Data Management Plan Template Marie Curie

Standard Operating Procedure: Horizon Europe Marie Skłodowska-Curie Actions (MSCA) Data Management Plan (DMP) Architecture

1. Document Control Block

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2. Executive Summary & Purpose

This Standard Operating Procedure (SOP) defines the institutional engineering protocol for authoring, validating, and maintaining a Data Management Plan (DMP) compliant with the Horizon Europe Marie Skłodowska-Curie Actions (MSCA) framework. The purpose of this document is to establish a rigorous, repeatable methodology that ensures all research data generated under MSCA grants adheres to FAIR (Findable, Accessible, Interoperable, Reusable) data principles, satisfies European Commission (EC) open science mandates, and mitigates intellectual property (IP) and data privacy risks.

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3. Scope & Prerequisites

3.1 Scope

This SOP applies to all Principal Investigators (PIs), Fellows, and Research Data Management (RDM) officers operating under Template Registry architecture who are preparing, executing, or auditing an MSCA DMP (Postdoctoral Fellowships, Doctoral Networks, or Staff Exchanges).

3.2 Prerequisites & Toolchain

• Software/Platforms:
  • DMPonline (or EC-approved equivalent DMP authoring platform)
  • Institutional Git repository (GitHub Enterprise / GitLab) for version control of research outputs
  • Zenodo or institutional repository for long-term data archiving
• Required Documentation:
  • Horizon Europe Annotated Grant Agreement (AGA)
  • MSCA Proposal Part B (specifically Sections 1 Excellence, 2 Impact, and 3 Implementation)
  • Institutional Information Security Policy and GDPR Compliance Checklist

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4. Roles & Responsibilities

Definitions based on the RACI Matrix: Responsible (does the work), Accountable (owns the final output), Consulted (provides subject-matter input), Informed (kept updated).

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5. Step-by-Step Procedure

Phase 1: Pre-Submission Assessment & Scoping

• 1.1 Review the MSCA Grant Agreement and identify all data-generating Work Packages (WPs).
• 1.2 Conduct a Data Inventory Audit to classify data types: Raw, Processed, Generated, Re-used.
• 1.3 Determine data volume, velocity, and storage requirements for the project lifecycle.
• 1.4 Verify if human participant data is involved; if yes, initiate the Ethics Summary Report alignment workflow.

Phase 2: FAIR Data Architecture & Storage Design

• 2.1 Define persistent identifier (PID) strategies (e.g., DOI, ORCID, RRID) for datasets and software.
• 2.2 Establish metadata standards aligned with disciplinary schemas (e.g., DataCite, Dublin Core) via Template Registry tools.
• 2.3 Configure secure storage locations ensuring regular automated backups (3-2-1 backup rule: 3 copies, 2 media types, 1 off-site).
• 2.4 Outline access restriction protocols for sensitive or proprietary datasets (Open Access by default, closed where justified).

Phase 3: Drafting the Horizon Europe DMP Template

• 3.1 Initialize the DMP in DMPonline using the Horizon Europe template.
• 3.2 Complete Section 1: Data Summary (Origin, nature, scale, and reuse potential of existing data).
• 3.3 Complete Section 2: FAIR Data (Making data findable, accessible, interoperable, and reusable).
• 3.4 Complete Section 3: Allocation of Resources (Costs for storage, curation, and open-access publishing).
• 3.5 Complete Section 4: Data Security (Secure storage, transfer protocols, and GDPR compliance).
• 3.6 Complete Section 5: Ethical Aspects (Consent forms, anonymization, and institutional review board approvals).

Phase 4: Review, Validation, and Submission

• 4.1 Route the draft DMP through the DPO for privacy and GDPR verification.
• 4.2 Submit the DMP draft to the Template Registry Chief Architect for technical metadata audit.
• 4.3 Obtain final sign-off from the Principal Investigator.
• 4.4 Deliver the finalized DMP to the EC Funding & Tenders Portal within Month 6 of project kickoff (Deliverable milestone).

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6. Quality Assurance & Pro-Tips

6.1 Best Practices

• Living Document Policy: Treat the DMP as a living document. Update it at mandatory reporting milestones (Mid-term and Periodic Reports) or whenever substantial changes occur in data architecture.
• Cost Allocation: Explicitly budget for Open Access publication fees and long-term repository archiving within the MSCA project budget (Management and Indirect costs rules apply).

6.2 Common Pitfalls to Avoid

• Generic Statements: Avoid vague phrases such as "Data will be stored securely." Specify exact platforms, encryption standards (e.g., AES-256), and access controls.
• Ignoring GDPR: Failing to account for personal data processing will trigger an immediate audit failure and potential grant suspension.
• Overlooking Interoperability: Ensure tabular data uses standard formats (e.g., CSV, Parquet) rather than proprietary silos.

6.3 Metric Thresholds

• Metadata Completeness: 100% of generated datasets must possess persistent identifiers and standardized metadata prior to closing the project.
• Open Access Compliance: ≥ 90% of peer-reviewed publications and underlying datasets must achieve open access status within the mandated embargo windows (0 months for articles, max 6-12 months for monographs/data).

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7. Frequently Asked Questions (FAQ)

Q1: When is the absolute deadline for submitting the initial MSCA DMP to the European Commission?
A: Under Horizon Europe guidelines, the initial DMP is a mandatory contractual deliverable due strictly by Month 6 of the project lifecycle. It must subsequently be updated as a continuous deliverable if major structural shifts occur in data collection methodologies.

Q2: Are we required to make all research data openly accessible?
A: The foundational mandate is "As open as possible, as closed as necessary." If data must be restricted due to intellectual property protection, commercial exploitation, privacy (GDPR), or national security concerns, these exceptions must be explicitly justified within Section 2 of the DMP.

Q3: Who pays for long-term data storage and repository archiving costs?
A: Costs associated with open access publishing, data curation, and repository deposition incurred during the active grant period are eligible for direct reimbursement under the Horizon Europe grant budget. Ensure these are provisioned during Phase 3, Step 3.4.