337 seminar4 g_rebeccahaines
TRANSCRIPT
Automated Automated Workflow at the Workflow at the
AJRAJRAn “off-the-shelf” An “off-the-shelf” implementation of implementation of
production automationproduction automation
Becky Haines Becky Haines [email protected]@acr-arrs.org
The American Journal of The American Journal of Roentgenology (AJR)Roentgenology (AJR)
Published continuously since 1906Published continuously since 1906 Published by the American Roentgen Published by the American Roentgen
Ray Society (founded in 1895)Ray Society (founded in 1895) Self-published since the 1980sSelf-published since the 1980s Online with HighWire since 2000; Online with HighWire since 2000;
back issues to 1965back issues to 1965
American Roentgen Ray American Roentgen Ray SocietySociety
$10 million organization$10 million organization About ½ of the budget is Publications About ½ of the budget is Publications
relatedrelated 20,000+ current members; 24,000+ 20,000+ current members; 24,000+
current readerscurrent readers Educational focus (Annual Meeting, e.g.)Educational focus (Annual Meeting, e.g.) Recently partnered/merged with Recently partnered/merged with
American College of RadiologyAmerican College of Radiology
The American Journal of The American Journal of Roentgenology (AJR)Roentgenology (AJR)
Largely proffered papersLargely proffered papers ca. 2,000 submission per yearca. 2,000 submission per year Multiple article types; largest category Multiple article types; largest category
>1,000 are original research papers>1,000 are original research papers Double-blinded peer reviewDouble-blinded peer review
ca. 3,600 reviews per yearca. 3,600 reviews per year CME for review offered CME for review offered
The American Journal of The American Journal of Roentgenology (AJR)Roentgenology (AJR)
Tiered editorial structureTiered editorial structure EICEIC 12 Section Editors12 Section Editors 50+ Assistant Editors50+ Assistant Editors Super Reviewers (pool of ca. 100)Super Reviewers (pool of ca. 100) 1,600 Reviewers1,600 Reviewers
American Roentgen Ray American Roentgen Ray SocietySociety
Publications DepartmentPublications Department AJRAJR (300+ page monthly) (300+ page monthly) AJR Integrative ImagingAJR Integrative Imaging (80-page educational (80-page educational
quarterly)quarterly) JACRJACR (uses EM via Elsevier) (uses EM via Elsevier) 1 monthly CME subscription product for 1 monthly CME subscription product for
technologiststechnologists Two 32-page magazines print and digital (1 Two 32-page magazines print and digital (1
monthly and 1 quarterly)monthly and 1 quarterly) 1 monthly e-newsletter1 monthly e-newsletter Two 300+-page book projects annuallyTwo 300+-page book projects annually Assorted books, monographs, and other projectsAssorted books, monographs, and other projects
Publications Department Publications Department ServicesServices
Product developmentProduct development Copy editing and proofreadingCopy editing and proofreading Page layout and graphic designPage layout and graphic design Project management from author to Project management from author to
delivery delivery
Publications Department Publications Department StaffingStaffing
Scholarly EditorialScholarly Editorial 1 manager, 2 peer review, 1 production 1 manager, 2 peer review, 1 production
coordination/tracking, 5 FT copyeditors, 3 to 5 coordination/tracking, 5 FT copyeditors, 3 to 5 PT freelancersPT freelancers
Magazine EditorialMagazine Editorial 1 manager; 1 production manager, 1 editorial 1 manager; 1 production manager, 1 editorial
manager (TK), 2 writersmanager (TK), 2 writers ProductionProduction
1 manager, 2 production/graphic artists, 1 1 manager, 2 production/graphic artists, 1 project manager, 1 production assistant (TK)project manager, 1 production assistant (TK)
Automated WorkflowAutomated Workflow Launched with Rapid Review in 2002Launched with Rapid Review in 2002 Re-launched with Editorial Manager and Re-launched with Editorial Manager and
Prepress/Production Manager in 2007Prepress/Production Manager in 2007 Aries products selected specifically Aries products selected specifically
because of PM and enhanced referencesbecause of PM and enhanced references Configurability of the system was major Configurability of the system was major
selling pointselling point Semi-automated workflowSemi-automated workflow
EM/PM (xStyles for references)EM/PM (xStyles for references) DJS Edit ExpressDJS Edit Express
Automated WorkflowAutomated Workflow Staffed and Administered by Production Staffed and Administered by Production
CoordinatorCoordinator Administration rights shared among management Administration rights shared among management
teamteam Used for AJR; separate site for AJRIIUsed for AJR; separate site for AJRII Configurable to accommodate articles with distinct Configurable to accommodate articles with distinct
workflows like CMEworkflows like CME 24/7 and seldom offline (even when we’re tired 24/7 and seldom offline (even when we’re tired
and would like it to be)and would like it to be) Other projects run through AJR siteOther projects run through AJR site
Categorical CourseCategorical Course A2DA2D Other book projectsOther book projects
Automated Workflow--The Automated Workflow--The GoodGood
Role and queue basedRole and queue based Easy use of offsite freelancersEasy use of offsite freelancers
One team member is in South AfricaOne team member is in South Africa Accurate tracking and reporting Accurate tracking and reporting Deadline monitoringDeadline monitoring Document repositoryDocument repository Task and file interaction between departmentsTask and file interaction between departments Information sharing and research projectsInformation sharing and research projects Modularization speeds production but still Modularization speeds production but still
provides dashboard viewprovides dashboard view
Automated Workflow—Automated Workflow—The Not So GoodThe Not So Good
24/7 24/7 MEANSMEANS 24/7 24/7 Reporting is rudimentaryReporting is rudimentary Flag system can be overwhelming if you get Flag system can be overwhelming if you get
a bit too “flag happy”a bit too “flag happy” If not used correctly can create mayhem—If not used correctly can create mayhem—
close those tasks darn it!close those tasks darn it! It’s not easy to get rid of someone in the It’s not easy to get rid of someone in the
system (see bullet above…sigh!)system (see bullet above…sigh!) More options add to greater complexity; i.e., More options add to greater complexity; i.e.,
configurability can = confusion for a small configurability can = confusion for a small shopshop
Highly ConfigurableHighly Configurable
AJR Automated Workflow AJR Automated Workflow from Start to Finishfrom Start to Finish
MS prep post-acceptance Copy editing Galley layout (includes image prep)
Front end proofingFront end correctionsCorrection check
Galleys mail to author Compile Page layout
Pages mail to author and SE
Back end proofing and page compileTo notebook/press
A
A
E
E E
E
E A
P
P
P
P
A = Admin; E = Editorial; P = Production
Assign Translation Task to Assign Translation Task to DJSDJS
Automated outside vendor taskAutomated outside vendor task First step in our automated manuscript First step in our automated manuscript
processprocess Applies style and format macrosApplies style and format macros Checks callouts and manuscript itemsChecks callouts and manuscript items Generates a styled Word document and Generates a styled Word document and
tablestables Formats and validates referencesFormats and validates references
Assign file prep and contact Assign file prep and contact sheet tasks to staffsheet tasks to staff
Allows multiple Allows multiple staffers to staffers to work on article work on article preparation preparation sequentially or sequentially or concurrentlyconcurrently
Distributes Distributes clerical or clerical or technical tasks technical tasks appropriatelyappropriately
Files accessed Files accessed as neededas needed
Assign layout task and filesAssign layout task and files
View Individual’s Task View Individual’s Task AssignmentsAssignments
Monitor Monitor workloadworkload
Reassign Reassign taskstasks
Proxy and Proxy and completecomplete
Assign Galley Mailing to Assign Galley Mailing to authorauthor
Sharing files and reducing Sharing files and reducing processing timeprocessing time
Author replies are uploadedAuthor replies are uploaded Copy editors have access to all files Copy editors have access to all files While proofreading, copy editors can While proofreading, copy editors can
check for author and section editor repliescheck for author and section editor replies Allows for compression of multiple tasks Allows for compression of multiple tasks
into oneinto one Speeds production and minimizes task Speeds production and minimizes task
reassignmentreassignment
Confession re Post-Production Confession re Post-Production TasksTasks
PM offers PM offers post-post-production production data data collectioncollection
We haven’t We haven’t found the found the time to do it time to do it yet, but it’s yet, but it’s on our liston our list
Flags and More FlagsFlags and More Flags
Other Projects—Categorical Other Projects—Categorical CourseCourse
Other Projects—Categorical Other Projects—Categorical CourseCourse
Other Projects—Categorical Other Projects—Categorical CourseCourse
Other Projects—A2DOther Projects—A2D
Other Projects—A2DOther Projects—A2D
Other Projects—A2DOther Projects—A2D
Two Sites—AJRII ProsTwo Sites—AJRII Pros Keeps divergent Keeps divergent
workflows truly separateworkflows truly separate Keeps statistics cleaner Keeps statistics cleaner
and easier to monitorand easier to monitor Keeps EICs out of each Keeps EICs out of each
others’ businessothers’ business Makes it easier to get a Makes it easier to get a
snapshot of each snapshot of each journal’s workjournal’s work
Keeps smaller journal Keeps smaller journal from getting “lost” in from getting “lost” in bigger journal workflowbigger journal workflow
Two Sites—AJRII ConsTwo Sites—AJRII Cons Can be Can be
overlooked in overlooked in daily work on daily work on more frequent more frequent publicationpublication
Workflows Workflows become so become so divergent the divergent the 22ndnd site may site may not be updated not be updated promptly when promptly when changes madechanges made
Automated Workflow MustsAutomated Workflow Musts Volume = cost effectiveVolume = cost effective Know your processKnow your process Staff resourceStaff resource FearlessnessFearlessness
Things we didn’t think about Things we didn’t think about when we startedwhen we started
Numbering scheme Numbering scheme Hard coded names and contacts in lettersHard coded names and contacts in letters That we’d still cling to paper foldersThat we’d still cling to paper folders That we’d be able to respond to requests for change That we’d be able to respond to requests for change
so quicklyso quickly The system would allow us to understand our entire The system would allow us to understand our entire
process betterprocess better Individual or modular tasks are apparent to allIndividual or modular tasks are apparent to all Transparency in process encourages responsibility and Transparency in process encourages responsibility and
accountabilityaccountability The system ties a bow on the package that everyone wantsThe system ties a bow on the package that everyone wants
Go For It, If…Go For It, If… You have enough volumeYou have enough volume You have enough complexity (and who You have enough complexity (and who
doesn’t these days!)doesn’t these days!) You have geographically distributed staff, You have geographically distributed staff,
authors, or vendors (and if you don’t, you authors, or vendors (and if you don’t, you should)should)
You want to take control of your processesYou want to take control of your processes You do your own editing and page layout You do your own editing and page layout
or want toor want to
And Even If…And Even If… You don’t have an XML-based workflowYou don’t have an XML-based workflow You don’t use a structured pagination You don’t use a structured pagination
tool tool You send files to HighWire and they send You send files to HighWire and they send
them out to be formatted for their DTDthem out to be formatted for their DTD You think you are behind the technology You think you are behind the technology
8 ball8 ball
Automated Workflow is for Automated Workflow is for you:you:
If you want to gain better control of your If you want to gain better control of your process and recognize improvements in:process and recognize improvements in: Time to publication--we can publish in as little Time to publication--we can publish in as little
as 3 weeks if necessary as 3 weeks if necessary File retrieval—no more warehouse or musty file File retrieval—no more warehouse or musty file
foldersfolders Improve intra- and inter-team communicationImprove intra- and inter-team communication
—notes, notes, and more notes—notes, notes, and more notes Minimize errors—flags can save youMinimize errors—flags can save you Learn more about your process so you can Learn more about your process so you can
keep improving itkeep improving it