page 1 using manuscript central the only people who enjoy change are babies with wet diapers

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Slide 1Using Manuscript Central
The Only People who Enjoy Change are Babies with Wet Diapers
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Discipline – Structure - Uniformity
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
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Peer Review - - -
The process to determine whether a paper will be published in an IAS Periodical
Also determines whether the paper will be published in
IEEE Transactions on Industry Applications
IEEE Industry Applications Magazine
Functions of Manuscript Central
E-mail communications
Data capture
Performance statistics
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Complexity of IAS Publications Activities Requires that the IAS Manuscript Central Site be Different from Other IEEE Societies
Typical IEEE Users
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
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
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- 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
Manuscript Central does NOT change the fundamental review process within IAS
Objective is to enhance efficiency through automation
Author submits abstract, digest or manuscript draft
IEEE Headquarters
MSC generates Xplore-compliant PDF
Author presentation at IAS Conference
Author selects review; submits revised M/S*
Author completes copyright transfer
Handoff to Transactions EIC
Handoff to Magazine EIC
Queue for publication
Develop publication plan
Queue for publication
* Only in committees of Industrial Power Conversion Systems and Manufacturing Systems Development and Application Departments
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One Manuscript Central System for all of IAS
Some features of Manuscript Central may appear
unnecessary to some committees
Design Objective: automate existing processes
Retain traditional committee processes
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Committee controls ‘opt-out’ option
Other Unique IAS Features
Transactions vs. Magazine recommendation
an invitation
Enforcement of IEEE publications policies – responsible to EiCs
Technical Committee Paper Review Chair (Associate Editor)
Completes submission check list
Technical Committee Administrator
Society Administrator
Author invitations (cosponsored); committee reassignment
Overall user support
Larger committees will have multiple AEs to deal with workload
TCPRC may also serve as Admin in smaller committees
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Society Administrators
Committee Administrators
Associate Editors
Role Assignments Must Be Reviewed Annually
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Submit the manuscript
Select and assign reviewers
Confirm the disposition
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
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
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
to execute your “Conference Record Acquisition”
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Click “Manuscript Type” and “Custom Fields on Attributes Page”
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Applies only to IAS-sponsored conferences
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Click “Add” – wait for page to refresh
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5. “Commit the Stub” (aka – create the invitation)
Leave all other entries blank – fields to be completed by the author
Click “Commit Stub”
Click box adjacent to the corresponding author’s name
Click “Add” – wait for page to refresh
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Corresponding author’s name now appears in author box
Click “Invite”
Edit e-mail if necessary
Click “Save and Send”
If the Author is NOT an MSC user -
Complete information to create a “stub” user account
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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
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
Manuscript Central Workflow
Click “Invited Manuscripts” to show list of invitations
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Page 1 of 7 – Type, Title and Abstract
Copy (from the m/s) and paste title and abstract into the appropriate boxes
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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 conference
YES – all other submissions
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
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Allows authors to identify individuals with conflicts of interest
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Page 5 of 7 – Details and Comments
Cover letter and other information at the top of the page is OPTIONAL
Authors MUST respond to the four questions at the bottom of the page.
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Browse author’s computer to find m/s file
Designate ‘main document’
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Authors may upload multiple files
Authors may define order in which files are combined to form the m/s
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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
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Author also receives confirming e-mail
Clicking ‘transfer copyright’ links to IEEE e-copyright application
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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
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Database includes all IAS reviewers (currently >1100)
Variety of selection techniques
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
AE 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
Manuscript Central Workflow
Select more than minimum number of reviewers: Potential people issue
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‘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”
Number of review assignments currently and in past 12 months
Date of last completed review
Historical average review score
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
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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
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
Manuscript Central Workflow
M-score visible only after review has been submitted
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Questions assess important attributes of the manuscript
Reviewers see “click boxes” with intermediate options
Completed review indicates reviewer’s assessment
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Comments to the Author – automatically appended to author notification e-mail
Attached file – most useful for “revise and resubmit” option
Text file
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
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
Manuscript Central Workflow
Chooses one of four recommendations
May provide additional comments –
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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
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
Manuscript Central Workflow
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) choices
Options: greater complexity where appropriate
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Manuscript Central generates automatic reminders
In advance of each deadline
At the deadline
When actions are past-due, the individual who requested/initiated the action receives a notice
Manuscript Central Workflow
If You Don’t Have a Deadline - - - You Can Never Be Late!
Resubmission of revised m/s: 90 days
Post-conference resubmission: 180 days after return
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Society-level statistics
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
Manuscript Central Workflow
Proposed Committee Report
&L&"Arial,Bold"&12Proposed Technical Committee Report
&L&"Arial Narrow,Regular"&9Objective: generate a report that can be used by technical committees to incorporate the scores assigned by manuscript reviewers as part of the committee prize paper selection process.
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Understand the workflow
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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 Workflow
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Declare to be a “safe sender” is a valid e-mail address but
louie Powell [] 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
Hints for Power Users -
Manuscript Central
The Only People who Enjoy Change are Babies with Wet Diapers
IEEE Headquarters
Decides appropriate
Conversion Systems and Manufacturing
Systems Development and Application