PubMan Func Spec Yearbook of the MPS

WORK IN PROGRESS!

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.

i think this consideration was mainly due to the fact that it was assumed in parallel work on both eDoc and PubMan. As the institutes who switch to PubMan do this completely, this consideration is mostly obsolete.--Natasa 09:55, 23 November 2009 (UTC)

• 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.

Note: check during design if we would create container or an item in the first scenario --Natasa 09:55, 23 November 2009 (UTC)

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

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.

UC_PM_YB_01 Create yearbook container in PubMan

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

Status / Schedule

Status: in specification
Schedule: R 6.x

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

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 chooses the respective items for the MPS yearbook container in PubMan.

Status / Schedule

Status: in specification
Schedule: R 6x

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 Workspace
• 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
• 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 PubMan items chosen for the yearbook container

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)

Discussion

please see UC_PM_YB_02 discussion

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 6x

Actors

• Moderator

Pre-Conditions

• one ore more items have been 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 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

The moderator releases all collected PubMan data for the MPS yearbook.

Status / Schedule

Status: in specification
Schedule: R 6x

Actors

• Moderator

Pre-Conditions

• all needed PubMan records have been 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 all yearbook required records have been 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 someting like a a batch operation "Release all items for MPS Yearbook"

Post-Conditions / Results

• the content of the yearbook container in PubMan is marked with a note "Released for MPS Yearbook"
• the PubMan Support team is informed either automatically (if feasible) or by the moderator of the institute that the yearbook container has been released

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

An export file 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 automatically

Post-Conditions

• the respective export file has been generated and will be saved within the system

Discussion

please see UC_PM_YB_05 discussion

UC_PM_YB_06 Import content of yearbook container in eDoc

The content of the yearbook container in PubMan is imported to a collection in eDoc by the dev team.

Status / Schedule

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

Actors

• Development Team

Pre-Conditions

• the system described in the usecase is no longer PubMan, but eDoc
• the yearbook container of the respective institute has been released by the moderator and an eSciDoc XML export file has been generated

Flow of Events

• the generated XML export file will be imported to eDoc manually by the dev team to a virtual collection named "Yearbook YYYY"
• additionally the dev team provides a further list of items in eDoc which are marked for the yearbook
  • that list plus the list of yearbook items out of PubMan will be merged within the virtual collection "Yearbook YYY" in eDoc
  • to avoid duplicates, the PubMan ID will be kept as local ID in eDoc and URI to PubMan

Post-Conditions

• the virtual collection "Yearbook YYYY" is created in eDoc
• all records of the yearbook container in PubMan as well as the list of items chosen for the yearbook in eDoc are imported to the mentioned eDoc collection

Discussion

• please see UC_PM_YB_02
• please see UC_PM_YB_06

UC_PM_YB_07 Release data for yearbook in eDoc

All records of the yearbook collection in eDoc are remmonded for the MPS yearbook and will be released for it.

Status / Schedule

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

Actors

• local eDoc manager

Pre-Conditions

• the system described in the usecase is no longer PubMan, but eDoc
• the virtual collection "Yearbook YYYY" has been created in eDoc
• all content of the yearbook container in PubMan plus the difference of items chosen for the yearbook within eDoc have been imported to the created collection

Flow of Events

• all content of the created virtual collection "Yearbook YYYY" in eDoc has to be copied into a "real" collection (working collection) by the local eDoc manager
• afterwards all data can be recommended for the yearbook of the MPS and then be released for the yearbook by the local eDoc manager

Post-Conditions

• all needed data out of PubMan as well as out of eDoc is collected and released for the MPS yearbook

Constraints

• if data is changed in eDoc, it also has to be changed in PubMan manually

Publication Management

Metadata

Organizational Unit

Electronic Documentation

Identifier

Uniform Resource Identifier

Coordinated Universal Time

Max Planck Society

Use Case

Max-Planck-Institut

Quality Assurance

Enhanced Scientific Documentation

Extensible Markup Language