Welcome to ConfSys

IDEAS:
IDEAS03
IDEAS04
IDEAS04DH   RTSCA04 BytePress

Conference Management System

The purpose of ConfSys is to manage academic conferences. It includes features for the General chair, the program (co)chair(s), the authors, the reviewers and the participants.

GC Main Page
The general chair(GC) uses the System Parameter setup functions to configure the system for the conference. The configuration allows the GC to assign logos, name of conference; directories for various files; type and maximum sizes of files required for papers and presentation. ConfSys also allows the GC to set up the registration modes(credit card, draft, transfer, third party credit card clearing facility provided currently by BytePress) and the templates for various messages sent automatically by the system.

The GC also sets up the milestones(deadlines) for various events. This milestone includes: CFP; deadline for auction among reviewers; deadline for review and debate of controversial papers; deadline for upload of final version of accepted papers; deadline for slide presentation upload; registration deadlines.

Using the features in the Subject/Topic setup, the GC enters the main topics covered in the conference.

The User Management set of operations allows the GC to set up the various users of the system. This includes the program chair(s), the program committee, and the authors and co-authors. Each of these groups has a set of functions to facilitate their interaction with ConfSys.

The Paper Management functions are shared by the GC and the Program chair(PC). They use the Allocate Parameter Setup function to designate the number of papers assigned to each member of the Program Committee(reviewer) and the number of reviewers for each paper. There are functions to allow them to monitor the paper submissions, review and debate processes. The Auction function allows the reviewers to bid on papers in their domain of expertise. The Automatic allocation function uses the results of the auction process along with the interests of the reviewers to assign papers to the individuals. In this automatic allocation, the system tries to avoid conflict of interest by not assigning papers to a reviewer if one of the authors of a paper had been his/her co-author in the past.

Once the debate is over the GC/PC can make a decision on each paper(Full, Short, Poster, not accept). The system also has a facility to edit the messages sent to the authors of papers in the four groups

The Proceedings and Conference Management set of functions allows the GC/PC to create and fine tune the sessions. These are created based on the topics selected by the GC and based on the topics of the accepted papers. It also allows them to monitor the uploading of the final version of the papers as well as the file for their presentation of these papers. Facility is provided for the PDF version of creating the name-tags for the registered participants using a standard name-tag form.

The Registration Management set of functions allows the GC to configure the registration via the set of features under Registration Configuration. The confirmation of registration is made via the features under Registration Confirm. The registration status of each paper can be accessed via the screen Paper Registration Info. The list of participation is accessible via the Attender List.

Additional features for late reviews and set of bulk email to various sub-groups is accessible under Other Features

Author Main Page
The ConfSys provides the following set of functions for supporting the interaction of the authors with the system. Here author is one of the co-authors of a paper who is considered as the contact author and all correspondence regarding the paper would be sent to this person.

The system requires the author to submit personal information and provides a facility to update the one-time password sent to the author after the initial registration.

ConfSys provides a facility for the author to upload one or more papers and allows the author to update a previously submitted paper with a revised version or withdraw a paper until the deadline for submission.

The author can monitor the progress of the review process(not the reviews themselves) until the final decision for the papers are made. At this time, the authors can view the reviews and the decisions made by the Program committee.

For accepted papers, the authors can submit the final version of the papers and the the slides presentation file through ConfSys. ConfSys also provides a facility for registration which provides a number of payment modes. OPtionally, the GC coul provide a facility which requires the registration to be completed before the system accepts the final version of the papers and the presentations.

Reviewer's Main Page
For the reviewers, the system allows the reviewers to register their topics of interests which are used by ConfSys to select a subset of papers for the auction process. In the auction process, the reviewer indicates her priorities. Using these priorities and matching the topics of interests with the topics of the papers, the system makes an automatic assignment of papers to reviewers. This automatic allocation can be fine tuned by the PC.

Once the allocation is finalized, the reviewers can download the assigned papers and either review them herself or have a colleague review some of them. The reviews are entered using the system.

Once all the reviews are in, the system can determine those papers whose reviews need debating. The reviewers for such papers are notified and they can debate using the system without knowing the identity of the other reviewers. In this way, the reviewers are able to remain anonymous and allow free exchange of ideas. Such anonymity also allows better peer review.

The complete list of functions provided are listed below:


General Chair functions:
  • System Parameter Setup
    • System Configuration
    • MileStones Setup
    • Subject/Topic Setup
    • Templates Setup
  • Paper Management
    • Submission Status
    • Allocate Parameters Set
    • Reviewers' Interest/Expertise
    • Paper allocate
    • Review process view--by reviewer
    • Review process view--by paper
    • Conflicted paper check
    • Paper Decision Email Edit
    • Paper Decision
  • User Management
    • General Chair (GC)
    • Program Chair
    • Program Committee (PC)
    • Author
    • Co_Author
  • Registration Management
    • Registration Configuration
    • Registration Confirm
    • Paper Registration Info
    • Attender List
  • Proceedings and Conference Management
    • Session Arrangement
    • Final Version paper Uploading Process
    • Slide Uploading Process
    • Name Tag Print
  • Other
    • Late Review
    • Mail Sender Server
Program Chair functions
  • Paper Management
    • Submission Status
    • Allocate Parameters Set
    • Paper allocate
    • Review process view--by reviewer
    • Review process view--by paper
    • Conflicted paper check
    • Paper Decision
  • Conference Management
    • Session Arrangement
    • Slide Uploading Process
  • Others
    • Personal Information
    • Conference MileStones


Reviewer Support

  • Personal Info
    • Reviewer Registration
  • Paper Info
    • Paper Auction
    • Download Paper File
    • Review Paper(s)
    • Paper Review Process
    • Reviewer Debate
    • Final Decision(s) On Paper
  • Others
    • Score & Confidence Information
    • Conference MileStone
    • Conflict in review

Author Support
  • Personal Info
    • Personal Information
    • Update Password
      Paper Info
    • Paper Submission
    • Paper Review Status
    • View Review Result
  • Conference Info
    • Author Registration
    • Upload Final Version Paper
    • Upload Presentation Slide
  • Others
    • Score & Confidence Information
    • Conference MileStone

ConfSys has been used over the last three years for the following conferences:


IDEAS:
IDEAS03
IDEAS04
IDEAS04DH   RTSCA04 BytePress



For more information about ConfSys:

Contact: Bipin C. DESAI bcdesai at confsys.concordia.ca


©ConfSys/CINDI 2004