Paper Log

The paper submission log includes:

1. Submission date
2. Submission venue
3. Expected publication year
4. Submission type (journal, full conference, short, workshop, etc.)
5. Outcome (pending, reject, accept, etc.)
6. Publication date (for accepted work)
7. Lead (who led this submission?)
8. Title

I then use pivot tables to summarize submission by type and outcome, or any other statistics that seem interesting or that will support review materials I am preparing.

Proposal Log

The proposal log is similar, logging all grant submissions:

1. Funder
2. Program
3. Funder Type (public / nonprofit / corporate)
4. Submission Date
5. Status
6. Host Institution (where I was when I wrote the proposal, since I’ve moved institutions a few times)
7. Lead Institution
8. Grant start date
9. Grant end date
10. Grant / proposal amount
11. Supplement amount (e.g. REU supplements on a funded grant)
12. Total amount (grant + supplement)
13. Local Share (portion of grant at my institution)
14. My Share (portion of grant I get credit for)
15. Role (PI, co-PI, Sr. Personnel, etc.)
16. Title / Topic

This then supports counting proposals or totalling proposal amounts by type, outcome, host, etc.

COI Log

One final logbook is my “COI log”: a list of all of my collaborators with a quick project key and last-active date. This is primarily to support preparing COI lists for things like NSF proposal submissions.

It has the following columns:

1. “Code” — the code used in the NSF COA spreadsheet (usually C or A)
2. Name
3. Affiliation
4. Email
5. Why? — reason for collab: paper, ongoing collab, preprint, workshop, permanent COI, etc.
6. Project — short project keyword, to make it easy to filter for collabs on a particular project
7. Last Active — the date our collaboration was last active, often empty, but used to mark end or pause of collab
8. Last Submitted — the last date we submitted something together
9. Last Published — the last date we published something together
10. Timeout — compute field with the number of months since last activity / submission / publication.
11. Active — whether the collaboration is currently active, based on reason, and whether a “Last Active” date has been set.
12. ACM COI — whether we have a current COI by ACM’s rules, based on Active and Timeout (24 months).
13. NSF COI — same, except with ACM’s timeout rules (48 months)

The timeout field uses the following Excel formula:

=LET(refdt, MAX([@[Last Active]], [@[Last Submitted]], [@[Last Published]]),
     IF(AND(refdt < TODAY(), refdt >= DATE(2000, 1, 1)),
        DATEDIF(refdt, TODAY(), "m"), 0))