1. 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 Müller Humboldt University Berlin Computer and Media Service u.mueller@cms.hu-berlin.de

2. 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

3. 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

4. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 Electronic Theses and Master Theses at HU

5. 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 copies  many different work steps  many involved persons & functions  many documents to be processed

6. 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

7. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 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

8. 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

9. 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

10. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 WritingOriginalUpload Check Document Server Compilation of Metadata Publish Export HTML WWW Sign Print PDF Metadata Signature Book ConvertSGML

11. 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!

12. Humboldt University: A workflow model for digital theses and dissertations ETD2003 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

13. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 DBS HTTP server workflow system (PHP) table rows SQL query HTML HTTP request web browser email FS

14. 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

15. 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...)

16. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 Examples...

17. Humboldt University: A workflow model for digital theses and dissertations ETD2003 22.5.2003 Thank you... Uwe Müller Humboldt University Berlin Computer and Media Service u.mueller@cms.hu-berlin.de Questions?