Awareness Support in     Scientific Event    Management with             Wolfgang Reinhardt, Julian Maicher             Hen...
What’s so special about scientific events?✓ conferences, symposia, workshops✓ important events for researchers ✓ presentati...
Organization of scientific events ✓ honorable office   ✓ huge manual effort ✓ up to 24 months of preparation for 250 people ...
Roles in managing scientific events                    4
Roles in managing scientific events Members of the organization committee              (organizers)                        ...
Roles in managing scientific events Members of the organization committee       Chairs of the program committee            ...
Roles in managing scientific events Members of the organization committee        Chairs of the program committee           ...
Roles in managing scientific events Members of the organization committee        Chairs of the program committee           ...
Roles in managing scientific events Members of the organization committee        Chairs of the program committee           ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase   submission phase         review phase        selection phase      ...
Phases in managing scientific events preparation phase    submission phase         review phase        selection phase     ...
Phases in managing scientific events                               Creation of the technical event program preparation phas...
Creation of the technical event program ✓ event program is the cornerstone of scientific   events   ✓ highest manual effort...
Creation of the technical event program II ✓ different variants of realization   ✓ multi-staged submisson (abstract, full ...
Problems during the organization ✓ management of large amounts of data ✓ creation of the event program ✓ details of the ev...
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 ✓ creation of the event program ✓ Communication with the participants  ✓ Email  ✓ Website
Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant ...
Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant ...
Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant ...
(Awareness) Problems as participant ✓ Most event management tools for one event only ✓ When and where will be the next rel...
Concept   event management        social networking        features                features                      12
Concept          integrated solution                  12
Concept          12
Goals✓ Support all phases of the generic event model✓ provide awareness support for all roles of  people✓ try not to repla...
Feature comparison
Feature comparison
Feature comparison
not all featuresFeature comparison    available yet
Realization • Used technologies • Goals:   • Using of standards   • Maintainability   • Easy extensibility • BDD and TDD u...
Demo in the demo session...       and sign up for the public beta at            http://ginkgosem.com                      ...
Conclusion ✓ generic model of scientific events ✓ integration of classic conference management   systems features with thos...
What’s next ✓ implementation of missing features ✓ Recommender Systems  ✓ Events, Peers, Papers, Reviewers ✓ Enhanced awar...
wolfgang reinhardt                            university of paderborn                                    social media     ...
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Awareness Support in Scientific Event Management with ginkgo

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Awareness Support in Scientific Event Management with ginkgo

  1. 1. Awareness Support in Scientific Event Management with Wolfgang Reinhardt, Julian Maicher Hendrik Drachsler and Peter SloepUniversity of Paderborn, Germany & Open University of the Netherlands
  2. 2. What’s so special about scientific events?✓ 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 2
  3. 3. Organization of scientific events ✓ 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 3
  4. 4. Roles in managing scientific events 4
  5. 5. Roles in managing scientific events Members of the organization committee (organizers) 4
  6. 6. Roles in managing scientific events Members of the organization committee Chairs of the program committee (organizers) (program chairs) 4
  7. 7. Roles in managing scientific events Members of the organization committee Chairs of the program committee (organizers) (program chairs) Members of the program committee (Reviewer) 4
  8. 8. Roles in managing scientific events Members of the organization committee Chairs of the program committee (organizers) (program chairs) Members of the program committee (Reviewer) Participants 4
  9. 9. Roles in managing scientific events Members of the organization committee Chairs of the program committee (organizers) (program chairs) Members of the program committee (Reviewer) Participants Authors 4
  10. 10. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase 5
  11. 11. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ theme and scope of the event ✓ time, location, name ✓ sponsors ✓ members of the organization and program committee ✓ call for paper publication 5
  12. 12. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ authors submit proposals (different accepted formats) ✓ organizers receive, archive and acknowledge receipt ✓ authors may edit submissions until deadline 5
  13. 13. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ many different forms ✓ reviewer assignment ✓ review criteria have to be defined ✓ reviews due until defined deadline ✓ poss. notification of other reviewers 5
  14. 14. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ selection and notification about acceptance / rejection ✓ poss. revision or additional reviews ✓ dispatch of reviewer comments and deadlines for final / reworked versions 5
  15. 15. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ selection and notification about acceptance / rejection ✓ poss. revision or additional reviews ✓ dispatch of reviewer comments and deadlines for final / reworked versions 5
  16. 16. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ 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 5
  17. 17. Phases in managing scientific events preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase ✓ registration of participants (receipts, lists of attendees, ...) ✓ the event ✓ keep anything on track and all attendees happy :) ✓ sending / publishing proceedings & special issues 5
  18. 18. Phases in managing scientific events Creation of the technical event program preparation phase submission phase review phase selection phase program planning follow-up phase event phase registration phase phase 5
  19. 19. Creation of the technical event program ✓ event program is the cornerstone of scientific events ✓ highest manual efforts ✓ submission ✓ review ✓ decision ✓ re-submission 6
  20. 20. Creation of the technical event program II ✓ 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 7
  21. 21. Problems during the organization ✓ 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 8
  22. 22. Problems during the organization ✓ creation of the event program ✓ Communication with the participants ✓ Email ✓ Website
  23. 23. Problems during the organization ✓ creation of the event program ✓ Communication with the participants ✓ Email ✓ Website
  24. 24. Problems during the organization ✓ creation of the event program ✓ Communication with the participants ✓ Email ✓ Website
  25. 25. Problems during the organization ✓ creation of the event program ✓ Communication with the participants ✓ Email ✓ Website
  26. 26. Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant events
  27. 27. Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant events
  28. 28. Participation in scientific events ✓ networking with other participants ✓ individual event program ✓ discovery of relevant events
  29. 29. (Awareness) Problems as participant ✓ 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? 11
  30. 30. Concept event management social networking features features 12
  31. 31. Concept integrated solution 12
  32. 32. Concept 12
  33. 33. Goals✓ 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 13
  34. 34. Feature comparison
  35. 35. Feature comparison
  36. 36. Feature comparison
  37. 37. not all featuresFeature comparison available yet
  38. 38. Realization • Used technologies • Goals: • Using of standards • Maintainability • Easy extensibility • BDD and TDD using Cucumber and RSpec RSpec 15
  39. 39. Demo in the demo session... and sign up for the public beta at http://ginkgosem.com 16
  40. 40. Conclusion ✓ 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 17
  41. 41. What’s next ✓ 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 18
  42. 42. wolfgang reinhardt university of paderborn social media ginkgotwitter recommendations awarenessresearch networks bibliometrics research 2.0 artefact-actor-networks sna www.isitjustme.de @wollepb @wollepb @wolfgang.reinhardt @wollepb @wollepb @wolfgang.reinhardt @wollepb @wollepb @wollepb

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