ATTACHMENT 9

INFORMATION TO BE INCLUDED IN WORKFLOW TRACKING SYSTEM

The job of managing the progress of production batches and materials is complex and detailed. Constant communication between the Library and several vendors is crucial in order to keep accurate records of batches, rework, invoicing and payment. This system will take the form of a mutually accessible, networked database and will be designed to permit access by as many as ten (10) Library staff members as well as members of the contractor staff. These staff members will be identified by the Library and the vendor. Each individual will be provided password or other access by the Library. The vendor will enter such Library-generated data as is appropriate for the management system.

The Library system will be DOS or Windows compatible and will be accessible via Internet.

The Library anticipates the ability to batch load data into tables of the database. For example, a DOS directory list will contain a list of items that are to be inserted into the ITEM table.

The following list is not meant to be exhaustive, but to be illustrative of the kinds of data to be entered and which party has responsibility for its entry. Additional data elements may be added by the Library or requested by the vendor during the startup and testing activity.

Entity Attribute Responsible Party
COLLECTION Agg_Name* LC
Cont_Desc LC
Orig_LC_Div LC
LC_Contact LC
Collection_name LC
Date_archived LC
ITEM Item_ID * LC/VENDOR
Type LC/VENDOR
Size LC/VENDOR
Convert (y/n) LC
Images_accepted LC
Text_accepted LC
TEXT Text_ID * VENDOR
Item_ID + VENDOR
Batch_ID + VENDOR
Num_characters VENDOR
IMAGES Image_ID * VENDOR
Item_ID + VENDOR
Image_type VENDOR
Image_size VENDOR
Batch_ID + VENDOR
BATCH Batch_ID * VENDOR
Volume_ID VENDOR
Vendor_name VENDOR
Date_processed VENDOR
Date_QC VENDOR
Date_LC_Received LC
Date_QA LC
Date_Accepted LC
Date_to_TConvert VENDOR
Date_from_TConvert VENDOR
Prearchive_Loc LC
Invoice_# + VENDOR
REWORK Rework_ID * VENDOR
Batch_ID + VENDOR
Volume_ID VENDOR
Date_processed VENDOR
Date_QC VENDOR
Date_LC_Received LC
Date_QA LC
Date_Accepted LC
INVOICE Invoice_# * VENDOR
Amount VENDOR
Invoice_date VENDOR
Date_approved LC
Date_paid LC

NOTES:

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