Data Management Plan

If research data plays a role, then the handling of the data should already be planned at the beginning of a scientific project. As a rule, these considerations are recorded in a Data Management Plan (DMP).

On this page you will find out:

• What is a DMP?
• Why should I create a DMP?
• How do I create a DMP?
• Further reading
• Where can I get support?

What is a Data Management Plan?

A data management plan (DMP) is a document that systematically describes how research data will be handled within a project. It explains how data used in the project will be managed during the project’s lifetime and after its completion.

The scope of a DMP can vary significantly depending on the project — from a few paragraphs to a comprehensive document.

Typical topics covered in a DMP include:

• Use of existing data and its terms of use
• Data generation or collection methods
• Types and volume of data generated in the project
• Organization, storage, and documentation of data
• Legal and ethical frameworks
• Archiving, publication, and reuse of data
• Responsibilities in data management
• Required resources and any associated costs

This video explains the basic functions and benefits of a DMP (German, 5:20 min)¹.

Why should I create a DMP?

Data management plans are increasingly required by research funding organisations as part of grant applications. Independent of such requirements, structured planning of research data management is also recommended.

A DMP:

• creates transparency regarding data processes within the project
• defines responsibilities within the team
• supports compliance with good scientific practice
• improves the traceability and reusability of research data
• facilitates communication within the project team

Thus, a DMP makes a significant contribution to a structured and responsible approach to research data management.

What happens without a data management plan?

How do I create a DMP?

Data Management Plans (DMPs) can be created using checklists and templates provided by research institutions or funding organisations. These templates help to structure the plan in a meaningful way and ensure that all relevant aspects are considered—without necessarily requiring every individual question to be answered in full.

The content of a DMP should always be aligned with the specific requirements of the respective project as well as the guidelines of the funding body. It is important to formulate the information as concretely and precisely as possible.

A DMP is not a static document but a so-called living document. This means that if processes or framework conditions related to research data management change during the course of the project, these adjustments should be continuously documented in the DMP.

This video provides an illustrative overview of typical questions and possible answers within a DMP template (German, 08:49 min)¹.

Annotated DFG Checklist as a Support Tool

Our annotated DFG checklist on handling research data provides valuable support when creating a DMP. It includes practical explanations of the questions posed by the German Research Foundation and specifically assists researchers at TU Hamburg in planning their research data management.

Although the checklist is based on the DFG template, it can easily be adapted to other funding formats. The differences between templates usually lie only in their structure or wording—the required content remains largely the same.

TUHH DataPlan – the tool for creating DMPs

Requirements of the funding organizations (as of January 2024)

Whether and by when a data management plan must be submitted depends on the funding organization or the funding conditions of the respective call. In most applications, at least one text section with explanations on the planned handling of the research data is required.

Bundesministerium für Bildung und Forschung (BMBF)

The BMBF requires a data management plan for some funding programs. If a DMP is required, this must be submitted directly with the application. The content of the DMP and whether it needs to be updated depends on the respective funding program.

Further information:

• Funding portal of the federal government

Bundesanstalt für Landwirtschaft und Ernährung (BLE)

The Federal Ministry of Food and Agriculture also expects the funded research projects to operate a research data management system in accordance with the FAIR Data Principles (Findable, Accessible, Interoperable, Reusable). A project-related data management plan must therefore be submitted to the Federal Office for Agriculture and Food with the outline submission, which must be specified in the application or project phase.

Further information:

• Website Application for funding
• Information sheet on research data management (PDF, 723 KB)
• Research data management plan outline phase (PDF, 310 KB)
• Research data management plan project phase (PDF, 310 KB)

Deutsche Forschungsgemeinschaft (DFG)

Project proposals submitted to the DFG must contain a section on the handling of research data. This section should contain information on the type, scope and documentation of the data as well as the planned storage and possibilities for subsequent use. The way in which considerations and approaches to handling research data are to be implemented varies depending on the funding program.

Further information:

• Website Handling research data
• Website Research data in the funding programs
• Guidelines for submitting project proposals (PDF, 241 KB) – Handling research data on p. 5
• Checklist for handling research data (PDF, 33 KB)

European Commission – Horizon Europe

The European Commission requires a data management plan for Horizon Europe projects six months after the start of funding if research data plays a role. The application must explain on approximately one page how the handling of the data and other research results is planned with reference to the FAIR Data Principles (Findable, Accessible, Interoperable, Reusable). An updated DMP must be submitted at the end of the project.

Further information:

• Flyer Horizon Europe, Open Science³
• Application template for collaborative projects (PDF, 2,110 KB) – Information on data management on p. 9
• Program Guidelines (PDF, 1,108 KB)
• Template data management plan (DOCX, 101 KB)

VolkswagenStiftung

When applying for data-generating or data-using projects in disciplines without a clear workflow, the submission of a digital concept with a DMP is required. It is recommended to use the DMP as a living document of a digital concept.

Further information:

• Open Science Policy (PDF, 476.0 KB) – Open Data p. 4 f.
• Basic template data management plan (RTF, 107.7 KB)

Additional personnel, technical or infrastructural resources for compliance with a DMP can usually be claimed in third-party funding applications. A presentation by the Research Data Service Team at Leibniz Universität Hannover / TIB (PDF, 509 KB) provides illustrative examples of cost estimates for FDM. The Data Management Costing Tool and Checklist of the UK Data Service are also helpful.

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