MASTER’S THESIS IN LIBRARY AND INFORMATION SCIENCESWEDISH SCHOOL OF LIBRARY AND INFORMATION SCIENCE
2012:5
Strategy for developing digital services: EHRIS digitization project
Attachment 2: QMS documents for EHRIS digitization platform
Barbara Ruth Cimpa
© Barbara Ruth CimpaPartial or full copying and distribution of the material in this thesis is forbidden.
identifier title
(COR.I-020.01) Policies please see attachment 1
COR.I-020.02 Community overview community process drawing
COR.I-020.03 (community) selection community process drawing
(COR.I-020.04) Selection criteria please see attachment 1
COR.I-020.05 (community) digitization community process drawing
COR.I-020.06 (community) digitization, make image accessible community process drawing
COR.I-020.07 (community) digitization, make text accessible community process drawing
COR.I-020.08 (community) research & share (upload) community process drawing
COR.I-020.09 Institute overview institute process drawing
COR.I-020.10 (institute) quality management system (QMS) institute process drawing
COR.I-020.11 (institute) annual review meeting institute process drawing
COR.I-020.12 (institute) training process institute process drawing
COR.I-020.13 Support overview support team process drawing
COR.I-020.14 (support) presentation support support team process drawing
COR.I-020.15 (support) preservation support team process drawing
COR.I-020.16 (support) user support support team process drawing
(COR.I-020.17) Archive explanation please see attachment 1
(COR.I-020.18) Meta data explanation please see attachment 1
(COR.I-020.19) Document management explanation please see attachment 1
(COR.I-020.20) Text preparation and mark-up recommendations please see attachment 1
COR.I-020.21 Digital image treatment recommendation
COR.I-020.22 (support) conferences support team process drawing
COR.I-020.23 Quality measure - PDCA support team process drawing
COR.I-020.24 Annual report institute process drawing
COR.I-020.25 Internal audit support team process drawing
TMP.I-020.01 Survey
TMP.I-020.02 Training list - template
TMP.I-020.03 Training newcomer
TMP.I-020.04 Yearly refresh & team feedback
TMP.I-020.05 Meeting evaluation
TMP.I-020.06 Annual review meeting attendee's input
TMP.I-020.07 User/technical support - daily mnemonic
TMP.I-020.08 User support – Expert support list
TMP.I-020.09 Technical support – yearly archive check
TMP.I-020.10 Technical support – yearly arc. check summary
TMP.I-020.11 Tester – yearly daily-backup check
TMP.I-020.12 Conference sign-in form
TMP.I-020.13 Annual report template
TMP.I-020.14 Annual notes template
TMP.I-020.15 Bi-monthly quality report (internal audit)
participate in
conference
research&share
digitizationdigitization
research &share
conferences
EHRIS policies - community overview
selection
©2012, Barbara Cimpa for EHRIS
selection criteriachecklist (pdf)
COR.I-020.04
support
community
institu
te
COR.I-020.02policies - QMS
v1.0, 2012-03-16
lege
nd
collection/object
selection
community
quality
strategy(KPIs)
policies
03
05
08
22
digitization
research &share
conferences
EHRIS policies (community) - selection
selection scope check
Check presence (avoid duplicates
within EHRIS)
rights check
©2012, Barbara Cimpa for EHRIS
Conservation availability
check
- not by EHRIS
selection criteriachecklist (pdf)
COR.I-020.04
COR.I-020.03policies - QMS
v1.0, 2012-03-16
lege
nd
support
community
institu
te
quality
strategy(KPIs)
policies
digitization
research &share
conferences
EHRIS policies (community) - digitization
selection
©2012, Barbara Cimpa for EHRIS
selection
text prep. & mark-up rec.
(pdf) COR.I-020.20
meta data explanation (pdf)
COR.I-020.18
COR.I-020.05policies - QMS
v1.0, 2012-03-16
lege
nd
make text accessible
make image
accessible
meta data
dig. image recomnd. (pdf)
COR.I-020.21
- dra
ft -
support
community
institu
te
quality
strategy(KPIs)
policies
03
06
07
preservation(archive)
presentation(website)
digitization
research &share
conferences
EHRIS policies (community) - digitization: make image accessible
selection scan
©2012, Barbara Cimpa for EHRIS
mas
ter
deriv
ed im
ages
photo
large page thumb
tiff
(tiff)
digital image enhancement
save small resolution
jpg
tiff
send to EHRIS
upload to website
or
COR.I-020.06policies - QMS
v1.0, 2012-03-16
dig. image recomnd. (pdf)
COR.I-020.21
lege
nd
600 dpicolor
300 dpi *24 bit
* camera with n [pixels] = x * y [dots].
max object size for 300 dpi
** scan/photo objects at once (1 set),place color ref. card next to an object
(at least) 1 image of the set shows the card
community EHRIS
**
- dra
ft -
add objectto collection
object
x300
y300
inch
x300
y300*= [inch]
support
community
institu
te
quality
strategy(KPIs)
policies
1514
admin collection:create TEI file:[ - new - ]
presentation(website)
digitization
research &share
conferences
EHRIS policies (community) - digitization: make text accessible
selection transcriptionunicode
©2012, Barbara Cimpa for EHRIS
adjust style sheet
translationEnglish
upload
upload
download
upload
upload
textte
xtm
ark-
upfo
rmat
ted
view
download
COR.I-020.07policies - QMS
v1.0, 2012-03-16
lege
nd
text prep. & mark-up rec.
(pdf) COR.I-020.20
TEI tagging
community EHRIS
textEN
&
= html
XSL
TEI
XSL
defaultXSL
TEI
TEI
sim
ple
support
community
institu
te
quality
strategy(KPIs)
policies
role owner,transcribe
role owner, translator
15
digitization
research&share
conferences
EHRIS policies (community) - research & share (upload)
selection log in
©2012, Barbara Cimpa for EHRIS
COR.I-020.08policies - QMS
v1.0, 2012-03-16
lege
nd
register
add/edit collection digitize
object
website
add/do research
(TEI, XSL,..)
support
community
institu
te
quality
strategy(KPIs)
policies
add/edit object
research
download
upload
upload
16
05
07
conference
user support
preservation[archive]
presentation support
conservation support (plan)
preservation
user support
EHRIS policies - support overview
presentation support
policies
digitization
©2012, Barbara Cimpa for EHRIS
selection
[contribution]presentation
research
[community]
institution & supportparticipant
feedback, survey
COR.I-020.13policies - QMS
v1.0, 2012-03-16support
community
institu
te
quality
strategy(KPIs)
policies
1622
1415
quality measure
conservation support (plan)
preservation
user support
EHRIS policies (support) - presentation support
presentation support
©2012, Barbara Cimpa for EHRIS
COR.I-020.14policies - QMS
v1.0, 2012-03-16
Please note:- no digital image improvement- no translation/text improvement- no check for collection comprehensiveness.. done by EHRIS
- within 24 h -
changed or new object
technicalaccess
ok ?
remove object from web
presentation
text
comply with policies ?
technicalaccess
ok ?
translate (optional)
notify
jpg selection criteriachecklist (pdf)
COR.I-020.04
lege
nd
YES YES
YES YES
NO
NONO
NO
community EHRISsupport
community
institu
te
quality
strategy(KPIs)
policies
23
comply with policies ?
“comply with policies”= adhere to the selection
criteria checklist
presentation(website)
archive
conservation support (plan)
preservation
user support
EHRIS policies (support) - preservation
presentation support
©2012, Barbara Cimpa for EHRIS
collectionexists
?
notify
COR.I-020.15policies - QMS
v1.0, 2012-03-16
archive check (d.)TMP.I-020.09
lege
nd
NO YESpr
esen
tatio
n di
gita
l arc
hive daily back-up
yearlyby 30/06
archivecheck
archivecheck
collections
daily back-up
back-up check (d.)TMP.I-020.11
web site(database & application:
software, jpg, xml)
community EHRIS daily mnemonic (pdf)TMP.I-020.07
archive
copy to long-term
storage media
full check ok ?
NO
YES
archive(pdf) COR.I-020.17
yearly archive check
2nd copy to other long-term storg.
archive check summary(doc)TMP.I-020.10
master tiff
support
community
institu
te
quality
strategy(KPIs)
policies
test
er
daily
daily back-up
copy to short-term
storage mediakeep 30 days
10st/month into archive
NO
YESspot checkok ?
quality measure
annual review
meeting
conservation support (plan)
preservation
user support
EHRIS policies (support) - user support
presentation support
©2012, Barbara Cimpa for EHRIS
COR.I-020.16policies - QMS
v1.0, 2012-03-16
investigateneed
expertise?
set special rights(optional)
notify community (optional)
action forward to expert
solution
comply with
policies ?register
expert
feedback
yearly
daily
survey (doc)TMP.I-020.01send survey
answer answer participant
expert support list (doc)
TMP.I-020.08
lege
nd
YES
YES
NO
NO
by 30/10
year
idea, software,
question,complaint question,
idea
days
answer participant within 2 working days
community EHRIS daily mnemonic (pdf)TMP.I-020.07
support
community
institu
te
quality
strategy(KPIs)
policies
23
24
register/setrights request
research
reimburse external and community
speakers
conservation support (plan)
preservation
user support
EHRIS policies (support) - conferences
presentation support
©2012, Barbara Cimpa for EHRIS
COR.I-020.22policies - QMS
v1.0, 2012-03-16
- 6 months ahead -
invite community
invite for speech
prepare program
set date find location invite trainers & speakers
PR measures
organize equipment
answer
invitation
answerorganize- guest arrang.- menu- materials
confirm- guest arrang.- menu
Thank for participation
- 4 months ahead -
- 3 months ahead - - 3 weeks ahead -
sign-in form (pdf)
TMP.I-020.12
(m8, m3)
(m10, m5)
- 6 weeks, meeting
evaluation (pdf)TMP.I-020.05
conference
community EHRIS
m2
m9
year
month
conf
eren
ces
support
community
institu
te
quality
strategy(KPIs)
policies
annual review
meetingconservation
support (plan)
preservation
user support
EHRIS policies (support) - quality measure - Plan Do Check Act (PDCA)
presentation support
©2012, Barbara Cimpa for EHRIS
COR.I-020.23policies - QMS
v1.0, 2012-03-16
improving action
something happens le
gend
YES
policies
check: covered by policies?
NO
corrective action
lan
ct heckheckheck
qual
ity m
anag
emen
t sys
tem
(QM
S)
quality measure
quality mmt. system(QMS)
check: comply with policies?
NO
support
community
institu
te
quality
strategy(KPIs)
policies
24
10
daily mnemonic TMP.I-020.07
Note issue and action
5.
5.6
8.5.2
7. 8.5.3
8.3
8.5.1 8.5.3
8.5.1
x.y = corresponding section of ISO:9001
Internal audit
25
8.2.2
conservation support (plan)
preservation
user support
EHRIS policies (support) - internal audit
presentation support
©2012, Barbara Cimpa for EHRIS
COR.I-020.25policies - QMS
v1.0, 2012-03-16support
community
institu
te
quality
strategy(KPIs)
policies
add financial information
- number of members- number of collections- number of objects- number of languages
query database
collect feedback data
prepare report and send to the board
lege
nd
feed
back
-us
er s
atis
fact
ion
proc
ess
data
-qu
ality
db -
KP
I
implement action plan for
non-conformities
Every 2nd month.Send report to the board on Thursday of last week
of 2nd month
collectprocess data
community feedbackdaily mnemonicTMP.I-020-07expert support listTMP.I-020-0801meeting evaluationTMP.I-020-05sign-in formTMP.I-020-12
support team dailydaily mnemonicTMP.I-020-07expert support listTMP.I-020-08
add awareness information
Bi-monthly quality report
(doc) TMP.I-020.15
11Quality goals
achieved?
NO identify causes, find
non-conformitiesYES
qual
ity m
mt.
syst
em(Q
MS
)
10
quality management system (QMS)
annual review meeting
training procedure
EHRIS policies - institute overview
institution
©2012, Barbara Cimpa for EHRIS
support
community
institu
te
COR.I-020.09policies - QMS
v1.0, 2012-03-16
digitization,publication,
exchange, research
institutional strategy,vision
publication & user support,preservation, archive,
conservation support (plan)co
mm
unity
EHRIS digital service
EHRIS institution
<< q
ualit
y >>
awareness,partnerships,conferences
budgeting,sponsoring
community
awareness raise
cooperative research
quality
strategy(KPIs)
policies
annual review meeting
training procedure
EHRIS policies (institute) - quality management system (QMS)
institution
(review) policies, KPI
selection,contribution,
research
©2012, Barbara Cimpa for EHRIS
budget plan
supervise, survey,
conferences
maintain equip., archive
institute financial community user support awareness tech.support training
qualify, (re-) train
feasibility? analyze financial data
analyze feedback, Q&A
analyze use of resources, research, KPI
analyze process data
analyze maint. & archive data
analyze competency
user satisfaction ?
quality?
initiate corrective, preventive, improvement actionsfeedback
mea
sure
men
t, an
alys
is, i
mpr
ovem
ent
di
gita
l ser
vice
polic
ies
& re
sour
ces
awareness, partnerships
analyze market data
legal regulations
COR.I-020.10policies - QMS
v1.0, 2012-03-16
document list INV.I-020.11
quality management system (QMS)
qual
ity
mea
sure
P
C
A
D PC
AD
conference team
support
community
institu
te
team team
quality
strategy(KPIs)
policies
23
6.15.5.6
7.2
6.2
7.5
7.2
8.3, 8.5
5.1
8.2.1
8.2.18.2.1
8.48.2.3 8.4 8.4
8.5
8.44.2
x.y = corresponding section of ISO:9001
internal audit
8.2.225
quality management system (QMS)
annual review
meeting
training procedure
EHRIS policies (institute) - annual review meeting
institution
©2012, Barbara Cimpa for EHRIS
review policies & strategy
new/adjust method?
training/hiring?
purchase equipment
?
feasible?(budget)
discuss report & input
1/ law2/ research3/ 2 ideas
publish policies, & strategy
implementdiscuss how to
encourage community
Preventive/corrective/improving action
COR.I-020.11policies - QMS
v1.0, 2012-03-16
lege
nd
YES
YES
YES YESinput (doc) TMP.I-020.06
annual notes(doc)TMP.I-020.14
publish meeting notes
adjust policies & strategy,
marketing plan
- 1 week after meeting -
attendee’s input
November
year
month
annu
al re
view
mee
ting
support
community
institu
te
quality
strategy(KPIs)
policies
annu
alre
port
annual report
24
quality management system (QMS)
annual review meeting
training procedure
EHRIS policies (institute) - training procedure
institution
©2012, Barbara Cimpa for EHRIS
find date (&instructor),
invite
Newcomer training for digital service team: - when: 1st week - time: 2 hours
Yearly refresh training for digital service team- the team’s feedback shall
be gathered- when: yearly- time: 3 hours
training template (doc) TMP.I-020.02
prepare material
meeting evaluation (doc)
TMP.I-020.05
trainer’s evaluation
training newcomer (pdf)
TMP.I-020.03
yearly refresh & team feedback
(doc) TMP.I-020.04
check with policies
COR.I-020.12policies - QMS
v1.0, 2012-03-16
lege
nd
please participants to do evaluation
gather feedback from
participants
train
support
community
institu
te
quality
strategy(KPIs)
policies
hands-on practice
(optional)
(Conservation training is planned)
add financial information
- number of members- number of collections- number of objects- number of languages
quality management system (QMS)
annual review
meeting
training procedure
EHRIS policies (institute) - annual report
institution
©2012, Barbara Cimpa for EHRIS
query database
collect feedback data
prepare report and send to attendees
COR.I-020.24policies - QMS
v1.0, 2012-03-16
lege
nd
feed
back
-us
er s
atis
fact
ion
proc
ess
data
-qu
ality
db -
KP
I
financial information
internal audit information
1 week before meeting
collectprocess data
community feedback (1)surveyTMP.I-020-01
conferences (2)meeting evaluationTMP.I-020-05sign-in formTMP.I-020-12
support team feedback (1)yearly refresh training& team feedbackTMP.I-020-04meeting evaluation TMP.I-020-05
support team dailydaily mnemonicTMP.I-020-07expert support listTMP.I-020-08
archive check (1)check summary TMP.I-020-10
add awareness information
awareness information
annual report(doc) TMP.I-020.13
annual meeting
support
community
institu
te
quality
strategy(KPIs)
policies
11add intern. audit
information
add previous year’s notes
meeting notes of previous year
25
digitization
research &share
conferences
EHRIS policies - legend
selection
©2012, Barbara Cimpa for EHRIS
support
community
institu
te
quality
strategy(KPIs)
policies
legend
process step
predefined process [link]
decision
process end
input
document or template [link]
output
short-term storage medium
file
long-term storage medium
Digital image treatment recommendations - draft
COR.I-020.21 v.0.9 2012-03-16
A Create “master files” (“tiff”). They will not be changed further. They are archived. B Create derived files (“jpg”), re-sized images of the master-files. They are displayed on the website.
A “Master files”1/ photo or scan, double (or single) pages2/ use a color-card [link], put the color-card next to the 1st image that you take.3/ Scan options:
a/ 600 dpib/ color c/ file.tiff
photo options:a/ 24 bitb/ e. g. 300 dpi:one has a digital camera with n [pixels] = x * y [dots] with the setting of 300 dpi, the object to capture should be of maximum size: maximum size = x/300 * y/300 [inch]
example: camera with 12 MP = 4000 x 3000 dots maximum object size = 33,9 cm * 25,4 cm
4000/300 = 13,3 inch = 33,9 cm 3000/300 = 10 inch = 25,4 cm
4/ Name the master files: recommendation “01.tiff”, “02.tiff” .. etc.
• In case the images represent a manuscript (= a book ..), recommendation:◦ images of back, front: “back.tiff”, “front.tiff”◦ find the first numbered page e.g. page 5: “p05.tiff”◦ go back “p04.tiff”, “p03.tiff”, “p02.tiff”, “p01.tiff”◦ unnumbered pages before page 1: “o01.tiff”, “o02.tiff”, “o03.tiff”
(why: alphabetically, “o” comes before “p”)
• In case you have double-pages: “p04_p05.tiff”
The master files are not changed further. Please send the master-files (e. g. on a DVD) to us.
B Derived files for display in the website1/ “crop” the images = cut the frame2/ in case your master-file is a double-page, and you want a single page: cut each page.3/ in case you need to rotate, use angle 0.2 or 0.5. Better avoid rotation.
3a/ crop again, rotate again, until the image is in the correct angle.4/ re-size the image, and store as “.jpg”:
4a/ resize from master file to: 632 x 410 px = “large.jpg”4b/ resize from master file to: 520 x 3?? px = “page.jpg”4c/ resize from “page.jpg” to: 60 x 40 px = “thumb.jpg”
Please upload these 3 jpg-images, for each object, into the website.
© 2012 EHRIS 1/1
Survey TMP.I-020.01 v.1.0 2012-03-16
This survey is anonymous and is not traced back to you.
Please let us know your experience. We strive to improve our service for the community. Please share your ideas about needs for research and improvement. Thank you!In case you would like to talk to us in person, we are looking forward to receiving a mail from you.
yes no your ideas
Web site, collections, lab, supportWeb site is easy to use
Please tell, where improvement is needed
Collections are interesting for you
you can make use of them for research
Please tell, what would be nice to have
Lab is interesting for you
you can make use of it for research
Please tell, what would be nice to have
Support you have asked for support
support was helpful
support was given in acceptable time
Community: You attended a conference/training/event:
You gathered knowledge for research
You met people to connect with
The event's organization was as expected
Please tell what you enjoyed
Please tell, what would be nice to have
Your collection: You have uploaded a collection:
Preparation of images was easy
insert object's meta-data was easy
insert object's text (transcription/translation) was easy
mark-up support was helpful
You used the XML-TEI creation
You uploaded your own XML-TEI file
The XML-TEI creation/upload is easy to use
You are satisfied with the TEI Header
You agree to the CreativeCommons license system
Please tell, which TEI definition do you use: schema/dtd? version:_ (P5?) definition:___ (Lite?)
Please tell, what would be nice to have
Do you have further ideas or suggestions?
© 2012 EHRIS 1/1 Thank you for your feedback!
Training list - template TMP.I-020.02 v1.0 2012-03-16
Please fill out: Instructor: Date, time:Record number (later): INV.I-020- . . .
Participants
Topic √ Hands-on practice √ comment
© 2012 EHRIS 1/1
Training list - newcomer TMP.I-020.03 v.1.0 2012-03-16
Please fill out: Instructor: Participant: Date, time:Record number (later): INV.I-020- . . .
Topic √ Hands-on practice √ comment
Policies: collections development - -
Policies: community development - -
Policies: about research - -
Responsibilities to user and data - -
Register: register new user Register user
Register: set special rights Set rights
Register/quality: user notification Send mail
Archive activities: check data Check data of test collection
Archive activities: transfer data Transfer data of test collection
Archive activities: medium into storage Medium into storage
Archive activities/quality: user notification Send mail
New object(s): check image Check images of test collection
New object(s): check text Check (&translate) text of test collection
New object(s): check XML Check XML of test collection
New objects(s)/quality: user notification Set collection invisible, send mail
Backup: back up database Back up database
Backup: back up application Back up application
Backup: back up collections Back up collection
Backup: Medium into storage Medium into storage
User support: Q&A Send mail answer: about research (forward)
Send mail answer: about software (forward)
User support/quality Add information into Q&A list
© 2012 EHRIS 1/1
Yearly refresh & team feedback TMP.I-020.04 v.1.0 2012-03-16
Please fill out: facilitator: Date, time:Record number (later): INV.I-020- . . .
Participants
Topic √ Collected feedback
Policies: collections development
Policies: community development
Policies: about research
Responsibilities to user and data
About registration, special rights
About archive activities
About new object(s)' activities
About new object(s)'s XML
About backup
Collected quality issues
Introduce, discuss
Collected community issues
Introduce, discuss
About research developments, questions
Introduce, discuss
About work, issues, conditions, time
Discuss, collect
© 2012 EHRIS 1/1
Meeting evaluation TMP.I-020.05 v1.0 2012-03-16
Please let us know your experience. Thank you! The evaluation is anonymous.
Attendees' feedback
min max
1 2 3 4 5
Procedure is professional (e. g. starts on time)
Structure of session is good
Agenda/program meets expectations
Reference material meets expectations
Content meets expectations
Content is up-to-date
Presentation is easy to understand, clear and organized
Speaker/trainer has knowledge of the topic
Speaking style is interesting, easy to understand
Center is easy to reach (e. g. close or too far)
Registration/administration process easy
(Computer) equipment is up-to-date
too low low ok high too high----- --- ***** --- -----
Level of speech/training
too slow slow ok fast too fast
Speed of speech/training
too little less ok difficult too difficult
Speaker/trainer answered to questions
yes some things new nothing new
***** *** ---
The knowledge is new for me
yes some what not at all
The knowledge will help me with my daily work
Please tell, where improvement is needed:
Please tell what you enjoyed:
Do you have further ideas or suggestions?
© 2012 EHRIS 1/2
Meeting evaluation TMP.I-020.05 v1.0 2012-03-16
Please let us know your experience. Thank you! The evaluation is anonymous.
Trainer/speaker's feedback
min max
1 2 3 4 5
Preparation meets expectations
Equipment meets expectations
Room and arrangement of chairs adequate
People are motivated
Center is easy to reach (e. g. close or too far)
Registration/administration process easy
(Computer) equipment is up-to-date
ok some a lot
***** --- -----
Training without interruption/perturbation/disorder
ok too many far too many
Number of attendees
similar different very different
Attendees have similar levels of knowledge
Attendees have similar levels of speed of comprehension
Attendees do not follow
Attendees hardly follow
ok demands on attendees low
demands on attendees much too low
----- --- ***** --- -----
Attendees' previous knowledge/ preparation fits the training
Please tell, where improvement is needed:
Please tell what you enjoyed:
Do you have further ideas or suggestions?
© 2012 EHRIS 2/2
Annual review meeting attendee's input TMP.I-020.06 v1.0 2012-03-16
1/ Please share about:
a/ Research developmentsb/ Technical advancesc/ good experiences and difficult issues that happened during the last 6 months
d/ (new) regulations of law
For awareness support and everyone:
e/ existing partnershipsf/ potential partnershipsg/ other organizations
2/ Please share your ideas:
a/ How might one support the community?b/ How might one raise awareness (people, communities, partners)?c/ Which training might be needed for the community?d/ Which training might you would like to receive?
3/ Please give >= 2 ideas, how to enhance the services and organization:● a/● b/
Thank you
© 2012 EHRIS 1/1
User/technical support – daily mnemonic TMP.I-020.07 v1.0 2012-03-16
Please fill out: □ user □ technical month: start date:Record number (later): INV.I-020- . . .
User support Technical support**: please describe below
Please fill out: “?”: answer = yes/no, else: answer = number ofday mail Other/
commentsystem collections system issue
happen-ned? **
Other/commentcame
inans-wered
for-ward
complaint **
run ? archived backup ?
Mon
Tue
Wed
Thu
Fri
totals
Mon
Tue
Wed
Thu
Fri
totals
Mon
Tue
Wed
Thu
Fri
totals
Mon
Tue
Wed
Thu
Fri
totals
Mon
Tue
Wed
Thu
Fri
totals
totals
© 2012 EHRIS 1/3
User/technical support – daily mnemonic TMP.I-020.07 v1.0 2012-03-16
Please fill out: □ user □ technical month: start date:Record number (later): INV.I-020- . . .
c = corrective, i = improvementComplaint / issue happened date action taken c i
totals:
© 2012 EHRIS 2/3
Expert support list TMP.I-020.08 v1.0 2012-03-16
Please fill out: From .. to .. (dates):Record number (later): INV.I-020- . . .
Category: please set “x”
no Issue description, and expert's answer when received from (requester email)
on (date) to expert (email) from expert (date) to requester (date)
research
software
method
Issue:Answer:
Issue:Answer:
Issue:Answer:
Issue:Answer:
Issue:Answer:
Issue:Answer:
© 2012 EHRIS 1/1
Technical support – yearly archive check TMP.I-020.09 v1.0 2012-03-16
Please fill out: check date:Record number (later): INV.I-020- . . .
Collections (tiff)Collection number: checked by: Collection is error-free:
Notified user on:
Error object number
1
2
3
4
5
6
7
8
9
10
© 2012 EHRIS 1/1
Technical support – yearly archive check summary TMP.I-020.10 v1.0 2012-03-16
Please fill out: check dateRecord number (later): INV.I-020- . . .
Archive (collections (tiff))No of checked No of have error No of objects have error
Daily backup checkBackup of Database ok Application complete Collections complete issues
yesterday
1 day before yesterday
2 days before yesterday
latest 10th month in archive
Database ok: – check recent updates' date– compare with database of days ago
Application complete:– check each web page's accessibility & functionalities– add a) a user b) a collection c) 2 objects to the collection
Collections complete:– Spot check: each collection: 1, 10, 20, ... object– Check each collection's total XML-file: accessible? accessible/readable/searchable with research methods?
© 2012 EHRIS 1/1
Technical support – yearly daily back-up check TMP.I-020.11 v1.0 2012-03-16
Please fill out: check date(s): by:Record number (later): INV.I-020- . . .
Daily back-up of: yes no issue
Today (date):
Exists?
Application ok?
Database ok?
Image access ok?
lab functionality ok?
XML files readable?
Latest archived date (10th): 10-.....-.......
Exists?
Application ok?
Database ok?
Image access ok?
lab functionality ok?
XML files readable?
Today minus 1 day (date):
Exists?
Application ok?
Database ok?
Image access ok?
lab functionality ok?
XML files readable?
Today minus 2 days (date):
Exists?
Application ok?
Database ok?
Image access ok?
lab functionality ok?
XML files readable?
© 2012 EHRIS 1/1
Conference sign-in form TMP.I-020.12 v1.0 2012-03-16
Please fill out: conference date:Record number (later): INV.I-020- . . .
no Name email Organization/company Position/title Special interest in conference
© 2012 EHRIS 1/2
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
Reports1 KPIs (database information and other sources).................................................................................................22 Awareness information......................................................................................................................................... 2
2.1 Current partnerships........................................................................................................................................ 22.2 Potential partnerships...................................................................................................................................... 2
3 Summary of issues that arose, feedback for improvement...............................................................................34 Summary of listings that users enjoyed..............................................................................................................45 User satisfaction.................................................................................................................................................... 4
5.1 Summary......................................................................................................................................................... 45.2 Survey information........................................................................................................................................... 55.2 Conferences.................................................................................................................................................... 6
5.2.1 Conference 1, Topic: _________________ date: _______________.....................................................65.2.1.1 Before conference (information of sign-in form)..............................................................................65.2.1.2 After conference (information of meeting evaluation)......................................................................6
5.2.2 Conference 2 … alike.............................................................................................................................. 85.3 Support team feedback................................................................................................................................... 9
5.3.1 Yearly refresh training & team feedback..................................................................................................95.3.2 Training evaluation.................................................................................................................................. 9
6 Process data........................................................................................................................................................ 106.1 Support team daily......................................................................................................................................... 10
6.1.1 User support (information of daily mnemonic, expert list)......................................................................106.1.2 Technical support (information of daily mnemonic)................................................................................11
6.2 Archive check summary................................................................................................................................. 116.3 Internal audit summary.................................................................................................................................. 12
6.3.1 Summary conformance to quality..........................................................................................................126.3.2 Summary current action plan................................................................................................................. 126.3.3 Non-conformities (to be taken action in the action plan)........................................................................12
7 Financial information.......................................................................................................................................... 138 Changes of law.................................................................................................................................................... 13
© 2012 EHRIS 1/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
1 KPIs (database information and other sources)database, date: totals new planned new %diff
Members
Collections, objects
Collections accepted
Objects accepted
Languages
- not database: -
partnerships
projects
other strategic objectives reached? why not
totals of month new members new accepted collections new partnerships projects started
12
1
2
3
4
5
6
7
8
9
10
11
totals
2 Awareness information
2.1 Current partnerships...
2.2 Potential partnerships..
© 2012 EHRIS 2/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
3 Summary of issues that arose, feedback for improvement
no Description (and action taken, if done) source
1 complaint
2 complaint
5 expert support
6 expert support
8 issue (tech)
9 issue (tech)
10
.. survey about website
survey about website
survey about lab
survey about lab
survey about conference
survey about conference
survey about XML/TEI
survey about XML/TEI
survey, further
survey, further
conference, interest
conference, interest
conference, improvement attendee
conference, improvement trainer
Policies: team yearlyServices: team yearlyquality measures: team yearlyCommunity issues: team yearlyResearch developments: team yearly
© 2012 EHRIS 3/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
4 Summary of listings that users enjoyed
no Description source
1 survey about conference
2 survey about conference
3
5 conference, enjoyed attendee
6 conference, enjoyed trainer
8
9
10
..
5 User satisfaction
5.1 Summary
mails came in mails forwarded to expert (total points) / (total achievable)
complaints answer was given evaluation attendees
%complaints %not given meeting eval. trainers
© 2012 EHRIS 4/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
5.2 Survey information
count(sent out) count(feedback) %
sum(yes)/count(feedback) sum(no)/count(feedback)
Yes No
Summary all:
Web site, collections, lab, support
Web site is easy to use
Collections are interesting for you
Collections - you can make use of for research
Lab is interesting for you
Lab - you can make use of for research
Support you have asked for support
support was helpful
support was given in acceptable time
Community/conference
You attended a conference/training/event
You gathered knowledge for research
You met people to connect with
The event's organization was as expected
Your collection
You have uploaded a collection
Preparation of images was easy
insert object's meta-data was easy
insert object's text (transcription/translation) was easy
mark-up support was helpful
You used the XML-TEI creation
You uploaded your own XML-TEI file
The XML-TEI creation/upload is easy to use
You are satisfied with the TEI Header
You agree to the CreativeCommons license system
count(TEI use) count(P4) count(P5) count(TEI Lite) count(TEI all) count(TEI Tite) count(others)
© 2012 EHRIS 5/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
5.2 Conferences
5.2.1 Conference 1, Topic: _________________ date: _______________
5.2.1.1 Before conference (information of sign-in form)
education research business other totals
Number of participants day 1
Number of participants day 2
totals
5.2.1.2 After conference (information of meeting evaluation)
Evaluation attendees
count(feedback):
points = add [*] minus [-] sum(points) / (total achievable)
Summary all:
Procedure is professional (eg. start on time)
Structure of session is good
Agenda/program meets expectations
Reference material meets expectations
Content meets expectations
Content is up-to-date
Presentation is easy to understand, clear and organized
Speaker/trainer has knowledge of the topic
Speaking style is interesting, easy to understand
Level of speech/training
Speed of speech/training
Speaker/trainer answered to questions
The knowledge is new for me
The knowledge will help me with my daily work
Center is easy to reach (e. g. close or too far)
Registration/administration process easy
(Computer) equipment is up-to-date
© 2012 EHRIS 6/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
Evaluation trainer/speaker
count(feedback):
points = add [*] minus [-] sum(points) / (total achievable)
Summary all:
Preparation meets expectations
Equipment meets expectations
Room and arrangement of chairs adequate
People are motivated
Center is easy to reach (e. g. close or too far)
Registration/administration process easy
(Computer) equipment is up-to-date
Training without interruption/perturbation/disorder
Number of attendees
Attendees have similar levels of knowledge
Attendees have similar levels of speed of comprehension
Attendees' previous knowledge/ preparation fits the training
© 2012 EHRIS 7/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
5.2.2 Conference 2 … alike
© 2012 EHRIS 8/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
5.3 Support team feedback
5.3.1 Yearly refresh training & team feedback
work, issues, conditions
about time
5.3.2 Training evaluationsum(values) / count(feedback)
Procedure is professional (e. g. start on time)
Structure of session is good
Agenda/program meets expectations
Reference material meets expectations
Content meets expectations
Content is up-to-date
Presentation is easy to understand, clear and organized
Speaker/trainer has knowledge of the topic
Speaking style is interesting, easy to understand
Level of speech/training
Speed of speech/training
Speaker/trainer answered to questions
by = number of people, sort desc.by have enjoyed
.. ..
by improvement needed, further ideas
.. ..
© 2012 EHRIS 9/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
6 Process data
6.1 Support team daily
6.1.1 User support (information of daily mnemonic, expert list)
totals of month
mails came in
answered forwarded forwarded (research)
forwarded (software)
forwarded (method)
Coll./objects new
checked
12
1
2
3
4
5
6
7
8
9
10
11
totals
Comments:
Expert support - issue short Research/software/method? Answer time in days
© 2012 EHRIS 10/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
6.1.2 Technical support (information of daily mnemonic)
totals of month
sum(system run)/sum(days)
sum(system back up)/sum(days)
sum(archived)
system runs? back up done? Collections archived
12
1
2
3
4
5
6
7
8
9
10
11
totals
Comments:
6.2 Archive check summary
Archive collections checkNo of checked % have error No of objects have error
Daily backup checkBackup of Database ok Application complete Collections complete
yesterday
1 day before yesterday
2 days before yesterday
30 days ..
© 2012 EHRIS 11/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
6.3 Internal audit summary
6.3.1 Summary conformance to quality
if deviation <= 5%.
no months: [11 - 12] 1 - 2 3 - 4 5 - 6 7 - 8 9 - 10 11 - 12
1 KPIs, objectives
2 User satisfaction
3 [Internal audit: this report]
4 [External audit]
5 Processes: digital services
6 Processes: internal processes (archive, awareness, board)
7 Changes, by law
8 Changes, initiated by users
9 Changes, initiated by institute
10 Budget use
Items 6, 7, 8, 9 are considered during the annual review meeting in November. They are listed in that summary in December.Calculations: if any factor of the calculation deviates, the goal is not achieved.
6.3.2 Summary current action plannc no. action due status
User support team
Technical support team
Awareness team
Training team
Conference team
Board
6.3.3 Non-conformities (to be taken action in the action plan)no. goal
no.non-conformity uncovered on
datestarted action
date
© 2012 EHRIS 12/13
Annual report TMP.I-020.13 v1.0 2012-03-16
For year: by:Record number (later): INV.I-020- . . .
7 Financial informationBudget (previous year) +
Spent -
Received +
Current budget
Budget spent on actual plan abs(Actual – plan) / plan
Human resources
Equipment
Conferences
Conferences external speakers
Else
Sum
Budget received from amount
Budget plan next year:
Budget to spent on planned ahead plan now Reasons, if differs
Human resources
Equipment
Conferences
Conferences external speakers
Else
Further plans/ideas Costs estimated
8 Changes of lawChange of law since (date) relates to area action taken
© 2012 EHRIS 13/13
Annual notes TMP.I-020.14 v.1.0 2012-03-16
By: meeting date:Record number (later): INV.I-020- . . .
Participants
KPIs for the following periodtotal planned new planned new confirmed
Members
Collections
Objects
Languages
partnerships
projects
Further targets: no target planned target confirmed/additional target costs
Corrective/enhancing actionsno Team (T) – action: costs Until when
no Equipment (E) – action: costs Until when
no Methods/policies (P) – action: costs Until when
Budget have Budget planned
© 2012 EHRIS 1/2
Annual notes TMP.I-020.14 v.1.0 2012-03-16
By: meeting date:Record number (later): INV.I-020- . . .
Action itemsno action people in charge until when T E P no
© 2012 EHRIS 2/2
Bi-monthly quality report (internal audit) TMP.I-020.15 v1.0 2012-03-16
For months: 1 - 2 | 3 - 4 | 5 - 6 | 7 - 8 | 9 - 10 | 11- 12 | year: by:Record number (later): INV.I-020- . . .
Summary conformance to quality
if deviation <= 5%.
no months: 1 - 2 3 - 4 5 - 6 7 - 8 9 - 10 11 - 12
1 KPIs, objectives
2 User satisfaction
3 [Internal audit: this report]
4 [External audit]
5 Processes: digital services
6 Processes: internal processes (archive, awareness, board)
7 Changes, by law
8 Changes, initiated by users
9 Changes, initiated by institute
10 Budget use
Items 6, 7, 8, 9 are considered during the annual review meeting in November. Calculations: if any factor of the calculation deviates, the goal is not achieved.
Summary current action plannc no. action due status
User support team
Technical support team
Awareness team
Training team
Conference team
Board
Non-conformities (to be taken action in the action plan)no. goal
no.non-conformity uncovered on
datestarted action
date
© 2012 EHRIS 1/3
Bi-monthly quality report (internal audit) TMP.I-020.15 v1.0 2012-03-16
For months: 1 - 2 | 3 - 4 | 5 - 6 | 7 - 8 | 9 - 10 | 11- 12 | year: by:Record number (later): INV.I-020- . . .
1 KPI
- database - totals new planned new %diff %diff > 5?
yes no
Members
Collections, objects accepted / all:
Collections accepted
Objects accepted
Languages
Partnerships - not database: -
Projects
other strategic objectives reached? Why not:
..
2 User satisfaction (daily mnemonic, meeting evaluation, expert list: expert satisfaction)
mails came in mails forwarded to expert 100 - (total points) / (total achievable)
complaints answer was given evaluation attendees
%complaints %not given meeting eval. trainers
5 Process data (daily mnemonic)
User support 100 - %(answered + forwarded incoming mails) = % not processed
database: 100 - %(new/changed collections+objects) = % not checked
Technical support 100 - sum(system run) / 40 = % system not run
(40 days = 2 months) 100 - sum(system backup) / 40 = % back up not done
7 Changes by lawChanges to consider: --
10 Financial information
Budget spent, in last 2 months on actual plan abs(actual – plan) / plan
Human resources
Equipment
Conferences
Conferences external speakers
Else
Sum
© 2012 EHRIS 2/3
Bi-monthly quality report (internal audit) TMP.I-020.15 v1.0 2012-03-16
For months: 1 - 2 | 3 - 4 | 5 - 6 | 7 - 8 | 9 - 10 | 11- 12 | year: by:Record number (later): INV.I-020- . . .
Additional information:
User complaint action taken
..
Expert support - issue description
..
Technical issue action taken
..
Partnership new:Partnership potential:
Financial information:Budget 2 months ago +
Budget spent, in 2 last months = sum(actual) -
Budget received, in 2 last months +
Current budget
© 2012 EHRIS 3/3