IMS Bulletin #100 (20 August 2010)
Index
For all CRGs
1. Celebrating 100 issues of the IMS Bulletin for CRG Super Users!
2. Clarification about when authors should create additional Figures in RevMan for forest plots
3. Uploading photos to Archie
4. Feedback on Archie performance
5. Reminder: All new publications must be linked to your CRG's Topics List
6. For information: Numbers appearing as Skype telephone numbers rather than as ordinary text
7. Questions of the week:
(a) Can an author revert to a previous version of their review?
(b) Which What's new Event in RevMan do I give a Protocol that has been reinstated after being Withdrawn for one issue of The Cochrane Library?
(c) When and how do authors who opt to receive an online complimentary subscription of The Cochrane Library receive their subscription?
For Stage 3 workflow pilot Groups
8. End of Workflow pilot and evaluation of Stage 3
9. Forwarding Tickets to others does not allow the other person to use the Ticket
10. Questions of the week:
(a) Where do the files submitted through Tickets go?
(b) My editor would like to see the files that she submitted with her completed Ticket in Archie. How can I arrange this?
For all CRGs
1. Celebrating 100 issues of the IMS Bulletin for CRG Super Users!
To celebrate this 100th issue of the IMS Bulletin for CRG Super Users, we would like to invite you to send us either an example of how the IMS has changed the way you or your CRG now operates, or your ultimate vision for the future of the IMS. Please send us your answers by 30 September. There will be a prize for the best entry!
2. Clarification about when authors should create Figures in RevMan for forest plots
Several MEs have reported cases of authors creating Figures for all forest plots generated in RevMan for their Review and have asked us for clarification as to when authors should create a Figure for an individual forest plot. We have consulted with the Editorial Unit and the Handbook Editors. This is their response.
"Authors are encouraged to select the most important forest plot(s) for a review to incorporate as a Figure, while keeping within recommendations regarding the total number of Figures (see section 11.4.1 in the Cochrane Handbook, http://www.cochrane-handbook.org). However, because all forest plots appear in the Data and analyses section of the published review (which can be linked from the text to take the user straight to the forest plot in the Data and analyses section of the review), authors should NOT create RevMan Figures for all forest plots. The additional Figures are, effectively, a duplication of information that appears at the end of the full Review version.
The Cochrane Editorial Unit and Wiley have recently discussed this issue and have been considering the number of figures that appear in some Cochrane Reviews. To ensure the best presentation of the Figures in the published review (particularly in the PDF version), they recommend a maximum of six figures per review, but ideally between 3 and 5. Since additional tables are presented in the same way as Figures (ie positioned within the review text), this number applies to Figures and Additional tables combined. Only the most important tables should remain as 'Additional tables' and other additional tables should be moved to the Appendices and referenced with a hyperlink.
This guidance may need to be clearer in the Cochrane Handbook, and the Editorial Unit are liaising with Julian Higgins, Editor of the Handbook, to review and update the guidance as needed. The Cochrane Editorial Unit will also follow-up with other recommendations to help improve the visual presentation of the published versions of Cochrane Reviews."
3. Uploading photos to Archie
IMS Support uploaded our photos to our records in Archie to help you identify us when attending meetings, such as Colloquia and MEs' meetings. Have you thought about uploading your photo to Archie to help your colleagues identify you easily?
For details of how to upload your photo to Archie, go to Help > Help Topics and search for 'Adding a photo'.
4. Feedback on Archie performance
As you know, on 29 June 2010 Archie was moved to a new, improved hardware environment. At the same time, the IMS Developers updated the underlying database of Archie from SQL Server 2000 to SQL Server 2008. Both improvements were designed to deliver a faster and more reliable system, aimed at increasing productivity and user satisfaction; although it is important to note that Archie's responsiveness and performance depends not only on the system but also on other factors specific to the user, such as computer hardware and software features, the internet browser being used, the type of connection to the internet, etc.
Archie has now been running on this new hardware for 6 weeks. We would now like to know whether you have noticed improvements in Archie's performance and, if so, in what way. Please send your comments to your IMS Support person.
5. Reminder: All new publications must be linked to your CRG's Topics List
It is important that you link all new publications to your CRG's Topics List as detailed in the checklist included in the 'Preparing your Group's quarterly module submission to The Cochrane Library' on page 70 of the CRG's Super User's Guide to Archie (http://ims.cochrane.org/support/crgs/user-guides). As mentioned in the Guide, we also advise that before marking a Protocol or a Full Review for publication, you always check all the Properties and edit as appropriate rather than waiting for the monthly deadline.
6. For information: Numbers appearing as Skype telephone numbers rather than as ordinary text
There have been several reports of numbers appearing in Skype format rather than as ordinary text in Archie or The Cochrane Library. Please note that this is not an IMS or Cochrane Library problem. This can happen when numbers are displayed on a web browser that has a Skype plug-in incorporated - see http://forum.skype.com/index.php?showtopic=96959.
7. Questions of the week
(a) Question: Can an author revert to a previous version of their review?
Answer: No, only the Super User of the CRG can revert to a previous version of a Review – see page 42 of the Super User's Guide for information about how to revert to previous versions of reviews.
(b) Question: Which What's new Event in RevMan do I give a Protocol that has been reinstated after being Withdrawn for one issue of The Cochrane Library?
Answer: The reinstated Protocol should be given a new citation Event, either (i) New citation: major change or (ii) New citation: no major change (see Box 3.5.b in the Handbook for guidance on choosing between these two). In the Description of the Event, you should note that the Protocol has been reinstated and why..
(c) Question: When and how do authors who opt to receive an online complimentary subscription to The Cochrane Library receive their subscription?
Answer: Wiley's Production Controller runs a report a couple of weeks after module submission, usually on a Friday, of authors eligible for online complimentary subscriptions from the next issue of The Cochrane Library. Wiley's customer services department uses this report to set up the online complimentary subscriptions to The Cochrane Library for the next available issue and email the author with login details at the start of the week of publication
For Stage 3 workflow pilot Groups
8. End of workflow pilot and evaluation of Stage 3
Archie 3.3 is scheduled for release at the beginning of September. Among other things, it includes new or improved workflow functionality that has been implemented in response to recent feedback received from Stage 3 pilot users. With these latest additions, the IMS Team thinks that the workflow system now meets the requirements of the Collaboration as an integral and fully functional part of the IMS and considers that the objectives of the workflow pilot have been met. They will submit a report to this effect to the CCSG in October confirming the end of the workflow pilot.
In addition, the IMS Team plans to fully evaluate the workflow system by surveying all workflow pilot CRGs to identify the extent to which the system now meets their needs, with results to be submitted to the CCSG as part of the IMS Team's report. The results will also be made available at the Colloquium, where there will be plenty of opportunities to discuss these at CRG-specific meetings (such as the ME and TSC meetings), at the Cochrane Exchange (which will include the IMS booth) and in other forums. The results of the evaluation will also be published on the IMS website.
The workflow survey is currently scheduled to run between 20 September and 1 October. This allows participants in Stage 3 to experience the Archie 3.3 features before they evaluate the system. The Director of the IMS, Monica Kjeldstrøm, will be contacting MEs of workflow pilot CRGs nearer the time with information on how the survey will be conducted. In brief, we are planning two electronic surveys; one for MEs, who are the principal users of the system, and one for other people who have been involved in the workflow pilot. It will be the responsibility of the ME of the pilot CRG to decide whom they wish to include in the second survey.
It is important that all pilot MEs, as a minimum, complete the survey to provide the CCSG with as much information as possible before they decide if the system should become mandatory.
9. Forwarding Tickets to others does not allow the other person to use the Ticket
Please note that if a person receiving a Ticket has delegated their task to someone else, the person delegating the task cannot forward their Ticket to another person to action. Instead, the other person must be given their own Workflow Role, assigned their own task and sent their own Ticket from within the relevant workflow.
10. Questions of the week
(a) Question: Where do the documents attached to Tickets from recipients of ticketing emails go?
Answer: Documents attached to Tickets from recipients of ticketing emails go into the Files section of the workflow in Archie. They can be read and/or downloaded either through the Workflow tab in the review's Properties or through the Files tab in the workflow's Properties.
(b) Question: One of our editors would like to see the files she submitted when she notified us through the Archie Ticket that she had completed her task. How can I arrange this?
Answer: To allow your Editor to read and/or download files submitted with completed tasks through Tickets, change the Editor's permissions in Archie. To do this, go to your CRG's Properties for your CRG > Roles tab; highlight the Entity Role 'Editor'; click 'Edit' which will reveal all Archie Resources and the permissions available at each level. Change the Editor's permissions for Workflows to Medium which will give all Editors, not just your named Editor, permission to view and download all files saved in connection with all workflows in your CRG.
