Process Management & Workflow Automation at ekz
Background
In the field of library services, ekz offers its customers not only the media items themselves (books, CDs, DVDs, etc.), but also essential review and catalogue data containing comprehensive information about the media items.
The end result for customers is a range of standing orders, tailored in various ways to the needs of both small and large libraries. A large number of ekz staff are involved in data management and the recording of structured catalogue information for media items. With an annual throughput of over 20,000 individual titles, process-driven recording and processing of media is therefore essential. This software system – the ‘electronic workflow slip’ – was developed in collaboration with the bitbase group and integrated into the existing editorial management system developed in-house by ekz.
Design and Implementation
As the central component of the project, the ‘electronic workflow slip’ is linked to a specific item. This process begins as soon as the item is received: the ISBN of the copy is scanned, an item identifier is assigned to it, and the item can then be identified by a barcode. From this point onwards, the copy is visible not only in the “process manager” but also in a personalised list for each user, which is automatically generated according to the user’s subject area. This provides management with a precise overview of which media are being processed where and by whom, and where under- or overcapacity is leading to sub-optimal utilisation.
Customer benefits
In the field of library services, the electronic workflow slip has become a central part of day-to-day work. Initial concerns regarding additional workload for staff have not materialised. On the contrary: thanks to the structured recording of process-related data, staff members gain direct access to the forms required for processing immediately after scanning the barcode.
For management, the electronic workflow slip has provided a tool for planning and controlling the flow of data, enabling them to identify current bottlenecks in good time and respond optimally to emerging problems at an early stage.
Technologies used
- Microsoft .NET Framework 4.5 in C# for the implementation of the ‘electronic workflow slip’ project
- Multi-tier architecture for structuring and separating application components
- Persistent data storage in IBM DB2 Universal Database for iSeries
- Communication with ORPG programmes as an additional essential component
Achieving more together
