- Finding Statistics Reports
- Review Report
- Calculating Average Review Time
- Articles Report
- Calculating Acceptance Rate
- View Report
- Generating Custom Reports
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.
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.
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.
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.
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.
Note that dates may occasionally appear as pound signs in Microsoft Excel- simply double click on the cell to reveal the date.
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#, "yd"); for example, for column headers Date Confirmed=K, Date Completed=L and the first row, the formula would be =DATEDIF(K2,L2, "yd")
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.
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.
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:
For example, in the spreadsheet above, since "Status" column is column O, the formula would be:
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%.
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).
For download information, you will need to Generate a Custom Report as seen below.
Generating Custom Reports
If you would like more specific view statistics or information file downloads, you can generate a custom report within OJS.
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.