337 seminar4 g_rebeccahaines

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


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


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—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

337 seminar4 g_rebeccahaines

Documents

Transcript of 337 seminar4 g_rebeccahaines