Workflows in Archie

Workflows will enable editorial staff and others involved in the preparation of Cochrane reviews to track the progress of reviews, as well as to provide and request reminders and summaries of their Cochrane work. During 2008 the workflows will be piloted by a number of pilot CRGs and the system will be rolled out to all CRGs during 2009.

Update October 2008:

After testing some of the workflow definitions on the test server in August, where we received good and helpful feedback, we have standardised the task names and descriptions used in the Title Registration and Protocol Development workflows. The main change is to use a more active tone.

We have also identified the first eight workflow pilot groups that will participate in stage 1 of the workflow pilot. These groups were chosen on the basis of how many reviews they expect to have in the editorial process for the rest of the year. Stage 2 of the workflow pilot is scheduled to start in January 2009 where the remaining CRGs that have expressed an interest to become a workflow pilot group will be invited to join.

On 30 September, the pilot groups were given access to the workflow functionality on the live server and we have deployed the first two workflows: Title Registration and Protocol Development.

Update August 2008: Workflow and tracking component functionality

The main purpose with the workflow and tracking (WT) component is to assist CRGs with keeping track of where each review is in the editorial process and to remind people when they need to take action. In addition, with a sufficient amount of data stored in the system, various reports can be made available for Collaboration-wide monitoring purposes. For more information about the functionality of the new component, see Workflow and tracking component in Archie

Workflows Working Group of the Editorial Management Advisory Group (EMAG)

A working group of EMAG convened the first time in September 2006 to start working on workflow definitions that reflect best practice in the editorial process. Minutes capturing relevant discussions about workflow issues and progress on workflows are available from both the full EMAG as well as Workflow Working Group meetings. See EMAG minutes.

Time schedule

• October-December 2008: Stage 1 of the pilot

  8 Pilot CRGs

• January 2009 - …: Stage 2 of the pilot

  More groups can join (11 additional pilot groups currently on our list). Not all groups will need to join in January. If you are interested in joining, contact Monica Kjeldstrøm.

Videos

See video demonstrations of basic workflow funtionality.

Workflow definitions

The Workflows Working Group is currently in a process of signing off on the first version of workflow definitions (see below). These will be tested from September 2008 onwards.

• Generic refereeing workflow definition (MS Word format)
• Title Registration definition (PDF)
• Protocol definition workflow (PDF)
• Review definition workflow (PDF)
• Update definition workflow (PDF)
• Feedback definition workflow (PDF)

Background papers

Specifications for a tracking system (PDF), January 2002

Evaluation of identified tracking software (PDF), January 2003