research-output-registry

Research Outcome Ledger Management

What This Does

Record and update research project outcomes on a daily basis, not only when preparing reports. Create a ledger of papers, conference presentations, patents, data releases, software, press releases, awards, human resource development, and outreach, and put it in a form usable for progress reports, final reports, evaluation responses, public relations, and next applications.

• Target Users: URA, research support staff, PI, project managers, public relations and intellectual property staff
• Issues to Solve: Outcome information is scattered across researchers' memories, emails, researchmap, and draft reports
• Expected Effects: Reduce omissions in reporting, acknowledgments, and intellectual property/public relations checks, and connect outcomes to the next funding acquisition

Required Inputs

• Project Information: Project title, program name, research period, principal investigator, outcome reporting requirements
• Outcome Candidates: Papers, presentations, patents, data, software, public relations, awards, educational achievements
• Evidence Materials: DOI, URL, program, submission status, acceptance notice, public relations articles, patent consultation notes
• Confirmation Contacts: PI, co-investigators, intellectual property, public relations, DMP staff, accounting, FA
• Reporting Deadlines(Optional): Annual reports, evaluation meetings, final reports, internal reports

What It Produces

1. Research Outcome Ledger: Organize outcome type, status, evidence, related projects, confirmation contacts, and reportability
2. Outcome List for Reports: A list prepared for FA reports, internal reports, and evaluation meetings
3. Public Relations/Intellectual Property Confirmation List: Extract outcomes that require pre-publication confirmation
4. Missing Information List: Missing items such as DOI, acknowledgments, co-author confirmation, data release URL
5. Outcome Summary for Next Applications: A short description usable as research achievements

Procedure

1. Define outcome types

Classify according to the reporting format of the program or institution. If the classification is unconfirmed, treat it as a general classification.

Type	Example	Notes
Papers	Peer-reviewed papers, preprints, reviews	DOI, acknowledgments, project number, OA status
Conferences	Oral, poster, invited talk	Date held, presenter, international/domestic
Intellectual Property	Invention disclosure, patent application, license	Confirm with intellectual property staff before publication
Data	Datasets, DMP, repositories	Disclosure scope, personal information, license
Software	GitHub, packages, tools	License, dependencies, maintenance
Public Relations	Press, web articles, interviews	Public relations confirmation, publication date, wording
Human resource development	Students, RA, doctoral, training courses	Confirm whether it is subject to reporting
Outreach	Lectures, exhibitions, study sessions	Target audience, number of participants, URL

2. Create a ledger

| ID | 種別 | 成果名 | 状態 | 日付 | 関係者 | 根拠URL/資料 | 課題番号/謝辞 | 確認先 | 報告可否 | 未決事項 |
|----|------|--------|------|------|--------|---------------|---------------|--------|----------|----------|

Status is managed with 予定 / 投稿中 / 採択 / 公開済 / 確認中 / 報告済 / 報告対象外 .

3. Set up branches for reporting, public relations, and intellectual property

For each output, specify where it should be handed over.

• Use for reports: progress-report
• Use for public relations: research-pr-support
• Intellectual property confirmation required: ip-disclosure-triage
• Data publication required: research-data-management
• Use for next application: grant-proposal-review

4. Confirm uncollected information with the PI

件名: [確認依頼] {プロジェクト名} 成果台帳の未確認項目

成果台帳更新のため、下記をご確認ください。

確認したい成果:
- {成果名}

不足情報:
- DOI / URL:
- 謝辞・課題番号:
- 公開可否:
- 知財・広報確認の要否:

希望回答期限:
- {日付}

5. Prepare for reports

Before transcribing into a report, confirm the format required by the program, character count, output type, project number, and acknowledgment notation.

Judgment criteria

Judgment item	Points to check	Action
Evidence	Whether DOI, URL, notification, or materials exist	Record in the evidence field
Reportability	Whether it is subject to FA/institution reporting	If confirmation is needed, mark as pending
Disclosure risk	Whether it touches intellectual property, personal information, or contracts	Confirm with the specialized department
Acknowledgment	Whether the project number and funding notation are correct	Confirm the official notation
Reuse	Whether it can be used for the next application or public relations	Create a short output summary

Common mistakes and countermeasures

Mistake	Countermeasure
Collecting outputs just before reporting	Set a monthly ledger update date
Treating only papers as outputs	Also classify data, software, public relations, and human resource development
Writing too much public information before intellectual property confirmation	If there is a possibility of invention, confirm with the intellectual property officer
Missing DOI or acknowledgments	Create a list of uncollected information

Quality standards

• Output type, status, evidence, confirmation destination, and reportability are clear
• There are handover destinations for reports, public relations, intellectual property, DMP, and next applications
• The RA has not arbitrarily decided to disclose outputs that require pre-disclosure confirmation
• It is a table that can be used for monthly updates

Available Tools

• Read: Reading reports, paper lists, researchmap, KAKEN, OpenAlex, and minutes
• Write: Creating an output ledger, uncollected information list, and output list for reports
• WebSearch / WebFetch: Confirming DOI, public URL, and official output pages
• Bash: Formatting CSV, Markdown tables, and duplicate checks