Workflows, Requests, Tasks and EMu
description
Transcript of Workflows, Requests, Tasks and EMu
![Page 1: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/1.jpg)
Workflows, Requests, Tasksand EMu
Mark BradleyNational Gallery of Australia
![Page 2: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/2.jpg)
Introduction
• project to replace NGA’s current Collection Services Request System (CSRS)
• general “project management” issues for collecting institutions
• thoughts on how to proceed in developing a solution within Emu
• seeking interest from you
![Page 3: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/3.jpg)
Contents
• why we need request/task management
• current solution (history of CSRS)• issues we currently face• can EMu help solve these issues?• challenges - the big picture
![Page 4: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/4.jpg)
Why do we need request/task
management?
![Page 5: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/5.jpg)
resources decreasing
workloads increasing
efficiencydividend
![Page 6: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/6.jpg)
staff looking for help
increasing need to systematically track
workflows/tasks
work getting more complex
![Page 7: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/7.jpg)
Who? Movements
Conservation
any activitywith a
timeline/deadlineLoans
Installations
Storage Curators
ImagingPacking
![Page 8: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/8.jpg)
History of CSRS at NGA
• competing priorities– digitally documenting the collection– providing high-quality images for
internal and external publication– photographing gallery events
• Imaging department
![Page 9: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/9.jpg)
History of CSRS at NGA
In 2004 the Imaging department
created by a staff member
Imaging Services Request System
Implementedin-house bespoke system
to manage the request and supply of images.
![Page 10: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/10.jpg)
History of CSRS at NGA
•SQL Server back-end•Access front-end
•Connects with EMu’s standard libraries
(APIs)
(for the geeks)
![Page 11: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/11.jpg)
Imaging Services Request System
• enabled IRU clients torequest images– for publication (marketing,
catalogues, books, the web)– ID shots in EMu– for presentations– of events (openings, etc)
![Page 12: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/12.jpg)
Imaging Services Request System
• enabled IRU staff to:– check existing image database
(avoid repeating work)– manage competing priorities– track progress
![Page 13: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/13.jpg)
From ISRS …
• Other departments noticed potential to track other activities
• ISRS expanded to include management of requests for:– Conservation– Movements– Loans/Packing
![Page 14: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/14.jpg)
…to CSRS
• system became known as CSRS – the Collection Services Request System.
![Page 15: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/15.jpg)
CSRS Issues– why change?
• Wouldn’t run on Macs• Many technical issues• Created by internal staff member, who
later departed • No service level agreement with the
creator• Fixes made when creator could find
time (holidays, flex time)
![Page 16: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/16.jpg)
CSRS Issues– why change?
• Could not keep pace with:– changes to gallery processes– repurposing of gallery spaces– or upgrades to CMS
![Page 17: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/17.jpg)
CSRS Issues– why change?
• We tried paying a third party consultant to work on the system
• had to reverse engineer the design before able to work on it
• expensive way to go
![Page 18: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/18.jpg)
staff looking for help
![Page 19: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/19.jpg)
And so they turn to EMu
![Page 20: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/20.jpg)
EMu solution options
• My task has been to conjure up a way to make EMu do what CSRS does.
• But better.
![Page 21: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/21.jpg)
Tasks?
• Pest Checks and Notifications • utilised EMu’s tasks function
![Page 22: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/22.jpg)
Tasks?• So close, but…
– spread across different modules, so no single list of tasks, nor ability to relate tasks to each other
– not in all modules (notably Locations and Multimedia)
– no way of associating a request with over-arching project (such as an exhibition)
– cannot cover the scope of the Imaging requirements
![Page 23: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/23.jpg)
Tasks?• Could work, but would need some
serious customising
![Page 24: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/24.jpg)
New Requests Module?
• Perhaps a better solution• Pros:
– all tasks in one place = easy search– different tabs for different types of
tasks
• Cons:– expensive– slow to develop
![Page 25: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/25.jpg)
Challenges
• Link with existing Imaging Database?
• What happens when we move to a DAMS?
![Page 26: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/26.jpg)
Is EMu even the right system?
• The itunes generation are looking for modern, simple interfaces.
• Event the modest CSRS is more inviting than EMu’s interface
• Staff want something closer to Outlook for task lists
• DAMS will likely be web-based
![Page 27: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/27.jpg)
The Big Picture
• Tasks are just tasks – how do dependencies work?
![Page 28: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/28.jpg)
Task Dependencies
• Task Templates in EMu allow dependencies to be entered.
• But that seems to suggest a set “critical path”
![Page 29: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/29.jpg)
Is Critical Path the right path?
• there is no such thing at the NGA• flexibility is more important.• rigid systematic controls are seen
to hinder rather than help when deadlines are looming
• shortcuts
![Page 30: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/30.jpg)
Summary• increasing need for
workflow management tools
• can it be done in EMu?
• can it be done well in EMu?
• do staff really want this?
![Page 31: Workflows, Requests, Tasks and EMu](https://reader035.fdocuments.in/reader035/viewer/2022062304/568142ca550346895daf1b36/html5/thumbnails/31.jpg)
That’s all
• keen to discuss if anyone’s interested
Mark Bradley
(02) 6240 6539