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IMS Bulletin #68 (7 March 2008)

IMS Bulletin for CRGs

Index
1. Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 2 (from Michelle Ames, Production Controller, John Wiley & Sons)
2. Summary of results of RevMan 5 pilot
3. RevMan 5 rollout
4. Next Archie deployment
5. For your information: authors may confuse Archie with an Australian organisation known as ARCHI 
 6. Checking RevMan 4 reviews from authors into Archie after the rollout of RevMan 5
7. Additional information in check-in message when first checking a RevMan 5 review into Archie
8. Questions of the week:
(a) How do I change a person's Primary Entity?
(b) When creating a new Person record, what do I choose if the country does not appear in the drop-down list available in Archie?
(c) How can I view, edit or delete the Calendar events I created for dates that go beyond the number of weeks I can view in Archie?

1. Report on Archie quarterly module submissions for The Cochrane Library 2008, Issue 2 (from Michelle Ames, Production Controller, John Wiley & Sons)


Wiley collected data for all Cochrane entities from Archie at the quarterly submission time and emailed feedback reports to all CRGs. Nine CRGs requested late changes, two of which were Pilot Review Groups, so their modules were unlocked to allow these to be made, and then re-collected. Four Groups incorrectly received reports with action required due to an unforeseen omission in the report generator. This was due to the implementation of RevMan 5 statuses. This is now resolved and correct reports have been sent to the four Groups and approval received. At this stage, I am pleased to say that submission from the RevMan 5 Pilot groups has been successful.

It's vital that RGCs continue to check Wiley's emailed submission reports as it is still possible for there to be errors in Groups' quarterly submissions. Reports are sent to RGCs and Assistant RGCs that are set up in Archie. If it isn't possible for you to check the reports at submission time due to other commitments or holidays then please arrange for someone else to do so and email cl-submission@wiley.co.uk to request that the report for this issue is copied to this person's address.
 
 

2. Summary of results of RevMan 5 pilot

Feedback was collected from 11 members of staff at the editorial bases of the RevMan 5 Pilot CRGs (including all the RGCs); three copy-editors; and the publishing end at Wiley-Blackwell. Overall the feedback on RevMan 5 was positive and all five Pilot Groups supported that the RevMan 5 roll-out plans should proceed as scheduled. That said, a number of concerns and wishes were put forward by the Pilot Groups, mainly relating to validating, copy-editing and printing. The IMS team will try to address some of these, whereas others will be put forward to the RevMan Advisory Group as wishes for consideration at their next meeting.

All CRGs, not only the pilot CRGs, experienced increased problems with the performance of Archie during the pilot period. There was a need to restart Archie at least once a day, which is a significant decrease in uptime compared to what we are used to. The IMS team is working on a number of solutions to resolve the problems, some of which were deployed on Thursday, 6 March. We will be holding off releasing RevMan 5 Collaboration-wide until we feel confident that Archie's perfomance has stablised again. Currently we plan to be in that position on Friday, 14 March. 


3. RevMan 5 rollout

Following the results of the RevMan 5 pilot, the Collaboration have agreed that RevMan 5 will go on general release . Currently the release date is scheduled to Friday 14 March 2008. All CRG editorial bases should install and start to use RevMan 5 for the editorial processing of their reviews from this date. RevMan 4.3 will not connect to Archie  after the release of RevMan 5 but you should still keep RevMan 4.3 on your PC in order to continue to receive RevMan 4 files from authors before converting them to RevMan 5 (see item 6 below).

A letter from the Co-Chairs of the Cochrane Collaboration Steering Group and the IMS Director was emailed to all Cochrane authors on Thursday, 6 March 2008 - seehttp://cc-ims.net/authors/rm5-letter.pdf.

4. Next Archie deployment

The IMS team is planning to deploy new server software on Friday, 14 March. The update will further improve the performance of Archie, and will also include the following new features:
- a 'request user account' function, so authors don't need to know who their primary entity is in order to ask for an Archie user account;
- the ability to mark Diagnostic reviews for publication. 

5. For your information: authors may confuse Archie with an Australian organisation known as ARCHI

  There is an organisation in Australia called the Australian Resource Centre for Healthcare Innovations or ARCHI. A Review Group Co-ordinator has reported that one of her authors confused his Cochrane Archie account with ARCHI. The author thought that the Archie account would give him access to ARCHI.

6. Checking RevMan 4 reviews from authors into Archie after   the release of RevMan 5

  To check an author's RevMan 4 file into Archie after  the release of RevMan 5,  import the file into RevMan 4.3 then export the file from RevMan 4.3 in XML format (.r4x) to your hard drive. Next, log in to Archie and find the review in the Reviews folder in Resources; right-click the title and choose 'Check In (XML format)' to check the review into Archie. This will allow you to retain a copy of the author's RevMan 4.2 version in Archie before converting the review to RevMan 5 as part of the editorial processing of the review.

 
 

7. Additional information in check-in message when first checking a RevMan 5 review into Archie

When checking a RevMan 5 file into Archie for which there is currently no RevMan 5 version in Archie, as part of the check-in message, you should receive information that the Author Document role has been created for the Contact Person. If this is not correct (because the Contact Person is not an author of the review), you must delete the Document role 'Author' from the People tab in Archie.
 
 

8. Questions of the week

 
(a) Question: How do I change a person's Primary Entity?
Answer: If you are currently the person's Primary Entity, go to the Properties for the person's record > General tab > Primary Entity and choose the appropriate entity available from the drop-down list. If you are not the person's Primary Entity, contact the Primary Entity's RGC or use Suggest changes to ask the CRG's Super User to change the person's current Primary Entity. Generally speaking, the person's Primary Entity should be the entity they have most contact with.
 
(b) Question: When creating a new Person record, what do I choose if the country does not appear in the drop-down list available in Archie?
Answer: Choose 'Other' and send a a wish list item through Archie (Help > Feedback) to ask if the country can be added to the list of available countries.
 
(c) Question: How can I view, edit or delete the Calendar events I created for dates that go beyond the number of weeks I can view in  the Organizer view in  Archie? 
 
Answer: Go to Organizer and click on Calendar under the date to read (and edit and delete) the full list of events in your calendar.
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