Workflows in Archie

The introduction of a workflow component in Archie is the third and final phase of the current development of the IMS

The main purposes of the workflow system in Archie are

to help CRGs keep track of where each review is in the editorial process;
to inform people involved in the preparation and editorial processing of reviews when they need to take action; and
to provide a detailed checklist of tasks to cover in the editorial process

Once most of a CRG’s reviews have been incorporated into the workflow system, staff at the editorial base should also be able to use the system to

plan and prioritize work more effectively across multiple reviews; and
identify and analyze trends in the Group’s processes (e.g., by identifying recurring slow or problem points in the review process).

Finally, once most CRGs are using the workflow system to track most reviews, it will be possible for the system to

generate various reports for Collaboration-wide monitoring purposes.

The workflow component has been developed in close collaboration with the Editorial Management Advisory Group with the endorsement of the Cochrane Collaboration Steering Group. Development of the workflow component is one of the IMS projects that are funded as part of the 2009 Funding Agreement between the Nordic Cochrane Centre and the Collaboration, see the IMS budget request.

Update August 2010

End of Workflow pilot and evaluation of Stage 3

Archie 3.3 is scheduled for release at the beginning of September. Among other things, it includes new or improved workflow functionality that has been implemented in response to recent feedback received from Stage 3 pilot users. With these latest additions, the IMS Team thinks that the workflow system now meets the requirements of the Collaboration as an integral and fully functional part of the IMS and considers that the objectives of the workflow pilot have been met. They will submit a report to this effect to the CCSG in October confirming the end of the workflow pilot.
In addition, the IMS Team plans to fully evaluate the workflow system by surveying all workflow pilot CRGs to identify the extent to which the system now meets their needs, with results to be submitted to the CCSG as part of the IMS Team's report. The results will also be made available at the Colloquium, where there will be plenty of opportunities to discuss these at CRG-specific meetings (such as the ME and TSC meetings), at the Cochrane Exchange (which will include the IMS booth) and in other forums. The results of the evaluation will also be published on the IMS website.
The workflow survey is currently scheduled to run between 20 September and 1 October. This allows participants in Stage 3 to experience the Archie 3.3 features before they evaluate the system. The Director of the IMS, Monica Kjeldstrøm, will be contacting MEs of workflow pilot CRGs nearer the time with information on how the survey will be conducted. In brief, we are planning two electronic surveys; one for MEs, who are the principal users of the system, and one for other people who have been involved in the workflow pilot. It will be the responsibility of the ME of the pilot CRG to decide whom they wish to include in the second survey.
It is important that all pilot MEs, as a minimum, complete the survey to provide the CCSG with as much information as possible before they decide if the system should become mandatory.