Status of ScholarOne Abstracts Assessment TAC Executive Board Meeting 5 May 2015

Status Staff team formed last fall to assess potential replacement of ScholarOne Abstracts. Team comprised of:  Technical Papers Coordinator (Ann Ames)  IT Project Coordinator (Michael McGinnes)  Forum Project Manager/Events Team Lead (Carmela Brittingham) 2

Status (continued) Staff team did initial review/cut of systems based on requirements  Initially looked at 8 systems based on staff and volunteer suggestions –3 dropped because more focused on journals, not conferences –2 dropped because there were deal breakers identified (e.g., system does not integrate with NetFORUM)  Staff team viewed demos for the 3 remaining systems 3

Status (continued) Staff team developed an assessment scoring sheet based on identified requirements to compare systems  Staff completed scoring sheet for 3 systems plus ScholarOne Abstracts  Scoring sheet contains a list of items needed to support the process from start to finish –Integration with other systems –Data exports for printed materials Manuscript collection and export for proceedings –Program planning tools Access (staff, session chairs) –Submission functions (abstracts, manuscripts) –Online agenda 4

Status (continued) After analyzing the scoring sheet, staff team narrowed down to two systems that might be viable if decide to replace S1A Next steps:  Assess pricing to understand financial impact  Staff and volunteer teams to test systems –Volunteer committee selected to ensure: »Representation across the forums (plus GNC) »Objectivity in terms of systems »Recent experience with S1A –Volunteers include: »Ondrej Doule (SPACE) »Greg Meholic (P&E) »Diane Pytel (AVIATION) »Brett Ridgely (SciTech, GNC) 5

Status (continued) Once pricing assessment and testing are complete staff will be able to provide a recommendation to either stay with S1A or move to a new system and the timeframe and cost to do so  Status update: 1 August