=Paper=
{{Paper
|id=Vol-3066/paper12
|storemode=property
|title=From the Database of Publications to the WEB-System for Accounting of Scientists’ Intellectual Activity Results
|pdfUrl=https://ceur-ws.org/Vol-3066/paper12.pdf
|volume=Vol-3066
|authors=Svetlana Vlasova,Nikolay Kalenov
|dblpUrl=https://dblp.org/rec/conf/ssi/VlasovaK21
}}
==From the Database of Publications to the WEB-System for Accounting of Scientists’ Intellectual Activity Results ==
https://ceur-ws.org/Vol-3066/paper12.pdf
From the database of publications to the WEB-system
for accounting of scientists’ intellectual activity results
Svetlana A. Vlasova, Nikolay E. Kalenov
Joint Supercomputer Center of RAS – branch of Federal State Institution «Scientific Research Institute for System
Analysis of RAS, Leninskiy pr., 32a, Moscow, 119334, Russia
Abstract
The article describes a WEB-system developed by the authors that implements services related
to the formation and provision of multifaceted information about the results of scientific activ-
ities (publications, copyright certificates and reports at scientific events) of employees of an
organization or a group of organizations. The system is focused both on the end user interested
in obtaining specific data, and on the administrative staff, who generates reporting materials
for the parent organization. The information base of the system contains metadata on the fol-
lowing classes of objects: persons (authors), organizations and their subdivisions; publications
at analytical, monographic and summary levels; copyright certificates; scientific events (con-
ferences, symposia, seminars); reports. The system includes two modules – an administrative
one (intended for entering and editing data) and a user one, which is a special search engine
that searches for information, visualizes it, provides navigation among related resources and
exports data. A distinctive feature of the system is the introduced concept of “equivalent” ob-
jects. Objects are considered equivalent if they are represented in the system by different
metadata, but referring to the same physical entity. Such objects are “persons” corresponding
to one author with different spellings of the surname in the bibliographic descriptions of pub-
lications; organizations with different variants of names; articles published unchanged in vari-
ous languages. In accordance with modern requirements for reporting on publications, the sys-
tem reflects the sources of research funding, as well as the affiliations indicated in the articles
for each author.
Keywords 1
scientific works, scientific activity, automated system, database, management reports, net-
work technologies
1. Introduction
The effectiveness of fundamental scientific research is based on assessments of the results of the
intellectual activity of their employees, reflected, first of all, in scientific publications and reports at
scientific conferences. Recent organizational decisions in this area are aimed not only at quantitative,
but also at qualitative assessment of publications and reports. In this regard, for each organization, the
issues of creating a toolkit are becoming more and more urgent, allowing in an automated mode to
register the results of the intellectual activity of employees and to promptly generate the necessary
reporting data.
Considerable attention was paid to the accounting of publications of scientific organizations em-
ployees, starting from the thirties of the last century – all libraries of academic institutes were obliged
to keep card indexes of employees' works. But this was an activity primarily aimed at helping readers
who periodically needed to provide lists of their works for certification, obtaining a new scientific de-
gree etc. With the advent of computer technology in libraries, the filing cabinets of employees' works
SSI-2021: XXIII All-Russian Conference on Scientific Services & Internet, September 20–23, 2021, Moscow (on-line), Russia
EMAIL: vlas.svetlana2013@yandex.ru (S.A. Vlasova); nkalenov@jscc.ru (N.E. Kalenov)
ORCID: 0000-0003-1533-5850 (S.A. Vlasova), 0000-0001-5269-0988 (N.E. Kalenov)
© 2021 Copyright for this paper by its authors.
Use permitted under Creative Commons License Attribution 4.0 International (CC BY 4.0).
CEUR Workshop Proceedings (CEUR-WS.org)
began to be replaced by databases with which library employees worked. The development of the In-
ternet made it possible to switch to network technologies for creating and maintaining databases of
employees' publications and to significantly expand the area of their application [1–7].
However, most of the supported systems reflect publications in a “traditional” form – based on a
standard bibliographic description. One of the problems arising in this case is the different spelling of
the names of the authors of publications, primarily transliterated from Cyrillic to Latin. To obtain a
complete set of publications of a particular author, it is required to formulate requests containing all
possible spellings of surnames. This problem is typical not only for local publication accounting sys-
tems, but also for the largest world-class systems. So, the surname “Королёв” in the Russian version is
sometimes written as “Королёв”, and sometimes as “Королев”, which is permissible by the Russian
rules for writing such surnames (see Fig. 1).
In publications reflected in foreign databases, the surname “Королёв” is transliterated in most cases
as “Korolev”, sometimes as “Korolyov”, sometimes as “Koroljov”. For example, the WEB of Science
Core Collection (WoS CC) database contains 1128 publications by “Korolev A.”, 107 publications by
“Korolyov A.”, 5 publications by “Koroljov A.” (Fig. 2).
It should be noted that the possibility of “integration” of different spellings of the surnames of one
author is implemented in the ORCID system (Open Researcher and Contributor ID) [8]. However, a
test search shows that, at least for a number of Russian surnames, the ORCID search engine does not
perform satisfactorily. So, when searching by the last name of “Королев”, the system returns 36 records
(Fig. 3), and when searching by the last name of “Королёв” – 9 records (Fig. 4).
Another problem associated with the analysis of the publication activity of employees of a particular
organization is renaming the organization or changing its status, in particular, when merging with other
organizations, which is typical for the current moment of reorganization of the Russian scientific infra-
structure. Internationally, they are trying to solve this problem within the framework of the Research
Organization Registry Community [9].
One of the functions of an automated system that registers the results of the intellectual activity of
research workers across the organization should be the formation of reporting data that meet the re-
quirements of the Russian Ministry of Science and Higher Education. According to the latest regulatory
documents, the data on the publication activity of the organization should take into account the affilia-
tion of each author indicated in the publication, and the source of research funding to which article is
devoted. The report should also include speeches at scientific events, indicating the authors, status of
the event and status of the speech. To assess the personal contribution of an employee to scientific
activity in many organizations, when forming internal reports, it is required to indicate which of the co-
authors presented the speech.
Analysis of modern publications and accounting systems for the work of scientific workers, pre-
sented on the Internet [10–13], showed that none of them solves the above problems.
Below is a description of the system for recording the results of intellectual activity, developed by
the authors, in which the above functions are implemented. The presented system is the result of the
development of works previously carried out by the authors in this direction [14–17].
This year, the system received its further development in connection with the new requirements for
reporting data on the results of the intellectual activity of scientific workers.
The new version of the system provides registration of information about the publications of em-
ployees, received copyright certificates, reports made by them at scientific conferences, symposia, sem-
inars. The system provides for the reflection of the data necessary for the formation of various internal
and external reports of the organization, and also allows you to solve the above problems associated
with the ambiguity of the presentation of the names of the authors of publications and the names of
organizations.
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Figure 1: An example of the different spelling of the surname “Королёв” (“Королев”)
124
Figure 2: Various transliterations of the “Королев” surname in WoS CC
Figure 3: Search result by the name “Королев” in the ORCID system
125
Figure 4: Search result by the name “Королёв” in the ORCID system
2. System structure
The system provides the creation and support of the following interconnected objects:
publications at analytical and monographic levels;
sources (journals and collections in which articles are published);
conference reports;
scientific events which reports were presented;
persons (authors of publications and reports);
organizations and their divisions.
In the new version of the system, in comparison with the previous one [16, 17] the metadata profiles
of objects of the following classes are expanded.
Class “Person” – added person identifiers in ORCID, RSCI, Scopus, WoS systems.
Class “Source” – added ISSN, ISBN numbers.
Class “Publication” – added fields: number of the state assignment; information on grants that sup-
ported the research provided in the publication.
Class “Event” – added a field for the status of the event (Russian, international, regional, local).
Class “Report” – added fields: language (Russian, English); link to presentation of the report; link
to the video of the speech.
In the new version of the system, instead of the connection between the objects “Person – organiza-
tion”, “Publication – person”, “Report – person”, the following links are implemented:
Publication – person – organization (indication of the author's affiliation);
Report – person – organizational unit;
Report – person – speaker;
Report – person – co-speaker.
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3. Objects registrations in the system
Changes in the structure of metadata and object relationships have made it necessary to redesign
the user interface of the registration process for publications and reports. Let's consider these processes
in detail.
The first step of publication data input is entering its authors in the order presented in the publica-
tion. First, the required author is searched for in the system database by entering the initial fragment of
the surname into the search line. The system will display a list of found persons (surnames are active
links), as well as a link “New person”. If the person you need is in this list, then you have to activate
the corresponding link. The system will show the name of the person and related organizations that
were registered earlier (Fig. 5). In the process of entering persons and organizations, you can point to
equivalent records.
Figure 5: Entering the author and his affiliation in a new publication
After all the authors of a new publication have been entered, the system will provide a form for
entering its metadata (Fig. 6). Depending on the type of publication (article, monograph, copyright
certificate), the obligatory input of certain data fields is automatically checked. Mandatory to fill in
when entering any type of publication are the title and year of publication. When entering an article, it
is mandatory to indicate the source (journal, collection). The source input interface is the same as the
author-related organization input interface described above. After all the necessary metadata has been
entered, the publication will be registered in the system.
New report registration, as well as the introduction of a new publication, begins with input of its
authors. The search for authors, the choice of organizations for them and their linking to the report are
similar to entering the authors of the publication. For each author of the report, the status is indicated:
speaker or co-speaker. Then the system provides a form for entering the metadata of the report: the title
of the report; presentation type (plenary, sectional, poster, invited); language (Russian, English); ad-
dress of the report presentation; address of the speech video recording. Figure 7 shows an example of
entering the report metadata (the speaker's name is in bold).
After the report input information about linked with it conference (event) is entered (Fig. 8).
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Figure 6: Registration of publication
Figure 7: Registration of report
Figure 8: Registration of event
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4. User module of the system
The user block of the system (http://dirsmsc.ru/bd/) is a search engine that processes requests of
varying complexity. Queries can include elements of all attributes of object metadata profiles, combined
by logic operators “AND”, “OR”, “AND NOT”. The logic of composing and executing queries by the
system for various search fields is described in detail in a previously published work [16]. Here we will
focus on the interface for providing the user with the information found and navigating through related
resources.
The system provides the user with the opportunity to indicate the information about what classes of
objects he wants to receive in response to his request directly in the resulting output. This can be data
about publications, sources (magazines, collections), reports, events, persons or organizations.
The search interface allows you to process requests such as “find journals and collections in which
in the period 2020–2021 articles by Joint Supercomputer Centre (JSCC)2 staff were published, sup-
ported by Russian Foundation for Basic Research (RFBR)3 grants”.
Figure 9: Request to search for sources
For this request (Fig. 9), 12 titles of journals and collections are issued, each of which is an active
link, upon clicking on which a list of all publications from this journal (collection) available in the
system is issued.
If in the request (Fig. 9) in the drop-down list “show” instead of “journals / collections” select “pub-
lications”, the system will show a list of articles by the staff of the JSCC, in which links to RFBR grants
are given. There are 26 such articles, they are presented in the form of a list (see the fragment shown in
Fig. 10). Such list of publications contains their bibliographic descriptions and additional information
(publication DOI, the state assignment ID and information about the grants allocated for research, re-
flected in the article).
2
In Russian МСЦ
3
In Russian РФФИ
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Figure 10: Fragment of the found publications list
Figure 11: An example of the person information visualization
Authors, publication titles and names of the journal (collection) are active links leading, respectively,
to information about these objects. Example of page with author information is shown in the Fig. 11.
You can see there all the equivalent records for this person, as well as its ORCID and identifiers in the
systems RSCI, Scopus, WoS, the names of all organizations associated with the person, its publications
130
and reports, are given out. Further, the system indicates the total number of person's publications reg-
istered in the system, and shows their descriptions. If the person is connected with several organizations,
their names are active links. Clicking on the link of the selected organization will result in the display
of publications of this person, in which this organization is indicated as the author's affiliation.
Having received a list of publications at his request, the user can mark the records of interest to him
and unload them in one of three formats (bibliographic descriptions in text form, full information about
the publication (in text form or in CSV format).
Descriptions of the conference reports found as a result of the search query contain: the authors of
the report, the title of the report, a description of the corresponding event (Fig. 12).
Figure 12: Example of conference report descriptions
The surname of the speaker is highlighted in bold in the description of the report. By clicking on the
name of the event, you will be taken to its website. The names of the authors are active links, the
transition to which will ensure the issuance of all of this author reports. If the addresses of the
presentation and video recording of the speech are entered in the system, then the corresponding links
will be located under the description of the report. As in the case of publications, the system allows you
to unload the selected records of reports in various formats.
5. Conclusions
The presented automated system is currently operating in a technological mode at the JSCC of RAS.
As of 01.12.2021 342 persons from 51 organizations, 818 articles published in 358 editions; 59 reports
made at 35 events in 2018–2021 are registered in the system.
The system can be used in any scientific organization and provide invaluable assistance in the work
of both researchers and the administration of the organization. A researcher in the search module of the
system will be able to find his publications and conference reports for a given period of time and use
this data for reports or compiling an article bibliography. Administration of the organization can receive
comprehensive information about publications and speeches of employees for a given period of time,
or data on articles carried out within the framework of a specific state assignment or grant.
6. Acknowledgements
The work was carried out at the JSCC RAS – Branch of Scientific Research Institute for System
Analysis of RAS, within the framework of state assignment No. 0580-2021-0014.
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