Humboldt University A workflow model for digital theses

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 22. 5. 2003 A workflow model for digital theses and dissertations Developments and solutions at Humboldt University Uwe Müller Humboldt University Berlin Computer and Media Service u. mueller@cms. hu-berlin. de

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 ETD 2003 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 ETD 2003 22. 5. 2003 Electronic Theses and Master Theses at HU

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 copies many different work steps many involved persons & functions many documents to be processed

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 ETD 2003 22. 5. 2003 Workflow concepts: states and conditions State Uploaded Condition Revision Check sucessful Accepted mail to author mail to converter Check failed Revision mail to author XML generated Signature generated Accepted Converted Revision mail to author Converted mail to signer Signed mail to fs master

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 ETD 2003 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 ETD 2003 22. 5. 2003 Writing Original Upload Export PDF Signature Sign Check SGML Convert Print Book WWW Compilation of Metadata HTML Document Server Publish

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 ETD 2003 22. 5. 2003 Architechture • requirement of platform independence web 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 ETD 2003 22. 5. 2003 web browser HTTP server HTML HTTP request workflow system (PHP) email FS SQL query DBS table rows

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 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 ETD 2003 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 ETD 2003 22. 5. 2003 Examples. . .

Humboldt University: A workflow model for digital theses and dissertations ETD 2003 22. 5. 2003 Thank you. . . Questions? Uwe Müller Humboldt University Berlin Computer and Media Service u. mueller@cms. hu-berlin. de