=Paper=
{{Paper
|id=Vol-2784/rpaper23
|storemode=property
|title=Information System for Registering the Result of Scientific Institution Employees’ Intellectual Activity
|pdfUrl=https://ceur-ws.org/Vol-2784/rpaper23.pdf
|volume=Vol-2784
|authors=Svetlana Vlasova,Nikolay Kalenov
|dblpUrl=https://dblp.org/rec/conf/ssi/VlasovaK20
}}
==Information System for Registering the Result of Scientific Institution Employees’ Intellectual Activity==
https://ceur-ws.org/Vol-2784/rpaper23.pdf
Information System for Registering the Result of
Scientific Institution Employees’ Intellectual Activity
Svetlana Vlasova1[0000-0003-1533-5850], Nikolay Kalenov2[0000-0003-5269-0988]
1-2 Joint Supercomputer Center of RAS – branch of Federal State Institution «Scientific Re-
search Institute for System Analysis of RAS, Leninskiy pr., 32a, 119334, Moscow, Russia
1 vlas.svetlana2013@yandex.ru, 2nekalenov@mail.ru
Abstract. The article describes an object-oriented WEB-system de-
signed for storing and providing various reference and statistical data on the
scientific works of employees of an institution (group of institutions), devel-
oped by specialists of the Joint Supercomputer center of Russian Academy
of Sciences (JSCC RAS). The system contains information about publica-
tions of employees and reports made by them at scientific conferences, sym-
posiums, and seminars. The system is focused on working with objects be-
longed to classes connected between each other, such as "author", "organiza-
tion", "publication", "report", "event". The metadata profile of objects of
each class includes attributes that are necessary to get detailed information
about both an individual object of this class and a group of objects associat-
ed with the specified attribute values of objects of other classes. For exam-
ple, you can get a list of articles by employees of a given organization pub-
lished articles in a given journal for a given period of time. A distinctive fea-
ture of the system is the introduced concept of "equivalent" objects. Such
objects are "persons" corresponding to the same author with different spell-
ings of the last name in the bibliographic descriptions of publications; organ-
izations with different versions of names; articles which are published with-
out changes in different languages. This article describes in detail the fea-
tures of the system, its user interface, and provides examples of performing
specific queries.
Keywords: databases, research results accounting, WEB-based system,
network technologies, publication activity analysis, software.
1 Introduction
The approaches developed in Russia to assessing the effectiveness of research carried
out by scientific organizations are largely based on assessments of the publication
activity of their employees. Recently, new criteria for assessing the effectiveness of
scientific activity are based not only on a quantitative, but also on a qualitative as-
sessment of publication activity, in particular, on the characteristics of the journal in
which this or that article is published.
Copyright © 2020 for this paper by its authors.
Use permitted under Creative Commons License Attribution 4.0 International (CC BY 4.0).
284
The growth in the number of scientific publications, the increasing requirements
for the different kinds of reporting associated with the results of the intellectual activi-
ties of scientists, necessitate the creation of information and reference systems that
allow solving problems in this area.
In the Russian Academy of Sciences, the tasks of accounting for the publications of
employees were traditionally solved by libraries serving a particular institution. For
decades, many libraries kept filing cabinets of employees' works, and with the devel-
opment of computer technology, they switched to maintaining the corresponding da-
tabases. Although databases of publications of employees of institutes play an im-
portant role in the problems of scientometrics (which is convincingly shown in [1]),
there is no unified approach to the formation of such databases. Some libraries or
institutes maintain a database of employees' publications in EXCEL, some - based on
their own software, many are limited to lists of publications presented in the form of
text files [2-6].
In modern conditions, when for each organization the issues of accounting for pub-
lications (and, more broadly, the results of intellectual activity, including reports at
scientific conferences, received patents, copyright certificates) are of great im-
portance, it seems appropriate to develop a standard system that solves the general
problem of forming and maintaining a database of results intellectual activity of one
or another team of scientists. Such system was developed at the JSCC RAS, taking
into account the experience of previous developments by the authors [7, 8].
2 System structure
In The system operates with 5 related classes of objects - "person", "publication",
"organization", "report", "event". The publication class includes three related sub-
classes - publication at the analytical level (article in a journal, collection); publication
at the monographic level (book, brochure, magazine issue, etc.); publication at the
summary level (journal, collection). For each class, its own metadata profile (a list of
mandatory and optional attributes) of the objects included in it has been developed,
and the types of relationships between objects within the class and outside it are de-
fined.
A fundamental feature of this system that distinguishes it from other similar sys-
tems is the introduction of links between objects of the "equivalent records" type. The
objects connected in this way are perceived by the system as identical. The need to
enter equivalent persons is due to the fact that the spelling of the surname and first
name of the same author in different bibliographic descriptions may differ. For exam-
ple, in the English-language publications of the person "Сотников А.Н." you can find
the following spellings of this author: "Sotnikov A.N.", "Sotnikov A.", "A. Sotnikov",
"A.N. Sotnikov", "Alexander Sotnikov".
The equivalence of publications arises when an article in the original language and
its fully translated versions into another language are reflected in the database. The
relationship of equivalence for organizations is established when an organization that
does not change in essence changes its name (for example, the Library for Natural
285
Sciences of the USSR Academy of Sciences and the Library for Natural Sciences of
the Russian Academy of Sciences). Due to the presence of equivalence links, when
processing a request containing one of the values of a particular attribute, the system
will show a result related to all equivalent values of this attribute.
As an example, we present the metadata profiles of objects of the class "person",
"event" and the subclass "publication at the analytical level"; (r) after the name of the
attribute means that the attribute is required, (o) - optional.
A person1:
Surname and initials of the author (r);
Additional information (o);
Links to organizations (r);
Links to equivalent personas (o).
Event:
Event name (r);
The type of event (conference, seminar, etc.) is selected from a custom list of
values (r);
Venue of the event (country, city) (r);
Event dates (presented in normalized form (start date - end date):
yyyy.mm.dd - yyyy.mm.dd (r);
Event website address (o);
Site address with event materials (o);
Additional information (o).
Analytical level publication:
Publication title (r);
The type of publication (article from a journal, collection, abstracts, etc.) is
selected from a custom list of values (r);
Year of publication (r);
Monographic level object reference (r);
Pages (r);
Address of the full text of the publication (o);
Identifiers in external databases (in particular, DOI) (o);
Citation in WoS (o);
Citation in Scopus (o);
Citation in RSCI (o);
Links to persons who are the authors (r);
Links to equivalent publications (o);
Additional information (o).
1 In order to avoid conflict with the legislation on the protection of personal data, when describ-
ing a person, the minimum information that identifies an employee of this organization is
used.
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All operations related to entering and editing data in the system can be performed
only by authorized users, therefore, along with the above, the system uses objects of
the "Operator" type containing information about authorized users and their rights
when working with the system.
Access rights are divided into two categories: system administrator and operator
rights. The administrator has the right to enter and edit data about operators and edit
all data of the system infobase. The operator has the ability to enter and edit the publi-
cations of the employees of the organization he represents.
The system consists of two modules: administrative
(http://dirsmsc.ru/bd/adm.aspx) and user (http://dirsmsc.ru/bd
3 Administrative module of the system
The following processes are carried out in the administrative module:
input and editing of data on operators working with the system;
entering new records of publications, reports, events, persons, organizations;
editing the metadata of all objects;
search and viewing of objects registered in the system;
creating groups of equivalent records.
Let’s consider the process of entering publications and reports into the system. En-
tering data for a new publication begins with entering its authors in the order present-
ed in the publication. For each author, the presence of his metadata in the system is
checked, if they are absent, the process of registering a new person is launched. The
author's data (surname and initials, additional information) are entered into the system
and their connection with an organization that either already exists in the system or is
registered as new is formed.
After completing the entry of authors, the system opens a form for entering publi-
cation metadata: title, type (article, monograph), source, year of publication, volume,
number, pages, full text address, identifiers in external databases (Fig. 1). When enter-
ing the title of the publication, the system shows the already registered publications
(by the coincidence of the authors and the first words of the title). To link it to the
published source (the publication of the summary level where the article is published),
it must be found by fragments of the title, and if absent, registered in the system (to
enter the title and additional information). After all the necessary metadata has been
entered, the publication will be registered in the system.
287
Fig. 1. Registration of publication
Registration of a new report, as well as registration a new publication, begins with the
input of authors. Then the system provides a form for entering the metadata of the
report: the title of the report, the type of the report (plenary, section, poster, invited),
additional information. The must be linked to the corresponding event. The fragments
of the event name are used to determine its presence in the system. If it is absent, a
form is provided to enter it, including: type of event (conference, seminar, symposi-
um, meeting); location (city and country); dates of the event (start and end); link to
the event website; links to published materials (Fig. 2).
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Fig. 2. Registration of the event
It should be noted that the metadata of organizations in the system is presented in the
form of a hierarchical structure: an organization can include units that have depart-
ments, which, in turn, can include laboratories, etc. The system administrator enters
the name of the organization, then the names of its departments, then links the names
of departments to organization, etc. In fig. 3 shows the interface for editing organiza-
tions on the example of the organization "Scientific Research Institute for System
Analysis of the Russian Academy of Sciences (SRISA RAS)". Here you can edit the
names of the organization and departments, add (or delete) departments at any level.
Fig. 3. Administrative block. Editing an organization
4 System custom module
The user block of the system provides the ability to form different kinds of queries to
the system, displays the information found on the screen and provides navigation
through various related objects. When creating the search interface, we used the ap-
proaches implemented by the authors in other developments, the effectiveness of
which has been confirmed in practice [10, 11]. To form a query in the search form
(Fig. 4) terms are entered in one, two or three lines. Strings are connected by logical
operators "AND", "OR", "AND NOT". Several terms can be entered in each line by
289
connecting them with logical "AND" or "OR". It is possible to truncate the term on
the right using the symbol "*".
Fig. 4. Search engine form
For each line of entered terms in the search form, the name of the class attribute is
selected in which the search should be performed:
Person's surname
Publication title
Title of the journal / collection
Title of the report
Event (name, country, city)
Organization (name, division)
Identifier in external databases
By default, in the search form, the first line contains the field "Name of the per-
son", the second - "Title of the publication", the third - "Title of the report". The
search query can be limited to the years of publications (events) by selecting the re-
quired years from the drop-down lists "Year of publication from ... to ...". Search
results can be sorted by year or alphabetically by descriptions of found objects in
forward or reverse order. By default, sorting is performed by year in reverse order
(publications (events) of the current year are displayed first). In the search form of the
system, it is possible to customize the issuance of the found information by selecting
the required line from the "Show" drop-down list:
Publications and reports
Publications
Reports
Journals / collections
Events
Persons
Organization
290
By default, the option "Publications and reports" is selected in the search form. The
result of running search queries is displayed on the screen in portions, the size of
which is specified in the "Show ... by ..." drop-down list (by default - 20 documents
per page). If all search fields are left empty and click on the "Search" button, the sys-
tem will display all registered objects in accordance with the selected "Show" option.
Consider the results of the processing of search queries by the system with differ-
ent options for choosing the display of found objects.
Publications and reports
Fig. 4 demonstrates an example of a search request for joint publications and re-
ports for 2018-2020 is given, the titles of which contain the term "3D", and the co-
authors include "Sotnikov" and "Sobolevskaya". By this request, the system finds:
"Publications 7", "Reports 4" (Fig. 4). Clicking on the link "Publications ..." opens a
list of publications in a new browser window; following the link "Reports ..." - a list
of reports (see below).
Publications
Publications are issued in the form of standard bibliographic descriptions, in which
the authors and names of journals (collections) are active links (Fig. 5). In the event
that the publication metadata contains a URL to the full text of the publication, the
title of the publication will also be an active link, following which will open the arti-
cle in a new browser window.
Fig. 5. Bibliographic descriptions of found publications
291
Following the link from the author's surname will show in a new browser windowall
articles of this author registered in the system are displayed. In addition, the system
will show the name of the organization to which the author belongs and additional
information related to it. The link from the name of the organization allows you to go
to articles of all persons belonging to this organization.
In the bibliographic description of the publication, when clicking on the link from
the name of the source (journal, collection), the user will receive in a new browser
window descriptions of all articles registered in the system and published in this
source.
The system provides the ability to unload the bibliographic descriptions of the pub-
lications required by the user represented in two types: standard text form or into a
structured file of CSV format. Records of files of the first type can be included in the
list of cited bibliography by simple copying, records of the second - in the EXCEL
table for subsequent use in the user's personal library.
To unload bibliographic records, the user puts "check marks" next to the publica-
tions he needs, selects the required format at the bottom of the viewing page and
clicks the "Unload records" button. You can mark records on any page of viewing the
found publications; when you go through the pages, the "check marks" are saved. You
can also click the Upload Records button on any of the pages. After clicking it, the
unloaded file of the selected structure is shown in a new window. The bibliographic
descriptions of publications can be copied by the user to their computer with simple
copy / past options. If the user selects the CSV format, the button "Download file"
appears on the screen, after clicking on which the records are uploaded to a file with
the CSV extension on the user's PC, upon opening which a table with the following
columns is generated in EXEL:
Authors
Publication title
Source name
The year of publishing
Tom
Number
Pages
Identifiers in external databases
Full text address
Additional Information
Reports
Descriptions of reports contain: the authors of the report, the title of the report, a
description of the event at which the report was made. The names of the authors are
active links, the transition to which will ensure the issuance in a new browser window
of all the reports of this author registered in the system. The system will show the
name of the organization to which the author belongs, as well as additional infor-
mation. The link on the name of the organization allows you to go to the descriptions
of the reports of all persons related to this organization.
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Fig. 6. List of found reports
If the address of the site with additional information about a particular report is
known and entered into the system, its name in the list (Fig. 6) will be presented as an
active link, by which the user can go to the text or presentation of the report. The link
from the name of the event opens event website.
The system allows you to unload selected report records in text format and CSV
format. The procedure for selecting and unloading records of reports is completely
identical to that described above for unloading publications. When unloading in CSV
format, an EXEL table is formed with the following columns:
Authors
Title of the report
Event title
Year of the event
Event start date
End date of the event
Country
City
Event website
Site with materials of reports
Journals / collections of articles
In accordance with the processed search query, the system gives out the found in-
formation about publications at the consolidated level ("sources") - magazines, collec-
tions. The names of the sources are active links, clicking on which you will see all
publications related to the selected source in a new browser window.
Reports
The system displays descriptions of the events found, in which the names are ac-
tive links. By clicking on the name of the event we will receive a list of all reports
related to the selected event and registered in the system, in a new browser window.
Persons
An example of a request to search for persons whose articles have been published
in the CEUR Proceedings in 2020 is shown in the Fig. 7. The list displayed on the
293
screen includes the names and initials of the found persons and the names of the or-
ganizations associated with them.
Fig. 7. An example of a request to search for persons
Surnames of persons are active links, upon clicking on which in a new browser win-
dow all information about the selected person available in the system will be dis-
played: organization name (active link), additional information, number of publica-
tions ("Publications ..." – active link) and reports ("Reports ..." – active link). Clicking
on the links "Publications ..." and "Reports ..." allows you to get descriptions of all
publications and reports of a person. Going by the name of the organization opens a
new window with information about it (see below).
Organizations
The metadata of organizations in the system is presented in the form of a hierar-
chical structure (an organization can include departments, for example, departments,
which, in turn, can include laboratories, etc.). When a user selects organizations as
search results, the system displays a list of found objects whose names are active
links. If, as a result of the search, a subdivision of an organization is found, then the
system shows not only it, but also all subdivisions of this organization higher in the
hierarchy. For example, for the found subdivision "Department of Information Re-
sources and Systems (OIRS)" (Fig. 7), the system will show the record: "Scientific
Research Institute for System Analysis of the Russian Academy of Sciences (SRISA
RAS) / Joint Supercomputer Center of the Russian Academy of Sciences (JSCC RAS)
/ Department of Information Resources and Systems (OIRS) ", in which all names
separated by" / "are active links. When you click on the link of the selected name, the
system will show all publications and reports, the authors of which are employees of
this unit or organization as a whole.
294
5 Conclusion
As shown above, the search engine of the presented system provides users with con-
venient navigation through related objects: from the found article to the source in
which it is published, and then to all the articles of this source registered in the sys-
tem; from the found report to the event at which it was made, and then to all the re-
ports of this event; from the author to his publications and reports; from the organiza-
tion to its employees and to all their scientific works.
At present, the system is successfully operating in the technological mode at JSCC
RAS. The operation of the system (inputting and editing of records) is carried out by
one administrator. The users of the system are researchers at the JSCC RAS. 325
persons from 46 organizations are registered in the system; 743 articles published in
349 editions. In addition, this year began inputting the reports made at scientific
events. There were registered 25 events and 39 reports made in 2018-2020.
The work was carried out at the JSCC RAS – Branch of SRISA RAS, within the
framework of state assignment No. 0580-2021-0014.
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