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Manuscript Submission and Review – Process

1. Introduction

2. Goal & Objectives

The primary goal of this process is to review incoming manuscripts, make a selection, place them under contract, and create the initial metadata record.

3. Role Model

The following roles are relevant in the context of this process and need to be assigned to persons or teams / groups involved in the process.

Role Task Assigned staff
Process Manager (PM)
  • To maintain the process definition / description (this document)
  • To perform process reviews as a basis for the continual improvement of the effectiveness and efficiency of the process
  • To ensure adequate communication to increase the awareness for the process
  • To organize trainings on the process for people involved in the process
  • To set up the initial Book File and template Document Files
 Vincent
Internal Reviewer
  • To review incoming manuscripts
 Eileen, Vincent
External Reviewer
    To review incoming manuscripts
    Metadata officer
    • To manage metadata records
    Vincent Outreach officer
    • To manage outreach
    Livy

    4. Relevant Business Objects

    Business objects are “things” that are required, produced, or processed by the process or one of its activities. The following objects are relevant:

    Business Object Description
    Incoming Manuscript


    Internally Reviewed Manuscript  
    Metadata Record  
    Blog

    Cloud Storage
    Kanban Board
    Externally Reviewed Manuscript
    Contract

    5. Activities

    5.1 Inviting Submissions

    Input Blog
    Roles Involved

    PM, Outreach officer
    Outputs


    Actions
    Alternative Actions, Exceptions, Additional Information

    5.2 Registering Incoming Submissions

    Input Incoming Manuscript, Cloud Storage, Kanban Board Roles Involved

    PM

    Outputs


    Actions
      Incoming Manuscript Registration Alternative Actions, Exceptions, Additional Information

      5.3 Internally Reviewing the Manuscript

      Input Incoming Manuscript, Cloud Storage, Kanban Board Roles Involved

      Internal Reviewer

      Outputs

      Internally Reviewed Manuscript

      Actions
        Internal Manuscript Review Alternative Actions, Exceptions, Additional Information

        5.4 Drafting and Signing a Contract

        Input Internally Reviewed Manuscript Roles Involved

        PM

        Outputs

        Contract

        Actions
          Contract Draft and Signing Alternative Actions, Exceptions, Additional Information

          5.5 Creating the Metadata Record

          Input Internally Reviewed Manuscript Roles Involved

          Metadata officer

          Outputs

          Metadata Record

          Actions
            Metadata Record Creation Alternative Actions, Exceptions, Additional Information

            5.6 Externally Reviewing the Manuscript

            Input Internally Reviewed Manuscript Roles Involved

            External Reviewer

            Outputs

            Externally Reviewed Manuscript

            Actions
              External Manuscript Review Alternative Actions, Exceptions, Additional Information

              Document Control

              Document ID SPM-TYP-001
              Document Owner Vincent
              Version 1.1
              Last Date of Change November 10, 2025
              Next Review Due Date
              Version & Change Tracking
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