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IMS Bulletin #90 (4 September 2009)

Index

For all CRGs
1. Important: please check your Notification settings
2. Report on Archie quarterly module submissions for The Cochrane Library 2009, Issue 4 (from Michelle Ames, Production Controller, John Wiley & Sons)
3. Declarations of Interest form
4. IMS workshops at the 17th Cochrane Colloquium
5. Question of the week
(a) Are the studies in the 'Characteristics of included studies' table in RevMan always listed alphabetically by Study ID ?
For Stage 2 workflow pilot Groups
6. Reminder: when to start new workflows
7. Update on workflow pilot

For all CRG

1. Important: please check your Notification settings
The messaging system in Archie provides information that is especially important for people who manage an entity, such as Managing Editors. You can view and change the type of messages you receive from the system from within your personal Properties (Settings tab, click Edit Notifications…). The options listed in this window are based on your Entity Roles. People with most Entity Roles can subscribe only to system messages and messages about changes to their own record, but Super Users and Managing Editors have access to additional types of messages. We recommend that Managing Editors subscribe to all the notifications available to them. You can also choose whether to receive the various types of messages within Archie or via your usual email address.

Please take a few moments to check your notifications to ensure that you are not  missing any important messages.

2. Report on Archie quarterly module submissions for The Cochrane Library 2009, Issue 4 (from Michelle Ames, Production Controller, John Wiley & Sons)
Wiley collected data for all Cochrane entities from Archie at the quarterly submission time and emailed feedback reports to all CRGs. Ten CRGs requested late changes so their modules were unlocked to allow these to be made, and then re-collected.

3. Declarations of Interest form
We hope that the Declarations of Interest form will be added to the RevMan Reports in advance of the November quarterly module submission. We will let you know as soon as it is possible to generate this form through RevMan.

4. IMS Workshops at the 17the Cochrane Colloquium

  • Managing the editorial process using workflows in Archie: Monday, 12 October, 14:00 - 15:30 (restricted to Review Group staff members now participating in the workflow pilot and directly involved in managing the workflow system for their Group)
  • Trials Search Co-ordinators, Archie & RevMan 5: Tuesday, 13 October, 11:15 - 12:45 (restricted to TSCs)
  • What's so good about Archie and RevMan 5? A workshop for Cochrane authors and editors: Wednesday, 14 October, 14:00 - 15:30

5. Questions of the week
(a) Question: Are the studies in the 'Characteristics of included studies' table in RevMan always listed alphabetically by Study ID ?
Answer: No, the order of studies can be changed in RevMan by right-clicking the title of this table in the outline pane, selecting Properties, and then editing the 'Sort By' options. 

For Stage 2 workflow pilot Groups 

6. Reminder: when to start new workflows
Please remember that after you have registered a title or have marked a protocol for publication, you should start the Protocol Development workflow or Review Development workflow, respectively.

7. Update on workflow pilot

Update on workflow pilot Groups
An updated list of workflow pilot Groups is available at the Workflows page. 

Update on templates
Of the remaining workflow templates, Review Update, Review Amendment, and Protocol Amendment are having the final technical details worked out and are expected to become available on the live server during next week. The Feedback template still requires a bit more work before it can be used on the live server.

The IMS Development team are working on creating new, up-to-date descriptions of the workflow templates, and will add these files to the websites as they become ready.

Feedback from pilot CRGs
Monica Kjeldstrøm has circulated a Workflow pilot survey to Managing Editors of Stage 2 workflow pilot Groups with the aim of finding out your experiences of using the workflows during the pilot. The focus of the survey is:

  • To prioritise further work on the workflow system, including documentation and training.
  • To design the Colloquium workshop on workflows so that it best meets your needs.
  • To report to the various stakeholders on our progress in respect to the CRG-related objectives for integrating workflows in Archie. This will help decide whether further resources are needed before the IMSG can recommend that the system could be made mandatory.

Please submit your feedback to Monica by 7th September.

Processing existing feedback from pilot CRGs
A lot of valuable feedback has been received from the pilot CRGs. We have already made some useful changes based on the feedback, but we still have a way to go before implementing all the changes. To see the current open cases related to workflows:

We are working closely with EMAG to prioritise the cases to ensure development time to implement some of the changes can be assigned before the Colloquium.

In addition to this, we will compile and circulate a document to all pilot Groups that summarizes all the workflow cases, and explain how they are being handled.

 

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