The executive director for projects guarantees the coordination of Inist projects. He ensures that the projects are in phase with the Unit’s strategy, for the purposes of quality control. He animates and coordinates the Management Committees devoted to projects. He exerts a functional relationship in the frame of a professional activity in project mode.
The Projects Executive Office is responsible for:
- Supervising the relationship between project management and project ownership;
- Instructing the project forms (aims, priority, requests for resources, success criteria, guides), in collaboration with the Departments and the Affairs Officers;
- Evaluating the quality of the document that expresses the needs, the user requirement specifications (and possibly calls to tender for performance);
- Bringing propositions of new projects and elements of opportunity to the attention of upper management;
- Steering and ensuring the follow-up of the meetings of the Management Committee devoted to projects;
- Demonstrating project progress during meetings of the Management Committee devoted to projects;
- Controlling the schedule of projects in their entirety;
- Analysing the requests for additional resources (human and financial) for validation by the Director;
- Evaluating operations carried out and presenting the results obtained compared to the Unit’s aims;
- Defining the monitoring tools, in collaboration with the Quality cell and the operational Standards Office – Methods and Urbanisation of Information Systems Department;
- Organising project literature;
- Organising internal communication of projects, with the team concerned.
The purpose of the General Secretariat is to ensure the steering, follow-up and coordination of administrative and financial actions of the Unit and its human resources.
It also guarantees the correct functioning in terms of logistics, technology and property.
- Administrative Management: This group organises and maintains administrative files, handles time worked, holidays and career files of staff and follows the level of employment;
- Career Management: This group takes part in the recruitment of contract workers, prepares and implements the continual training plan, organises annual assessment interviews and promotion campaigns, assists in change of function;
- Social relations management: This group ensures the operation of the social dialogue authorities (Unit Council, CLHSCT), aids in social dialogue and good working conditions;
- Organisation of assignments: This group monitors the implementation of work methods, internal communication, reception of new staff and involvement and motivation.
- Finances: This group formulates and implements the Unit’s budget, manages spending and monitoring of credit, manages revenues and the authority of revenues;
- Public orders and management of revenue: monitors, controls and executes the processes of supplies and of upkeep, of public orders and the transfer of contracts and public demands for intellectual benefits, manages purchase policy (thresholds, purchasing process, transfer of signature) and ensures the respect of rules and procedures;
- Legal and Regulatory Support: ensures legal control and the follow-up of litigations, drafts public demands and agreements;
- Heritage Aspects: handles the Unit property heritage.
- Upkeep of the buildings: This team ensures the longevity of the building, safety and conservation of the installations, upkeep of the assets and equipment;
- Logistics: ensures the organisation and monitoring of mail, audiovisual equipment, telephones, vehicles, signposts, removals;
- Provision of services: orders from and supervises the provision of services companies such as caretaking, cleaning, gardening etc.;
- Hygiene and security: initiates and monitors the rules of hygiene and security.
The communication-web office ensures the external standing of the Inist and of Technical and Scientific Information in general.
In a strong link with the other Inist members, this office has as its duty to promote the activities of the Institute and to advise staff concerning the promotion of their activities. It also intervenes, in this context, by combined operations with partners of the Institute.
For external communications, the office installs communication plans that allow Institute activities to be promoted, including the production of communication material (brochures, posters, etc.) and promotion operations (reports, emails, etc.). This office is also responsible for the organisation of special events (exhibitions, symposia, congresses, scientific culture).
Concerning the web, the office is responsible for installing web sites (global architecture, site development, web design, editorial accompaniment) that allow the activities of the Institute or its partners to be publicised. The assignments of the web office concern the conception of web sites, but also maintenance of existing sites (site management) as well as feasibility studies aiming to answer user requirements.
The quality office intervenes to support the Inist departments in the construction of methodological tools that help steering and improve processes (aid in the creation of indicators, in the formalisation of procedures etc.).
It creates and conceives shared management and collaborative tools and ensures their animation.
It elaborates the Unit quality plan, and assists in its diffusion; for that it intervenes to support the different departments in the implementation of quality and monitors the harmonisation of methods.
The International Relations Office is responsible for installing and monitoring the activities and collaborations or partnerships relative to the Institute’s international cooperation. This duty is reflected by:
- The representation of Inist at international manifestations;
- The participation in international committees and workshops, involvement in professional associations;
- The promotion and development of the Institute’s activities abroad;
- The introduction and management of projects with foreign partners, notably European projects.
The International Relations Office is the key spokesperson for requests and initial contacts coming from abroad. It is heavily involved in projects and collaborations with a broad international component, such as the MedOANet community project, the world-wide DataCite initiative, or certain partnerships concerning the whole Institute and its general strategic position. This office works closely with the CNRS DIST.
The Monitoring and Prospective Office ensures the monitoring of different fields of Scientific and Technical Information (STI). It is especially axed towards professionals of STI, but also to researchers and University lecturers in higher education and research. The diffusion of information is by the bias of three sites:
- A generalised site (http://lalist.inist.fr/) with an associated information letter;
- A site dedicated to the open access movement (http://openaccess.inist.fr/);
- A site given over to research data (http://www.donneesdelarecherche.fr/).
Furthermore, specific monitoring is carried out to answer the internal needs of the Inist.
The Information Systems Department defines and implements the information systems destined for steering and management of the different activities of the establishment.
To this end, it is mandated to define, install and manage the technical requirements that are necessary for the information and communication systems and to plan their evolution.
To succeed in its assignments, the PSI is organised in teams offering a range of major activities constituting the trades necessary for its role in project management.
The head of the PSI is aided by project officers who ensure the relationship between the projects and the project management departments.
The project engineering team has as its vocation to drive the management of development projects. It is responsible for analysing the need through to production and implementation of applications.
The production engineering team is responsible for the design, administration and exploitation of the technical architecture of the information system. It includes the following groups:
- Deployment of applications and administration of bases,
- Use and management of stocks,
- Systems and network infrastructure.
The NMU team has a general purpose to support the engineering teams by taking charge of the transversal missions in relation with Inist methods, tools and information systems. It carries out the following functions:
- Urbanisation of Information Systems,
- Reference sources of PSI.
The office equipment team is in charge of:
- The layout of work-stations and the messaging service,
- The management of the pool of office equipment and of low current cables,
- Technical assistance with projects.
The activities of the Access to STI Department are axed around three sections:
- The acquisition and management of paper documentary resources for the databases and the supply of documents;
- The negotiation, purchase and management of digital documentary resources for the portals and the supply of documents;
- The supply of these resources to external users: via the Biblio portals for digital resources with measurement of their use; via RefDoc for the supply of copies of articles for paper resources.
The PALIST ensures:
- The management and monitoring of the campaign of paper subscriptions,
- The ownership rights of projects led by the department (FDP, portals, etc.),
- The administration of the documentary chain linked to the department activities.
The task of this team is the negotiation and acquisition of electronic resources:
- journals, ebooks and databases destined for the information portals or the bibliosites;
- metadata in the framework of electronic delivery contracts of documents.
Additionally, it ensures the management of electronic resources in the Library Management System, monitoring of contracts and licences and the collection of statistics of usage.
The Portals, Statistics and usage team is in charge of the documentary management of the 7 Biblio portals:
- BiblioPlanets (Earth Sciences and Astronomy),
- BiblioVie (Biological Sciences),
- BiblioSt2i (Science and Technologies of Information and Engineering),
- TitaneSciences (Chemistry),
- BiblioSHS (Humanities and Social Sciences),
- Bibliosciences (multidisciplinary),
- Archives des revues de l’Institute of Physics (Physics).
It is the technical operator for the Inserm portal BiblioInserm, the prime spokesperson with the CNRS Institutes’ correspondents and ensures the scientific coordination, the animation of sites, the implementation of the annual campaign to discover new resources in view of the portal coverage.
It provides technical assistance to users, administers access and measures the use of the portal resources. It is involved in the national CNRS/Couperin AnalogIST/EzPaarse project, measures the use of the Institute services (document supply, monitoring etc.,) and implements on-line inquiries and processing of the results.
This team is responsible for the free and commercial acquisition of paper subscriptions to aliment the databases, as well as for the supply of documents, for the reference catalogue of acquisitions and for the thematic catalogue.
It is linked to the subscription offices for the follow-up of receipts.
The Management and Production of Orders team is in charge of:
- The identification of documents and in-depth reference searches,
- The localisation of documents and their supply via a network of 280 partner libraries,
- The management of inter-library loans: dispatch, receipt, demand, follow-up of requests,
- The electronic delivery of documents.
It manages the Open Access in RefDoc and the curation of RefDoc data.
This team manages the library:
- Management of orders of document copies treated in the documentary collection: reception, identification and localisation of the documents, reproduction/digitalisation of documents, verification/completion/correction of bibliographic references;
- Validation of the end of treatment incurring billing and dispatch of the documents as a function of the delivery mode and of the support requested;
- Quality control.
The Users Relations team manages the relationship with the users of Refdoc: information, communication, implementation of the actions and assistance plan, follow-up of accounts, technical assistance and complaints.
The Research and development, Steering Support and research Services Department is dedicated to the support of the scientific community in terms of training, translation, digital publishing and steering support. This last activity benefits from developments achieved in R&D in the domain of information analysis.
This team works on research in the domains of mathematics and information technology of natural language in the corpus applied to the analysis of scientific and technical information (STI).
The analysis of information in the context of studies of science and technology, of scientific and technological monitoring and of economic intelligence constitutes the common denominator of all these activities. The available and accessible information represents raw material that has to be treated to transform it into useful information. The analysis aims to identify the useful information, i.e. that which is of interest for the user, starting from a large amount of data.
This proposes a monitoring of documents that allows an overview to be drawn, experts to be identified, partners to be searched for on specific subjects, as well as bibliometric studies that allow the scientific activity to be characterised.
This has as its purpose to develop and promote the access to scientific publications. It digitalises scientific documents. It places journals and acts of colloquia on-line, as well as reports and digital books, scientific blogs, etc., accompanied by resources such as images and videos.
This team proposes a wide spectrum of training courses, both initial and continued. These can be either on-site training or learning courses at a distance, to accompany the public and private scientific community in STI. Thus, training courses on research tools, sharing, promotion and diffusion of information are proposed to research workers and information professionals, with a major focus on the management and promotion of metadata.
This team provides the laboratory with linguistic support, which is manifested by translations or re-reading of scientific documents. It also translates contracts, legal texts and presentation supports, adapting the last to the audience and the speaker.
The missions of the Structuration and Promotion of Knowledge in STI Department are oriented according to 4 axes:
- Develop the offer of the Pascal and Francis « Database » service and that towards thematic bases promoting grey literature and French and European publications;
- Consolidate and enrich terminological resources (constitution of thematic thesauruses);
- Strive for the appropriation of terminological tools by the documentary engineers (tests of annotation platforms and the enrichment of content, acquisition of a tool for terminology management)
- Initialise concrete promotion operations of research data/metadata (accompaniment of the creation of the data management Plan, sharing of databases).
These activities are supported by the scientific and documentary capabilities of collaborators within 5 teams: « Materials, nanosciences and nanotechnologies », « Environment and energy », « Security, public and digital health », « Humanities, social and cognitive Sciences », « Administration of data ».