Maintenance Manual

 

for

Journal Management System

 


 

 

Table of Contents. i

1 INTRODUCTION.. 1

1.1 Purpose. 1

1.2 Points of Contact 1

1.3 Project Reference. 1

2 SYSTEM DESCRIPTION.. 1

2.1 System Application. 1

2.2 System Organization. 1

2.2.1 System Structure. 1

2.2.2 Major System Components and Their Functions. 2

2.3 Security and the Privacy Act 3

2.4 System Requirements Cross-Reference. 4

3 SUPPORT ENVIRONMENT.. 4

3.1 Equipment Environment 4

3.2 Support Software. 4

3.3 Database Characteristics. 4

3.4 Personnel 4

4 SYSTEM MAINTENANCE PROCEDURES. 4

4.1 Conventions. 4

4.2 Verification Procedures. 5

4.3 Error Conditions. 5

4.4 Maintenance Software. 6

5 SOFTWARE UNIT MAINTENANCE PROCEDURES. 6

 

 

 


1 INTRODUCTION

 

1.1     Purpose

The purpose of the maintenance manual is to provide the personnel responsible for maintaining the Journal Management System (JMS) with the essential information to provide effective maintenance.  Provided in the manual is the software support environment definition, the maintenance personnel's roles and responsibilities, and "the regular activities essential to the support and maintenance of program modules, job streams, and database structures."

 

1.2 Points of Contact

The members of group 13 (listed above) of the Spring 2004 semester of CSC4330 are those responsible for the development of JMS.  The user of this system is the editor of the JASIST journal.

 

1.3 Project Reference

The following sources were used to prepare this document:

                  http://www.usdoj.gov/jmd/irm/lifecycle/table.htm

                  http://www.visibleprogress.com/vb_naming_conventions.htm

 

 

2 SYSTEM DESCRIPTION

 

2.1 System Application

The system provides an automated means of managing and keeping track of authors, referees, papers, and their related activities in an efficient manner for the editor of the JASIST journal.  The database holds information on the authors, referees and papers.  The JMS database is its own operational source.  The editor of JASIST uses the data to aid him in contacting authors and referees and keeping track of paper status so he can take the appropriate actions.

 

2.2 System Organization

 

2.2.1 System Structure

When the author submits a paper to the editor, the editor selects a referee, submits the paper to the referee for review, and notifies the author of the submission.  Then, the referee reviews the paper and submits it to the editor with comments, and the editor sends the commented version of the paper to the author for revision.  The author submits the revised version to the editor and the editor forwards it to the most critical referee as well as a notification to the author.  Finally, the referee returns the paper with final comments to the editor and the editor once again notifies the author whether or not the paper is acceptable.  If it is acceptable, the author must submit the copyright transfer form (CTF) and the final version of the paper on disc (including original artwork).

 

2.2.2 Major System Components and Their Functions

Listed below are the main system components and their functions with respect to the modules they where defined in:

 

Author Module:

Component

Function

Add author

This component allows the user to input a new author's information which consists mainly of name, email, and other contact information.

Edit author

This component allows the user to update information of a particular author.

Remove author

This component allows the user to remove an author from the system provided he was not assigned to a paper.

Search for author

This component allows the author to search for an author.

Assign author(s) to paper

This component allows the user to:

(1) select a group of authors, or a single author

(2) select only one paper,

(3) and bind the group of authors to that particular paper

Remove author(s) from paper

This component allows the user to remove an author from a paper.

Set major* author(s)

This component allows the user to set the major correspondence authors.

(*)  by major author we mean the correspondence authors.

 

Referee Module:

Component

Function

Add referee

This component allows the user to input a new referee's information which consists mainly of name, email, and other contact information.

Edit referee

This component allows the user to update information of a particular referee.

Remove referee

This component allows the user to remove a referee from the system provided he was not assigned to a paper.

Search for author

This component allows the author to search for a referee.

Assign author(s) to paper

This component allows the user to:

(1) select a group of referees, or a single referee

(2) select only one paper,

(3) and bind the group of referees to that particular paper

Remove author(s) from paper

This component allows the user to remove a referee from a paper.

 

Paper Module:

Component

Function

Add paper

This component allows the user to add a new paper to the system.

Edit paper

This component allows the user to update information about a particular paper.  In this component, when the editor received a review status from a particular referee, the editor can use this component to add the status of the paper and notify the author immediately

Remove paper

This component allows the user to remove a paper

Search for paper

This component allows the user to search for a paper

Edit/View accepted paper

This component allows the user to view and/or edit the information of an accepted paper

 

Editor Module:

Component

Function

Edit editor’s information

This component allows the user to add the editor’s information.

Remind referee

This component allows the user to remind a referee to turn in a review a status on a paper that is over due

Letter templates

This component allows the user to create/edit/delete a letter template

Statistics report

This component allows the user to view some general statistics.

Active referee list

This component allows the user allows the user to view a list of active referees

 

Email Module:

Component

Function

Email

This component allows the user to email a referee, an author, or anyone else.  The user can

 

Help Module:

Component

Function

About

This component allows the user to view the developer’s contact information of the system

User’s manual

This component links to the user’s manual which is an external HTML help document.

 

2.3 Security and the Privacy Act

JMS stores personal contact information on authors and referees which is for the editor's eyes only.  Also kept confidential from the referees is the name(s) of the author(s) of the papers and kept confidential from the authors are the names of the referees.  Therefore, there is a log on name and password component in place to help ensure that the editor is indeed the one using and manipulation the system data.

 

2.4 System Requirements Cross-Reference

Refer to the "Detailed ER Diagram" located in section 2.6 of the Detailed Design and Test Plan Document to view a detailed description of all the relevant information stored in JMS.

 

 

3 SUPPORT ENVIRONMENT

 

3.1 Equipment Environment

A regular PC connected to the Internet, a screen, a mouse and a keyboard.  Internet is required if the user want to email the various authors and referees.

 

3.2 Support Software

 

3.3 Database Characteristics

For further information on Database Characteristics, please refer to section 2.6 Database Logical Format and section 2.7 Logical Data Stores and Data Dictionary, of the Detailed Design and Test Plan Document for JMS.

 

3.4 Personnel

The maintenance personnel for JMS must be knowledgeable in, or be able to obtain knowledge of, whichever version of Microsoft Windows is being used to operate JMS.  They must also have knowledge of the .NET framework, Microsoft Visual Basic 2003 .NET, Microsoft Office 2003 and Access 2003.

 

 

4 SYSTEM MAINTENANCE PROCEDURES

 

4.1 Conventions

The JMS system follows standard Visual Basic naming conventions.  For further information please refer to                    http://www.visibleprogress.com/vb_naming_conventions.htm

 

4.2 Verification Procedures

For further information on Verification Procedures, please refer to 5. Test Objectives, 6. Test cases description, and 7. Test case data, in the Detailed Design and Test Plan Document for Journal Management System.

 

4.3 Error Conditions

The following constraints cause JMS to generate an error message and to explain to the user what needs to be performed:

 

 

 

 

 

 

JMS notifies the user of which ever condition is not satisfied and does not allow the user to proceed.

 

 

 

 

4.4 Maintenance Software

For maintenance purposes, the maintenance staff must use Visual Studio 2003 .NET (to rebuild the solution—i.e. recompile).  The maintenance staff  can also use other commercial CASE tools for designing new components if necessary.  Any UML design tools to make maintenance decisions can be very useful.

 

 

5 SOFTWARE UNIT MAINTENANCE PROCEDURES

            1.  Unit Name And Identification

            2.  Description

                  3.  Requirements Cross-Reference

                  4.  Conventions

                  5.  Verification Procedures

                  6.  Error Conditions