IMPROVING YOUR JOURNAL WORKFLOW

Transcription

1 IMPROVING YOUR JOURNAL WORKFLOW BEST PRACTICES FOR THE MODERN JOURNAL OFFICE IAN POTTER GLOBAL BUSINESS DEVELOPMENT MANAGER, PUBLISHING & ASSOCIATIONS THOMSON REUTERS BANDUNG, INDONESIA, THURSDAY 7TH APRIL 2016

2 THE SCHOLARLY PUBLISHING PROCESS PRODUCTION PUBLICATION SCHOLARONE MANUSCRIPTS PUBLISH AHEAD OF PRINT ARTICLE ARTICLE ONLINE MANUSCRIPT SUBMISSION PEER REVIEW REJECT PROD STAFF MANAGE MARKUP & COMPOSITION ONLINE PUBLICATION ARTICLE AUTHOR SUBMITS REVISION ACCEPT ARTICLE GALLEY TRIAGE IMMEDIATE REJECT OR TRANSFER ARTICLE ASSIGN TO EIC EIC ASSIGNS AE AE SELECTS, INVITES, & ASSIGNS REVS REVS COMPLETE REPORTS DECISION RECOMMEND AE DECISION OR RECOMMEND PROOFING AU CORRECTIONS & QUERIES JOURNAL PRINT PRINT PRINT ISSUE LINEUP & PRINT AUTHOR (AU) EDITOR-IN-CHIEF (EIC) MANAGING EDITOR / ADMIN (ADM) REVIEWER (REV) ASSOCIATE EDITOR (AE) PRODUCTION STAFF (PROD) 2

3 EDITORIAL EFFICIENCY TOOLS IN SCHOLARONE MANUSCRIPTS STEP-BY-STEP SUBMISSION PROCESS ENFORCE REQUIREMENTS & COLLECT ALL INFORMATION AUTHOR CENTRE AUTHORS CAN SUBMIT MANUSCRIPTS AND REVISIONS, TRACK THE STATUS OF THEIR MANUSCRIPT MANUSCRIPT SUBMISSION FUNDREF COLLECT FUNDING INFORMATION CUSTOM SUBMISSION QUESTIONS COLLECT ADDITIONAL MANUSCRIPT INFORMATION SUBMISSION TRIAGE CHECKS TO ENSURE A MANUSCRIPT IS READY FOR CONSIDERATION CONFIGURABLE WORKFLOW CUSTOMISED PEER-REVIEW PROCESSES TO ENSURE EFFICIENT MANUSCRIPT PROCESSING MANUSCRIPT CHECKS PEER REVIEW CUSTOMIZED CHECKLISTS CHECK SUBMISSION & UNSUBMIT TO AUTHOR FOR IMMEDIATE CORRECTION CROSSCHECK CHECK MANUSCRIPT ORIGINALITY WITH ITHENTICATE REVIEWER DATABASE & REVIEWER LOCATOR FULLY SEARCHABLE DATABASE, ORCID ID, AND WOS RECOMMENDATIONS AUTOMATED REMINDERS SCHEDULE-BASED REMINDERS DASHBOARDS ROLE-BASED DASHBOARDS SHOW THE STATUS OF ASSIGNED MANUSCRIPTS REPORTING TOOLS STANDARD & BUILD- YOUR-OWN REPORTS COVERING SUBMISSION, PEER-REVIEW, USERS, AND OTHER METRICS REPORTS CAN BE SCHEDULED AND AUTOMATED DECISION MAKING DELEGATED POWERS TO EDITORS OR FINAL APPROVAL BY EIC RECOMMENDATIONS & DECISIONS MANUSCRIPT TRANSFER FORWARD MANUSCRIPTS TO ANOTHER TITLE FOR CONSIDERATION OUTPUT COPYEDIT, PROOFING, AND OTHER SERVICES AND EXPORT PRE-PRODUCTION ELECTRONIC FORMS & E-COMMERCE COPYRIGHT, LICENSING, CONFLICTS OF INTEREST 3

4 SUBMITTING A MANUSCRIPT CONSIDER EMBEDDING INSTRUCTIONS & LOGIN INTO YOUR JOURNAL WEBPAGES USE LOCAL LANGUAGE WHERE NECESSARY BE CLEAR ABOUT HOW TO SUBMIT & WHAT IS REQUIRED CONSIDER PROMOTING LANGUAGE EDITING SERVICES USE ON-PAGE INSTRUCTIONS TO GIVE CUES & IMPORTANT INFORMATION USE SCHOLARONE MANUSCRIPTS TO UPDATE AUTHORS 4

5 CLEAR SUBMISSION PROCESS COLLECT ALL THE INFORMATION YOU NEED DURING SUBMISSION MAKE SURE YOUR SUBMISSION PROCESS IS CLEAR AND DON T COLLECT INFORMATION YOU DON T NEED TIME SPENT OPTIMISING YOUR SUBMISSION PROCESS IS TIME SAVED LATER 5

6 OPTIMISING YOUR SUBMISSION PROCESS COLLECT ORCID IDS START SUBMISSION CAPTURE TITLE & ABSTRACT USE RINGGOLD FOR INSTITUTIONS USE FUNDREF AUTHORS & CO- AUTHORS ENTRY KEYWORDS & OTHER ATTRIBUTES COVER LETTER & OTHER DETAILS REVIEWER & EDITOR SUGGESTIONS REVIEW & SUBMIT FILE UPLOAD COLLECT KEY SUBMISSION INFORMATION COMPLETE SUBMISSION FLAG SUBMISSION PROBLEMS CLEARLY 6

7 ALWAYS MAKE IT EASY FOR YOUR AUTHORS BE CLEAR A BOUT AIMS & SCOPE WHY AN AUTHOR SHOULD SUBMIT? WHO ARE THE EDITORS & EDITORIAL BOARD HOW LONG TO MAKE A DECISION? SUBMIT INSTRUCTIONS TO AUTHORS BLAH, BLAH, BLAH, BLAH, BLAH, BLAH, MORE BLAH. AUTHORS HAVE PROBABLY STOPPED READING NOW BLAH BLAH BLAH BLAH BLAH ENSURE INSTRUCTIONS ARE SIMPLE, CLEAR, AND SHORT DON T ASSUME AUTHORS WILL READ LONG INSTRUCTIONS TO AUTHORS BUT DO ASSUME THEY WON T FOLLOW THEM! BLAH BLAH BLAH BLAH BLAH SUBMISSION THEY VE DEFINITELY STOPPED NOW BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH CLEARLY SIGNPOST SUBMISSION BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH BLAH PAGE 1/150 7

8 TRIAGE NEW MANUSCRIPTS USE THE DUPLICATE SUBMISSION CHECK TO SEE IF THIS A DUPLICATE USE A CHECKLIST TO ENSURE MANUSCRIPTS ARE COMPLETE CROSSCHECK TO VERIFY ORIGINALITY AND SPOT PLAGIARISM UNSUBMIT FOR MINOR CORRECTIONS REJECT UNSUITABLE MANUSCRIPTS IMMEDIATELY OR TRANSFER TO A MORE SUITABLE TITLE 8

9 MANAGE FORMS & LEGAL PAPERWORK OFFLINE LICENSING, COPYRIGHT PROCESS SEND FORMS RE-SEND FORMS WAIT SOME CHASE AUTHORS CHASE AUTHORS MORE SOME MORE DELAYED PUBLICATION E-FORMS PROCESS FOR CAPTURING LEGAL AND OTHER AGREEMENTS SEND FORM (TO SUBMITTING OR ALL AUTHORS) REMINDERS OR MANAGE IT ONLINE AUTHOR(s) COMPLETES FORMS ONLINE TRACK COMPLETION REMIND AUTOMATICALLY DONE! NO DELAYS FORMS COMPLETE SKIP FOR NOW INTEGRATE INTO EDITORIAL WORKFLOW & CUT DELAYS DASHBOARD E-FORMS CAN BE TRACKED ON ROLE DASHBOARDS 9

10 CURATE YOUR DATABASE AUTHOR (AU) REVIEWER (REV) EDITOR-IN-CHIEF (EIC) ASSOCIATE EDITOR (AE) USE KEYWORDS AND OTHER ATTRIBUTES, ALONG WITH ACCOUNT FLAGS & PERSON DESIGNATIONS KEEP YOUR DATA CLEAN USE ORCID IDS USE MERGE & OTHER TOOLS USE EXTERNAL SEARCH TOOLS TO HELP VERIFY IDENTITIES & CORRECT CORRESPONDENCE DETAILS 10

11 USE THE RIGHT PEOPLE MANUSCRIPT STATUS HEADER KEY MANUSCRIPT INFORMATION, ASSIGNMENTS, & STATUS ACTIVE TASK SELECTED BY DEFAULT USE THE TOOLS TO FIND THE RIGHT REVIEWER MANUSCRIPT INFORMATION FULL MANUSCRIPT RECORDS & DETAILS AUDIT TRAIL INDELIBLE RECORD OF ALL MANUSCRIPT ACTIVITY AND CORRESPONDENCE PROGRESS NUMBER OF REVIEWERS REQUIRED TO MAKE A RECOMMENDATION / DECISION. CAN BE CHANGED AT ANY TIME SELECT THE NUMBER OF REVIEWER REPORTS NEEDED AND USE THIS TO DRIVE THE PROCESS MANUSCRIPT FILES ALL FILES ASSOCIATED WITH THE MANUSCRIPT, WITH UPLOAD AND VERSIONING TOOLS CREATE REVIEWER ACCOUNT ADD A NEW USER TO THE DATABASE TASK & SEARCH OPTIONS CURRENT REVIEWER LIST & THEIR STATUS, ALONG WITH SEARCH TOOLS, AUTHOR SUGGESTIONS, AND REVIEW LOCATOR (IF ACTIVE) SUPPORT FOR ALTERNATE REVIEWER LIST IS AVAILABLE VERSION HISTORY TOGGLE BETWEEN ORIGINAL AND REVISED VERSIONS SET AND USE AUTOMATED REMINDERS FOR INVITES & REPORTS 11

12 BE WARY OF FRAUDULENT REVIEWERS BE WARY OF FRAUDULENT REVIEWERS USE THE ONLINE TOOLS TO VERIFY IDENTITY & EXPERTISE SUGGESTED REVIEWERS DIRECT GOOGLE AND WEB OF SCIENCE SEARCH OPTIONS ARE AVAILABLE IN ADDITION TO EXTERNAL SEARCH TOOLS WEB OF SCIENCE WILL RETURN THE RESULTS OF AN AUTHOR NAME SEARCH GOOGLE WILL RETURN THE RESULTS OF AN ADDRESS SEARCH 12

13 AVOID FATIGUE DON T OVER-UTILISE REVIEWERS SAVE TIME WITH SEARCH PREFERENCES USE THE DATA YOU HAVE WHEN ASSIGNING REVIEWERS SET ACTIVITY PREFERENCES 13

14 LET THE MACHINES DO THE HARD WORK REVIEWER LOCATOR UP TO 30 SUGGESTIONS ARE READY FOR THE EDITOR TO USE REVIEWER LOCATOR USES OUR ATLAS TEXT ANALYSIS TOOL TO LINK AND REFINE MATCHES WITH RESEARCHERS IN THE WEB OF SCIENCE CORE COLLECTION REVIEWER LOCATOR AUTOMATICALLY RECOMMENDS REVIEWERS BASED ON THEIR PUBLICATION RECORD IN THE WEB OF SCIENCE ALL SUGGESTIONS LINK THROUGH TO RECORD IN THE WEB OF SCIENCE AND DOI LINK TO PUBLISHED ARTICLE SUGGESTIONS CAN BE QUICKLY ADDED MANUSCRIPT METADATA author names manuscript title manuscript abstract manuscript keywords publication journal AUTHOR FINGERPRINT their research interests JOURNAL FINGERPRINT publication field and scope PAPER FINGERPRINT subject areas and keywords PUBLISHED PAPERS 12,000 journals 150,000 conference proceedings 250 subject disciplines previous 5 years data 7.3 million individuals 14

15 OPTIMISE YOUR WORKFLOW WORKFLOW 0 NO AES AUTHOR SUBMITS WORKFLOW 1 AE DIRECT DECISION AUTHOR SUBMITS WORKFLOW 4 AE RECOMMENDATION EIC FINAL DECISION AUTHOR SUBMITS ADMIN CHECKLIST ADMIN CHECKLIST ADMIN CHECKLIST EIC SELECT & INVITE REVIEWER REVIEWER AGREES REVIEWER SCORES EIC DECISION ADDITIONAL REVIEWERS REQUIRED EIC ASSIGNMENT EIC ASSIGNS AE AE SELECT & INVITE REVIEWER REVIEWER AGREES REVIEWER SCORES ADDITIONAL REVIEWERS REQUIRED EIC ASSIGNMENT EIC ASSIGNS AE AE SELECT & INVITE REVIEWER REVIEWER AGREES REVIEWER SCORES ADDITIONAL REVIEWERS REQUIRED BEST PRACTICE WORKFLOWS OUR MOST POPULAR WORKFLOWS ARE READY TO GO AND CAN BE A STARTING POINT FOR MORE SOPHISTICATED WORKFLOWS AE DECISION AE RECOMMENDATION EIC DECISION RECOMMENDATIONS AND DECISIONS CAN BE MIXED ALLOWING ASSOCIATE EDITORS TO MAKE DIRECT REVISIONS BUT ONLY TO RECOMMEND ACCEPT/ REJECT TO THE EDITOR-IN-CHIEF 15

16 EFFECTIVE S AND REMINDERS SELECT REVIEWERS TEMPLATE SECTION DECLINE OR UNRESPONSIVE INVITE REVIEWERS RESPONSE LINKS IN THE AUTO DECLINE & ALTERNATES LIST AVAILABLE TEMPLATES NEW TEMPLATES CAN BE ADDED, TEMPLATES MARKED AS ACTIVE, DEFAULT, OR EXISTING TEMPLATES EDITED. MULTIPLE TEMPLATES CAN BE CREATED AS ALTERNATIVE S DAYS 5 DAYS REMINDERS CAN BE SET RELATIVE TO THE TASK DUE DATE, TO GO BEFORE, ON, OR AFTER THE TASK IS DUE REVIEWERS ASSIGNED REPORT LINK IN NO REPORT DAYS BEFORE ON DUE DATE 7 DAYS OVERDUE REVIEWERS REPORT MASS EDITING TOOLS GLOBAL SEARCH AND REPLACE AND THE ABILITY TO DOWNLOAD A FULL SET OF TEMPLATES FOR OFFLINE EDITING AND RE-UPLOAD TEMPLATE TAGS CAN BE INSERTED FROM THE FULL SUPPORTED SET, ALONG WITH DEFAULT ATTACHMENTS TAGS ARE ALSO USED IN THE HEADER FIELDS (TO, FROM, CC, BCC, AND SUBJECT) DECISION 16

17 MANAGING ACCEPTED MANUSCRIPTS USE THE ACCEPT WORKFLOW TO BUILD YOUR PRE- PRODUCTION TASKS TRACK E-FORMS FORMS CAN BE COMPLETED ONLINE OR DOWNLOADED. FORMS ARE TRACKED ON THE DASHBOARD AND SUPPORT A REMINDER SCHEDULE CHECKLISTS CONFIGURABLE WEBFORMS TO ENSURE MANUSCRIPTS ARE READY TO MOVE TO THE NEXT STEP NON-CONDITIONAL BRANCH MULTIPLE PRODUCTION TASKS CAN BE PERFORMED SIMULTANEOUSLY FIRST LOOK FLEXIBLE PROOFING TOOLS LET YOU RETURN AN ACCEPTED MANUSCRIPT PROOF TO THE AUTHORS WITH COMMENTS, QUERIES, AND AN OPPORTUNITY TO RESPOND; OR ALLOWS YOU TO COLLECT FINAL PRODUCTION-READY FILES ROLE ASSIGNMENT ANY NUMBER OF PRODUCTION ROLES CAN BE CREATED (COPYEDITOR, PROOFREADER, TYPESETTER ETC.) MANUSCRIPTS CAN BE ASSIGNED INDIVIDUALLY OR IN BATCHES CONDITIONAL BRANCH LAUNCH SPECIFIC WORKFLOWS BASED ON METADATA OR CHECKLIST OPTIONS CREATE BATCHES AND AUTOMATE INCLUDES REPOSITORIES PROOFING AUTHORS RECEIVE PROOFS IN THEIR FAMILIAR AUTHOR CENTER (A DEEP-LINK CAN BE INCLUDED IN SYSTEM S) WHERE THEY CAN RESPOND TO QUERIES, SUPPLY CORRECTIONS, AND IF NECESSARY UPLOAD ADDITIONAL FILES BATCH EXPORT MANUSCRIPT FILES AND METADATA BY FTP TO CMS, PRODUCTION, AND TYPESETTING SYSTEMS 17

18 REPORTS A FULL SET OF STANDARD REPORTS ARE AVAILABLE STANDARD REPORTS KEY REPORTS ARE READY TO RUN OR BUILD YOU OWN USING THE DRAG-AND- DROP REPORT BUILDER REPORTS REPORTS ARE AVAILABLE FROM ALL CENTER DASHBOARDS BUILD-YOUR-OWN REPORTS USERS CAN BUILD CUSTOM REPORTS USING THE DRAG-AND-DROP TOOLS PRE-BUILT FILTERS AND OTHER FEATURES ARE AVAILABLE TO MAKE REPORTING EASIER DATA TREE A COMPREHENSIVE LIST OF DATA FIELDS ARE AVAILABLE DRAG-AND-DROP DATA FIELDS CAN SIMPLY BE DROPPED INTO THE TABLE SYSTEM BAR SAVE, FORMAT, AND ACCESS ADVANCED FEATURES LIKE FILTERS, PIVOTS, GROUPS, SUMMARIES AND CALCULATED FIELDS REPORTS CAN BE KEPT PRIVATE, MADE AVAILABLE BY SYSTEM ROLE, OR SCHEDULED FOR AUTOMATIC DISTRIBUTION BY REPORTS CAN BE SAVED, MADE AVAILABLE BY ROLE, OR SCHEDULED FOR DISTRIBUTION 18

19 PUBLISHER REPORTS REPORTS ARE ALSO AVAILABLE AT THE PUBLISHER LEVEL (FOR CLIENTS WITH MORE THAN ONE TITLE) CLASSIFICATIONS ALLOW SITES TO CLASSIFIED INTO GROUPS, FOR INSTANCE SUBJECT AREA OR BUSINESS GROUP PUBLISHER REPORTS A FULL SUITE OF STANDARD CROSS- JOURNAL REPORTS. CUSTOM REPORTS CAN BE CREATED BY AGREEMENT (ADDITIONAL COSTS) PROMPTS REPORTS HAVE CONTEXTUAL IN- BUILT PROMPTS FOR DATES, GROUPINGS, CLASSIFICATIONS, AND OTHER RELEVANT DETAILS REPORTS CAN BE DISPLAYED ON-SCREEN OR EXPORTED IN A VARIETY OF FORMATS (INCLUDING PDF AND EXCEL) OR A VERSION SAVED 19

20 MAKE THE BEST USE OF THE FEATURES AVAILABLE FUNDREF SEARCHABLE FUNDING SOURCE TAXONOMY DURING SUBMISSION CROSSCHECK SIMILARITY CHECKING WITH ITHENICATE (MANUAL OR AUTOMATED) DASHBOARDS FULLY CONFIGURABLE & CUSTOMIZED BY ROLE, VIEW & TRACK THE STATUS OF ALL MANUSCRIPTS OVERDUE MANUSCRIPTS QUEUES CAN BE ADDED ORCID LINK ACCOUNTS WITH ORCID PROFILE FOR BETTER IDENTITY IDENTIFICATION SEARCH YOUR JOURNAL DATABASE AND / OR USE REVIEWER LOCATOR RECOMMENDATIONS FROM THE WEB OF SCIENCE ELECTRONIC FORMS ONLINE FORM COMPLETION INTEGRATED INTO THE AUTHOR CENTRE REPORTS STANDARD & BUILD-YOUR- OWN REPORTS FOR EVERY ASPECT OF THE JOURNAL 20

21 MEASURE AND BENCHMARK THE PUBLICATION PROCESS REVISION RATE, NUMBER OF REVISIONS, AND HOW MANY RETURN REVISION EDITOR ACCEPT/ REJECT RATES JOURNAL ACCEPT/ REJECT RATES ACCEPT SUBMISSION TRIAGE PEER EDITOR DECISIONS ONLINE REVIEW PUBLICATION NUMBER OF ARTICLES RETURNED TO AUTHOR REVIEWER DECLINE RATE REVIEWER TURNAROUND TIME REVIEWER RESPONSES TURNAROUND TIME REJECT PRINT PUBLICATION TIME TO FIRST & FINAL DECISION TIME TO ONLINE PUBLICATION TIME TO PRINT PUBLICATION 21

22 BENCHMARK & ANALYSE PUBLICATION OUTCOMES JOURNAL JOURNAL IMPACT FACTOR, RANK & PERCENTILE EIGENFACTOR & ARTICLE INFLUENCE CATEGORY & JOURNAL NORMALISED CITATION IMPACT CITED & CITING HALF-LIFE SUBMITTING AUTHOR COUNTRY ARTICLE ARTICLE ARTICLE ARTICLE IMPACT CITATION AVERAGE PERCENTILE TOP & HOT PAPERS COUNTRY ACCEPT/REJECT RATE NUMBER OF PAPERS PUBLISHED ALTMETRICS H-INDEX COLLABORATIONS TIMES CITED TREND ANALYSIS AUTHOR & INSTITUTIONAL IMPACT USAGE COUNTER STATS ITEM LEVEL USER METRICS IMMEDIACY INDEX YEAR 22

23 THANK YOU IAN POTTER PUBLISHING & ASSOCIATIONS IP & SCIENCE