Making Possible the Impossible Through an Information Collection and Dissemination Website

Making Possible the Impossible Through an Information Collection and Dissemination Website Sheryl Martin & Marissa Mills Human Genome Management Information System Oak Ridge National Laboratory November 2003

The Scene… • Two months from start to finish including 2 weeks of Christmas holidays • DOE Office of Science exhibit booth encompassing 15 national laboratories, 6 SC Programs, and 2 other DOE SC projects • Coordinating booth setup + production of 60 posters covering 1600 square feet • Graphics production coordinated at ORNL and PNNL • Crisis communication disciplines, across computer platforms, user competence levels, and national laboratories

The Process • Initial descriptions submitted • Draw information from website • Mockups submitted • Drafts submitted • Drafts reviewed and approved • Final drafts created in PDF • Final versions approved

The WebSite • Simple design • Cross-platform file types (web, PDF) • Links to only necessary information • Exhibit diagram • Common elements • Form submission • Review of products • Conference details • Examples to follow

Examples and Common Elements • Images of similar exhibits for guidance in design • Modular structure and grommet system illustrated • Consistent set of logos provided

Simple form Cross-platform compatible Coded in ColdFusion Controlled input Password secured Alternative contact provided The “FTP” Site

Feedback • Upload success confirmed • Contact for corrections • Alert emailed

The Code <cfquery name="listing" datasource="meetings">SELECT institutelong.institutelong, institutelong.institute FROM institutelong</cfquery> <cfif ((ParameterExists(form.uploadfile)) and (form.uploadfile IS NOT "")) > <cfoutput query="listing"> <cfif form.institute IS "#listing.institute#"><cffile action="UPLOAD" filefield="form.uploadfile" destination="hgmis\aaasupload\#listing.institute#\" nameconflict="MAKEUNIQUE"></cfif> </cfoutput> <cfelse><h3>Your file can not be uploaded. Please use the Back button on your browser to return to previous page and reload.</h3> <cfabort> </cfif> <cfquery name="uploads_insert" datasource="meetings" dbtype="ODBC"> INSERT INTO aaas(name <cfif IsDefined("form.institute") and (form.institute is not "")>, institute</cfif> <cfif IsDefined("form.phone") and (form.phone is not "")>, phone</cfif> <cfif IsDefined("form.email") and (form.email is not "")>, email</cfif> <cfif IsDefined("form.uploadfile") and (form.uploadfile is not "")>, filename</cfif> ) VALUES( <cfif IsDefined("form.name") and (form.name is not "")> '#form.name#' <cfelse>'name not given'</cfif> <cfif IsDefined("form.institute") and (form.institute is not "")>, '#form.institute#'</cfif> <cfif IsDefined("form.phone") and (form.phone is not "")>, '#form.phone#'</cfif> <cfif IsDefined("form.email") and (form.email is not "")>, '#form.email#'</cfif> <cfif IsDefined("form.uploadfile") and (form.uploadfile is not "")>, '#cffile.serverfile#'</cfif> ) </cfquery> <html><head> <TITLE>File Upload Confirmed</TITLE></head><BODY TEXT="#000000" BGCOLOR="#FFFFFF"> <h2>File Upload Confirmed</h2> <h3>Office of Science Exhibit <br> 2003 AAAS Conference <br> Feb 13-19, 2003 <br> Denver, CO </h3> <CFQUERY NAME="qry_list" DATASOURCE="meetings" dbtype="ODBC"> SELECT id, name, phone, email, institute, filename FROM aaas WHERE filename = '#file.serverfile#' </cfquery> <cfoutput query="qry_list"> Please check the following information. If the information is incorrect, please <a href="mailto:martinsa@ornl.gov">let us know</a>.<br> <cfif trim(qry_list.name) is not "">#trim(qry_list.name)#<br></cfif> <cfif trim(qry_list.institute) is not "">#trim(qry_list.institute)#<br></cfif> <cfif trim(qry_list.phone) is not "">Telephone: #trim(qry_list.phone)#<br><cfelse></cfif> <cfif trim(qry_list.email) is not "">Email: #trim(qry_list.email)#<br><cfelse></cfif> <cfif trim(qry_list.filename) is not "">Filename (may be different than the name on your computer): #trim(qry_list.filename)#<br></cfif> </cfoutput> <a href="http://www.newbiology.org/exhibitaaas/">Return to Office of Science Exhibit Website</a> <cfmail to="millsmd@ornl.gov" from="uploads" subject="AAAS file uploaded"> <cfif trim(qry_list.name) is not "">#trim(qry_list.name)#<br></cfif> <cfif trim(qry_list.institute) is not "">#trim(qry_list.institute)#<br></cfif> <cfif trim(qry_list.phone) is not "">Telephone: #trim(qry_list.phone)#<br><cfelse></cfif> <cfif trim(qry_list.email) is not "">Email: #trim(qry_list.email)#<br><cfelse></cfif> <cfif trim(qry_list.filename) is not "">Filename: #trim(qry_list.filename)#<br></cfif> </cfmail> <p>If the above information is incorrect, please <a href="mailto:martinsa@ornl.gov">let us know</a>.</p></body></html>

Simple design Uploads organized by affiliation Data pulled from database by ColdFusion code Files immediately accessible Password secured, available to graphics and DOE The Receiving End

And then… a miracle occurred • Graphics staff created draft posters from the uploaded files • Drafts were posted to a site for viewing and approvals (PDFs) • Posters were approved by both laboratory and DOE SC staff • Posters printed and shipped

Product Review • Review site for draft files generated by ORNL and PNNL graphics • Use acronyms for directory names • Posted PDFs for cross-platform compatibility

The Results… • Time savings • Cost savings • Headache and stress reduction • User confidence builder • Self-propelled site • Easy to monitor progress

Making Possible the Impossible Through an Information Collection and Dissemination Website