EOSC Portal - A gateway to information and resources in EOSC

Press [ esc ] or close+

Introduction

Following the publication of the Commission Staff Working Document (March 2018) on the Implementation of the EOSC, a joint effort by the European Commission, the Member States and four projects (EOSCPilot, eInfraCentral, OpenAIRE-Advance, EOSC-Hub) led to the development of the First Version of the EOSC Portal for the EOSC launch in November 2018.  

The EOSC Portal Onboarding Process is built on the foundations of eInfraCentral, EOSC-Hub, EOSCPilot, OpenAIRE-Advance and CatRIS, as well as the results produced by the EOSC Working Groups (e.g. RoP) and the experience gained by the organisations participating in the onboarding so far that have produced a detailed set of rules and specific criteria. The EOSC Portal Onboarding Process reflects the need for sufficient and appropriate inclusiveness, transparency and openness such that it can be followed by all interested parties with small differentiations, irrespective of their maturity. 

The onboarding process at its current form specifies only the onboarding of Resource Providers and their Resources; Additional onboarding steps will be defined in the future (e.g., Options/Instantiations, etc). Furthermore, the onboarding process will be extended to cover cases not yet covered by the current procedure. It is expected that the long-term evolution of this process will introduce automation in selected steps to allow scalability and avoid bottlenecks in the onboarding process. Last but not least, the onboarding process might have some variations depending on the type of resource onboarded (e.g. service and/or data sources, etc).

The EOSC Portal Onboarding Process has cross-references and is dependent on the EOSC Profiles (add reference), the EOSC Rules of Participation (RoP), Validation criteria (add reference) and the EOSC Portal Application Programming Interface (API) (add reference to description) methods for the automatic provisioning and synchronisation of information between Providers’ systems and the EOSC Portal.

This basic onboarding guide specifies the EOSC Portal Onboarding Process and provides additional supporting information for the process implementation and validation.

EOSC Portal Onboarding Process

A general overview of the EOSC Portal Onboarding Process is depicted in the following Figure. The current form includes 3 distinct Phases and is divided into 10 steps.

The 3 Phases of the Onboarding Process are:

  1. Provider registers him/herself into the EOSC Portal.
  2. Provider onboards (and updates) the Provider information.
  3. Provider onboards (and updates) the Resources offered by the Provider.

As soon as each phase is concluded (approved or rejected), the user is notified to proceed accordingly. If the three-phase onboarding process is successful, then the  Provider is registered to the  EOSC Portal and their Resources become publicly accessible.

EOSC Portal Onboarding Process steps

The following section provides further details of the actions in the onboarding steps.

Stage

Title

Actions

 

0 The Representative of the Provider visits the Portal

A Representative of the Provider [1] visits the “For Providers” Section of the EOSC Portal [2] and clicks on "Become a provider! Apply now" [3] to start the process of applying to become a Provider

[1] Αssumed to be authorised to act on behalf of the Provider at this stage.

[2] https://providers.eosc-portal.eu/becomeAProvider

[3] https://providers.eosc-portal.eu/provider/add

1

The Representative of the Provider registers with the Portal using an existing identity from a supported Social or Academic AAI mechanism

The Representative of the Provider uses the Authentication and Authorization Infrastructure (AAI) mechanisms supported by the Portal [4] to register with the Portal. 

In case any difficulties arise during the Authentication, the Representative may communicate issues [5] and depend on the issue the AAI Team may organise a 1-to-1 call to offer guidance.

[4] Currently supported AAI mechanisms: eduTeams, EGI CheckIn, OpenAIRE, EUDAT B2ACCESS, Aria, Dariah, IGTF, OpenMINTED, ORCID, Social and AAI mechanisms of many Academic and Research Institutions worldwide. If a Representative of a Provider cannot authenticate via one of the provided Academic AAI proxies, the representative can authenticate via a Google social identity account.

[5] https://www.eosc-portal.eu/helpdesk

2

The Authenticated Representative of the Provider logs into the Portal 

The Authenticated Representative of the Provider (ARP) logins via the AAI of the Portal. Once logged in, the menu allows access to the "Add New Provider" functionality.

 

 

3 The Authenticated Representative of the Provider asserts he/she is an Authorized Representative of a Provider  

By clicking on "Add New Provider" the ARP is asked a) to agree to the EOSC Portal Privacy Policy [6] and b) to assert the Authorisation of Representation of the Provider Organisation. 

Once a and b are accepted and the latter asserted, the Authenticated and Authorized Representative of the Provider (AARP) can apply to onboard the Provider.

[6] The EOSC Portal Privacy Policy applies to the collection of the data, public vs. internal, etc.

4

The Authenticated and Authorized Representative of a Provider applies to onboard the Provider 

Upon successful completion of step 3, the AARP may apply for the onboarding of the Provider by completing the Provider Profile [7]. 

Automated mechanisms are used to the greatest extent possible to ensure that all required information is included and that the information is of the correct type, size, etc. 

In case any difficulties arise during the application, the AARP may communicate issues [8] and depend on the issue the EOSC Portal Onboarding Team (EPOT) may organise a 1-to-1 call to offer guidance. 
Upon successful submission: a) the AARP and the onboarding team are notified and b) an onboarding ticket is opened.

The onboarding team reviews the ticket from the Provider and updates it with any additional information deemed necessary.

[7] The Profile in pdf and in excel formats is available to download and preview. 

[8] onboarding@eosc-portal.eu

 

5

The Portal Onboarding Team reviews the newly onboarded Provider

The Provider application is reviewed by the Onboarding Team. 

The onboarding team checks the minimum requirements of the Portal and the rules and criteria based on the current RoP and the typology of the Provider Profile (mandatory fields, lengths, types, etc.) and provides comments and recommendations for improvements on the Validation Tool. 

If the Provider description does not comply with the minimum requirements, or the rules and criteria or the typology of the Provider Profile, the AARP is contacted by email to act on the recommendations and resubmit the Provider Profile. The ticket is updated and the Validation Tool with the recommendations is attached.

At this stage, the AARP can benefit from the tutorial materials available on the Portal. In the case of specific needs or issues, personalized consultation may be offered. 

If the Provider updates via the Portal the Provider description, it is reassessed following the same steps.

At this step, the Provider may be rejected also as not within the allowed range of organisations expected to act as Provider, otherwise, the AARP is notified of the approval and invited into step 6. Approval or rejection notifications are sent automatically by the Portal. The onboarding team updates the status in the onboarding ticket.

Provider authorisations to the Portal without the onboarding of a Resource are valid for 1 year. After the Onboarding of one or more Resources, the authorisation of the Provider to the Portal is extended to a year. Providers are required to maintain and update the Resource descriptions at least once per year.

6 The Authenticated and Authorized Representative of the Provider selects the method to onboard the Resources

The AARP logins (if not already logged in) to the Portal and may proceed with the onboarding of Resources. 
The AARP is offered two options to onboard Resources: a) via a web interface for each Resource individually or b) via the Portal Application Programming Interface (API).
If the web interface is selected then Stage 7a follows other-wise Stage 7b.

Note) The first resource of the Provider must be entered using the web interface, see step 7a.

7a

The authorized and authenticated Representative of a Provider applies to onboard a Resource via the web interface

The AARP may apply for the onboarding of a Resource by completing the Resource Profile [9].

Automated mechanisms are used to the greatest extent possible to ensure that all required information is included and that the information is of the correct type, size, etc. 
In case any difficulties arise during the application, the AARP may communicate issues [10] and depend on the issue the onboarding team may organise a 1-to-1 call to offer guidance.

Otherwise, if the form is completed and passes all checks it can be submitted.

When the form is submitted the AARP is queried if additional Resources will be onboarded. If yes, then step 6 is repeated otherwise the process moves to step 8.

[9] The Profile in pdf and in excel formats is available to download and preview.

[10] onboarding@eosc-portal.eu

7b The authorized and authenticated Representative of a Provider applies to onboard a Resource via the API

The AARP may apply for the onboarding of Resources by using the Portal Open API. 

In brief, the Provider needs to use the AAI of the Portal to retrieve a new API token. Then, the Provider prepares the Resource description, according to the Resource Profile by calling the API’s POST/Resource/validate method. Upon successful validation, the Provider calls the POST/Resource method to add the new Resources in the catalogue. Upon success, the Provider receives a new set of Resource IDs and the new Resources are onboarded in the Portal. A detailed description of the Portal Open API [11] is available. 

In case any difficulties arise during the employment of the API, the AARP may communicate issues [12] and depend on the issue the onboarding team may organise a 1-to-1 call to offer guidance.

[11] https://providers.eosc-portal.eu/openapi

[12] onboarding@eosc-portal.eu 

8

The Portal Onboarding Team reviews the newly onboarded Resources 

All newly onboarded Resources are reviewed by the onboarding team.

The onboarding team examines first whether the Resource has been already onboarded by any other Providers and tries to resolve the issue.

The onboarding team examines the quality of the metadata if they follow the general recommendations and guidance of the Resource Profile, spelling, accuracy, composition and URLs.

If the Resource description does not comply with the minimum requirements of the Portal and the rules and criteria based on the current RoP and the typology of the Resource Profile, the AARP may be asked to take an action (e.g. amend the description and resubmit, etc.) or join an information/training session. In this, often 1-to-1 call, the AARP will have the chance to ask questions and get personalized consultation on the best way to onboard the Resources.

To facilitate the amendment, the onboarding team provides recommendations taking into account potential Provider's peculiarities, reviews the Provider’s website, its catalogue and provided URLs and proposes alternatives for the description of the Resource’s metadata and provides best practice examples from other Providers.

The Resource may also be rejected if the Provider fails to update the Resource accordingly. The Provider receives a notification of the definitive Resource Onboarding rejection and possibly Provider suspension.

Otherwise, the AARP is notified of the approval and the Provider, as well as the Resource, is published at the Portal. The onboarding team may also perform small corrections on the Resource descriptions and ask the consent of the Provider before publishing.

9 The authorized and authenticated Representative of a Provider applies to onboard other Resources via the API or web interface

The AARP can now onboard new Resources from the Provider Dashboard.

The AARP can also update the Provider and the Resource description from the Provider Dashboard by either using the pencil button or clicking on the name of the Resource.

The Dashboard also offers statistics for Resources, and a rich set of additional functionalities that are constantly updated such as active Resources, pending to be approved Resources, messages.

10 The Portal Quality Team creates a Completeness Report When all Resources of a Provider are listed, the Provider may select to receive a Completeness Level Report that can be used to show compliance to the Portal Interoperability Framework and proceed with further improvements on the Provider and Resource descriptions.

EOSC Onboarding Tutorial

Below links to different tutorials are provided to support Providers in the onboarding of resources via the EOSC Provider Portal.

No.

Title

Date

1

EOSC Portal Introduction Tutorial

30/9/2020
2 EOSC Portal Provider and Resource Onboarding Process Tutorial 30/9/2020
3 EOSC Portal Provider and Resource Profiles Tutorial 30/9/2020
4 EOSC Portal Providers Component Tutorial 30/9/2020

5

EOSC Portal Application Programming Interface Tutorial 30/9/2020
6 EOSC Portal End-Users Component Tutorial 30/9/2020

The EOSC Portal is operated by the EOSC Enhance (Grant Agreement no. 871160), EOSC-hub (Grant Agreement no. 777536), and OpenAIRE-Advance (Grant Agreement no. 777541) projects funded by the European Union’s Horizon 2020 research and innovation programme. For a complete list of contributors, visit About EOSC Portal