IMS Bulletin #96 (23 April 2010)
Index
For all CRGs
1. Report on Archie monthly module submissions for The Cochrane Library 2010 (from Michelle Ames, Senior Production Editor, John Wiley & Sons)
2. Complimentary subscriptions (Online and DVD) to The Cochrane Library
3. Licence for Publication form for Overviews of reviews is now available in RevMan
For workflow pilot Groups
4. Suggestion: how to identify draft protocols and full reviews in the editorial process
For all CRGs
1. Report on Archie monthly module submissions for The Cochrane Library 2010 (from Michelle Ames, Senior Production Editor, John Wiley & Sons)
Wiley has collected data for all Cochrane entities from Archie at the monthly submission times and emailed feedback reports to all CRGs. The number of CRGs requesting late changes has reduced since the move to monthly publication at the start of the year – on average 4 Groups now request changes, compared with 8 in 2009.
It is vital that MEs continue to check Wiley's emailed submission reports. If it isn't possible for you to check the reports at submission time, please arrange for someone else to do so and email cl-submission@wiley.com to request that the report for the next issue is copied to this person's address.
2. Complimentary subscriptions (Online and DVD) to The Cochrane Library
Please remember that the Contact Person of a full, up-to-date, published Cochrane review is entitled to a complimentary online or DVD subscription to The Cochrane Library. If authors are eligible to receive a complimentary subscription, they will see a Subscription tab on the Properties for their record in Archie when their new or up-to-date review has been released for publication. The default subscription status will be set to 'Suspended'. Therefore, if they wish to receive a complimentary subscription, they will have to edit the default subscription status from 'Suspended' to 'Online' or 'DVD-ROM'. They also have the option to donate their subscription to someone else with a record in Archie, e.g. a co-author.
When confirming that you have released a new or updated review for publication, we suggest that you inform or remind the Contact Person for the review that s/he is eligible to receive a complimentary subscription to The Cochrane Library and s/he will now see a Subscription tab on their personal Properties in Archie. We suggest that you also inform the Contact Person of the date of the Issue of The Cochrane Library in which his/her new or updated Review will be published.
Review Groups are also entitled to receive up to seven complimentary subscriptions to The Cochrane Library to distribute as they wish. Managing Editors will see a Subscription tab on their Group's Properties in Archie and will have to edit the default subscription statuses to suit their requirements.
For your information, Wiley generates the reports for online subscribers shortly after the monthly module submissions, by the Friday of the week following the module submission. Because the DVD is only published quarterly, Wiley generates the reports for DVD subscribers shortly after the November, February, May and August module submissions, by the Friday of the week of the module submission. This allows them to adhere to tight deadlines for producing the required amount of DVDs and setting up new online accounts. Please ensure that your authors are aware that they must make their choices as soon as their reviews are released for publication or before Wiley generates their reports as detailed above and check to ensure that the Contact Person's postal address which appears in their published review is correct; this is the address to which Wiley will send the authors their DVDs.
Note: the Contact Person for a Full Review (i.e. not a Protocol) is eligible to receive a complimentary subscription to The Cochrane Library for approximately 2 years from when the Full Review is first published or updated. The exact expiry date of the subscription is 2.5 years from the date entered in the 'Assessed as Up-to-Date' field in the RevMan file.
3. Licence for Publication form for Overviews of reviews is now available in RevMan
The latest update to RevMan (5.0.24), includes the Licence for Publication form for Overviews of reviews and several bug fixes – see http://ims.cochrane.org/revman/new-releases/whats-new-in-revman-5 for details.
For workflow pilot Groups
4. Suggestion: how to identify draft protocols and full reviews in the editorial process
Currently, one way of identifying all drafts submitted by authors for editorial processing is to run two Workflow Status reports as described below. Please remember that we are interested in hearing from you about the types of reports you do find helpful, or would find helpful to manage your day-to-day work. As a result of earlier feedback, for example, the IMS team is exploring ways of generating various reports within Archie to help CRG staff with the completion of reports, such as the Collaboration’s monitoring report. Please keep your suggestions coming in.
To identify drafts submitted by authors for editorial processing
(Resources > right-click CRG name > Reports > Workflow Status):
(a) Drafts that have reached milestone A for protocols submitted for editorial approval; and
(b) Drafts that have reached milestone A for new, amended and updated full reviews submitted for editorial approval.
To do this, complete the following information requested on the header for the Workflow Status report as follows:
(a) For protocols
- Show tasks with due date before [change the date to a year ahead].
- Show workflows that have reached milestone: [A – Draft protocol submitted for editorial approval].
- Beneath this, tick the 'Include workflows with no milestones' box if you are still running some workflows from the time before milestones were added to the workflow templates.
- Under 'Workflows included', tick the Protocol Development and Protocol Amendment boxes.
- Choose whether you want to group by Workflow type or Review title.
(b) For reviews
- Show tasks with due date before [change the date to a year ahead].
- Show workflows that have reached milestone: [A – Draft review submitted for editorial approval].
- Beneath this, tick the 'Include workflows with no milestone' box if you are still running some workflows from the time before milestones were added to the workflow templates.
- Under 'Workflows included', tick the Review Development, Review Amendment and Review Update boxes.
- Choose whether you want to group by Workflow type or Review title.
Tip: You can save your report settings so these will be used when you next open the Workflow Status report. To save your report settings, click the 'Save Report filter' icon on the top left-hand side of the Workflow Status report which you will find next to the 'Double line spacing' icon. For more information about current workflow reports, see Help > Help Topics > Workflows > Workflow report in Archie.
