) which subcontracted with Sitka Technology Group to develop a prototype tool. Development of the Metadata Builder prototype was facilitated by leveraging the development effort on Monitoring Resources. By building Metadata Builder as a component within Monitoring Resources, much of the framework, code, and user-interfaces were quickly implemented based on well-defined patterns. These efficiencies helped to reduce cost on the prototype application. Metadata Builder was developed to extract data via web services from information systems (Pisces, Taurus (aka cbfish.org), and Monitoring Methods) that store data on individual contracts or individual protocols. Metadata Builder is quite effective at pulling together metadata elements to describe datasets that are derived from a single contract and single protocol. In contrast, monitoring practitioners often publish datasets that are the intersection of multiple contracts or protocols. Therefore, a primary challenge during development was alignment of the granularity of the information from contracts and protocols with the scope and extent of monitoring datasets. When the granularity of monitoring datasets does not match the granularity of contracts and protocols, users will have to do additional work to document those datasets. In this case, Metadata Builder is able to provide metadata elements about the monitoring program or about a single contract or single protocol and then users must modify the metadata elements to better describe the dataset. 2

3 The other significant challenge was gaining an understanding of the new ISO standard and cross-walking elements to the standard. The ISO standard is considerably more flexible than FGDC and can be used to document resources beyond just datasets. This flexibility has many benefits; however, it also makes the ISO standard more difficult to understand. Cross-walking contract and protocol information stored in other information systems required detailed analysis to ensure that information was being cross-walked correctly. If other systems were to be included in the Metadata Builder, the same level of effort for this cross-walk would be required. Finally, while developing Metadata Builder, the lack of existing tools for creating, editing, or validating the ISO standard presented challenges. It was difficult to verify that the XML files produced were a valid ISO compliant document. The lack of tools to work with the ISO standard was surprising and not fully realized until late in the development effort. 3. Review and Feedback In September 2012, we asked the PNAMP Metadata Working Group and other interested parties, such as the StreamNet Steering Committee, to review the prototype Metadata Builder. PNAMP hosted a meeting in October 2012 to provide a demonstration of the prototype and talk to the PNAMP Metadata Working Group and others about what was learned from the pilot effort, advocate for the value of a more robust regional tool, identify the effort needed to support multiple entities in using a regional tool, and identify additional metadata elements they may suggest. These specific questions were posed to reviewers: Are there additional metadata elements that should be included in the discovery level metadata? Can a useful metadata record be developed using information obtained solely from a protocol within monitoringmethods.org? Would it be useful to extend the prototype to other organizations project/contract management systems? What is the appropriate destination for the metadata records, i.e. funders? A clearinghouse? What is the best route to enhance the discovery level metadata to a full metadata record? ArcCatalog? MetaCat? Is it a major hurdle that this is discovery level data is not a full, standardcompliant metadata record? In general, taking into consideration that the tool was a prototype, reviews were favorable while still acknowledging that there is still much to discuss regarding outlining consistent methodology for creating 3

4 metadata records. The Metadata Builder does not resolve issues related to documenting metadata at different levels (i.e., dataset, project, etc.). The prototype tool is intended to create discovery level metadata records for datasets and there may be several metadata records for a single project. In addition, the tool is not intended to enforce or clarify contracting requirements from funders. That information should come directly from individual funders. It was recognized that the Metadata Builder should allow users to make a copy of a published record so users could update a record in subsequent years if data was added to an existing dataset associated with an ongoing project. Reviewers had several suggestions for edits or additions to the user interface. For instance, it was suggested that a warning be given before navigating away from a page if the user had not yet saved their information. There was a lot of feedback on Keywords page of the tool. One suggestion was to show more of the hierarchy of the thematic keyword list to make it easier to search. Currently, the keyword list in Metadata Builder matches the metric/indicator subcategories listed in MonitoringMethods.org, so adding the categories may support the request. Reviewers suggested adding keyword lists to indicate species, population names, water bodies, and locations, or just adding a free form text box to enter your own keywords. One reviewer suggested adding a metadata term thesaurus tool that would allow you to create and define your own keyword list. In the Extent page, reviewers wanted to know if they could select something like a Hydrologic Unit Code (HUC) to identify their dataset coverage instead of drawing a polygon. This functionality will have to be implemented in a new version of the Metadata Builder. Other reviewers suggested that some projects have datasets that do not have a spatial element, such as a lab study, so users should be allowed to select an option that specifies that the dataset does not have a geographic element. Reviewers suggested that a few additional elements be added to the information collected in the Metadata Builder. These are elements that are required in the FGDC standard metadata record, but absent in the Metadata Builder: contact information for the person who created the dataset; the file type the dataset is stored in; and tool type needed to use or view the dataset. As noted previously, the Metadata Builder only creates a discovery level metadata record, with the intent being that users could import the resulting.xml file into a metadata editor to add additional elements if they desired. One large part of the record that is missing is the entity and attributes 4

5 information of the dataset. The additional development required to include this in the prototype tool would have been costly and would have duplicated efforts of other metadata editors; however, we did not realize upon initial development that there was a lack of metadata editors to support the newer ISO standard. Another reason is that users have often expressed frustration over completing the entity/attribute section and have identified this as one of the biggest hurdles to creating a metadata record. If users clearly define all aspects of their entities and attributes in a database, they can export this information directly from the database much easier than they can enter the information into a metadata editor. It would be useful if this exported information could be attached to the.xml export. One issue with this is the attached information would not be shared in a metadata clearinghouse or other dissemination route. Reviewers suggested that if users confirm that details about a dataset s entities and attributes would be important to document, it might be useful in the future to include a section in the Metadata Builder that allows users to describe the entity/attribute information for their dataset. Finally, the group discussed extending the prototype to other organizations and what to do with published metadata records. Several project tracking systems maintained by other organizations were mentioned by reviewers as good databases to connect with the Metadata Builder. One reviewer suggested that it might be useful if the Metadata Builder had an import function that allowed users to import.xml files created by other systems and add additional information in the Metadata Builder. As for where to send or store published metadata records, it was noted that USGS maintains a metadata clearinghouse at their Core Science Analytics and Synthesis (CSAS) Metadata page (link) and metadata can be pushed out to other sources such as Data.gov and DataOne. A portal for the records could also be created at Monitoring Resources and/or the user could send published records to the funder. 4. Lessons Learned and Next Steps Knowing that federal agencies are being encouraged to adopt the ISO metadata standard, PNAMP chose to develop the Metadata Builder so that it would create an ISO-compliant metadata record. A key assumption that we made during development was that users would be able to import the resulting XML file into an ISO metadata editor to add information that could not be added in the Metadata Builder interface. This assumption was premature. Unfortunately, while there are several metadata editors available to help scientists produce an FGDC-compliant metadata record, based on our 5

6 investigations during development of the prototype Metadata Builder, there are currently very few options for metadata editors that support ISO-compliant records. ISO is close to finishing their five year review, which could coincide with a tool release. There is also no biological extension for the ISO standard at the moment, so information about biological data in ISO-compliant records is lacking. PNAMP proposes to investigate better ways to support biological data, such as incorporating a section related to taxonomic information in the Metadata Builder. PNAMP will continue to encourage people to review the current prototype tool and send feedback. In addition, we will support BPA project sponsors in using the tool to create metadata records associated with their BPA projects and solicit feedback from them as well. No development is planned for the Metadata Builder over the next year, but PNAMP will continue to look for interested partners who would like to support additional development and implementation of the tool. For other organizations to see the full benefit, new web services would need to be established with the project tracking systems from those organizations. Mapping to other project tracking systems may pose barriers that we did not experience with the BPA systems because BPA has already established a number of web services to exchange information. We anticipate other organizations have not done this to the same extent as BPA. Also, if organizations document protocols in a system other than MonitoringMethods.org, additional work would be required to set up web services to call information from those systems (or manually enter that information). We propose to explore different sources for data feeds to help populate the template in the Metadata Builder (as well as the keywords supported in the template) and discuss future possibilities for this tool. There are several possibilities for additional phases of this tool, including tasks that would allow for development of a complete ISO-compliant metadata record, conversion into a combination metadata builder/metadata editor tool for ISO-compliant metadata, and additional development to the user interface that would give users more options. 6

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