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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]