We report on the development and testing of an integrated web-based project- and access-management system (PAMS) to improve the management of shared resources by technical platforms in a scientific research environment.
The PAMS enables or improves (1) periodic review of research projects (2) focused interaction between client users, scientific supervisors and platform consultants (3) efficient allocation of shared resources (4) communication between platform client users and (5) decision making for resource purchases and surveillance of the platform performance by management.
We have so far collected data and experience from over 380 scientific projects making use of shared equipment from three multi-user platforms, a light microscopy, an electron microscopy and an image processing platform during a period of 30 months.
The project management system has remarkably enhanced the efficiency of resource use and the quality of data generated at the platforms.
Here we present the general structure of the system, its workflow and its benefits for the scientific community.

Introduction

Scientific research organizations run technical service platforms to share resources that are too rarely used, too delicate or too expensive to be allocated to a single researcher or a single research group. Shared resources can either be fully operated by technical platform staff, or also by non-experts as part of their scientific projects. In that case, technical service platforms fulfill multiple functions, by providing know how, training of clients, maintenance of the shared resources, help with data handling and acting as consultants for various technical aspects, all of which require a close interaction between platform staff and clients.
Typically, platform staff also organizes the access to the shared resources. A variety of solutions are available, ranging from simple signup sheets or online calendars to more sophisticated custom developed tools, featuring several additional functions. Some of these solutions have been made available to the public by either commercial vendors or through open source projects [1-5].
We improved the allocation of shared resources to individual scientific projects in several aspects, by the introduction of a web-based project- and access-management system (PAMS).

The PAMS facilitates the organization of project related information. Information entered at the start of a new research project forms the basis for a discussion between the operating scientist, his supervisor and the platform staff to achieve an agreement about resources that are to be allocated to the research project. Periodic project reviews are then scheduled automatically through the PAMS. These reviews help to ensure data quality, facilitate efficient (re-)training of clients and help to spot performance flaws of the equipment that may remain unrecognized during regular technical surveillance. Frequent information exchange between clients and platform consultants about advances in methods and technology, or about changes to the overall platform function is facilitated, but also the communication between clients running similar projects is largely improved. Intermediate results presented during a review, like images or graphs, are cross-referenced in the PAMS. In addition to improving the communication between platform clients and staff consultants, the PAMS generates valuable statistics about the current requirements for resources and the overall platform performance.
Access to the shared resources is directly coupled to a successful project review, because the confirmation of a staff consultant is required at regular intervals to extend the project and thereby the access to the project associated resources. Reservation of resources not being part of an open project is not possible, and login to a computer interface of a resource is impossible without a valid reservation for that resource at the time of login.
We report on the experiences with the PAMS in a research environment over a period of 30 months, in handling over380 projects. The current version of the PAMS was developed to handle shared resources of three platforms, light microscopy, electron microscopy and image processing, but could be extended for any shared resource platform.

Workflow

A schematic representation of the workflow inside the PAMS is provided in fig.1; in the following, the workflow is described in detail for each interface between scientists and platform staff.

The Project Request Interface

The client [‘scientist' (A) in fig.1] is asked to enter project related information describing his project via a web interface [fig.2]. The web interface will change appearance with respect to the technology platform service required. The necessary fields will look different, if light- or electron microscopy services are to be requested, or if it is just image processing of pictures acquired outside the LM or EM platform.
This project proposal is then submitted to the project database and a link to the project proposal is sent to the scientific superior [‘scientific supervisor' (B) fig.1], asking for review of the project and its approval or rejection.