Download - Page 1 Using Manuscript Central The Only People who Enjoy Change are Babies with Wet Diapers

Using Manuscript Central

The Only People who Enjoy Change are Babies with Wet Diapers

http://mc.manuscriptcentral.com/ieee-ias

Why Adopt Manuscript Central?

• Peer review process needs stronger focus Discipline – Structure - Uniformity

• Improve overall timeliness improvements – to meet TAB requirements

Average submission to first decision < 90 days(gradually reducing to 60 days by 2012)

Average submission to publication < 1 year

• Need to reduce workload on volunteers

• Need data for TAB periodical reviews and other occasional reports

• TAB has directed IAS to implement a management tool

currently

Peer Review - - -

The process to determine whether a paper will be published in an IAS Periodical

Also determines whether the paper will be published inIEEE Transactions on Industry ApplicationsIEEE Industry Applications Magazine

Functions of Manuscript Central1. Peer-review management

• Reviewer selection and on-line review• E-mail communications

2. Data capture• Performance statistics• Support of prize paper selection

Contrasting IAS with Other IEEE Societies

Typical IEEE Users IAS

Submission for publication only Presentation First: manuscripts must be presented at conferences prior to publication

Single submission model Three submission models:• Submission of papers for future IAS conference and

peer review for publication• Submission of previously presented APEC or ECCE papers• Submission of previously presented papers from

cosponsored non-IEEE conferences

One processing model Two processing models:• Review-all (PID and I&CPS)• Author-choice (IPCSD & MSDAD)

Single-journal submission Review process selects between Transactions and Magazine

Process managed by journal EIC Process managed by Technical Committee (requires committee differentiation within MSC)

Formal “Publication Office” with dedicated administrator

Administrative duties distributed among volunteers

Complexity of IAS Publications Activities Requires that the IAS Manuscript Central Site be Different from Other IEEE Societies

Redefined role for Department Vice-Chair, Paper- Monitor status of paper committee paper reviews

- Prepare quarterly report for Department Chair - Alert Department Chair to committee problems - Recommend candidates for annual Transactions and Magazine prize paper awards

Author submits abstract, digest or manuscript draft

IEEE Headquarters

Decides appropriate Society

Transactions EiC

Decides appropriate Committee

Technical Committee

Magazine EiC

Decides appropriate Committee

Evaluate for Conference Presentation

Author Uploads M/S

Reject – Not IAS Scope

Issue Invitation (via MSC)

Reject (via-e-mail)

PRC verifies submission is complete

MSC generates Xplore-compliant PDF

Author approves PDFPDF to Conference

Proceedings

PRC assigns to AE

AE assigns to reviewers

Reviewers complete reviews

AE recommends disposition

PRC approves disposition

Author notified of acceptance or rejection

Author presentation at IAS Conference

Author selects review; submits revised M/S*

Author completes copyright transfer

Prescreened papers from Co-sponsored conferences

Handoff to Transactions EIC

Handoff to Magazine EIC

Author submits text and graphic files

Author submits text and graphic files

Queue for publication

Develop publication plan

Queue for publicationAuthor reviews page proof

Author reviews page proof

Reject

Reject

Published in Transactions

Published in Magazine

Archived in Xplore

Archived in Xplore

Overflow

Preferred

* Only in committees of Industrial Power Conversion Systems and Manufacturing Systems Development and Application

Departments

Manuscript Central does NOT change the fundamental review process within IAS

Objective is to enhance efficiency through automation

Is Manuscript Central “Too Complicated”?

• One Manuscript Central System for all of IAS

• Some features of Manuscript Central may appearunnecessary to some committees

• 18 IAS Committees with 18 Different Traditions

• Design Objective: automate existing processes Retain traditional committee processes Minimize user effort as much as possible

Submission to

Conference

Conference Presentation

Conference Record

Peer Review

Decision

And?

Submission to

Conference


Conference Record

Peer Review

Decision

Resubmit for Review

Opt Out?

Significant Differences in Traditions

“Review All” Tradition: PID & I&CPS All IAS Conferences Some cosponsored conferences

“Author Choice” Tradition: ICPSD & MSDAD IAS Annual Meeting APEC & ECCE All cosponsored conferences PCIC outside North America

Submission to MSC


Conference Record (optional)

Peer Review

Decision

And?

ChoiceReturn to

Author Center

Resubmit for Review

Submission to MSC



Peer Review

Decision

And?

ChoiceReturn to

Author Center

Resubmit for Review

Submission to MSC



Peer Review

Decision

And?

ChoiceReturn to

Author Center

Resubmit for Review

Submission to MSC



Peer Review

Decision

And?

ChoiceReturn to

Author Center

Resubmit for Review

PID & I&CPSD Committees• IAS Annual Meeting• Other IAS Conferences

MSDAD Committees• IAS Annual Meeting

ICPSD & MSDAD Committees• APEC & ECCE

ALL• Cosponsored Non-IEEE Conferences• PCIC outside North America

Starting in 2009

Single Manuscript Central Workflow• Supports all existing traditions• Minimum submission effort by author• Committee controls ‘opt-out’ option

Submission to MSC



Peer Review

Decision

And?

ChoiceReturn to

Author Center

Resubmit for Review

Other Unique IAS Features• Invitation workflow• Manuscripts assigned to specific committees• Committee PRC manages peer review• Transactions vs. Magazine recommendation• Reviewer score• Reporting

Author• Submits papers in response to

an invitation• Every author is added to reviewer data base

Reviewer• Reviews submitted papers

Accept for Transactions Accept for Magazine Revise & Resubmit Reject

• May provide text comments• Completes questionnaire

Associate Editor• Selects and invites reviewers• Formulates disposition recommendation based on reviewer input• Enforcement of IEEE publications policies – responsible to EiCs

Technical Committee Paper Review Chair (Associate Editor)• Completes submission check list• Selects Associate Editor• Endorses Associate Editor’s recommendations

Technical Committee Administrator• Author invitations; committee reassignment• Downloads manuscript pdf files for conference record• Alternate if TCPRC is also the author

Society Administrator• Data base and e-mail template maintenance• Author invitations (cosponsored); committee reassignment• Overall user support

Hierarchical Roles and Responsibilitiesestablish MSC access privileges

• Every committee must have at least one AE• Larger committees will have multiple AEs to deal with workload• TCPRC may also serve as Admin in smaller committees

Manuscript Central Roles and Responsibilities

Society AdministratorsCommittee AdministratorsTechnical Committee Papers Review ChairsAssociate Editors

ReviewersAuthors

Perpetual Roles – No expiration

Specified term – expire Feb 2010

Role Assignments Must Be Reviewed Annually

The Manuscript Central Process: 7 Steps

1. Issue an invitation (‘create a stub’)2. Submit the manuscript3. Complete the Checklist and assign Associate Editor4. Select and assign reviewers5. Complete the review 6. Decide the consensus and recommend disposition7. Confirm the disposition

AdministratorAuthorPapers Review Chair (TCPRC)Associate EditorReviewerAssociate EditorPapers Review Chair

Let the Games Begin!

Step 1: the Invitation done by Committee Admin • Authors may submit only in response to an invitation issued by a committee

Invitation establishes unique “ownership” of each manuscript by the originating committee Manages “over the transom” submissions that violate IAS “presentation first” policy Generates unique “cradle-to-grave” tracking ID – eg 2008–REPC– X (sequential number)

• Information the Admin must submit to create the invitation: Title of manuscript Name and e-mail address of the corresponding author Sponsoring Technical Committee and conference Submission deadline (established by conference)

• Time required to originate invitation Less than 2 minutes Manuscript Central generates communications with author Invitation also serves as the formal notification that the paper has been accepted for

presentation at an IAS-sponsored conference

• Timing of invitation (for papers to be presented at IAS-sponsored conferences) After the committee has completed its preliminary evaluation of proposed conference papers Before the final manuscript is required for the conference record

• Timing of invitation (for papers from cosponsored conferences, APEC and ECCE, etc) After the author has contacted the committee

Manuscript Central Workflow

WARNING!

• Conference Record pdf files must contain a unique “CCC” code Assigned by IEEE Conference Services Changes every year

• Manuscript Central will embed the CCC code in the pdf file

• But CCC Codes are not yet known for 2009 conferences

• Must hold off issuing invitations for 2009 conference manuscripts

• Admins will be advised as soon as CCC codes are available Target: December

• Conference Organizers: Please contact IEEE Conference Services ASAPto execute your “Conference Record Acquisition”

Creating the Invitation (Stub)

1. Declare “Read Only Fields”

Click “Manuscript Type” and “Custom Fields on Attributes Page”


2. Select host committee from “Manuscript Type” pulldown menu


3. Complete conference information

For IAS Conferences:• Select conference year• Select conference name• Input announced m/s deadline

For non-IEEE conferences:• Select conference year• Key in conference name

eg: INDUSCON• Choose appropriate m/s deadline

Note: • Coming 9/08 - additional pulldown menu for conference CCC code• Applies only to IAS-sponsored conferences


4. Identify Corresponding Author

• Must supply First Name, Last Name, e-mail address• Click “Add” – wait for page to refresh


5. “Commit the Stub” (aka – create the invitation)

• Leave all other entries blank – fields to be completed by the author• Click “Commit Stub”


6. Screen Refreshes – Move to Author Assignment

• Click box adjacent to the corresponding author’s name• Click “Add” – wait for page to refresh


7. Screen Refreshes – Issue the Invitation

• Corresponding author’s name now appears in author box• Click “Invite”


8. Popup window opens displaying the invitation e-mail

• Edit e-mail if necessary• Click “Save and Send”• Popup closes

• If Author clicks ‘Accept’• MSC generates second e-mail• Submission instructions

• Admin can also manually record Author acceptance


9 Click “Save” to register invitation

If the Author is NOT an MSC user - Complete information to create a “stub” user account

Step 2: Manuscript Submission done by Author • Author must accept the invitation and then submit the manuscript

Invitation creates a “stub” (incomplete record) in the MSC data base Submission completes the MSC data base record

• Minimum information required to submit the manuscript: Title of manuscript Name and e-mail address of co-authors Abstract and key words (copied from the manuscript itself) Manuscript document file – either a word document or a pdf with embedded graphics

• Things the author must do as part of submission: Author may choose to forgo peer review (usually limited to IPCSD and MSDAD committees) Author may identify “non-preferred reviewers” Author must disclose any previous presentation or publication of the paper Author must review a pdf file of the manuscript Author must complete IEEE copyright transfer using the on-line e-Copyright application

• Time required to submit manuscript Less than 5 minutes (if final manuscript is complete) Technical Committee PRC automatically notified when a manuscript has been submitted


Terminology Clarification

Committee Admin Actions Author Actions Status

Initiate stub creation Awaiting Author Selection

Select author Awaiting Author Invitation

Issue invitation to author Awaiting Author Assignment

Author Accepts Invitation Awaiting Author Submission

Author Submits Manuscript Awaiting TCPRC Checklist

Manuscript Submission (by Author)

Author options:1. Click here to proceed to m/s submission2. Click “Invited Manuscripts” to show list of invitations

Manuscript Submission (by Author)Page 1 of 7 – Type, Title and Abstract

Copy (from the m/s) and paste title and abstract into the appropriate boxes

Manuscript Submission (by Author)Page 1 of 7 – Type, Title and Abstract

Author MUST respond to this question –NO – only for Annual Meeting papers from MSDAD and ICPSD

where author wishes to submit a revised m/s after the conferenceYES – all other submissions

Manuscript Submission (by Author)Page 2 of 7 – Attributes

• Enter 5-10 ‘key words’ for the m/s - select from menu and “Add” or key into box

• Remaining entries on this page are populated from the invitation

Manuscript Submission (by Author)Page 3 of 7 – Add Coauthor Information

Manuscript Submission (by Author)Page 4 of 7 – Identify ‘Non-preferred Reviewers’ (Optional)

Allows authors to identify individuals with conflicts of interest

Manuscript Submission (by Author)Page 5 of 7 – Details and Comments

Cover letter and other information at the top of the page is OPTIONALAuthors MUST respond to the four questions at the bottom of the page.

Manuscript Submission (by Author)Page 6 of 7 – Upload Manuscript

• Browse author’s computer to find m/s file• Designate ‘main document’• Click ‘Upload’• Popup shows progress – click “Save” when upload is complete

Manuscript Submission (by Author)Page 6 of 7 – Upload Manuscript

• Authors may upload multiple files• Authors may define order in which files are combined to form the m/s

Manuscript Submission (by Author)Page 7 of 7 – Review and Submit

• Summarizes data and flags missing information• Author MUST examine the pdf of the m/s to verify that pdf conversion was correct

Popup window displays pdf conversion progress – then pdf itself• Clicking ‘Submit’ completes the submission

Manuscript Submission (by Author)Submission Confirmation

• Provides m/s tracking ID and submission date• Author also receives confirming e-mail• Clicking ‘transfer copyright’ links to IEEE e-copyright application

Step 3: Checklist and AE assignment done by Papers Review Chair • TCPRC required to verify that the submission is complete before paper can be reviewed

Has the paper been accepted by the Technical Committee for conference presentation? Is the manuscript complete and acceptable? Are the figures complete and acceptable? Has the copyright transfer been completed? Has the author requested peer review for publication?

• TCPRC transfers manuscript to an Associate Editor for Peer Review Choose AE from a drop-down menu; list indicates current loading for each AE Manuscript Central automatically communicates transfer to the AE

• For MSDAD and IPCSD Papers submitted for IAS Annual Meeting (ONLY) If author has requested that paper not be peer reviewed, return the m/s to the author Allows author to submit revised m/s following the conference

• Time required to complete checklist and AE transfer Less than 2 minutes


Associate Editor Selection (by TCPRC)

• Drop-down box lists all IAS Associate Editors (authors will be ‘blinded’)

• Number in parenthesis is current paper management workload• Select a name, click ‘Assign’, then click ‘Save and Send’ to transmit e-mail

Step 4: Assign reviewers done by Associate Editor • AE selects reviewers from MSC reviewer data base

Database includes all IAS reviewers (currently >1100) Variety of selection techniques

– Search by area of expertise using key words– Search for authors of similar papers– Search by name, e-mail address, institution, academic credentials, etc– Search by committee name (where set up by the committee)– Input name and e-mail address of someone not in data base

Return shows suggested reviewer loading and historical m- and r- scores AE must also specify number of reviews required before a decision can be taken

IEEE requires at least TWO INDEPENDENT REVIEWERSAE should not review papers for which they are responsible for review management

• Time required to complete identify reviewers and assign review responsibility Varies with search complexity – typically 2 – 3 minutes AE can see reviewer workload; reviewer scoring history; historical reviewer evaluation MSC automatically communicates assignment to reviewer


Concern -• Select only minimum number of reviewers: Potential timing issue• Select more than minimum number of reviewers: Potential people issue

Reviewer Selection (by AE)• Various database search strategies

‘Quick search’ – by last name or e-mail address ‘Related papers’ – authors of papers with similar key words ‘Auto-suggest’ – search for reviewers with similar personal key words ‘Advanced search’ – comprehensive search of database

• Some reviewers designate committee affiliation as a key word• Authors will be “blinded”• Search results indicate

Number of review assignments currently and in past 12 months Date of last completed review Historical average review score Historical average AE assessment of review quality

• Click box to select reviewer• Then click ‘Add’

Reviewer Selection (by AE)

• IEEE requires minimum of two (2) reviewers – may opt for more• After selection, click ‘Invite’ to trigger invitation e-mail• Click ‘Save and Send’ in popup windows to send e-mails

Step 5: Complete the review done by Reviewers • Reviewers read the manuscript in Manuscript Central

Available as an HTML web page; may also download a pdf for off-line review Reviewer must complete nine multiple-choice questions

reviewers subjective opinion of the paper answers determine numerical (m) score

Reviewer must choose one of four specific recommendations Accept for Transactions with or without comments Accept for Magazine with or without comments Return to author for revision and resubmission for further review Reject

Reviewer may offer anonymous comments for the author Can attach extended document – use caution to retain anonymity

Reviewer may offer confidential comments to the AE

• Time required to complete a review Varies with manuscript Mechanics of conveying review conclusions to AE completed on-line


Review Example

• Header identifies paper, author, committee, keywords• M-score visible only after review has been submitted

Typical Multiple Choice Question

• Questions from the traditional IAS Technical Paper Review form• Questions assess important attributes of the manuscript• Reviewers see “click boxes” with intermediate options• Completed review indicates reviewer’s assessment

Reviewer Recommendations

• Options designed to make recommendation unequivocal

Opportunity for Reviewer Comments

• Confidential comments to Editor – not shared with author• Comments to the Author – automatically appended to author notification e-mail• Attached file – most useful for “revise and resubmit” option

Text file Annotated manuscript pdf

Step 6: Recommend disposition done by Associate Editor • MSC notifies AE when the required minimum number of reviews have been submitted

• AE examines recommendations from the reviewers and develops a final decision Accept as written for Transactions Accept as written for Magazine Return to author for revision and resubmission for further review Reject

• MSC automatically notifies Technical Committee PRC when the AE decision has been made

• Time required to make the decision Typically 1 minute or less AE also rates each reviewer on timeliness and review quality


AE Recommendation

• AE sees summary of Reviewer’s Inputs• Chooses one of four recommendations• May provide additional comments –

Confidential – seen only by TCPRC Other – appended to author notification

Step 7: Final Decision done by Papers Review Chair • TCPRC decision is FINAL – no longer require endorsement by Department Vice-Chair

• TCPRC may endorse or over-rule AE decision, but the choices are always: Accept for Transactions (with or without comments) Accept for Magazine (with or without comments) Return to author for revision and resubmission Reject

• Once the TCPRC decision is made, Manuscript Central generates an e-mail informing the author.

• For accepted papers, the appropriate EiC is also automatically notified

• Requiring a separate TCPRC step allows for procedural variations between committees

• Time required to make the decision Typically 1 minute or less


TCPRC Decision

• TCPRC decision is final • Four options • May provide additional comments –

Confidential – seen only by TCPRC

Other – appended to author notification

• E-mail template is appropriate to the decision

• E-mail provides ‘next step’ instructions to author

The “Revise and Resubmit Decision”

• implied promise of acceptance if the changes are made• authors have 90 days to submit the revised manuscript – too long?• revised manuscript retains original tracking ID, but with a revision suffix

Shades of Gray

• Reviewers’ comments to author are always attached to the decision If the decision is “Accept for publication”, suggested changes are voluntary If the decision is “Revise and Resubmit”, changes are mandatory and author

must submit revised manuscript with changes To be useful to author, suggested changes should be explicit and detailed

• TCPRC has choices on “Revise and Resubmit” decisions Evaluate author’s changes and make ‘immediate decision’ to approve for publication Return to AE (and reviewers) for further evaluation

Basic concept: four simple (unequivocal) choicesOptions: greater complexity where appropriate

Remindering (aka “Autonag”) • Every action has an associated deadline

• Manuscript Central generates automatic reminders In advance of each deadline At the deadline When actions are past due

• When actions are past-due, the individual who requested/initiated the action receives a notice


If You Don’t Have a Deadline - - - You Can Never Be Late!

Deadlines: Administrative responses: 14 days Completion of review: 30 days Resubmission of revised m/s: 90 days Post-conference resubmission: 180 days after return


Typical First Decision: 14 – 40 weeks

m/s

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Custom Reports


• IEEE Periodical Performance Summary Part of the periodic TAB audit Society-level statistics

• Special IAS version Report data by individual committee OpDept Chairs must include in their quarterly ExBoard report

Note latency

Reviewer Listing Designed to create the annual reviewer listing for the March issue of Transactions List of individuals who submitted a review during previous year – by committee

Committee Report Data selectable by committee Exportable as a ‘csv file’ – can be read into a spreadsheet (Excel)

Intended to be a starting point for the Committee prize paper selection process• MSC will populate basic peer review decision data and reviewers scores• Committee can augment as desired


M/S ID TitleCorresponding

AuthorCorresponding Author e-mail

Submission Date

ConferenceReview Status

Review outcome

Decision Date

Reviewer #1 Score

Reviewer #2 Score

Reviewer #3 Score

Reviewer #4 Score

Reviewer #5 Score

Reviewer #6 Score

Look for an FAQ distribution when reports become available

Duties of the Vice-Chair, Papers

• Understand the workflow

• Periodically check for problems

• Watch obvious trouble areas

• Manuscript ID identifies committee

• Look for RED flags

• Actively intervene to correct problems

IEEE Publications Policies • All papers published in IEEE journals and magazines must be peer-reviewed.• A minimum of two independent reviews are required on each paper. • Associate Editors and Papers Review Chairs may not also serve as reviewers of papers for which they have peer review management responsibility.• The content of papers submitted for review is confidential and may not be disclosed by associate editors, review chairs or reviewers.• The review process is a single-blind process (reviewers know the identity of the author, but the identity of reviewers is not disclosed to the author) and review results are confidential.• IEEE must own the copyright for materials published in its journals and magazines.


Manuscript Central Automatically Enforces these Policies

• Create a desktop shortcut for http://mc.manuscriptcentral.com/ieee-ias

• Declare @scholarone.com to be a “safe sender”

• [email protected] is a valid e-mail address but louie Powell [[email protected]] is not

• Disable browser ‘popup blocker’

• Avoid use of browser → and ← buttons – can lead to intermittent blank screens

• If multiple browser windows are desired, it’s best to use multiple browsers (ie, Firefox and IE)

• Google Chrome is supported

• Opera 9.5 is not supported

Hints for Power Users -

Manuscript Central

The Only People who Enjoy Change are Babies with Wet Diapers

http://mc.manuscriptcentral.com/ieee-ias

Download - Page 1 Using Manuscript Central The Only People who Enjoy Change are Babies with Wet Diapers

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