Strategy for developing digital services - Högskolan...

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)

Community's (users') processes and procedures

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


Conservation availability

check

- not by EHRIS

selection criteriachecklist (pdf)

COR.I-020.04


v1.0, 2012-03-16

lege

nd

support

community

institu

te

quality

strategy(KPIs)

policies

digitization

research &share

conferences

EHRIS policies (community) - digitization

selection


selection

text prep. & mark-up rec.

(pdf) COR.I-020.20

meta data explanation (pdf)

COR.I-020.18


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


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


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 - ]


digitization

research &share

conferences

EHRIS policies (community) - digitization: make text accessible

selection transcriptionunicode


adjust style sheet

translationEnglish

upload

upload

download

upload

upload

textte

xtm

ark-

upfo

rmat

ted

view

download


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



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

Support team's processes and procedures

conference

user support

preservation[archive]

presentation support

conservation support (plan)

preservation

user support

EHRIS policies - support overview


policies

digitization


selection

[contribution]presentation

research

[community]

institution & supportparticipant

feedback, survey


v1.0, 2012-03-16support

community

institu

te

quality

strategy(KPIs)

policies

1622

1415

quality measure


preservation

user support

EHRIS policies (support) - presentation support




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


archive


preservation

user support

EHRIS policies (support) - preservation



collectionexists

?

notify


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


preservation

user support

EHRIS policies (support) - user support




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


preservation

user support

EHRIS policies (support) - conferences




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)




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


preservation

user support

EHRIS policies (support) - internal audit




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

The institute's processes and procedures

quality management system (QMS)

annual review meeting

training procedure

EHRIS policies - institute overview

institution


support

community

institu

te


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


training procedure

EHRIS policies (institute) - quality management system (QMS)

institution

(review) policies, KPI

selection,contribution,

research


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


v1.0, 2012-03-16

document list INV.I-020.11


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


annual review

meeting

training procedure

EHRIS policies (institute) - annual review meeting

institution


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


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



training procedure

EHRIS policies (institute) - training procedure

institution


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


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


annual review

meeting

training procedure

EHRIS policies (institute) - annual report

institution


query database

collect feedback data

prepare report and send to attendees


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


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

Further documentation

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


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


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?)


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:


© 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




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:


© 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?


XML files readable?

Today minus 1 day (date):

Exists?

Application ok?

Database ok?

Image access ok?


XML files readable?

Today minus 2 days (date):

Exists?

Application ok?

Database ok?

Image access 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



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



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



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



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



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)












The knowledge is new for me

The knowledge will help me with my daily work




© 2012 EHRIS 6/13



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




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



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)












by = number of people, sort desc.by have enjoyed

.. ..

by improvement needed, further ideas

.. ..

© 2012 EHRIS 9/13



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



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



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



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


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



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


Else

Sum

© 2012 EHRIS 2/3



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

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