Workflows in Archie

The workflow system is designed to

  • help CRGs track each review through the editorial process;
  • inform people involved in writing and editing reviews when they need to take action; and
  • provide a detailed checklist of tasks in the editorial process

Once most of a CRG’s reviews have been incorporated into the workflow system, staff at the editorial base can also use the system to

  • plan and prioritize work more effectively across multiple reviews; and
  • identify and analyze trends in the Group’s processes (e.g., by identifying recurring slow or problem points in the review process).

Finally, once most CRGs are using the workflow system to track most reviews, it will be possible for the system to

  • generate various reports for Collaboration-wide monitoring purposes.

The workflow component has been developed in close collaboration with the Editorial Management Advisory Group with the endorsement of the Cochrane Collaboration Steering Group. Development of the workflow component is one of the IMS projects that are funded as part of the 2009 Funding Agreement between the Nordic Cochrane Centre and the Collaboration, see the IMS budget request.

Update October 2011

The following message was sent on behalf of Dr David Tovey, Editor in Chief of The Cochrane Library

Dear MEs, Co-Eds, and others:

I am very pleased to report that preparations are now in place for the roll-out of Archie workflows to all Cochrane Review Groups (CRGs) beginning on Monday, 24 October 2011 (after the Madrid Colloquium).  The attached document describes plans for this Collaboration-wide roll-out.  More specifically, it explains what 'mandatory use' of the workflow system means in practical terms, provides a timeline for the transition to the use of workflows by all CRGs, recommends processes for making this transition (both for CRGs that are already using workflows and those that are not), describes training plans, and briefly discusses the possible longer term use of data from the workflow system for practice improvement and monitoring purposes.  The document was developed by the Information Management System (IMS) Support and Development teams and myself on behalf of the Workflows Task Force, and was reviewed and approved by the Archie Development Advisory Committee (ADAC) in consultation with the relevant CRG Execs.

Important dates and events are:

  • On 1 October 2011, revised workflow templates (version 1.4) will be deployed to Archie, along with functionality improvements and an updated Help file. Use of the new templates will initially be optional for the 30+ CRGs already using workflows, but MEs are encouraged to try the new templates, if possible, before the Madrid Colloquium.
  • At Madrid, plans for roll-out and training will be reviewed, and questions answered, at the MEs’ meeting, and initial training for MEs will be provided in two workflows workshops, one aimed at beginners and the other at experienced users.
  • On 24 October 2011, the roll-out and transition period will officially begin, and members of the IMS Support team will begin actively training and supporting their CRGs in the use of the new system.

Please read the attached document carefully at your earliest convenience.  If you have questions, please contact your IMS Support person.

The planned roll-out represents a significant step forward for the Collaboration.  Workflows are a powerful tool for managing CRG workloads and resources more effectively, which, in turn, will benefit everyone in the Collaboration.  I look forward to the adoption of workflows by all CRGs and expect that this will yield both immediate and long-term benefits to all involved.

Best wishes,
David Tovey, Editor in Chief

Previous updates

See also the full list of status updates.

Documentation

Workflow definitions

See the Template page.

Background papers