Skip to main content

Getting Started Tutorial - Your First Plan

This guide walks you through creating your first complete plan in OpenCDMP, from login to export. By the end, you'll have created a fully functional Data Management Plan (DMP) or Software Management Plan (SMP).

Expected Time

This walkthrough takes approximately 15-30 minutes to complete, depending on the complexity of your plan.

Prerequisites​

Before you begin, ensure you have:

  • ✅ Access to an OpenCDMP instance
  • ✅ User account credentials (username/password or SSO)
  • ✅ Basic information about your research project or output
  • ✅ (Optional) Collaborators' email addresses if you plan to work as a team

Step 1: Log In to OpenCDMP​

  1. Navigate to your OpenCDMP instance (e.g., https://your-opencdmp.org)
  2. Click the Sign In button in the top-right corner
  3. Enter your credentials or use Single Sign-On (SSO) based on your Keycloak configuration
  4. After successful login, you'll see the OpenCDMP dashboard

OpenCDMP Dashboard after login

First Time User?

If this is your first time logging in, you may be prompted to complete your profile. Add your name, email, and any other required information.

Step 2: Start Creating a New Plan​

From the dashboard, you have two options to create a plan:

  1. Click the New Plan button (usually in the top-right or center of the dashboard)
  2. A dialog will appear asking you to choose how to create your plan
  3. Select "Start from scratch" or "Create new plan"

Option B: Import an Existing Plan​

If you have a plan from another system:

  1. Select Import from the New Plan dialog
  2. Upload your plan file (supported formats vary by configuration)
  3. Skip to Step 4 after import completes

For this walkthrough, we'll use Option A: Create from scratch.

New Plan creation dialog

Step 3: Choose a Blueprint​

A Blueprint defines the structure and sections of your plan. Think of it as a template that determines what information you need to provide.

Selecting Your Blueprint​

  1. Browse available blueprints - You'll see a list of all blueprints you have access to
  2. Review blueprint details:
    • Click on a blueprint to see its description
    • View the sections and fields it includes
    • Check if it matches your project requirements
  3. Select the appropriate blueprint for your project type
  4. Click "Proceed with this blueprint"
Default Blueprint

The first option in the list is usually your organization's default blueprint. If you're unsure which to choose, the default is often a good starting point.

Selecting a blueprint

Step 4: Fill in Plan Details​

After selecting a blueprint, the Plan Editor opens with multiple sections to complete.

Blueprint Structure

The plan editor fields are not fixed and depend on the blueprint structure. A blueprint is a plan template that defines what sections and fields appear in your plan. Learn more about Blueprints.

Understanding the Plan Editor​

The editor is organized into sections on the left sidebar. Common sections may include:

  • Main Information - Project details, title, description
  • Contributors - Researchers and organizations involved
  • Funding - Grants and funding sources
  • Licensing - Data/software access and licensing
  • Additional Sections - Varies by blueprint

Filling in Main Information​

The specific fields depend on your blueprint, but typically include:

  1. Plan Title (Required)

    • Enter a clear, descriptive title
    • Example: "Data Management Plan for Marine Biology Research Project"

  2. Description

    • Provide a brief overview of your project
    • Explain the purpose and scope
    • Example: "This DMP covers data collection, storage, and sharing protocols for a 3-year study of coastal marine ecosystems."

  3. Language

    • Select the primary language for your plan
    • Default is usually your organization's language

  4. Contact Information

    • Add primary contact details
    • This information may be used for inquiries about your plan

Progress Indicator​

Notice the progress bar at the top showing completion percentage.

note

You can save your work at any time. The plan will be saved as a Draft until all required fields are completed.

Plan Editor showing sections and progress

Step 5: Add Contributors and Organizations​

Blueprint Structure

The availability and fields for contributors and organizations depend on the blueprint structure. Some blueprints may not include these sections or may have different fields. Learn more about Blueprints.

Plans often involve multiple people and institutions. If your blueprint includes these sections:

Adding Researchers/Contributors​

  1. Navigate to the Researchers section in the left sidebar (if available in your blueprint)
  2. Click Select Researchers
  3. Choose from existing system researchers OR enter external researcher details:
    • Name
    • Email
    • Role (Principal Investigator, Researcher, Data Manager, etc.)
    • ORCID (if available)

Adding Organizations​

  1. In the Organizations section in the left sidebar (if available in your blueprint)
  2. Search for your organization in the system OR add new:
    • Organization name
    • description

Step 6: Add Funding Information​

Blueprint Structure

The availability and fields for funding information depend on the blueprint structure. Some blueprints may not include this section or may have different fields. Learn more about Blueprints.

If your project has funding and your blueprint includes a funding section, document it here:

  1. Navigate to the Funding section (if available in your blueprint)
  2. Choose from existing system fundings OR enter external funding
  3. Search existing grants - OpenCDMP may integrate with grant databases
Why Add Funding?

Many funders require DMPs/SMPs. Linking your plan to grants ensures compliance and makes reporting easier.

Step 7: Add Descriptions (The Core Content)​

Descriptions are the detailed content sections of your plan. This is where you describe:

  • What data/software you'll create
  • How you'll manage it
  • Storage and preservation plans
  • Access and sharing policies

Creating a Description​

  1. Identify sections in your blueprint that say "Add Description"
  2. Click Add Description or the + icon
  3. You'll see a table of available Description Templates (examples may include Dataset Description, Software Description, Publication Description, or custom templates)
  4. Select a template that matches what you're describing
  5. Click Create or Use Template

Filling in a Description​

The description form will have multiple fields based on the description template you selected:

Fields depend on the description template but may include:

  • Title: Name of the dataset/software/output
  • Type: Category (raw data, processed data, analysis code, etc.)
  • Format: File formats (CSV, JSON, .py, .R, etc.)
  • Size: Estimated data volume
  • Collection method: How data will be gathered
  • Quality assurance: Validation and QA procedures
  • Storage location: Where it will be stored during the project
  • Backup strategy: How you'll prevent data loss
  • Preservation plan: Long-term storage (5, 10+ years)
  • Access policy: Who can access it and when
  • License: Usage terms (CC-BY, MIT, GPL, etc.)
Multiple Descriptions

Most plans have multiple descriptions. For example:

  • Raw field data (Dataset)
  • Processed analysis data (Dataset)
  • Analysis scripts (Software)
  • Research paper (Publication)

Add as many descriptions as needed to cover all outputs.

Description template editor

Step 8: Define Licensing and Access Rights​

Blueprint Structure

The availability and fields for licensing and access rights depend on the blueprint structure. Some blueprints may not include this section or may have different fields. Learn more about Blueprints.

In the Licensing/Access section (if available in your blueprint):

  1. Choose access level:

    • Open Access: Publicly available
    • Restricted Access: Requires permission

  2. Select appropriate license: Choose from existing system licenses OR enter external

  3. Specify access conditions:

    • Who can access
    • When they can access
    • Any restrictions or requirements

  4. Add data sharing statement

    • Explain your commitment to open science
    • Note any limitations (privacy, security, commercial)
Sensitive Data

If your plan involves personal data, health information, or commercially sensitive material, consult your institution's data protection policies before defining access rights.

Step 9: Review and Validate Your Plan​

Plan Status

The availability of review and validation features may depend on the plan status. Some features may only be available in certain plan states (Draft, Finalized, etc.). Learn more about Plan Workflow.

Before finalizing, review your work:

Section-by-Section Review​

Go through each section and verify:

  • All required fields are filled
  • Information is accurate and up-to-date
  • Descriptions are clear and complete
  • Contact information is correct
  • Dates are reasonable

Step 10: Change Plan Status (Finalize)​

When your plan is complete and reviewed:

Check Completion Status​

  1. Look at the progress bar - It should show 100% for required fields
  2. Review the validation messages:
    • ❌ Red errors: Required fields incomplete

Change Status​

  1. Click the Status dropdown (usually top-right)
  2. Current status is likely Draft
  3. Select Finalized or Submit for Review (depending on your workflow)
  4. Confirm the status change
Plan Workflow

OpenCDMP uses a workflow system:

  • Draft: Work in progress, can be edited freely
  • Finalized: Complete plan, limited editing
  • Published: Publicly available (if applicable)

Learn more about plan workflows.

Changing plan status to Finalized

Step 11: Invite Collaborators (Optional)​

If you're working with a team:

  1. Click Invite Users or Share in the top toolbar
  2. Enter collaborator email addresses
  3. Assign roles for each person:
    • Owner: Full control of the plan
    • Contributor: Can add or edit descriptions
    • Reviewer: Can add comments and annotations
    • Viewer: Read-only access
  4. (Optional) Assign specific sections to each collaborator
  5. Click Send Invitations

Collaborators will receive an email with a link to access the plan.

Section-Level Permissions

You can assign contributors to specific sections. For example:

  • Data manager → Data Storage & Preservation section
  • Legal advisor → Licensing & Ethics section
  • PI → Overview and all sections

Learn more about inviting collaborators.

Step 12: Export Your Plan​

OpenCDMP supports multiple export formats:

Exporting Steps​

  1. Click Export in the top toolbar
  2. Select your desired format:
    • PDF: For printing or sharing
    • DOCX: For editing in Microsoft Word
    • RDA JSON: Standard machine-readable format
    • XML: For system interoperability
    • Custom formats: Organization-specific templates
  3. Click Download or Export
  4. Save the file to your computer

When to Export​

  • ✅ Before submitting to funders
  • ✅ For sharing with non-OpenCDMP users
  • ✅ For archival/backup purposes
  • ✅ For including in grant applications

Learn more about plan exports.

Step 13: Deposit to a Repository (Optional)​

Some organizations require plans to be deposited in a repository for a DOI:

Depositing to Zenodo (Example)​

  1. Click Deposit in the top toolbar
  2. Select Zenodo (or other configured repository)
  3. Review deposit information:
    • Title and description will be auto-filled
    • Authors from your contributors list
    • Grant information (if linked)
  4. Click Deposit
  5. Receive a DOI that you can cite in publications

Why Deposit?​

  • Get a permanent identifier (DOI) for your plan
  • Increase visibility and citability
  • Meet funder requirements
  • Preserve plan for long-term access

Learn more about depositing plans.

Next Steps​

Congratulations! You've created your first plan in OpenCDMP. 🎉

What to Do Next​

  1. Keep it Updated: Plans are living documents - update them as your project evolves
  2. Create Versions: Use versioning to track major changes
  3. Explore Advanced Features:
  4. Create Plans for Other Projects: Repeat this process for each research project

Common Next Actions​

  • View your plans: Go to My Plans to see all your plans
  • Edit your plan: Click on the plan title to reopen the editor
  • Share with stakeholders: Export and send to supervisors, collaborators, or funders
  • Monitor compliance: Check if your plan meets funder requirements using evaluators

Tips for Success​

✅ Do's​

  • Start early: Create your plan at project start, not when the funder asks for it
  • Be specific: Vague statements like "we'll store data securely" aren't helpful - specify where and how
  • Think long-term: Consider data preservation beyond the project end date
  • Involve your team: Get input from all researchers, data managers, and IT staff
  • Update regularly: Review and update your plan at key project milestones

❌ Don'ts​

  • Don't rush: Take time to think through data management properly
  • Don't ignore sensitive data: Address privacy and ethics requirements upfront
  • Don't assume: If you're unsure about storage or preservation options, ask your IT or library team
  • Don't forget metadata: Plan for documentation that makes your data understandable to others
  • Don't work in isolation: Use OpenCDMP's collaboration features

Troubleshooting​

I Cannot Save My Plan​

Possible causes:

  • Missing required fields (check for red indicators)
  • Session timeout - refresh the page and log in again
  • Network connectivity issues
  • Browser compatibility (use Chrome, Firefox, or Edge)

Solution: Check the validation messages, fill in all required fields, and try saving again.

I Cannot Find My Saved Plan​

Solution:

  • Go to My Plans
  • Use filters to show Draft plans
  • Check if you're logged in with the correct account
  • Search by plan title if you have many plans

A Section Is Not Appearing​

Possible causes:

  • Section visibility depends on previous answers
  • Conditional sections may be hidden until specific fields are filled

Solution: Review the blueprint requirements and ensure dependent fields are completed.

Collaborators Did Not Receive Invitation​

Solution:

  • Verify email addresses are correct
  • Check collaborators' spam/junk folders
  • Ensure your organization's email system allows invitations
  • Re-send the invitation from the plan's sharing settings

Need Help?​

  • In-app Help: Look for the ❓ icon in OpenCDMP for context-specific guidance
  • Contact Support: Use the contact support feature or email your administrator
  • Community Forums: Check for user discussions and Q&A
  • Documentation: Browse the full User Guide
Your Feedback Matters

Is this guide helpful? Let us know what worked well and what could be improved!