Challenges in the selection design and implementation of

Challenges in the selection, design and implementation of an online submission and peer review system for STM journals ELPUB 2007 – Vienna, Austria - June 14, 2007 Judy Best – judy. best@nrc-cnrc. gc. ca NRC CISTI

Overview • • • Background What is OSPREY? Overview of OSPREY’s features Build or Buy? Methodology Technologies – Open Source and Other Technologies Implementation Impact Current Events Future Work

Background • Canada Institute for Scientific and Technical Information (CISTI)

Background • CISTI – science library and a world leader in document delivery for all areas of science, technology, engineering and medicine • NRC Research Press – CISTI’s publishing arm, publishing since 1929 – publishes 16 international print and online STM journals + 15 client journals – 1996 - Publish content in PDF format on the Web for its subscribers – 1997 - Create SGML metadata – OCLC DTD – 2004 - XML publishing system - custom DTD

Background - Transition to Electronic Peer Review • Traditionally submission of manuscripts, peer review process and manuscript management - manual and paper-based • Email was introduced for transmission of manuscripts and reviews • 2000 - Purchased commercial software - Paper. Path 2000 – helped bridge the gap in the digital world between the peer review – – • process and publication client software installed on desktop for editorial office staff web-based access for authors and reviewers – submission of manuscripts and reviews supported 15 journals vendor closed late 2001 – – 2004 - developed Online Submission and Peer Review System (OSPREY)

What is OSPREY? • Supports web-based submission of manuscripts, reviews and editorial decisions • Automates and streamlines the peer review process within a configurable automated electronic environment • Supports 36 STM journals

OSPREY features… • English and French interface • Single sign-on • Automatic editorial workflows for peer review and manuscript management • Creation of PDF file in real-time for reviewing purposes – accepts up to 300 different file types – accepts multiple files (manuscript, figures, tables) • Captures Meta Data in XML format

OSPREY features • Customizable – journal branding – correspondence templates – copyright forms – reviewer forms – roles, tasks, workflow – keywords – role privileges

Build or Buy…again • Considerations – possibility of collaboration with another publisher – available features in COTS or licensed product – associated costs – our diverse editorial workflows – requirement for an English and French interface – CISTI’s technical skills and infrastructure – storage of confidential data off site – accessibility to data for customer relationship management – integration to publishing and subscription management systems – past experience in purchasing software – ensure our continued access to the source code and systems

Decision. . Build • Develop a system in-house that would: – ensure ease of use – minimal overhead and support costs – flexibility and scalability – future growth of features. • Develop to current standards – Java and XML for the application – oracle as its database engine – component-based architecture

Methodology • Collaboration – partnered with Commonwealth Scientific and Industrial Research Organisation (CSIRO) Publishing, Australia – shared a common vision, priorities and goals – ability to share resources (people and money) – gather broader set of requirements – draw on skills and experiences of two scientific publishers • Development Approach – iterative – frequent releases – development completed at CISTI

Team • • 2 developers System administrator Database administrator Application architect Stakeholders Users Business analyst Project manager

Open Source Technologies • • Java servlets and Java Server Pages (JSP) Model View Controller (MVC) design pattern Java Remote Method Invocation (RMI) Tomcat Apache XML Mik. Tex

Other Technologies • Adlib Express Server • Oracle 9 i database • Network Attached Storage (NAS)

Implementation • Production Environment – web/application server + failover – database server + failover – two conversion servers + failover – network attached storage + failover • Training and Support – editorial assistants – onsite 4 day training – editors and associate editors – onsite 2 -3 hrs. – helpdesk • Data Conversion – on average converted 5 yrs data per journal – data analyzed, mapped and validated

Integration to Publishing System • XML file created and exported to Publishing System • XML file is created and sent to the publishing system • • • • 13/09/2005 4727 Article 31/08/2004 13/09/2005 Accepted Development of appropriate conservation plans relies on life history information and how life history traits vary across populations of a species. Such data are lacking for

Impact • Authors receive an automatic acknowledgement of receipt of their submission immediately upon completion • Paper is in the hands of the Editor faster • Editors search for reviewers by expertise taxonomy keyword • Reviewers access manuscripts immediately and submit reviews online enabling Editors to have access to reviews immediately • Automatic reminders sent out to Reviewers and Editors • Editors now have access to all data from their desktop regardless of their geographic location

Impact • Editorial staff had to learn how to work differently • Check PDF files for completeness and provide support to authors and reviewers using the system • No longer piles of mail on their desks • Many e-mails • Increase in submissions

Submissions

Current Events • Usability Study – more clearly understand the users’ expectations of the system – verify the types of tasks that users’ complete, and identify how well OSPREY supports those tasks – identify patterns to the types of usability issues that maybe occurring among users • Methodology – hired usability expert – analysis to be completed July 2007 – heuristic evaluation of interface – surveys, interviews, online interactive exercises

Future Work • Automatic workflow from OSPREY to Workflow Management System • Parsing and tagging references to provide a link to abstract databases or full text (e. g. Pub. Med, Cross. Ref, and user organization link resolver) • Option for authors to identify papers for open access and supply payment or funding • Ability to access tasks directly from e-mail • Integration with external databases • Troubleshooting of common graphic file problems

Future Work OSPREY Publishing System Manuscript Submission Publishing Workflow Approve Proofs XML publishing process Order Reprints Printer

Thank You Judy Best Judy. best@nrc-cnrc. gc. ca http: //www. nrc. ca/