Humboldt University: A workflow model for digital theses and dissertations ETD A workflow model for digital theses and dissertations Developments and solutions at Humboldt University Uwe Müller Humboldt University Berlin Computer and Media Service

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

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

Humboldt University: A workflow model for digital theses and dissertations ETD 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 s 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 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 WritingOriginalUpload Check Document Server Compilation of Metadata Publish Export HTML WWW Sign Print PDF Metadata Signature Book ConvertSGML

Humboldt University: A workflow model for digital theses and dissertations ETD “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 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 s

Humboldt University: A workflow model for digital theses and dissertations ETD DBS HTTP server workflow system (PHP) table rows SQL query HTML HTTP request web browser FS

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

Humboldt University: A workflow model for digital theses and dissertations ETD Thank you... Uwe Müller Humboldt University Berlin Computer and Media Service Questions?