Collaborative Work Module Gwen Kerdiles European Solution Centre SunGard Higher Education

15 janvier 2009 | SEUG09, ESSEC Product background Original scope: Post-Graduate (PG) Thesis Tracking To track a PG Thesis, we need to be able to —identify and record 1.3 populations —An author —A group of “Administrators” / Research Director(s) —A review committee 2.A progress plan including milestones, tasks and deadlines 3.Electronic versions of the thesis 4.Communications between the different actors —Link to the existing (Banner) data-structures

15 janvier 2009 | SEUG09, ESSEC Towards a larger scope The 3 populations are actually 3 (not necessary exclusive) groups of persons in the student information system (Banner). The objects of the tracking are threefold: —A document —A project plan —Communication records, including those between the authors and the review committee internal to the review committee specific to a given version of the document with a general scope (about the project more than about a version of the document)

15 janvier 2009 | SEUG09, ESSEC Towards a larger scope – cont’d Secured and web based solution: The access to the tracking module must be facilitated, while remaining controlled Students, Faculty members or external reviewers will not necessarily have access to the admin part of Banner (INB) The linking to components of the UDC must be easily configurable, e.g., —Linking to the University Library system that will provide the ISBN of the final, defended, version of the thesis —Linking to a content management system (e.g. XTender) —Tasks associated to a deadline should be able to be associated to reminders through a UDC component —Virus checking on uploaded electronic documents should be activable

15 janvier 2009 | SEUG09, ESSEC The chosen generic scope A module to enable, within Banner, collaborative work between 3 populations of self-service users Each document (i.e. project) is associated to —A set of authors —A set of reviewers —A set of administrators Self-Service Engine technology to enable configuration/ customisation of —The look & feel and layout of webpages —The data-processing and the linking to other UDC component and the library of CWM APIs (e.g. for electronic document upload to the database and transfer to a file system)  CWM can be used to record the minutes of the university badminton club meetings, as well as Post-Graduate Theses.  CWM released in July 2008

15 janvier 2009 | SEUG09, ESSEC Default associations between CWM webpages and SSB roles As released, CWM Set-up menus/pages are associated to the Faculty SSB role. CWM Author menu/pages are associated to the Student SSB role. CWM Reviewer menu/pages are associated to the Faculty SSB role.  All these associations can be changed through baseline WebTailor Administrator webpages.

15 janvier 2009 | SEUG09, ESSEC Initial configuration Define the set of document types (STVQPTP) Post-Graduate Thesis, meeting minutes, etc. Define some parameters (GTVSDAX and WebTailor admin) GTVEMAL code associated to CWM s ID of the main CWM administrator, i.e. the one (or group) who should receive notifications of technical issues The method for electronic document storage (database blob or file server) The name format to be used on CWM pages Roles and Confidentiality indicator list of values (CWM set- up webpages) (Re)set the Oracle job that sends reminders (CWM set-up webpages)

15 janvier 2009 | SEUG09, ESSEC CWM Setup Menu – System maintenance

15 janvier 2009 | SEUG09, ESSEC Role Code Maintenance – Role List 3 base role types

15 janvier 2009 | SEUG09, ESSEC Role Code Maintenance - Role List – Role Creation The role can be deleted as it is not associated to a pair (person,document) The role description (what is visible on other CWM webpages) can be updated for any record Create a new role for one of the 3 role types

15 janvier 2009 | SEUG09, ESSEC CWM Setup Menu – System maintenance

15 janvier 2009 | SEUG09, ESSEC Job and Upload Area Information Technical information on active jobs

15 janvier 2009 | SEUG09, ESSEC Job and Upload Area Information – scrolling down Technical information on upload issues

15 janvier 2009 | SEUG09, ESSEC Either when a CWM administrator creates a new document ID Or on the request of an author or reviewer How a document gets created

15 janvier 2009 | SEUG09, ESSEC Document Request – Document Type Select a document type

15 janvier 2009 | SEUG09, ESSEC Document Request - Confidentiality Select the confidentiality level

15 janvier 2009 | SEUG09, ESSEC Document Request - Comment Provide known details such as the initial list of authors and reviewers

15 janvier 2009 | SEUG09, ESSEC Request submitted... To the CWM administrator(s) 1.The CWM administrator receives an with the content of the request, including who submitted it and when 2.A task is created 1.First task on the “document project plan” 2.Owner = CWM administrator 3.Same content as the

15 janvier 2009 | SEUG09, ESSEC 1. notification of the request

15 janvier 2009 | SEUG09, ESSEC 2. Task associated to the request

15 janvier 2009 | SEUG09, ESSEC Person association to a document The CWM administrator associates the different authors, reviewers and document administrators to the document These associations can be amended, at any later time, by the CWM administrator or a document administrator

15 janvier 2009 | SEUG09, ESSEC Link persons/roles to a document Document ID Role of the person for the selected document Possibility to inactivate the role association or to set a time limit

15 janvier 2009 | SEUG09, ESSEC Link persons/roles to a document - Cont’d Person search Create a new role/person/document association

15 janvier 2009 | SEUG09, ESSEC The authoring/review process Authors create versions of the document At any time, at most one active (in progress) version. All other versions of the document are definitive, i.e. ready for review Reviewers can create reviews —At the document/project level —For a specific (definitive) version of the document Reviews are —Either public (visible to all authors and reviewers of the document) —Or internal to the pool of reviewers Authors and reviewers can only see the documents they have been associated to

15 janvier 2009 | SEUG09, ESSEC Navigation to CWM: (1) A portal channel

15 janvier 2009 | SEUG09, ESSEC Or directly (2) the Self-Service menu and CWM sub-menus CWM review and setup menus are, by default, in Fac. SSB

15 janvier 2009 | SEUG09, ESSEC Document List Filters to restrict the list of documents

15 janvier 2009 | SEUG09, ESSEC Select a document or a version of a document Doc ID Doc properties Version title Version attachment Version ID

15 janvier 2009 | SEUG09, ESSEC Create a new document version History of the selected document

15 janvier 2009 | SEUG09, ESSEC Create a new document version Short title (displayed in doc. lists, tasks) Abstract Long text fields, format preserved File attachment Long text fields, format preserved

15 janvier 2009 | SEUG09, ESSEC Create Review History of the selected document Long text field, format preserved File attachment Visible to authors or only to reviewers?

15 janvier 2009 | SEUG09, ESSEC Task Scheduling Available to all roles associated to a document Example the reviewer access: Emphasis on Task Reordering/Amendments possible at all time

15 janvier 2009 | SEUG09, ESSEC Task Selection Filters to restrict the list of documents

15 janvier 2009 | SEUG09, ESSEC Task Display I am the owner of this task and it is active (no previous task is incomplete) Completed task

15 janvier 2009 | SEUG09, ESSEC Task Creation Which task needs to be completed before this new one Task owner reminder schedule Planned completion date Task description

15 janvier 2009 | SEUG09, ESSEC A generic web-module for collaborative work Layout, data processing can be customized through the INB interface (SSEN) Integrates with WebTailor security and roles Reinforced security (XSS prevention, possibility to virus scan attachments) Oracle native job scheduling (no pro-c/ Cron jobs) But the implementation requires An analysis of file server/db server capacities (attachments can occupy a lot of space) An analysis of the connection points with other UDC components (e.g., are –part of- the final versions of completed documents pushed to another database area?)