The SPC – work at MIE 2008

A status just before the start of the conferenceand

SPC experience in a nutshell

Pre Call Time• Assembling the SPC

– Get different expertises “on board”– Identify the “work horses”– Distribute work and assign tasks in a controlled way– Remember minutes with important decisions

• Prepare first-call– Make the list of deadline and milestones– Get a style strategy – how professional should it look! – Get a quality control strategy matching the SPC members needs– Start the get a good keynotes process

• Getting ”on air” (spring ‘07)– Marketing strategy – the distribution chain!– Web-design, reliability and updatability !!– Have an internal document sharing platform – including file name conventions

• The web– The local site – the primary site in Sweden– The submission site – ensure uptime and functionality in Austria – The SPC-chair site – for conveniences in Denmark

The Call Time• Opening the call (01.09.07)

– Proper timing! Neither too early or too late• Prepare details for call for submission

– Which scientific themes and subjects to ask for?– Types of submissions and the consequences– Clear and logic instructions and rules

• Getting the reviewers– Get good lists – business secrets!! – Make a “contract” with instructions

• Getting the submission software ready (configuration)– Be familiar with it – and know its limitations and capabilities– You cannot avoid to have some functionality in parallel – Prepare mail filters – Think of updating, archiving and backup systems– Bottleneck problems – foresee them

Review Time• The submission dead-line! (15.11.07) (356 submissions in total)

– Difficult to avoid extensions of dates –but!!– Late submissions is time consuming – avoid them

• Assigning reviewers to reviews (220 reviewers assigned to 1015 reviews)– Have a strategy for assignments and implement it quickly– Keywords!!– It is time consuming to get the “perfect match”

• Keeping track of and reminding the reviewers – Do the reminding at strategic times– Accept is is voluntary work

• Getting the results back (31.12.07 milestone) – Cannot be handled without tools!

• Prepare the SPC-decision meeting (19.01.08 milestone)– Design an efficient selection process using the available resources– Try to keep the scientific level as high as possible– Decide on acceptances rate!!!

• Mail to the submitters about reject/preliminary acceptance (01.02.08 dead-line)– Clear instructions and in time,– Acceptance rate on papers 133 out of 266 = 50%– Papers converted to posters…

The scores by the review’ers

Subject distributions

Editorial Time• Getting the final submissions in (01.03.08 deadline)

– Be clear, polite and communicative about the extra rules– Remember: people do not read their mails carefully!!!

• Making the layout: headings, paper sequence • Checking format and contents

– Make it easy for yourself, learn the secrets of Word!!– Be accurate and carefully! Agree on the level of ambitions– Gather a reliable editor team – this is not a one mans job

• Deliver the product to the publisher (25.03.08 deadline)– Stick to the contract – be in time– Get a good relation to the publisher– Credit at critical time is nice

• Be prepared for the “hard” deadlines– TTT, so clear your calendar at deadline time!!

• Publishing– The IOS press Proceeding– www.mie2008.org

Program Time

• How to make the (9X7) puzzle?– Parallel sessions flow – avoid theme conflicts– Chair/Co-chair commitments- communicate

assignments clearly and timely (the web) – A dilemma: correctness vs. early out – Tools/procedure to manage constrains and create

update the print/web DB/make your own program • Update strategy– There will always be last minutes corrections – how

much energy to be used?

The parallel programParallel sessions - overview/master entry

Time: Track A Track B Track C Track D Track E Track F Track G  

Mon-08:15 HIS&EHR-15 Eval-12 P&S-27 DS&KM-6 LM&S-23 Sta-29 NeH&OS-25  

Mon-11:15 HIS&EHR-16 Eval-W4 P&S-28 DS&KM-7 LM&S-24 Sta-W12 NeH&OS-W10  

Mon-15:30 HIS&EHR-P1 Eval-13 Bio-1 DocCons LM&S-P2 Sta-30  

Tue-09:15HIS&EHR-17 HIS&EHR-W8 C&HBeH-4 DS&KM-8 DS&KM-W3 T&O-W14 NeH&OS-26

 

Tue-11:00 HIS&EHR-W6 Eval-W5 Bio-2 DS&KM-9 T&O-31 NeH&OS-W11  

Tue-16:30 HIS&EHR-18 Eval-14 C&HBeH-W2 DS&KM-D1 T&O-32 NeH&OS-P3  

Wed-09:15HIS&EHR-19 HIS&EHR-D2 Bio-3 DS&KM-10 LM&S-W9 Sta-W13 NeH&OS-P4

 

Wed-11.00 HIS&EHR-W7 HCI&IM-21 C&HBeH-5 DS&KM-11 T&O-33  

Wed-13:45 HIS&EHR-20 HCI&IM-22 C&HBeH-W1 T&O-34  

                 

Master entry for allocation of time and track for a sessions. You can move a session around in the table, and the time and track allocation in all programs are updated accordingly.

Def: Topic_short_longTopic short (key) Session Topics            Bio Bioinformatics  C&HBeH Consumer and home based eHealth  DocCons Doctoral consortium  DS&KM Decision support and knowledge management  Eval Evaluation  HIS&EHR Health information systems incl. EHR  HCI&IM Human-Computer interaction & Imaging  LM&S Learning, Modelling and Simulation  NeH&OS National eHealth Roadmaps, Pan European Cross-Border applications and Organisational strategiesP&S Privacy and security  Sta Standardization  T&O Terminology and Ontology          

Show time web services• Make your our own program

– A facility for finding your way through the conference – can be used for room planning• Database for parallel sessions

– Track-time-text-authors-pdf’s• Database for posters

– Author-board#-time-text-abstract• Workshop and panel info

– List and extended descriptions• Quick download of all papers/posters/workshops/panels/and presentations

– How long time should it be open?• Official IOS-press – papers already indexed

– Closed immediately after the conference• Info Corner

– Session chair plans and instructions– Speakers instructions

• Access: http://www.MIE2008.org

Decisions:

Submissions statistics – who submitted • France=38 • Sweden=35 • Germany=34 • Denmark=25 • Norway=21 • Netherlands=19 • Spain=19 • United Kingdom of Great Britain and

Northern Ireland=17 • Greece=16 • United States of America=16 • Austria=13 • Romania=10 • Switzerland=10 • Czech Republic=9 • Australia=9 • Italy=8 • Canada=7 • Finland=6

• Croatia=5 • Bosnia and Herzegovina=3• Hungary=3 • Japan=3• Portugal=3• Serbia and Montenegro=3 • Taiwan=2• Ukraine=2• Luxembourg=1• Israel=1• Russian Federation=1 • Bulgaria=1• Lithuania=1 • Ethiopia=1 • Belgium=1• Cyprus=1• Slovenia=1• Thailand=1 • Trinidad and Tobago=1