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  1. Finding Statistics in OJS
  2. Finding Statistics in OJS
    1. Calculating Average Review Time
  3. Finding Statistics in OJS
    1. Calculating Acceptance Rate
  4. Finding Statistics in OJS
  5. Finding Statistics in OJS

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Finding Statistics

Locating the Statistics page requires you to login to your editorial/management dashboard. On the left toolbar, you will see the Tools tab. From the Tools tab, select Statistics

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This will take you to the statistics page. You will only want to use the Review Report, Articles Report, and View Report options, which will automatically download CSV files with the relevant data from the entire publication history of your journal. You can Generate a Custom Report by clicking the grey button at the bottom of the screen for more specific information on downloads, as well the ability to sort by specific timeframes and use new file formats.

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The Review Report covers information about the review stages and process for each submission, Articles Report has info on article metadata and acceptance status, and View Report has traditional viewing statistics. See more information on each report in the sections below.

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PKP Usage Statistics and COUNTER reports are used for indexing and journal comparisons, so they will not contain information usable for you or your users.

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Review Report

The Review Report will download a CSV file that lists every individual review request and status initiated by this journal. This report provides info on the round when the review was initiated; reviewer info; the dates the reviewer was assigned and then notified of the review; if accepted, when the acceptance was confirmed and then completed; if a reminder was sent, the date reminded; and if not declined or unfinished, the recommendation and any comments on the submission. 

The CSV downloaded is initially sorted by the title of the article being reviewed and will include every request for review, whether or not the review was rejected or incomplete.

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Note that dates may occasionally appear as pound signs in Microsoft Excel- simply double click on the cell to reveal the date. 

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While most information relevant to reviewers is tracked internally, and can be viewed and searched more effectively when selecting a reviewer, you can use this sheet to aggregate data on all reviews.

This CSV can be used to calculate the average time it takes for a review to be completed for your journal. You can use the DATEDIF function to calculate the amount of days between each review, and then average that amount with the AVG function. 

First, you will need to create a new, empty "Time to Complete Review" field. You will want to use the dates in the Date Confirmed and Date Completed fields for your formula- depending on your CSV files, the columns will vary. Select the Date Confirmed cell, and then the Date Completed cell while inputting the formula. Your formula should resemble the one below:

=DATEDIF(ColumnHeaderRow#,ColumnHeaderRow#, "md"); for example, for column headers Date Confirmed=K, Date Completed=L and the first row, the formula would be =DATEDIF(K2,L2, "md")

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Apply this formula to the rest of the "Time to Complete Review" row- note that reviews that are not completed will show an error message, as there will be incomplete fields. Get these out of the way by wither sorting the "Time to Complete Review" row and only selecting non-error cells for the average, or remove incomplete reviews from the spreadsheet and average all results. this should spit out a single number of days, the average length of days for a reviewer to complete a review for your journal.

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Articles Report

The Articles Report lists article metadata and submission/publication status for all submissions made to your journal within OJS. Note that your results will have multiple author fields, witch each article metadata field provided for each individual author. 

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To calculate your journal's acceptance rate from this report, you will need to look at the "Status" column. All articles will be one of the following three statuses: Published, Queued, or Declined. You can create an acceptance percentage by counting the number of declined submissions, subtracting that number from the total submissions, and dividing that number by total submissions, you will have your journal's overall acceptance rate. An easy way to find how many submissions are declined is to use the COUNTIF formula shown below:

=COUNTIF(columnheader:columnheader,"Declined")

For example, in the spreadsheet above, since "Status" column is column O, the formula would be:

=COUNTIF(O:O,"Declined")

Total submissions are simply the number of rows on the spreadsheet, minus the first header row. 

If an Articles Report had 246 rows in the initial CSV file, and the COUNTIF function run on the Status column counted 95 declined submissions, the acceptance rate would be 150 (the amount of non-declined articles) divided by 245 (the amount of total submissions), or about 61%.

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View Report

The View Report is a straightforward assessment of the views each file type and article page has received since your journal has been published. This report will initially sort the CSV by Article ID (which generally coincides with Date Published). It will also break down views by the initial page/abstract view, total galley views (views for all galleys combined), and break down the different galleys if present in your publication workflow (such as differentiate between PDF, DOC, XML, or HTML files).

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For download information, you will need to Generate a Custom Report as seen below.

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Generating Custom Reports

If you would like more specific view statistics or information file downloads, you can generate a custom report within OJS. 

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Advanced Options will allow you to select which columns and filters to include, as well as potentially give you the option to choose a file format besides CSV. PLEASE NOTE that some of the options may become greyed out and inaccessible if you build a report that does not work with certain file formats or can not be exported by the system. 

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  1. Articles
  2. Editorial Activity
    1. Editorial Decision Timeline 
    2. Acceptance Rate
  3. Users
  4. Report Generator

The newest update to Open Journal Systems has revamped the statistics interface, allowing for your o more accessibly track article views and downloads, as well as manage editorial activity, discover your journal's acceptance rate, and more. This page breaks down the sections of this new Statistics tab.

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Articles
Articles

1. Articles

To examine views and downloads at the article level, select Statistics > Articles as seen below.

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You will now be taken to a visualization of article abstract views for approximately the last month of your journal. This graph has several customization option that allow you to view different statistics for your articles: in the upper left corner of the graph, you can choose between view counts for Abstracts or Files. In the upper right corner, you can select the icon with the listed dates and small calendar icon to change the date range of the statistics you would like to view.

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This pop up will give you several preset time range options, as well as the option to include a custom range. Make sure to select the "Apply" button to apply this new date range successfully.

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You can also select the "Filter" button on the top right corner of the graph to only visualize view counts for articles in specific sections.

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Under the graph, you will see the Article Details list. This lists every article's view count, breaking down the views by abstract (how many users simply viewed the abstract page for the article) vs. file (how many users clicked in to view the file of the article itself. If your journal publishers in multiple format, it will also split between which formats users decided to view. The date range you apply to the graph will apply to the first few columns of this table, although the last column always displays total views for that article.

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You have the option to search for specific articles here, or simply view the trends that the graph presents in a written, detailed fashion.

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Editorial Activity
Editorial Activity

2. Editorial Activity

If you are interested in assessing the current editorial activity of your journal, including active submissions, acceptance rate, and editorial processing time, select Statistics > Editorial Activity as seen below.

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The first section of this page shows a pie chart breaking down the current status of your active submissions. Out of total active submissions (all submissions that have been accepted, and are not declined or already published) it further sorts articles by which stage of the editorial process they are currently in. This is a great way to ensure no articles have accidentally been neglected, as well as quickly tell the status of your next issue.

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At the bottom of this is a more thorough breakdown of editorial activity. Notice in the upper right corner, there is an option to set a date range for the editorial activity listed, as well as the option to filter by specific sections of your journal. Regardless of the date range or filter you set, the right column of this table will always display a breakdown of the total statistics for that trend, as well as a number for just the most recent year.

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It is here you will find several important trend statistics, including your journal's Acceptance Rate and Average Editorial Decision Time

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Users
Users

3. Users

If you are interested in a quick breakdown of your journal's users, but are wary of navigating the entire Users section, select Statistics > Users

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This short page provides a quick summary of all of your journal's registered users by role. You can visit the Users page to search for a specific person in your system. 

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Report Generator
Report Generator

4. Report Generator

Finally, the last statistics option allow you to generate custom statistics reports. This page be reached two ways: first, by selecting Statistics > Report Generator:

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Or alternatively, by selecting Tools > Report Generator.

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These reports will allow for CSV exports of journal statistics, allowing you to potentially import the information elsewhere. The content of these reports are often more difficult to read then the statistics officially provided by the system.

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Questions? Contact us at iusw@indiana.edu.