Workflows, Requests, Tasks and EMu Mark Bradley National 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?
workloads increasing efficiency dividend resources decreasing
increasing need to systematically track workflows/tasks staff looking for help work getting more complex
Who? Imaging Loans Movements Packing any activity with a timeline/deadline Conservation Installations Storage Curators
History of CSRS at NGA • Imaging department • competing priorities – digitally documenting the collection – providing high-quality images for internal and external publication – photographing gallery events
History of CSRS at NGA In 2004 the Imaging department in-house bespoke Implemented system Imaging Services Request created by a staff System member to manage the request and supply of images.
History of CSRS at NGA (for the geeks) • SQL Server back-end • Access front-end • Connects with EMu’s standard libraries (APIs)
Imaging Services Request System • enabled IRU clients to request 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 mark. bradley@nga. gov. au (02) 6240 6539
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