Applying OJS to Digitalize the Editorial Workflow: A Case of the University of Phan Thiet Journal of Science

Abstract

This study reports the implementation of Open Journal Systems (OJS) to digitalize the editorial and publishing workflow of the University of Phan Thiet Journal of Science (UPTJS), Vietnam. Using an institutional implementation–evaluation design, the study combined workflow re-engineering, OJS 3.4 configuration, operational assessment, surveys of authors (n = 15) and peer reviewers (n = 21), and open-ended feedback. The findings show that OJS transformed a semi-manual process based on email and spreadsheets into a more structured digital workflow, with centralized manuscript tracking, automated communication, clearer role-based responsibilities, and improved record retrieval. User evaluations were generally positive, although authors still reported difficulties related to ease of use, login/access stability, system speed, and non-intuitive operations, while reviewers identified review completion time as the least satisfactory aspect of the workflow. Reviewer responses also showed limited and cautious use of specific AI tools, mainly ChatGPT, Perplexity, and Scopus AI/Scholar, raising the need for clear policy guidance and responsible integration. Overall, the study offers a practical implementation–evaluation model for resource-constrained university journals seeking to improve editorial governance, user experience, and digital transformation in scholarly publishing.