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

Print

PDF

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

email

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?