Developing the Management of SciFinder® within a Global

Organization

Judith L. Johnson Philipsen, Martine Hanno,

Jean-Gael Rouchon, Bernard Viratelle, Janet Liggett,

Pam Kubiak, and William Turner

In the Beginning - ARTEMIS TESTING

1993 Prototype Discussions with CAS• Initial concerns: Only PC (mostly

MAC users at the time)• Internet reliable and secure?

1993-1994 Alpha testing by the Chemists and Chemical Searchers

1994-1995 Beta testing - enthusiasm builds

May 1995 Parke-Davis first SciFinder subscriber

Expansion of SciFinder within Parke-Davis/Warner Lambert

1995-1997 Limited to Scientists in Ann Arbor (Substructure Module testing)

1998 Expanded to Holland, MI and IRJ, France

1999 Freiburg, Germany; Cambridge, UK; Morris Plains, NJ; and Edmonton, Canada

2000 LaJolla, CA

SciFinder Distribution by Location

3.4%

3.8%

4.1%

7.6%

16.2%

62.4%

1.0%1.4%

CanadaMorris Plains, NJCambridge, UKHolland, MIFreiburg, GermanyFresnes, FranceLa Jolla, CAAnn Arbor, MI

SciFinder Distribution by Department

66.1%

14.4%

8.2%

3.1%

3.1%

2.1%

1.4%1.0%0.3%

0.3%

Synthetic ChemistryChemical DevelopmentDiscovery TechnologiesSupportPharmaceutical DeliveryBiochemistryManufacturingConsumer HealthTherapeutic AreasToxicology

SciFinder Support Team

• Key contact (and backup)• Site key contacts• Computer support• Management • CAS contacts (contract rep, system support,

subscription setup)• Scientist and professional searcher testers

Responsibilities of the

Key Contact

• Subscription setup• Software Installation • Monitoring of SciFinder Usage• Training • Communication

Subscription

• New subscriber – Recommendation by supervisor required– Type of seat determined (task or subscriber,

with or without SSM)– Required training with ID assignment

• Reassignments – New ID established– Problem: finding out about transfers and

terminations• IDs ordered from CAS by e-mail

Installation

• From CD – Appropriate for small groups

• From a server – Delays in set up– Access problems

• From a webpage – available to distant locations

Usage Monitoring Helps to:

• Determine Type of Seat assignment– Task: Usage < Subscriber seat cost– Subscriber: Usage > Subscriber seat cost

• Point out trends and areas to train• Manage Spending within Contract• Identify opportunities for future contract

negotiations

KMP

TOPICS

AUTHOR

REACTION

STRUCTURE

SUBSTRUCTURE

SUBSTANCE ID

TOC

DOCUMENT ID

MOL

FORM

1998

1999

2000

05

101520253035404550

Percent Usage by Task for 1998 through June 2000

SciFinder Training

• CAS Representative

– Good for new versions and rollouts• Information Professional

– Individual or in groups to provide personal and targeted training

• On-line Help

Trois grandes fonctions de recherche sont disponibles :

Permet de modifier les formats d’impression,de visualisation

Choix des bases de données

1 ) - Recherche

2 ) - Consultation dusommaire des revues

3 ) - Suivi de profils

Train to fully utilize SciFinder

“I don’t need any help – it is so easy to use”

After demonstrating ANALYZE, REFINE, or the KMP from a search:

“WOW! I didn’t know I could do that!”

The scientist user is not always aware of all that he can do with SciFinder.

Some Items Stressed in Training

• Explanation of Menu and Icons • Start Topics Explore with Concept with several

synonyms– Then narrow Results with Analyze and/or

Refine• Save Answer sets to analyze later, saving an

extra task• Create a KMP from Explore• Structure Search - use of Lock and Reaction

Functions to help the search to run

Communication

• New Releases• Problem reporting and solving• Surveys• Reports

Encourage the users to report problems and make suggestions!

Most Commonly Reported Problems

Can’t access SciFinder (network down or using outdated version)

I need to Install SciFinder again(new computer or accidentally deleted)

I can’t remember my password(contact CAS again)

Other Problems Encountered

• SciFinder results not printed properly – (Network printer drivers not set up

correctly)• Can’t access SciFinder due to Firewall • ID doesn’t show up on log-in

– Insure that site.pref file is present – Delete user.pref

Recent CAS Problems

• Same record in more than one KMP report• Document request e-mail in Chemport disabled• KMPs not delivered• Servers occasionally down

We wish that CAS would establish a method to communicate such problems!

Effect of SciFinder on the Professional Chemistry Searcher

• Few simple (author, simple structure, term, inventor) searches

• Primarily complex, patent searches – The Patent and Chemistry searching

groups combined• Increased role of the searcher in beta-testing

and evaluating end-user databases• Increased role of the searcher as trainer

Future of SciFinder within the

New Pfizer (Pfizer + Warner Lambert)

• Share Procedures and Techniques• Determine Best Practices• Establish Efficient Methods for

– Seat Assignment, – Software Installation– Document Delivery– Handling of Problems

New Pfizer (con’t)

• Set up a Global Training Program which will– Provide good basic knowledge on how to

use SciFinder– Allow for targeted and personalized

training

AcknowledgmentsAnn ArborJames Bristol

Lial Knight

Sharon Lehman

Elaine Logan

Rose Manning (Retired)

Hai Mi

Heather Shehan

Wendell Wierenga

William Turner

Fresnes, FranceMartine Hanno

Jean-Gael Rouchon

Bernard Viratelle

LaJolla, CAPam Kubiak

Janet Liggett

Eric Goldschmit, Morris Plains, NJWilfried Hoffman, Freiburg, DECharles Kulier, Holland, MI

Special Thanks To

Our Friends at CAS

Randy Cain

Heidi Kroll

Steve Morris

Kirk Schwall

Kurt Zielenbach