awareness support in scientific event management with ginkgo

Awareness Support in Scientific Event

Management with

Wolfgang Reinhardt, Julian MaicherHendrik Drachsler and Peter Sloep

University of Paderborn, Germany & Open University of the Netherlands

What’s so special about scientific events?

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✓ conferences, symposia, workshops

✓ important events for researchers

✓ presentation & discussion of research results and new approaches

✓ exchange of ideas

✓ negotiations about new projects

✓ nurturing of the own professional network

Organization of scientific events

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✓ honorable office

✓ huge manual effort

✓ up to 24 months of preparation for 250 people event (IEEE)

✓ roles, phases and realization differ between events

➡ our goal: common model of scientific events

Roles in managing scientific events

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Roles in managing scientific events

4

Members of the organization committee

(organizers)

Roles in managing scientific events

4

Chairs of the program committee

(program chairs)

Members of the organization committee

(organizers)

Roles in managing scientific events

4

Chairs of the program committee

(program chairs)

Members of the organization committee

(organizers)

Members of the program committee(Reviewer)

Roles in managing scientific events

4

Chairs of the program committee

(program chairs)

Members of the organization committee

(organizers)

Members of the program committee(Reviewer)

Participants

Roles in managing scientific events

4

Chairs of the program committee

(program chairs)

Members of the organization committee

(organizers)

Members of the program committee(Reviewer)

Participants Authors

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

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Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ theme and scope of the event

✓ time, location, name

✓ sponsors

✓ members of the organization and program committee

✓ call for paper publication

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ authors submit proposals (different accepted formats)

✓ organizers receive, archive and acknowledge receipt

✓ authors may edit submissions until deadline

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

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✓ many different forms

✓ reviewer assignment

✓ review criteria have to be defined

✓ reviews due until defined deadline

✓ poss. notification of other reviewers

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ selection and notification about acceptance / rejection

✓ poss. revision or additional reviews

✓ dispatch of reviewer comments and deadlines for final / reworked versions

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ selection and notification about acceptance / rejection

✓ poss. revision or additional reviews

✓ dispatch of reviewer comments and deadlines for final / reworked versions

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ start of program planning

✓ typically active until event is over

✓ clustering of accepted proposals into sessions

✓ assigment of session chairs

✓ continuous fine-tuning of the event program

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

5

✓ registration of participants (receipts, lists of attendees, ...)

✓ the event

✓ keep anything on track and all attendees happy :)

✓ sending / publishing proceedings & special issues

Phases in managing scientific events

preparation phase submission phase review phase selection phase

program planning phaseregistration phaseevent phasefollow-up phase

Creation of the technical event program

5

Creation of the technical event program

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✓ event program is the cornerstone of scientific events

✓ highest manual efforts

✓ submission

✓ review

✓ decision

✓ re-submission

Creation of the technical event program II

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✓ different variants of realization

✓ multi-staged submisson (abstract, full paper, rebuttal, final paper) vs. regular submission (full paper, final paper)

✓ variation in review processes

✓ open peer review

✓ blind review

✓ double blind review

Problems during the organization

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✓ management of large amounts of data

✓ creation of the event program

✓ details of the event program

✓ grouping by topics, consideration of meetings, availability of rooms etc.

✓ communication with the participants

✓ creation of the event program

✓ Communication with the participants

✓ Email

✓ Website

Problems during the organization

✓ creation of the event program

✓ Communication with the participants

✓ Email

✓ Website

Problems during the organization

✓ creation of the event program

✓ Communication with the participants

✓ Email

✓ Website

Problems during the organization

✓ creation of the event program

✓ Communication with the participants

✓ Email

✓ Website

Problems during the organization

✓ networking with other participants

✓ individual event program

✓ discovery of relevant events

Participation in scientific events

✓ networking with other participants

✓ individual event program

✓ discovery of relevant events

Participation in scientific events

✓ networking with other participants

✓ individual event program

✓ discovery of relevant events

Participation in scientific events

(Awareness) Problems as participant

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✓ Most event management tools for one event only

✓ When and where will be the next relevant events?

✓ Who of my contacts will be at event X?

✓ Which of the parallel session should I attend?

✓ Are the information on the website still up-to-date?

Concept

event managementfeatures

social networkingfeatures

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Concept

12

integrated solution

Concept

12

Goals

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✓ Support all phases of the generic event model

✓ provide awareness support for all roles of people

✓ try not to replace existing tools but to incorporate them in the tool design & feature selection

Feature comparison

Feature comparison

Feature comparison

Feature comparison not all features available yet

Realization

•Used technologies

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RSpec

•Goals:

• Using of standards

• Maintainability

• Easy extensibility

• BDD and TDD using Cucumber and RSpec

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Demo in the demo session...

and sign up for the public beta athttp://ginkgosem.com

Conclusion

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✓ generic model of scientific events

✓ integration of classic conference management systems features with those known from social networks

✓ awareness support for organizers, reviewers & attendees

✓ successful evaluation of ginkgo in the context of 1st Workshop on Awareness and Reflection in Learning Networks (ARNets’11) at EC-TEL 2011

What’s next

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✓ implementation of missing features

✓ Recommender Systems

✓ Events, Peers, Papers, Reviewers

✓ Enhanced awareness support for organizers and reviewers

✓ Visual analytics

✓ Call Ontology (more on this later)

✓ Mobile Clients, API development & visual makeover

wolfgang reinhardtuniversity of paderborn

@wollepb @wollepb

@wollepb

@wollepb

@wolfgang.reinhardt

www.isitjustme.de

@wolfgang.reinhardt

@wollepb

@wollepb@wollepb

awareness research networks

artefact-actor-networks

twitter

bibliometrics

sna

ginkgorecommendations

social media

research 2.0