Publications Project

Scope and Policy Laboratory Meetings

CURRENT SITUATION• Stakeholder Reporting

– Costly and inaccurate data and reports• Researchers

– Must use broken “publications wizard” process– Must then re-report publications multiple times– Maintain own private publication lists/web pages

• NICTA– Different IP approval processes across NICTA– “Publication wizard” ID is not a proper TR number– No coherent view of publications on website

IDEAL SITUATATION

• A simple system that works– Single source of publication status and data– Satisfy NICTA’s reporting needs– Minimize data entry burden for Researchers– Value for Researchers to ensure data quality– Enable presentation on NICTA website– Acceptable NICTA Technical Reports (ID,

quality)

• Standard across NICTA sites– IT system and policy and procedures

Development of Project Plan

Approval of Project Plan

Development of Structure: Scope & Policy Meeting

User Requirement: Questionnaire & Interviews

Review Data

Summarise Results

Review results in Terms of brief and with Users

Review External Products

Review of Internal Capabilities

Review Options & Obtain Costs

Recommendation of Solution(s)

Approval of Solution

Implementation

Final Report

Project Team

Sponsor

Sponsor

Project Team

Project Team

Project Team

Project Team

Project Team

Project Team

Project Team/Users

Project Team

Project Team

Project Team/Users

Project Team

RESPONSIBILITY

Development of User Requirements (inc Questionnaire)

Scope & Policy Decision Meeting

Project Team

ProjTeam/Lab Dir/Proj Lead.

ACTION

Review & Finalise Scope & Policy ProjTeam/Lab Dir

WANTED: AGREEMENT

• Approval policy and procedures– Kinds of approvals required?– Who can approve?– Who requires approval?

• Scope of Publications Project– Types of “Publications” in scope?

USING PUBLICATIONS DATA

• Use publication lists in Performance Reviews

• NICTA official reports

• Researcher biographies/web pages

• NICTA publication web pages

APPROVAL PROCESSES

• What formal approvals are required?– IP approval , Quality approval – Re-submitted papers can reuse 1st IP

approval? • Who can approve publications?

– Program leaders , Lab directors – Project leaders? – Can you approve your own publications?

• In event of unavailable approver…– Delegation? – Researchers choose from a list of approvers?

WHO REQUIRES APPROVAL

• NICTA Students • Students who have assigned IP to NICTA • NICTA-employed Researchers • Contributed NICTA Researchers • Part-contributed staff not listing NICTA

affiliation • Any NICTA staff (researchers or not) writing for

publication in any ICT-related area • Author with a NICTA affiliation, but with non-

NICTA co-author who is primary or contact author

TYPES OF PUBLICATIONS?DB

IP

DB

IP

Journal Publication University Lectures Conference Paper NICTA homepages Unpublished ConferencePresentation

Blog entries 3rd Party web pages

Abstract Email/discussion list Poster Presentation Software (e.g. OSS) ‡ ‡

Book Informal papers Book Chapter Unpublished

manuscript

Technical Report WIP talk at conference

Student Theses Informal workshop

OTHER RELATED PROJECTS

• Data and Metrics– Consolidate & simplify data collection &

reporting– Publications project is a part of this, but

bigger!

• Web Steering Committee– New NICTA website– Need to take data from publications

database to present publication information on website

PUBLICATION PROCESS

Obtain NICTA IP Approval and Finalize Draft

Gain Acceptance for Publication

Have Published

OBTAIN NICTA IP APPROVAL AND WRITE DRAFT

Obtain NICTA IP Approval and Finalize Draft

Seek IP Approval

IP Approval Given?

Finalize Draft

Draft

Approved

Write Draft

Make IP Approval Decision for Draft

Not Approved

Update NICTA Database with for

new Metadata

NIC

TA

NIC

TA

Co

nta

ct A

uth

or

IP A

pp

rove

r

All

Au

tho

rs

Update NICTA Database for Publication Withdrawal

Withdraw

Modify?

Modify

Decide Whether to Modify for IP

Approval

The version eventually submitted may not be identical to the version

originally given IP approval

A Technical Report later re-published as a journal/conference paper must go through the process independently (a “2nd time”, e.g. get a 2nd IP approval). Similarly for a “journal version” or an expanded Technical Report version of a

conference paper.

Create Entry and Initial Metadata in NICTA Database

An “IP Approver” is someone to whom NICTA has delegated authority to make IP approval

decisions for publications. (Usually Program Leaders?) They may

seek advice from the NICTA Legal/IP business unit, but this option is not represented in this diagram.

GAIN ACCEPTANCE FOR PUBLICATION

Gain Acceptance for Publication

Update NICTA Database for Publication Submission

Update NICTA Database for Publication Withdrawal

Submit to PublisherResubmit to

Publisher

Submission

Review Submission and Make

Acceptance Decision

Decision

Response

Decide Whether to Respond to Call for

Revision

Accept

Reject

Revise Submission

Decide Whether to Resubmit Elsewhere

Resubmit Resubmit?

Withdraw

Authors can resubmit a rejected

paper elsewhere and reuse the same internal publication

identifier and IP approval

Revise

Don’t Revise

Revise

Finalize Alternate Submission

Pu

blis

her

/Ed

ito

rN

ICT

A C

on

tact

A

uth

or

All

Au

tho

rsC

on

tact

Au

tho

r

Update NICTA Database for Publication Acceptance

“HAVE PUBLISHED” PROCESS

Have Published

Pu

blis

he

r/E

dit

or

NIC

TA

Co

nta

ct

Au

tho

r

Co

nta

ct A

uth

or

Apply for NICTA Technical Report ID

Update NICTA Database for Final

Publication

Camera-Ready

Prepare Camera Ready Copy

Produce and Distribute Publication

Send Copyright Authorization to

Publisher

if type=”NICTA TR”

NICTA acts as the “publisher” for its technical reports, and may have

performed a review procedure before issuing a technical report number to be included in a “camera-ready” final

report

Send Final “Camera Ready” Copy to

Publisher

Issue NICTA Technical Report

Number and Update NICTA Database with TR NumberP

ub

lica

tio

ns

© Authoization

NIC

TA

NICTA TR ID

Published