A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office 1 DISSCO Workshop (VUB, 30 th June

A project of the multiannual information society support program financed by the Belgian Federal Science Policy Office

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DISSCO Workshop(VUB, 30th June 2004)

Prof. Dr. F. Scheelings, Ir. B. Huynh

A. Jonckheere, S. Waeyenbergh


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Workshop Overview

• DISSCO: what, why, how (summary)

• Phase I research results – Software requirements– Core system and prototype

• Phase II: what, why, when

• Workshop


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Part 1:Presentation of DISSCO


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Scope of DISSCO

• Records management system to support automation of:

• Basic administrative processes


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Introduction to Records Management: The Life Cycle

create

capture

compound

transfer

classifyselect

searchdescribe

store

destroy

valorise

Administrative processes

Archival processes

recordsmake available

actors

transactionsflow

FunctionsInstitutional organization


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Benefits of DISSCO• Central access to all documents• Manages workflow, controls versions, controls

access• Documents are kept according to their retention

schedule and status• Most descriptive metadata are collected

automatically for retrieval and long-term preservation• Very flexible system: metadata, user interfaces,

workflows, queries are user-definable


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Practical Goals of DISSCO• Time: employees handle the documents/files faster,

more efficiently and more rationally; no work duplication

• Time: fast retrieval for the user• Quality: authenticity of the electronic documents is

respected (as well as other quality requirements)


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Phase II of DISSCO:4 + 1 Partners

• CEGES-SOMA

• IRM-KMI

• ULB

• VUB

• BELGIAN $CIENCE POLICY


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Analysis of User Requirements• CEGES-SOMA: mail management• IRM-KMI: redaction of yearly report• ULB: research projects management• VUB: management of decisions of the

Administering Board

• Who takes it all?


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Conclusions of Phase I

• Warning: existing techniques are changing• Warning: human problems• Warning: DISSCO = research and application

project

• Solution: communication and collaboration


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Part 2:Presentation of Phase I

Research Results


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Software RequirementsSoftware Requirements


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Software Requirements Definition

• Requirements elicitation, analysis, negotiation– Best practice in records management (ISO 15489,

MoReq,...)– Organizational analysis

• Requirements documentation– Software Requirements Document

• Requirements validation– Participation of the institutions– Approval by the institutions– Approval by the DISSCO Follow-up Committee– Testing by means of prototypes


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Initial scopeand priority

analysis

Interviews&

on-siteobservationScope doc*

Interviewreport**

Synthesisand

form alization

As issituation

description*

Possible to besituations

description*

Validation& elicitation

workshop

Scopeanalysis

Prioritiesdocum ent*

Interviewtape**

W orkshopreport*

ElaborateSRD

Infrastructureanalysis report

Standard/basicrequirem ents

Validation

[no agreem ent]

Agreed uponSRD

[agreem ent]Core reqs

Specific reqs*

SRD

* = one per site** = one per stakeholder

Set of sam pledocum ents*

List of stakeholders& interviewees*

1 2 3 4

567

Set of organisational docum ents(procedures, internal bulletin,… )*

Specific interviewquestions*

Organizational Analysis


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Software Requirements Document (SRD)

• Core system SRD containing basic requirements

• Four specific SRDs containing requirements specific to each institution


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Core


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DISSCO Solution:Core System and Prototype


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DISSCO Solution : Main Points

• Preservation and retrieval of electronic and physical documents

• Easy to use

• Archival standards compliance

• Adaptive


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Interface : General User

• Easy to use means :– View as a file system (ex. Windows

Explorer)– Integration in common desktop

applications (ex. MS Office)– Edit documents in their native format (ex.

MS Word)


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Interface : Records Manager

• Archival standards compliance (ex. MoReq) means :– Structure (classification)– Metadata (descriptive information)– Retention periods (keep documents, why?)– Closing rules (validate and preserve from

modification)


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DISSCO Solution : Tech Overview1. Technologies :

– WebDav– Java / J2EE– Based on Jakarta Slide

2. Independent of :– Physical Storage– Data Structure– Client Interface

3. Open Architecture :– Distinct Layers– Configuration & Plug-ins– Software Interface &

Integration of External Modules/Software


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Part 3:Presentation of Phase II


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Phase II – Objectives and Results

• Research - Maintain our high knowledge level (Share knowledge -> institutions).

• Development - Evolve the prototype into functional software tools(Implement software tools -> institutions).

• Motivation and Support - Continuously communicate, promote and support (Workshop, newsletter, documentation, training, support -> institutions).


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Research

Development

Motivation and Support

Others

Phase II – Activities and Effort

• Research (7,2 m/m)

- On archive standards (3,7 m/m);- On IT technologies and tools (3,5 m/m).

• Development (57 m/m)- Improve the core system (2 m/m);- Translate users requirements into system software functions (14 m/m);- Develop, test and implement software solution (41 m/m).

• Motivation and Support (23,6 m/m)- Product information, communicate, promote and collaborate (9 m/m);- Train and support users, feedback analysis (14,6 m/m).

• Others (6,2 m/m)- Preparation of the After Project (1.6 m/m);- Tasks management (4.6 m/m)


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• Iteration development

• Continuous testing

• “Extreme Programming”- Coding, documenting, testing, publishing- Commit every day central platform (CVS + Maven + website)- Immediate users feedback

Development Process


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Motivation and Support• Communication and promotion

– Newsletter, website, brochure– Implementation teams

• User training and user support– Software documentation, group training and individual

training (IT, users)– Helpdesk– Implementation teams and key-users

• User feedback gathering and analysis– Helpdesk– Implementation teams and key-users


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Collaboration• Working group

– Management watch

• Implementation team– Process watch– Solution development– Motivation and support– Preparation of the ‘after-project’

• Key-user(s)– Motivation and support


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After Project Structure

Steering CommitteeWorking Groups

Implementation Teams

Development + User Support

Institutions

Specialists

Common User Group

Follow-up Committee


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After Project Structure

Common User Group

Other science institutions

maintenance growth advocacy

SOFTWARE SOLUTION

IMPLEMENTATION

CORE APPLICATIONS MANUALS

WORKSHOPS PUBLICATIONS

USER TRAINING

REPORTS

PROMOTIONMATERIALS

MANUALS


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Part 4:Workshop


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Costs of DISSCO

• Cost commercial systems per partner: – +/- 100.000 - 400.000 Euro– +/- 1 ICT-specialist– consultancy

• Costs DISSCO per partner: 0 Euro– collaboration


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What will you(r institution) do?


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Generic vs. Specific System

DISSCO provides:• User identification• Workflow engine• Access control• Version control• Repository• Standards compliance

(Moreq, ISO15489)• Export to many formats

Parameterization must define:

• users, groups and roles• workflows• rights• retention schedules• classification scheme • descriptive metadata

used• user interface


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DISSCO needs ...• Collaborators:

– Development + user support group– Implementation teams– Key-user(s)

• Respect timing• Help parameterization• Fast feed back• After-project: collaborators


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ConstraintsSteering Committee

Working Groups

Implementation Teams

Development + User Support

Group

Follow-up Committee

Institutions

Specialists

Management watch

Research watch Process change watch

Timing + task watch


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What are your constraints?


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Contact Address

Stephanie Waeyenbergh

VUB-Universiteitsarchief

Tel.: 02/629.24.34

E-mail: [email protected]