work in progress cleanup integrated workflow...workflow phase process, you review all work in...

Last Updated: July 31, 2012

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In this ILM / Reporting / Archiving workflow phase process, you review all Work in Progress (WIP) files and determine files that are no longer necessary. In addition, you work with Asset Management Services to secure text extractions.

In this job aid, you will learn how to:

• Conduct final program component review and close out

• Transform confirmed program component files for content creation

Conduct Final Program Component Review & Close Out

PROGRAM MANAGER

WORk IN PROGRESS CLEANUP

INTEGRATED WORkFLOW

ILM / REPORTING / ARCHIVING

WORkFLOW PHASE

Learning Objectives

Pearson Integrated Workflow

1

In this Job Aid, you will learn how to:

1 Conduct Final Program Component Review & Close Out 2

Review Program Component 2

Review Component 4

2 Transform Confirmed Program Component Files for Content Creation 7


WORK IN PROGRESS CLEANUP


SYSTEMS & TOOLS

For this process, you will use the following systems and tools:

Documentum (DCTM)


ILM / REPORTING / ARCHIVING 2

1 Conduct Final Program Component Review & Close Out

This is the final review of work-in-progress (WIP) files for archiving. The program manager and project manager(s) work together to determine which files are no longer necessary, and review all other WIP files.

Review Program Component

1 Log into My Dashboard at http://workflow.pearson.com, and sign in with your Pearson u42 or v42 username and password.

2 The My Dashboard screen appears. Click the Documentum (DCTM) link.

Quick Tip Logging into My Dashboard will allow you to switch between workflow applications with a single sign-on (SSO).



3 The Documentum Location screen appears.

a Select your repository from the Repository drop-down menu.

b Select your location from the Location drop-down menu. If your location does not appear or if you are working remotely, select the Other option.

c Click the button.

a

b

c

4 The Documentum interface appears.

a Navigate to the component you would like to review in the Navigation pane.

b Select the component’s Working Content folder.

c In the Content pane, double-click a sub-folder to show its contents.

a

b

c

Quick Tip USHE users select the PNA_Higher_Ed repository.

Quick Tip Click the My Files node to quickly navigate to items that you have recently worked on.



Review Component

The assets in the component folders can be linked to other component locations within the program. Review linked assets to ensure consistency. Review the component’s assets and objects against the Detailed Content Plan and the component’s guidelines and policies.

1 Assets that have the icon are linked to other locations within Documentum. Click the icon view an assets locations.

2 The Locations screen appears, displaying the locations of the linked file. To see the file in each location, double-click the desired location in the bottom pane.

More InfoRefer to the Documentum View Locations Job Aid.

Note You cannot view locations for a selection of multiple objects.

Quick Tip Another way to view locations is to select a file, click the View menu then select Locations.

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_View_Locations.pdf

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_View_Locations.pdf



2 The Locations screen appears, displaying the locations of the linked file. To see the file in each location, double-click the desired location in the bottom pane.

3 Compare final files against the component’s Content Plan:

a Click the CONFIGRUATION menu.

b Select Launch Content Plan.

b

a

Quick Tip Another way to view locations is to select a file, click the View menu then select Locations.



4 The content plan viewer opens in a new browser tab.

a Select a program.

b Select a program component.

c Click the button.

Review the component’s assets against the content plan.

a b c



2 Transform Confirmed Program Component Files for Content Creation

Requests for transformations are usually made by business units after a reprint cycle when they need to give the author an extraction. Some areas of Pearson receive these requests via email, while most employ some type of online Archive Request Form. In these forms, requestors select to have their extract in either Classic or WriteRAP form. For the latter, the Tier level must also be noted. Requestors can also add the following to their requests:

a XML embedded in the extract

b Art manuscript (PDF of all art files)

c AV log(pre-populated from the previous edition files to assist in revision)

d Permission log (MS Word or Excel)

1 Requests for extractions are handled by Asset Management Services (AMS). To retrieve requests, you must access your business unit’s online request system or use another method employed by your unit. In the future, all Asset Management Service units will use the same online system. The prototype appears below.



2 A few business units fulfill transformation requests themselves. More commonly, the requests are contracted out to vendors. For contracted work, send the vendor the PO, layout files, and PDF files.

3 When the transformation is complete, the vendor sends back the source materials and the extractions. To post the extract(s) in Documentum, go to My Dashboard at http://workflow.pearson.com.

4 The Sign In screen appears.

a Type your user name in the User Name text box.

b Type your password in the Password text box.

c Click the button.

a

b

c



5 The My Dashboard screen appears. Click the Documentum (DCTM) link.

6 The Documentum Location screen appears.

a Select your repository from the Repository drop-down menu.

b Select your location from the Location drop-down menu. If your location does not appear or if you are working remotely, select the Other option.

c Click the button.

a

b

c

Quick Tip USHE users select the PNA_Higher_Ed repository.



7 The Documentum interface appears. Locate your program either by searching by ISBN or expanding the folder structure in the Navigation pane.

8 The extract(s) are always stored in a program’s EXTRACT sub-folder. You can always find this folder by expanding a program’s folder structure as follows: ISBN_Author > Author_Title > SE > Support > Extract.



9 Select the EXTRACT sub-folder in the Navigation pane, click the BULK TOOLS menu, and then select Import. Click here to access the Bulk Import steps.

10 Notify the requestor that the extract is ready.

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_Bulk_Import_Content.pdf

work in progress cleanup integrated workflow...workflow phase process, you review all work in...

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