Use of network shares for study material
The following describes a suggested process for saving files associated with study material (predominantly study guides, but others may fit) by CDDU. This standard process is intended to enable us to develop some automated systems for managing and tracking the progress without requiring CDDU staff to enter data into applications.
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Initial folder structure
The basic overview is
- For each term we will create a new folder (e.g. 2082)
- Within that folder every course will have it's own folder (e.g. COIS20025)
- Within each course folder their will be a collection of other folders which represent the state of the study guide
At this stage the two states/folders we will start with are OldTemplate and Converted - The OldTemplate folder will contain the original/archive Word documents we have for the study guide. These are in the old DTLS template
- As each of these files is converted into the new template the operator will save the converted file into the Converted folder.
The theory is that only the completed conversions should be placed into this directory and that they should have track changes turned on. - The DTP operator who is working on the materials for a course, before they start work, will be expected to create a file called username.doc (e.g. I'd create one called jonesd.doc) in the course folder. This is used to indicate who is working on the file.
Potential future extensions
This is the end of the firm ideas. The following all talks about possibilities for future extensions. The above is sufficient for DTP to get a start on with the conversion process.
Other folders, other states
The plan is to create other folders representing the other states, current suggestions include:
- AuthorUpdates
This will contain the files that have been uploaded by the author with the changes they have suggested. The assumption is that track changes will be on. - ReadyForSignOff
The authors updates have been made/checked/approved and are ready for the author to take a look and sign off on them. This may involve copy edit, it may be a simple check by the operator. Depends on the context and the situation. - SignedOff
The word documents that have been signed off by the academic and are ready for InDesign conversion. - Completed
Will contain the end results of the InDesign conversion. Both the print PDF and the online PDFs.
The AuthorUpdates and ReadyForSignOff folders will contain folders with names that represent a date/time to contain different iterations of the files. This is to enable multiple iterations through this process (provide file to author, author submits update). The aim is that there should only be one iteration through the process but that, if required and appropriate, the system will easily support it.
Automated systems
The aim is to build some systems around this folder structure. These systems will
- Provide a web interface for DTLS and Faculty staff to track progress.
- Enable notifications of events (e.g. author uploads material, hasn't uploaded material)
- Enabling the transfer of documents to and from faculty staff.
- Include automated checks on documents submitted by authors (e.g. check that only accepted styles have been used, check that track changes is still on etc.)
- Enable automated transfer of progress information into Axapta
Copyright
There's a chance that for T2 that the web interface for authors might enable them to download Word versions of the copyright forms and upload completed copyright forms.
The suggestion would be for these forms to go into another folder (CopyrightForms) for future checking.
Who does the checking and how much checking is still an open question.
