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

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. Agenda. Introduction Why Workflow? Some Details Further Developments Examples.

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

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  1. 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

  2. Agenda • Introduction • Why Workflow? • Some Details • Further Developments • Examples

  3. 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. Electronic Theses and Master Theses at HU

  5. 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. 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. Workflow concepts: states and conditions

  8. 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. 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. Writing Original Upload Export PDF Signature Sign Check Compilation of Metadata Print Metadata SGML Convert HTML Book Document Server WWW Publish

  11. “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. 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. web browser HTTP server HTML workflow system (PHP) HTTPrequest email FS SQLquery DBS table rows

  14. 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. 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. Examples ...

  17. Thank you ... Questions? Uwe MüllerHumboldt University Berlin Computer and Media Service u.mueller@cms.hu-berlin.de

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