REDUCING A MANUSCRIPT'S PUBLISHING TIME IN AN OPEN ACCESS JOURNAL: A STUDY BASED ON LEAN PHILOSOPHY

Martignago, Deisi; Juliani, Jordan Paulesky

doi:10.20396/rdbci.v017i0.8655304/e019030

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RDBCI: Revista Digital de Biblioteconomia e Ciência da Informação

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ARTICLE • RDBCI : Rev. Digit. Bibl. e Cienc. Inf. 17 • 2019 • https://doi.org/10.20396/rdbci.v017i0.8655304/e019030 copy

REDUCING A MANUSCRIPT'S PUBLISHING TIME IN AN OPEN ACCESS JOURNAL: A STUDY BASED ON LEAN PHILOSOPHY

Authorship SCIMAGO INSTITUTIONS RANKINGS

ABSTRACT

Communication will occur with the circulation of scientific information, with information being the product and communication being the process of exchanging ideas between individuals. As the main means of scientific communication, the scientific journal stands out. With the advent of the Internet, the scientific journal underwent many transformations, including the transition from print to electronic. What can be observed is that this transition mainly changed the distribution and visibility of the editions. Regarding the editing process, the use of publishing software has facilitated the accomplishment of the editor's tasks. Although electronic publishing has given the process agility and greater visibility to articles, it is found that, in essence, there was only a migration from traditional magazines to digital format. Thus, this research proposes to analyze the editorial process of an open access journal and make it free of waste, based on the principles of lean thinking, lean thinking. Lean thinking refers to a management philosophy that meets the needs of reducing the publication time of the scientific article. The research was characterized as a case study, where a scientific journal was selected, for convenience, to perform the study. The results achieved identified that, through Lean, it was possible to propose a future editorial process free of waste and with considerably reduced publication time.

KEYWORDS:
Scientific journal; Editorial process

	Responsabilidade
	Autor	Editor	Avaliador
Plan and do the research	X
Select the journal	X
Review guidelines for journal authors	X
Write the article	X
Present at events, universities, lectures etc.	X
Submit to journal	X
Receive article		X
Make the decision (Reject - Request adjustments / review before submitting to reviewers - Submit to reviewers - Accept)		X
Receive rejection or request for adjustments	X
Resubmit for the journal	X
Select evaluators		X
Read, review article, write opinion and submit opinion			X
Receive advice, analyze and consolidate analysis		X
Make decisions based on advice and self-reading		X
Decide (Reject - Request Review Based on Opinions - Accept with or without Modifications)		X
Receive feedback from editor and reviewers	X
IF REJECTED - reevaluate article	X
Review opinions	X
Prepare the review	X
Resubmit the revised article and letters to the editor and each reviewer with detailed explanation of changes	X
Receive revised article and explanatory letters		X
Analyze explanations received and changes actually made		X
Decide (Reject - Request reassessment by reviewers - Request minor additional modifications - Accept)		X
If the editor submits for re-evaluation: - Analyze the explanations received and the changes actually made - Write the opinion and send to the author and editor			X
Receive opinions, analyze and consolidate them		X
Form opinion based on opinions and self-reading		X
Make final decision		X
Receive feedback from reviewers and editor	X
Receive decision (celebrate if accepted, reevaluate if rejected)	X
Track review and edit		X
Publish the article		X
Disseminate the article in the community	X	X

Metric	Meaning
Cycle Time (T / C)	It is the real time it takes to complete a process or activity. Staff can usually quantify process time by observation.
Standby Time (T / E)	It is the time it takes to switch from one activity to another.
Total lead time	It is the sum of the cycle times and waiting time of the entire process.
Accuracy (% C & A)	It is a process quality metric used to describe how often information received from an activity is complete and accurate from the recipient's point of view.
Inventory	Represents the information queue waiting to be processed.
Number of people	Number of people responsible for performing an activity.
Information Technology	Describes the software tools used to assist in processing information in each process box.

Waste	Meaning
Overproduction	[...] when you produce something else or produce it before it is needed.
Wait	It makes work stop, generating downtime for employees. In the office, waiting can be for subscriptions, machines, supplies
Overprocessing	It is linked to the processing of things that do not add value to what is being produced.
Stock	It can be characterized by over-purchasing of materials and other resources or by excess-in-process materials that will result in large end product inventory without demand for the customer.
Movement	It is the waste that results from defective work that needs to be redone.
Defects or correction	Which causes the interruption of a process to deal with corrections and rework.
Transport	It is associated with unnecessary movement of materials, tools or equipment.

Provider	Input	Process	Output	Client
Author (s)		Submit the manuscript	Manuscript submitted	Editorial Producer
Editorial Producer	Manuscript submitted	Receive submission and prepare spreadsheet with manuscript data	Approved documents and author and manuscript data provided by the editorial producer	Editorial Producer
Editorial Producer	Check submission documents and prepare spreadsheet with manuscript data	Prepare spreadsheet with manuscript data	Spreadsheet with title, author (s), title, affiliation and abstract	Boss Editor
Provider	Input	Process	Output	Client
Editor	Spreadsheet with title, author (s), title, affiliation and abstract	Pre-evaluate manuscript and appoint reviewers	Pre-evaluated manuscript indicating reviewers	Editorial Producer
Editorial Producer	Pre-evaluated manuscript indicating reviewers	Select and invite reviewers	Evaluation manuscript	Appraisers
Appraisers	Evaluation manuscript	Evaluate the manuscript and issue evaluation opinion	Manuscript evaluated and evaluated by the reviewers.	Editorial Producer
Editorial Producer	Manuscript evaluated and evaluated by the reviewers.	Review the opinion of the evaluators	Manuscript for modification by the author (s)	Author (s)
Authors	Manuscript for modification by the author (s)	Make changes suggested by evaluators	Manuscript modified by the author (s)	Editorial Producer
Editorial Producer	Manuscript modified by the author (s)	Check Changes Made	Manuscript with author (s) changes approved by the editorial producer	Text editor
Text editor	Manuscript with author (s) changes approved by the editorial producer	Edit text	Manuscript with text edited by text editor	Librarian
Librarian	Manuscript with text edited by text editor	Normalize to ABNT standards	Standard manuscript by the librarian	Author (s)
Author (s)	Standard manuscript by the librarian	Approve ABNT text editing and normalization	Manuscript validated by the author (s)	Editorial Producer
Editorial Producer	Manuscript validated by the author (s)	Configure layout	Manuscript with layout configured by the editorial producer	Author (s)
Author (s)	Manuscript with layout configured by the editorial producer	Perform proof reading	Manuscript with proof reading validated by the author (s)	Editorial Producer
Editorial Producer	Manuscript with proof reading validated by the author (s)	Page and assign DOI	Manuscript finalized for publication by the editorial producer	Editorial Producer
Editorial Producer	Manuscript finalized for publication by the editorial producer	Schedule edition	Magazine number finalized for publication by the editorial producer	Editorial Producer
Editorial Producer	Magazine number finalized for publication by the editorial producer	Publish magazine number	Published Magazine	Author (s) Readers Magazine

Processes	Activities			Metrics			Resources
	AV	NAV	N / D	Cycle time	Stock	Waiting time	People	Tech
Submit the manuscript	X		N	6 min - 27 min	1-8 days	18 days	Author	OJS, Word
Check submission documents	X		N	34 min - 1 min 42s			Editorial Producer	OJS, Word
Prepare spreadsheet with manuscript data		X	D	15 min - 17 min			Editorial Producer	Word
Pre-evaluate manuscript and appoint reviewers	X		N	33 min - 1 h 12 min		8h-10 days	Boss Editor	Email, Word
Select and invite reviewers	X		N	1 min 11 sec - 3 min 37 sec		13 days	Editorial Producer	OJS or Email
Evaluate the manuscript and issue evaluation opinion	X		N	3 h 12 min - 4 h 15 min		71-105 days	Appraisers	OJS or Email, Word
Review the opinion of the evaluators	X	X	N	2 min 7 sec - 2 min 15 sec		6 h- 3 days	Editorial Producer	OJS, Word
Make changes suggested by evaluators	X		N	2 h - 2 days		15 days - 21 days	Author (s)	OJS, Word
Check Changes Made		X	N	1 min 10 sec - 1 min 20 sec		20 min - 7 days	Editorial Producer	Word
Edit text	X		N	2 h 13 min - 4 h 27 min		3 - 7 days	Text editor	Email, Word
Normalize to ABNT standards	X		N	1 h 10 min - 2 h		6 h - 1 day	Librarian	Email, Word
Approve ABNT text editing and proofreading		X	N	20 min - 45 min		7 days-117 days	Author (s)	Email, Word
Configure layout	X		N	1 h 10 min - 1 h 32 min		23 min - 1 h 15 min	Editorial Producer	Word
Perform proof reading		X	N	17 min - 1 h 3 min		12 days	Author (s)	Email, Adobe Acrobat DC
Page and assign DOI	X		N	3 min - 3 min 17s		12 days - 30 days	Editorial Producer	Word
Schedule edition		X	N	3 min 20s - 3 min 35s		12 days	Editorial Producer	OJS
Publish magazine number	X		N	10 sec - 25 sec			Editorial Producer	OJS
Totals				12 h 58 s - 3 days 6 h 23 min	1-8 days	115 days 20 h - 316 d 1 h

Waste Type	Process	Time
Wait	Check submission documents and prepare spreadsheet with manuscript data	8-10 days
	Evaluate the manuscript and issue evaluation opinion	71 h-105 days
	Make changes suggested by evaluators	15 days - 21 days
	Page and assign DOI	12 days - 30 days
Overprocessing	Prepare spreadsheet with manuscript data	15 min - 17 min
	Check Changes Made (Editorial Producer)	1 min 10 sec - 1 min 20 sec
	Perform the proof reading (Author (s))	17 min - 1 h 3 min
Stock	How long the manuscript waits for the submission of papers to await the arrival of two or three more manuscripts	1 to 8 days
Stock	Time after approval of ABNT text editing and proofreading that manuscript is in inventory awaiting layout configuration near volume publication	7 days-117 days

Process	Person	Improvement opportunity
Follow-up of all stages of the editorial process by the author (s)		Implement on the platform the signaling of the phase in which the manuscript is in the editorial process so that the author (s) can follow each step.
Indicate the activity to be performed by the internal vendor		Implement on the platform the visual signal that will indicate the process he should perform and will do it more intuitively.
Submit the manuscript	Author	Significantly reduce the time the manuscript will be in stock
Prepare spreadsheet with manuscript data	Editorial Producer	Delete this step - all process control via OJS tool
Pre-evaluate manuscript and appoint reviewers	Boss Editor	Evaluator Bank prototype plug-in that will contribute to the rapid and effective localization of the largest number of reviewers for the manuscript
Select and invite reviewers	Editorial Producer	This process will be performed by the editor-inchief along with the manuscript pre-assessment in the previous stage of the process.
Standardize assessments	Appraisers	Reduce the variability of evaluation opinions by providing evaluation forms to avoid very discrepant opinions.
Validate changes from author (s)	Boss Editor	This process was included because it is understood that at this stage of the process there is a need for validation by the editor-inchief, not just the editorial producer.
Edit text	Text editor	This process will be performed by the accredited text editor (author responsibility).
Normalize to ABNT standards	Librarian	This process will be performed by the accredited librarian (author responsibility)
Approve ABNT text editing and proofreading	Author (s)	Delete this step
Perform proof reading	Author (s)	Delete this step
Schedule edition	Editorial Producer	Delete this step

	Actual MFV	Future MFV
T/C	12 h 58 s - 3 d 6 h 23 min	10 h 2 min 44 s until 2 d 16 h 27 min
T/E	115 d 20 h - 316 d 1 h	23 d 12 h until 60 d

Universidade Estadual de Campinas Rua Sérgio Buarque de Holanda, 421 - 1º andar Biblioteca Central César Lattes - Cidade Universitária Zeferino Vaz - CEP: 13083-859 , Tel: +55 19 3521-6729 - Campinas - SP - Brazil
E-mail: rdbci@unicamp.br

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[1] Correspondência ¹ E-mail: deisimarti@hotmail.com