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	Editorial Board members or external reviewers
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	Manuscript file sent to us by a prospective author
Internally Reviewed Manuscript

Manuscript after review Metadataby Recordinternal
reviewers Blog
Cloud Storage
Kanban Board
Externally Reviewed Manuscript
Contract

5. Activities

5.1 Inviting Submissions

Input	Blog
Roles Involved	PM, Outreach officer
Outputs
Actions	Annual Manuscript Submission Invite
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

5.6 Initial Manuscript Check

Input Externally Reviewed Manuscript Roles Involved

Process Manager

Outputs

Externally Reviewed Manuscript

Actions

Initial Manuscript Check Alternative Actions, Exceptions, Additional Information

5.7 Creating the Metadata Record

Input Externally Reviewed Manuscript Roles Involved

Metadata officer

Outputs

Metadata Record

Actions

Metadata Record Creation 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