Development of a Journal Information System for Engineering Research Studies

2003-1588

KIT FAI PUN and ANESA HOSEIN

Department of Mechanical Engineering, The University of the West Indies, St. Augustine Campus, Trinidad and Tobago, WI (email: [email protected])

Abstract: A prototype journal information system (JIS) comprising of a cataloguing sub-system and an information indexing sub-system was developed to assist researchers and engineering students in their literature review and research studies. The system can provide 1) a fast- searching capability to trace articles with specified themes, subject areas, keywords, authors, year of publication and index references; and 2) the facilities for grouping and sorting of articles according to types and names of journals and their specializations. This paper describes the design, collection and input of data, query usage, and report outputs of the system.

Introduction Today’s literature reviewing process is different to that of two decades ago1. The process is more complex as much literature is being published in a wider array of journals. The literature reviewing process underwent by engineering researchers and students began to employ digital libraries available through compact diskettes (CDs) during the 1980s and since the 1990s through the World Wide Web (WWW)2. The digital libraries were able to provide an efficient searching interface for retrieval of information as compared to paper citation, subject and keyword indexes that were previously available1,2. In the past, researchers and students stored collected materials (e.g. copies of papers and notes) in personal card indices to aid in the retrieval of papers during the writing process3. Today, personal bibliographic software (PBS) is widely used for the same purposes with add-ins or compatibility features with word processing programmes (e.g. Microsoft Word and WordPerfect)4. Most PBS are able to create bibliographic references in many writing styles, store information by keywords and link to online digital libraries. Many commercial PBS packages (e.g. AutoBiblio, Bibliographix, Biblioscape, Endnote, Procite, and Reference Manager) cost about US$100-300. Despite the cost factors, these packages are developed for different disciplines (e.g. physical sciences, bioscience, library science, medicine, economics, and legal) and/or general purposes. However, they may not meet the specific requirements of researchers and research students of engineering disciplines and applications4-6. This paper presents a journal information system (JIS) that provides a cost- effective and personalized means for assisting researchers and research students to manage their literature review processes and outputs. Using the system can save considerable amount of time

in tracking the location of literature, especially when the search is conducted over a long period Page 8.415.1 and researchers are unable to recall papers at some later date. To discuss how the JIS helps in a

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education literature review process and builds a bibliography, this paper will illustrate a working example of decision models’ applications in agribusiness operations and engineering.

Conducting a literature search To create bibliographic references that facilitate the process of literature search and review, users (e.g. researchers and research students) need to identify the data types and determine the searching methodology. The main data types are: 1) bibliographic information (such as, the title of article, name of author and journal, volume and issue numbers, and year of publication); 2) important notes (e.g. main findings and conclusions) derived from articles, and 3) a soft or hard copy of articles. Figure 1 illustrates the information gathering methodology in the literature review process. In most circumstances, a user must develop or identify a set of keywords that help determines the data types and the search of the literature sources (i.e. relevant journals and articles) for any specified research work. He/she can then use the search box in digital libraries to retrieve related and relevant journal articles containing the keywords. Users can also browse the quoted bibliographic references to search and retrieve more literature publications of the same topics and related areas7-9.

Perform queries in Retrieve query results of Read, browse and find digital libraries articles containing articles of interest by their keywords abstract, title and keywords

User determines Retrieve articles of interest searchable keywords either in digital or paper format

Record bibliographic Make a copy of information and make interested papers in keynotes digital or paper format

Scan bibliographic references of interested papers Figure 1. Information gathering in the literature review process

Design and building a JIS The design and building of a journal information system has three main phases, namely: 1) design and creation of the system; 2) inputting of the gathered information into the system; and 3) manipulating results in terms of reports and queries. A prototype JIS was developed for facilitating users to build a personalized bibliographic reference on a selected application of engineering disciplines. A schematic representation of the JIS is given in figure 2. It shows the logic flow starting from data input and manipulation to generation of bibliography reports. Two application tools of Microsoft Office software packages (i.e. Microsoft Access 2000 and Microsoft Word 2000) are used to build the prototype. The system has two subsystems, including 1) a Cataloguing Subsystem to store the collection of bibliographic data from literature, and 2) an Information Indexing Subsystem to record the important information of individual literature. Both subsystems are linked as a one-to-many relationship since any article can have one or Page 8.415.2 more indexed information record(s), and one record can store one methodology being used and Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education the conclusions made. A context diagram is shown in figure 3. For the purpose of illustration, an entity relationship diagram and a Level-0 diagram of the system are given in appendix 1. Soft copies of articles are stored as files in a separate directory and retrieved using the Object Linked and Embedded (OLE) feature of the system. Hard copies are stored elsewhere alphabetically in physical folders. The design of the two subsystems is elaborated separately as follows.

Gathered Bibliographic Data and Keynotes

Cataloguing Information Subsystem Subsystem

Data Manipulation and Analysis

Reports

Figure 2. A schematic representation of the JIS

Information Request Bibliography notes

Article 0 User/ Literature request reviewer JIS system Literature review notes

Article needed

Bibliography list

Figure 3. A context diagram of the JIS

The Cataloguing Subsystem Microsoft Access 2000 provides a platform to develop the cataloguing subsystem. This subsystem keeps a record of the journal articles reviewed and the essential information required for creating a bibliography. Data inputted into the subsystem includes: • Name(s) of Author(s) Page 8.415.3 • Title of Article

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education • Name of Journal • Volume and Issue Numbers • Year of Publication including month or period (if any) • Page Numbers or Ranges • Paper Categorization or Index (optional) • Abstract (optional) Three database tables are built. The first and main one is the cataloguing table that stores the above data in separate fields. All data fields are kept as text data types except for the abstract field and the publication year of articles which uses the memo and number data types respectively. Volume and issue numbers are either numerical or alphanumerical n text fields with direct inputs rather than as drop-down menus. The primary key is chosen as an auto-number generated by the system. The second is the journal table that contains the list of journals searched, whereas the third is the article group table that is used to categorize articles by their main fields of application. Using an application example of “decision models for agribusiness operations and engineering”, the fields of the system are categorized into 1) decision models in agribusiness operations, 2) decision models in engineering systems, 3) computer applications in agribusiness operations, and 4) computer applications in other related industries. A cataloguing form is created based on the data fields of the main cataloguing table (see figure 4). Using a set of specifically designed syntax, data is inputted directly in both journal table and article group table. Data field naming must be determined and data must be normalized wherever possible to ensure a quick sorting and retrieval of information. For example, two separate data fields are created for the “Authors of the article”. The first field stores the record of the first author, whereas the second field is reserved for other author(s). The syntax (i.e. format of input) for the author names must also be determined (e.g. “Piper, E.L.” versus “Piper, E L”), and data inputs must follow the convention strictly. Page 8.415.4 Figure 4. A cataloguing subsystem form for entering journal information

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education Moreover, if an article has two authors, the “other_authors field” input includes ‘and’ (e.g. “and Weiss, A.”). If there are more than two authors, in the first_author field, after the author’s name is inputted, a comma is placed (e.g. “Piper, E.L.,”). In the other_authors field, commas are placed after the name except for the penultimate name in which the word ‘and’ applies. Only the first letter of the title is capitalized with the remaining words in lower case letters. No punctuation (i.e. commas or periods) is placed at the end of the title. Page numbers are inputted using a format of “001-002”. Alternatively, the page numbers field have two separate number data types, and if so, the number of pages of articles can be calculated. Furthermore, if information such as the titles, authors and abstracts of searched articles is available on a digital format (i.e. on the WWW or CDs), the JIS can allow users to copy and paste the information directly into the system.

The Information Indexing Subsystem Relying significantly on the specific needs and requirements of users, the information indexing subsystem contains the information that deems to be useful and important for them to build a proper literature review record. Users must determine the types of information needed, e.g. 1) the key elements and/or data that will be collected, and 2) the keywords and/or subcategories of the keywords. As for the example of agribusiness operations and engineering decision models, the JIS has a literature search table created for manipulating information of searched articles using the facility of Microsoft Assess 2000. The table captures information such as the keywords, important notes (i.e. keynotes), and classifications of articles. An information indexing form is designed for easy inputting data, and which is embedded as a sub-form of the main literature search table (see figure 5).

Figure 5. An information subsystem form for entering journal-specific information Page 8.415.5

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education Several lookups are created for the classification purposes in the JIS. For example, one kind of information gathered is the types of decision models and tools (e.g. simulation, expert systems, and mathematical programming models). Other tables of classifications includes the types and nature of papers (e.g. literature review, empirical studies, and applications), and the scope of agribusiness operations and engineering (e.g. irrigation, livestock, and machinery). A drop-down menu is used to capture this information from each article, and a Boolean field (i.e. a tick box) for a true/ false article classification. In addition, important notes are recorded in a designated field with keywords in a text field. Furthermore, paper information stored in digital formats can be linked to the database using the OLE feature.

Queries and reporting in JIS Use of queries The queries are made during the literature review writing process in the thesis. Articles containing information can be found by means of a lookup query for keynotes and keywords. Figure 6 shows an example of a query for the prototype JIS of agribusiness operations and engineering decision models. Once articles are searched in the query, they can be viewed using a primary key (e.g. in this case, litno). During the thesis writing process, a tick box is used to indicate the status (i.e. if cited) of any searched articles either in the forms of the cataloguing subsystem or the information indexing subsystem. Article(s) published in a particular year and/or written by same author(s) are also identified from queries. In addition, cross-tab queries are employed to count the number of articles containing information of same search areas or topics. This facility of the system is used to determine if a more thorough literature search or a meta-analysis type of search can be conducted to find more information. An illustrated example of a cross-tab query is given in figure 7.

Figure 6. A lookup query for articles containing a keyword sorted by year Page 8.415.6

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education Figure 7. A cross-tab query to tabulate literature information

Generation of reports The JIS uses Microsoft Word to generate a bibliography report because Microsoft Access does allow the same flexibility for word processing. In the platform of Microsoft Word, the Access query data file is opened as the data source, and the format of bibliography is processed as that of a directory. Therefore, users have a greater flexibility in determining the style of bibliography. Table 1 shows two examples of alternative formats of bibliography. The generated bibliography report is linked to the Microsoft Access database file. A bibliographic reference is created once a query is performed in Microsoft Access extracting the articles or records of bibliographic information that are used. Other reports can also be generated from the system, including articles per journal, type of articles in each journal, and number of articles in categories.

Table 1. Examples of alternative formats of bibliography Alternatives Descriptions and Examples Format 1: «firstauthor» «otherauthors» («year»), “«title»”, «journal», Vol.«volume», No.«issue», pp.«page_nos» Example: Piper, E.L., Boote, K.J. and Jones, J.W. (1998), “Evaluation and improvement of crop models using regional cultivar trial data”, Applied Engineering in Agriculture, Vol.14, No.4, pp.435- 446 Format 2: «firstauthor» «otherauthors», «year», ‘«title».’ «journal». «volume»(«issue»), pp.«page_nos» Example: Piper, E.L., Boote, K.J. and Jones, J.W., 1998, ‘Evaluation and improvement of crop models using regional cultivar trial data.’ Applied Engineering in Agriculture. 14(4), pp.435-446

Discussions To build a JIS, users must familiarize with application tools of Microsoft Office software packages (i.e. Microsoft Access 2000 and Microsoft Word 2000). Microsoft Access is quite user- friendly for adding, modifying and deleting records using the switchboard feature. However, users have to determine the database design of the JIS that can provide capability to do searching within and across records. The design of the information indexing subsystem is essentially with respect to the needs and requirements of users. Like other information systems, the JIS is facing the same problems of acquiring accurate data and long data input times10. Although users dictate the amount of data needed and collected, they have to ensure the input of collected information is in a digital format. Another concern is the assurance of inputting correct data into the system. The spell check function of Microsoft Access can only help with checking normal words and common typos; however, names of

articles and authors have to be inputted with care, even without the JIS. Page 8.415.7 Table 2 summarizes a comparison between the prototype JIS and other commercial PBS. It

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education shows that the JIS is more flexible and easier to customize than the commercial software and can create any number of keywords and displayed in any format that users choose. The JIS has a special information indexing subsystem that is non-existent in available commercial PBS. Most PBS has been developed for the purposes of storing bibliographic information, while the JIS is able to store reviewed literature information (using the information indexing subsystem) as well as bibliographic information (using the cataloguing subsystem). This provides a useful means for users to retrieve and compare main conclusions and methodologies from the reviewed literature.

Table 2. Comparison of PBS and JIS Characteristics Journal Information System (JIS) Personal Bibliographic Software (PBS)4-6 1. Data types Presently, deals with journal Deals with different types of printed publications (but can be modified to materials such as monographs, reports, and include other printed materials) journal articles. 2. Integration with Is compatible with Microsoft Word Is compatible with most word processors, word processors and Corel Word Perfect with data file such as Corel Word Perfect and Microsoft manipulation. Word 3. Retrieval of Can retrieve literature by using data Limited to keywords, titles, authors or literature from keywords, user keynotes, journals authors, journals, titles and abstracts 4. Search of literature Can search literature using the Limited to only main keywords information information indexing subsystem with keyword subcategories and keynotes 5. Creation of Create bibliographies in a separate Create bibliographies in same/ separate bibliography document and then added to the main document using the ‘Cite While You document Write’ feature with add-in packages 6. Import data Presently, data can only be inputted Some software can import data from CDs manually (but can be modified to and internet digital libraries databases accept imported data) 7. Writing style Can be programmed to suit various Can support various citing styles including defined citing style Chicago Manual of Style 8. Applicability Presently, created for the Sometimes created for specific disciplines Engineering studies (but can be but can be used by other disciplines extended to other areas and disciplines). 9. Customization or Can be customized, i.e. to redesign, Limited to the features provided flexibility modify and manipulate the database 10. User-friendliness Moderate user-friendliness – Most are easy to use dependent on how the system is created 11. Costs No monetary cost – only time require US$100-$300 to create it

In terms of outputs, the JIS and PBS are comparable as they both can generate bibliography reports in a citation style specified by users. However, the JIS is presently only compatible with Microsoft Word. The PBS has the advantages that many commercial available packages can be compatible with at least two word processors and the citation styles are built in the software. Furthermore, commercial PBS have the ‘Cite While You Write’ feature that allows users to directly input the citation using an add-in function in the word processor. At present, the citation has to be inputted manually in the JIS. Some PBS can also import and export data from digital libraries and other PBS packages that use same protocols. The prototype JIS do not have same Page 8.415.8 capability as such PBS does. Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education Nevertheless, one of the JIS main advantages is on cost. A user can spend one afternoon to create a JIS with almost the same features of any commercial PBS at no or little cost. Because the users who design their JIS, they are able to configure it to suit their needs and requirement. Users can add any number of fields they wish and are thus not limited to the software.

Conclusion The JIS described is designed for organizing literature and creating bibliography from journal articles, but it can also manage other different literature materials (e.g. books, reports, and Internet sources). The system provides a cost-effective means for users (e.g. researchers and research students) to organize their collected literature, retrieve reviewed information from literature and build a bibliography. The JIS has an added advantage of having an information indexing subsystem that is used to store and retrieve articles information (e.g. methodologies, theories and conclusions). The JIS can be used for facilitating the literature review writing process and for finding new methodologies when refining the research process. The JIS is still in a developmental stage and can be improved via: • Creating a switchboard to improve user-friendliness; • Extending the JIS to include other printed manuscripts and materials, such as books, reports, monographs, and newspapers; • Enabling the JIS to be compatible with other main word processors (e.g. Word Perfect); and • Ensuring the same protocol as PBS in order for information to be imported or exported between the PBS and JIS.

Acknowledgements The authors would like to thank for the financial support from the School of Graduate Studies and Research at the University of the West Indies under the Dean’s Award for Postgraduate Research (no. CRP/DA 9BL).

Bibliographies 1. Ball, R. The scientific information environment in the next millennium, Library Management, 21, 1 (2000) pp.10-12 2. Schatz, B.R. Information retrieval in digital libraries: bringing search to the net, Science, 275 (1997) pp.327-334 3. Ileperuma, S. Information gathering behavior of arts scholars in Sri Lankan universities: a critical evaluation, Collection Building, 21, 1 (2002) pp.22-31 4. Dell’Orso, F. Bibliography Formatting Software: An Evaluation Template, available at: http://www.burioni.it/forum/BFS1.HTM (December, 2002) 5. Neal, P.R., Personal bibliographic software programs – a comparative review, Bioscience, 43, 1 (1993) pp.44-51 6. Sutherland, S., Overview of Personal Bibliographic Software, available at: http://info.ox.ac.uk/service/workshop/bib-overview.html (December, 2002) 7. Taylor, D. and Procter, M. The Literature Review: A Few Tips On Conducting It, Writing Support, University of Toronto, available at: http://www.utoronto.ca/writing/litrev.html (December, 2002) 8. Garner, J. and Robertson, S. Conducting a Literature Review, Learning Skills Unit, University of Melbourne, available at: http://www.lib.unimelb.edu.au/postgrad/litreview/home.html (December, 2002) 9. Reed, L. Performing a literature review, Proceedings of the 1998 Frontiers in Education Conference, Tempe, Arizona (November 1998) 10. Turban, E. and Aronson, J.E. Decision Support Systems and Intelligent Systems, 6th Edition, Prentice Hall, New Jersey (2001) Page 8.415.9

Proceedings of the 2003 American Society for Engineering Education Annual Conference & Exposition Copyright © 2003, American Society of Engineering Education Appendix 1. Entity relationship and Level-0 Diagrams of the JIS

Journals has volumes has

issues

has

Bibliography generate articles

Bibliographic Consist information of

Article title Consist Author of information Article information

Page numbers Consist Theories Methodologies of

Conclusions

Figure A1. An entity relationship of the JIS Page 8.415.10

Article needed

Bibliography list

Bibliography User/ notes 1 Literature Cataloguing reviewer Article Index Request

Article record Article record Request information D1: Cataloguing Database Information notes Information Article record record

2 Information Index System

Information Information record record

D2: Information Index Database

Figure A2. A Level-0 diagram of the JIS

Bibliographical notes of the authors KIT FAI PUN is a Senior Lecturer in the Department of Mechanical Engineering at the University of the West Indies. He holds a Chartered/Registered Professional Engineer status in the UK, Europe, Australia, Hong Kong and Trinidad & Tobago. His research interests are in the area of industrial engineering, enterprise integration and performance measurement, innovation, and engineering management.

ANESA HOSEIN is a Research Student in the Department of Mechanical Engineering at the University of the West Indies. She holds a BSc degree in Physics from the University of Guyana, and currently pursuing an MPhil degree in Industrial Engineering. Her research interests are in the areas of production and agribusiness systems, information Page 8.415.11 technology and decision support systems.