Workflows, Requests, Tasksand EMu
Mark BradleyNational Gallery of Australia
Introduction
• project to replace NGA’s current Collection Services Request System (CSRS)
• general “project management” issues for collecting institutions
• thoughts on how to proceed in developing a solution within Emu
• seeking interest from you
Contents
• why we need request/task management
• current solution (history of CSRS)• issues we currently face• can EMu help solve these issues?• challenges - the big picture
Why do we need request/task
management?
resources decreasing
workloads increasing
efficiencydividend
staff looking for help
increasing need to systematically track
workflows/tasks
work getting more complex
Who? Movements
Conservation
any activitywith a
timeline/deadlineLoans
Installations
Storage Curators
ImagingPacking
History of CSRS at NGA
• competing priorities– digitally documenting the collection– providing high-quality images for
internal and external publication– photographing gallery events
• Imaging department
History of CSRS at NGA
In 2004 the Imaging department
created by a staff member
Imaging Services Request System
Implementedin-house bespoke system
to manage the request and supply of images.
History of CSRS at NGA
•SQL Server back-end•Access front-end
•Connects with EMu’s standard libraries
(APIs)
(for the geeks)
Imaging Services Request System
• enabled IRU clients torequest images– for publication (marketing,
catalogues, books, the web)– ID shots in EMu– for presentations– of events (openings, etc)
Imaging Services Request System
• enabled IRU staff to:– check existing image database
(avoid repeating work)– manage competing priorities– track progress
From ISRS …
• Other departments noticed potential to track other activities
• ISRS expanded to include management of requests for:– Conservation– Movements– Loans/Packing
…to CSRS
• system became known as CSRS – the Collection Services Request System.
CSRS Issues– why change?
• Wouldn’t run on Macs• Many technical issues• Created by internal staff member, who
later departed • No service level agreement with the
creator• Fixes made when creator could find
time (holidays, flex time)
CSRS Issues– why change?
• Could not keep pace with:– changes to gallery processes– repurposing of gallery spaces– or upgrades to CMS
CSRS Issues– why change?
• We tried paying a third party consultant to work on the system
• had to reverse engineer the design before able to work on it
• expensive way to go
staff looking for help
And so they turn to EMu
EMu solution options
• My task has been to conjure up a way to make EMu do what CSRS does.
• But better.
Tasks?
• Pest Checks and Notifications • utilised EMu’s tasks function
Tasks?• So close, but…
– spread across different modules, so no single list of tasks, nor ability to relate tasks to each other
– not in all modules (notably Locations and Multimedia)
– no way of associating a request with over-arching project (such as an exhibition)
– cannot cover the scope of the Imaging requirements
Tasks?• Could work, but would need some
serious customising
New Requests Module?
• Perhaps a better solution• Pros:
– all tasks in one place = easy search– different tabs for different types of
tasks
• Cons:– expensive– slow to develop
Challenges
• Link with existing Imaging Database?
• What happens when we move to a DAMS?
Is EMu even the right system?
• The itunes generation are looking for modern, simple interfaces.
• Event the modest CSRS is more inviting than EMu’s interface
• Staff want something closer to Outlook for task lists
• DAMS will likely be web-based
The Big Picture
• Tasks are just tasks – how do dependencies work?
Task Dependencies
• Task Templates in EMu allow dependencies to be entered.
• But that seems to suggest a set “critical path”
Is Critical Path the right path?
• there is no such thing at the NGA• flexibility is more important.• rigid systematic controls are seen
to hinder rather than help when deadlines are looming
• shortcuts
Summary• increasing need for
workflow management tools
• can it be done in EMu?
• can it be done well in EMu?
• do staff really want this?
That’s all
• keen to discuss if anyone’s interested
Mark Bradley
(02) 6240 6539