humboldt university: a workflow model for digital theses and dissertations etd2003 22.5.2003 a...
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Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
A workflow model for digital theses and dissertations
Developments and solutions at Humboldt University
Uwe MüllerHumboldt University Berlin
Computer and Media Service
u.mueller@cms.hu-berlin.de
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Agenda
1. Introduction
2. Why Workflow?
3. Some Details
4. Further Developments
5. Examples
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Introduction
• in Germany: duty to publish theses and dissertations• first project “Digitale Dissertationen” startet in 1997• Feb. 1998: HU changed its graduation regulations
– new possibilty to publish electronically – one of the first universities in Germany
• submission of electronic dissertations since 1998• now: electronic dissertations + master theses per year
> 200
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
2
59
109120
181203 250
0
50
100
150
200
250
1997 1998 1999 2000 2001 2002 2003(exp.)
Electronic Theses and Master Theses at HU
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Why do we need a workflow system?
• document server with quality standards– SGML / XML as standard document format– PDF as presentation format– authenticity: signatures for all documents
• printing service for presentation copiesmany different work steps many involved persons & functionsmany documents to be processed
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Workflow concepts
• role: abstract description of – work steps– rights to read and manipulate data– certain “functions” in a work chain
• functions / rights, e.g.– convert document– ‘publish’ a dissertation– read status data from other colleagues– assign tasks to roles / persons
• state and condition
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Workflow concepts: states and conditionsState
Condition
Uploaded Revision Accepted Converted
Checksucessful
Acceptedmail to authormail to converter
Acceptedmail to authormail to converter
Checkfailed
Revisionmail to author
Revisionmail to author
XMLgenerated
Convertedmail to signer
Signature generated
Signedmail to fs master
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Difficulties / Design questions
• process for documents is not linear – circles– branches (e.g. creation of different formats)– multiple conditions for a state transition
• time limits– automatic reminder emails in case of elapsed
limits• allocation of tasks
– direct assignment to a person (‘push’) vs. – assignment to a pool of persones (‘pull’)
• data protection /privacy
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Roles / Functions
• author / starting point of the workflow • ‘referee’ (formal and technical quality)• librarian / cataloguing, formal classification, metadata
compilation• reprography / printing service• conversion• person in charge of document server / file system• creation of signature• export (mainly metadata)• briefing sucessful publication to doctorate office
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Writing Original Upload
Check
DocumentServer
Compilation of
Metadata
Publish
Export
HTML
WWW
Sign
Metadata
Signature
Book
ConvertSGML
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
“Pre”-Workflow• Work starts before the workflow!• information events for doctoral candidates• courses on how to use the authoring tools (document styles ...)• support / hotline
– e.g. creation of PDF version
“preflow” system for enqueries before formal submission• maintenance of developed tools
– new versions for new word processor versions– tools, styles, manuals, web pages, faq lists, ...– ETD service is a sustainable part within the library!
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Architechture
• requirement of platform independenceweb interface
• server: Apache + PHP• database for workflow data (Sybase)• database for metadata (Sybase)• file system for documents • automatically created emails
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
DBS
HTTP server
workflow system (PHP)
table
rows
SQLquery
HTML
HTTPrequest
web browser
FS
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Further developments
• joint Electronic Publishing Group (University Library / Computer and Media Service)
• documents ≠ one entity– multi media objects
• technical support for authors while creating• workflow: technical check of objects
– series (journals ...) different workflow• dynamic creation of HTML from XML sources
– no static HTML pages on the document server
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Further developments (2)
• conference system– benefits
• integrated system, e.g. for referees• generation of online and printed programme (up to date)• reuse of metadata• printing on demand
– workflow• paper management (application, reviews, rank, upload)• conference schedule (sessions & events, room
management, speakers & chairs ...)• registration process (different registrations fees,
discounts & reductions ...)
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Examples ...
Humboldt University: A workflow model
for digital theses and dissertations ETD2003 22.5.2003
Thank you ...
Uwe MüllerHumboldt University Berlin
Computer and Media Service
u.mueller@cms.hu-berlin.de
Questions?
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