PubMan Func Spec Yearbook of the MPS

This specification describes how the yearbook of the MPS will be handled as long as eDoc is still used for the creation of the yearbook, while the rest is handled within PubMan. The idea is, that eDoc should only be used to release the data exported from PubMan for the yearbook of the MPS.

Basic Considerations

Yearbook workflow in PubMan

• There will be one container (folder) for the yearbook records in PubMan (per institute), which will be crated by the Dev. Team manually.
  • A container only holds the links to items.
  • Containers will have MD on the responsible institute (OU) via the context.
• (released) records can be added by moderators to that yearbook container from the qa workspace or from view item version.
• items, which are in the yearbook container will be marked as recommended for the yearbook
• the content of the container can be viewed and edited by moderators from the workspace.
• Container will be released when it is ready for the export to eDoc (will be done by the moderator). Items in the container will then be marked as released for yearbook YYYY. Once the container has been released no further records can be added or removed.
• Users have to be aware of, that the export of PubMan data for the YB to eDoc will be done only once. To avoid duplicates. PubMan ID will be kept as local ID in eDoc and URI to PubMan.
• only PubMan origin items can be added to the yearbook. Imported eDoc data therefore can't be added to the yearbook via PubMan.
• PubMan should provide a list of items imported from eDoc, which are members of the YB. Dev. team should be able to provide the difference. Means, which are the items, which are in eDoc marked for the YB and which items have been added to the YB via PubMan.
• If eDoc item has been changed in PubMan, it also manually has to be changed in eDoc. Same for adding/removing from YB. Only valid for item, that where imported from eDoc.

Yearbook workflow in eDoc

• users, that have moved their data to PubMan will only have one collection in eDoc for the yearbook, which will be named "Yearbook YYYY"
• data from PubMan will be imported to eDoc in a virtual collection. Then they have to be copied into a "real" collection (working or archival collection, working is recommended).
• Then they can be all recommended for the yearbook of the MPS and then released for the yearbook. If data is changed in eDoc, it also has to be changed in PubMan manually

Functional Specification

UC_PM_YB_01 Create yearbook container in PubMan

In PubMan a container (folder) per each respective institute has to be created by the development team manually. In such a container all data chosen for the MPS yearbook should be collected.

Status / Schedule

Status: in specification
Schedule: R 6.1 (February 2010)

Actors

• Development Team

Pre-Conditions

• institute collects/maintains all their metadata and publications in PubMan
• eDoc is just used for the creation of the MPS yearbook

Flow of Events

• the respective institute informs the PubMan support team about the need of the Yearbook container in PubMan
• support team begs dev team to create the yearbook container for the MPI XY
• dev team creates the recommended yearbook container manually
  • a container only holds the links to items
  • containers will have metadata in the responsible institutes (OU) via the context

Post-Conditions / Results

• yearbook container is available on PubMan for the respective institute

Constraints

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Future Development

• local administrator of institute is able to create their yearbook container in PubMan self-contained?

UC_PM_YB_02 Add PubMan items to yearbook container

The moderator of the institute choses the respective items for the MPS yearbook container in PubMan.

Status / Schedule

Status: in specification
Schedule: R 6.1 (February 2010)

Actors

• Moderator

Pre-Consitions

• yearbook container for the institute's data has to be created by the dev team beforehand -> see UC_PB_YB_01

Flow of Events

• the moderator chooses to display all released items in her/his QA Wokspace
• there she/he is able to mark the respective items for the created yearbook container in PubMan
• by confirming the marks all chosen items are added to the yearbook container in PubMan
• the moderator is informed about the sucessfully adding of the respective items to the yearbook container

Alternatives

• the moderator is also able to mark an item for the yearbook container out of the view item version and subsequently adding it successfully to the yearbook container

Post-Conditions / Results

• all chosen items are added to the yearbook container
• a note "recommended for yearbook" is visible for all chosen Pubman items

Constraints

• only released items can be added to the yearbook container
• only PubMan origin items can be added to the yearbook; imported eDoc data therefore can't be added to the yearbook via PubMan (only valid for items that were imported from eDoc
• if an eDoc item has been changed in Pubman, it also manually has to be changes in eDoc

UC_PM_YB_03 View & modify content of yearbook container in PubMan

The moderator wants to display or modify the items chosen for the yearbook container in Pubman.

Status / Schedule

Status: in specification Schedule: R 6.1 (February 2010)

Actors

• Moderator

Pre-Conditions

• one ore more items has to be added to the yearbook container in PubMan

Flow of Events

• the moderator should be able to access the yearbook container for her/his institute out of her/his QA Workspace
• all PubMan records which were chosen for the yearbook by the moderator before are now displayed
• out of this list of yearbook items the moderator should be able to edit/modify each item

Post-Conditions / Results

• content of yearbook container is visible
• edited yearbook items are modified

Constraints

• all modified yearbook items have to be released again

UC_PM_YB_04 Release content of yearbook container in PubMan

Status / Schedule

Status: in specification
Schedule: R6.1 (February 2010)

Actors

• Moderator

Pre-Conditions

• all needed PubMan records have to be added to the yearbook container in PubMan by the moderator

Flow of Events

• out of her/his QA Workspace the moderator chooses to display the content of the yearbook container in PubMan
• all items chosen for the yearbook by the moderator are displayed
• moderator checks again carefully if alle yearbook required records are added to the container
  • if some items are still missing, the moderator adds further items to the container -> see UC_PM_YB_02
  • if the yearbook collection is completed, the moderator confirms the choice with a batch release

Post-Conditions / Results

• the content of the yearbook container in PubMan is marked as "released for MPS Yearbook YYYY"

Constraints

• users have to be aware of that the export of PubMan data for the yearbook to eDoc will be done only once
  • once the container has been released no further records can be added or removed

UC_PM_YB_05 Export content of yearbook container in PubMan to eDoc

An export of the yearbook container in PubMan is generated.

Status / Schedule

Status: in specification
Schedule: R6.1 (February 2010)

Actors

• System

Pre-Conditions

• the yearbook container has been released by the moderator beforehand

Flow of Events

• after the release of the yearbook container by the moderator an escidoc xml export file is generated by the system

Max Planck Society

Electronic Documentation

Publication Management

Metadata

Organizational Unit

Identifier

Uniform Resource Identifier

Use Case

Max-Planck-Institut

Quality Assurance