Collaborative Work Module

1. Collaborative Work Module Gwen Kerdiles European Solution Centre SunGard Higher Education

2. Product background • Original scope: Post-Graduate (PG) Thesis Tracking • To track a PG Thesis, we need to be able to • identify and record • 3 populations • An author • A group of “Administrators” / Research Director(s) • A review committee • A progress plan including milestones, tasks and deadlines • Electronic versions of the thesis • Communications between the different actors • Link to the existing (Banner) data-structures

3. Towards a larger scope • The 3 populations are actually 3 (not necessary exclusive) groups of persons in the student information system (Banner). • The objects of the tracking are threefold: • A document • A project plan • Communication records, including those • between the authors and the review committee • internal to the review committee • specific to a given version of the document • with a general scope (about the project more than about a version of the document)

4. Towards a larger scope – cont’d • Secured and web based solution: The access to the tracking module must be facilitated, while remaining controlled Students, Faculty members or external reviewers will not necessarily have access to the admin part of Banner (INB) • The linking to components of the UDC must be easily configurable, e.g., • Linking to the University Library system that will provide the ISBN of the final, defended, version of the thesis • Linking to a content management system (e.g. XTender) • Tasks associated to a deadline should be able to be associated to email reminders through a UDC email component • Virus checking on uploaded electronic documents should be activable

5. The chosen generic scope • A module to enable, within Banner, collaborative work between 3 populations of self-service users • Each document (i.e. project) is associated to • A set of authors • A set of reviewers • A set of administrators • Self-Service Engine technology to enable configuration/ customisation of • The look & feel and layout of webpages • The data-processing and the linking to other UDC component and the library of CWM APIs(e.g. for electronic document upload to the database and transfer to a file system) • CWM can be used to record the minutes of the university badminton club meetings, as well as Post-Graduate Theses. • CWM released in July 2008

6. Default associations between CWM webpages and SSB roles As released, • CWM Set-up menus/pages are associated to the Faculty SSB role. • CWM Author menu/pages are associated to the Student SSB role. • CWM Reviewer menu/pages are associated to the Faculty SSB role. • All these associations can be changed through baseline WebTailor Administrator webpages.

7. Initial configuration • Define the set of document types (STVQPTP) Post-Graduate Thesis, meeting minutes, etc. • Define some Email parameters (GTVSDAX and WebTailor admin) GTVEMAL code associated to CWM emails ID of the main CWM administrator, i.e. the one (or group) who should receive email notifications of technical issues The method for electronic document storage (database blob or file server) The name format to be used on CWM pages • Roles and Confidentiality indicator list of values (CWM set-up webpages) • (Re)set the Oracle job that sends email reminders (CWM set-up webpages)

8. CWM Setup Menu – System maintenance

9. 3 base role types Role Code Maintenance – Role List

10. The role can be deleted as it is not associated to a pair (person,document) Create a new role for one of the 3 role types The role description (what is visible on other CWM webpages) can be updated for any record Role Code Maintenance - Role List – Role Creation

11. CWM Setup Menu – System maintenance

12. Technical information on active jobs Job and Upload Area Information

13. Technical information on upload issues Job and Upload Area Information – scrolling down

14. How a document gets created • Either when a CWM administrator creates a new document ID • Or on the request of an author or reviewer

15. Select a document type Document Request – Document Type

16. Select the confidentiality level Document Request - Confidentiality

17. Document Request - Comment Provide known details such as the initial list of authors and reviewers

18. Request submitted ... To the CWM administrator(s) • The CWM administrator receives an email with the content of the request, including who submitted it and when • A task is created • First task on the “document project plan” • Owner = CWM administrator • Same content as the email

19. 1. Email notification of the request

20. 2. Task associated to the request

21. Person association to a document • The CWM administrator associates the different authors, reviewers and document administrators to the document • These associations can be amended, at any later time, by the CWM administrator or a document administrator

22. Link persons/roles to a document Document ID Possibility to inactivate the role association or to set a time limit Role of the person for the selected document

23. Create a new role/person/document association Link persons/roles to a document - Cont’d Person search

24. The authoring/review process • Authors create versions of the document • At any time, at most one active (in progress) version. All other versions of the document are definitive, i.e. ready for review • Reviewers can create reviews • At the document/project level • For a specific (definitive) version of the document • Reviews are • Either public (visible to all authors and reviewers of the document) • Or internal to the pool of reviewers • Authors and reviewers can only see the documents they have been associated to

25. Navigation to CWM: (1) A portal channel

26. Or directly (2) the Self-Service menu and CWM sub-menus CWM review and setup menus are, by default, in Fac. SSB

27. Document List Filters to restrict the list of documents

28. Select a document or a version of a document Doc properties Doc ID Version title Version attachment Version ID

29. Create a new document version History of the selected document

30. Create a new document version Short title (displayed in doc. lists, tasks) Abstract Long text fields, format preserved Long text fields, format preserved File attachment

31. Create Review History of the selected document Long text field, format preserved Visible to authors or only to reviewers? File attachment

32. Task Scheduling • Available to all roles associated to a document Example the reviewer access: • Emphasis on • Task Reordering/Amendments possible at all time

33. Task Selection Filters to restrict the list of documents

34. Task Display I am the owner of this task and it is active (no previous task is incomplete) Completed task

35. Task Creation Which task needs to be completed before this new one Task owner Email reminder schedule Planned completion date Task description

36. A generic web-module for collaborative work • Layout, data processing can be customized through the INB interface (SSEN) • Integrates with WebTailor security and roles • Reinforced security (XSS prevention, possibility to virus scan attachments) • Oracle native job scheduling (no pro-c/ Cron jobs) But the implementation requires • An analysis of file server/db server capacities (attachments can occupy a lot of space) • An analysis of the connection points with other UDC components (e.g., are –part of- the final versions of completed documents pushed to another database area?)