Foliensatz StW deutsch

Workflow Management 

in Museen 

ICOM/CIDOC Entwicklungen 

Walter Koch 

Graz, 2012-11-22 

Technologie.Transfer.Anwendung. 

© 2012 Steinbeis | Technologie.Transfer.Anwendung. | www.stw.de W.Koch: Workflow Management in Museen, Graz 2012-11-22 

1

Agenda 

• Einführung 

� 

Folien: 3 - 19 

• CIDOC Arbeitsgruppe für 

„Museum Process Implementation (MPI)“ 

� 

Folien: 20 - 27 

• Modellierung des „Acquisition Process“ 

� 

• Übung 

� 

Folien: 28 – 48 

Folie: 49 


2

Steinbeis-Verbund 

Transfernetz (2011) 

� 855 Dezentrale Steinbeis-Unternehmen und Tochterunternehmen sowie 

Kooperations- und Projektpartner weltweit (134 Mio Euro Gesamtumsatz) 

� Zentrale Steinbeis-Marke mit organisatorischem und rechtlichem Rahmen 

Mitarbeiter (2011) 

Rund 700 Professoren, 1.400 Angestellte und 3.600 freie Mitarbeiter 

Leistungsbereiche 

� Beratung 

� Forschung und Entwicklung 

� Analysen und Expertisen 

� Aus- und Weiterbildung 

Kompetenzen in allen Technologie- und Managementbereichen 

Kunden 

Über 10.000 pro Jahr; Unternehmen, Organisationen aller Branchen und 

Größen, Einzelpersonen 


3

Sitz der Zentrale - IMCHI 

Steinbeis-Transferzentrum IMCHI: 

Informationsmanagement und Kulturerbe-Informatik 

Klosterwiesgasse 32/1; A-8010 Graz 

Leitung: ao.Univ.-Prof.em.Dr.Walter Koch 

Seit 2010 Mitglied des CIDOC Vorstandes 

Email: walter.koch@stw.de 

Haus der Wirtschaft in Stuttgart – 

Sitz der Zentrale der Steinbeis-Stiftung 

und des Steinbeis-Verbundes 


4

Workflow Management in Museen 

Definitionen 

Workflow-Management bedeutet 1) : 

planen, steuern und protokollieren von betrieblichen Abläufen 

(Geschäftsprozessen) zwischen Personen in Abhängigkeit ihrer Rollen 

in einer Organisation. Der Arbeitsfluss besteht aus einer Reihe von 

Tätigkeiten (Aktivitäten). 

Ein Geschäftsprozess ist 2) : 

die inhaltlich abgeschlossene, zeitliche und sachlogische Folge von 

Aktivitäten, die zur Bearbeitung eines betriebswirtschaftlich 

relevanten Objekts (zB Museumsobjekt) notwendig sind. 

Ein Museum ist 3) : 

„eine gemeinnützige, ständige, der Öffentlichkeit zugängliche 

Einrichtung im Dienst der Gesellschaft und ihrer Entwicklung, die zu 

Studien-, Bildungs- und Unterhaltungszwecken materielle Zeugnisse 

von Menschen und ihrer Umwelt beschafft, bewahrt, erforscht, 

bekannt macht und ausstellt“. 

1) http://www.enzyklopaedie-der-wirtschaftsinformatik.de/wi-enzyklopaedie/lexikon/is-management/Systementwicklung/Softwarearchitektur/Middleware/Workflow- 

Management-System/index.html 2012-11-20 

2) http://www.enzyklopaedie-der-wirtschaftsinformatik.de/wi-enzyklopaedie/lexikon/is-management/Systementwicklung/Hauptaktivitaten-der- 

Systementwicklung/Problemanalyse-/Geschaftsprozessmodellierung/index.html 2012-11-20 

3) http://www.museumsbund.de/de/das_museum/geschichte_definition/definition_museum/ 2012-11-20 


5

Beispiel: Objektzugang (DMB) 

Arbeitsgruppe Sammlungsmanagement der 

Fachgruppe Dokumentation im 

Deutschen Museumsbund 

http://www.agsammlungsmanagement.de/index.php?option=com_content&view=article&id=5 

7&Itemid=8 2012-11-21 


6

Beispiel: Object Entry (SPECTRUM 4) 


7 

http://www.collectionslink.org.uk/spectrum-standard 2012-11-21

Pool (Organi- 

sation/Rolle) 

Beispiel: Object Delivery (CIDOC-MPI) 

Ereignis Aktivität 

Sequenzfluss Gateway 

Nachrichtenfluss 

depositor 

sends a 

notification 

curator 

consults a 

checklist 

museum informs the 

depositor whether the 

object is acceptable 

depositor informs the 

museum about the 

arrival of an object 

curator 

makes a 

record 


8

DMB/SPECTRUM: Prozesslandkarte 

Die Prozesslandkarte beschreibt die Struktur der Unternehmensprozesse 

und das Zusammenwirken der einzelnen Teil-Prozesse 1) 

1) http://de.wikipedia.org/wiki/Prozessvisualisierung Beispiel (auf SPECTRUM aufbauend): 

Arbeitsgruppe 

Sammlungsmanagement der 

Fachgruppe Dokumentation im 

Deutschen Museumsbund 


9 

http://www.ag-sammlungsmanagement.de/images/Kurztexteonline/Deckblatt%20AG%20Sammlungsmanagement.pdf 

2012- 

11-21

Kategorien von Prozessen oder Prozeduren 

Gruppierung der in einem Museum vorhandenen Prozesse/Prozeduren nach: 

• Eingang 

(Entry, Arrival) 

• Verarbeitung 

(Handling, Movement) 

• Ausgang 

(Exit, Departure) 

© 2012 Steinbeis | Technologie.Transfer.Anwendung. | www.stw.de W.Koch: Workflow Management in Museen, Graz 2012-11-22 10

SPECTRUM Procedures (Primary Procedures) 

P01 Pre-entry 

P02 Object entry 

P03 Loans in 

P04 Acquisition 

P05 Inventory control 

P06 Location and movement 

control 

P07 Transport 

P08 Cataloguing 

P09 Object condition checking 

and technical assessment 

P10 Conservation and 

collections care 

P11 Risk management 

P12 Insurance and indemnity 

management 

P13 Valuation control 

P14 Audit 

P15 Rights management 

P16 Use of collections 

P17 Object exit 

P18 Loans out 

P19 Loss and damage 

P20 Deaccession and disposal 

P21 Retrospective 

documentation 


Beispiel: Gewichtung von Prozessen 


Erhebung von Prozessen oder Prozeduren 

DIYSA: Do It YourSelf Analysis 


Erhebungsbeispiel (CIDOC Summerschool) 


Prozessbildung aus SPECTRUM Prozeduren 

As an example the target process to be modelled will be the 

„acquisition process“ 1) 

This process can be derived from the description of different steps of the 

SPECTRUM procedures, eg (only some steps for demonstration used): 

� P04 acquisition: 

� Step 3: evaluate and authorise acquisitions 

� P02 object entry: 

� Step 3: prepare for the arrival of an object 

� Step 4: make record of the object 

� Step 5: check the condition and make a record 

� Step 6: give a copy of the recorded information 

� Step 7: send them a copy of the receipt 

� P09 condition check: 

� Step 4: prepare the area 

� Step ... 

� P... 

Also steps not included in SPECTRUM could be added as appropriate and 

necessary. 

1) 404 Museum procedures and business processes, CIDOC Summerschool 2012, Lubbock, Tx 


Wertschöpfungskette (Porter) 

Zuordnung von Prozessgruppen (Kategorien) zu den Primäraktivitäten des 

Wertschöpfungsmodells von Porter 

1) http://en.wikipedia.org/wiki/Value_chain (access: 2012-05-12) 

Process 

Categories: 

Object- 

� Entry 

� Handling 

� Exit 

Mapped to 

Porter‘s 

Value 

Chain 1) 


Porter: The Museum Value Chain 

http://www.isc.hbs.edu/pdf/Strategy_for_Museuems_20060427.pdf 2012-11-21 


Was bringt eine Prozessautomation ? 

• Processes1) provide data that can be used to create statistics of your 

object handling 

• Processes help to organize your business and be on time 

• Processes help introducing Service Oriented Architecture (SOA) at the 

technical level 

• Easier to monitor every object‘s status 

• Unified processes ease communication 

• Reliably reproduce results 

• Systematically increase performance 

Personnel is guided through the 

process with assigned tasks 

Guided means: 

• The process is available in the 

system 

• It always knows the next step 

• The personnel completes the 

tasks 

1) http://en.wikipedia.org/wiki/Business_process 2012-11-21 

A few people 

know what to do 

when problems 

arise and can 

continue to 

handle the object 

successfully 


Probleme 

• Definition von Proceduren und Prozessen 

• Kategorisierung (Eingang, Verarbeitung, Ausgang) 

• Trennung in Kern- und Unterstützungsprozesse 

• Einteilung in „allgemeine“ (verallgemeinbare) und „spezielle“ (nur 

in speziellen Einrichtungen vorhandene) Prozesse 

• Einführung von Standards bei: 

– Prozesserhebung 

– Prozessmodellierung 

– Prozesseinführung 

• DV-Implementierung und Validierung von Prozessmodellen 

• ... 

� CIDOC Arbeitsgruppe: Museum Process Implementation 


CIDOC-MPI 

CIDOC 

Supporting Museum Documentation 

Documentation is essential to all aspects of a museums activities. Collections without 

adequate documentation are not true "museum" collections. 

CIDOC, ICOM's International Committee for Documentation, provides the museum 

community with advice on good practice and developments in museum 

documentation. 

CIDOC: Arbeitsgruppen 

– Archaeological Sites 

– Co-reference 

– CRM Special Interest Group 

– Data Harvesting and Interchange 

– Digital Preservation 

– Documentation Standards 

– Information Centres 

– Transdisciplinary Approaches in Documentation 

– MPI - Museum Process Implementation 

CIDOC is managed by a Board, the core members of which are elected by 

the full membership at the ICOM Triennial Conference. The current Board 

was appointed in 2010 and will remain in post until the next Triennial 

Conference in 2013. 

Chair: Nicholas Crofts, Switzerland: nicholas[at]crofts.ch 

Vice-chair: Hans Rengman, Sweden: hans.rengman[at]meta.se 

Secretary: Regine Stein, Germany: r.stein[at]fotomarburg.de 

Treasurer: Stephen Stead, UK: steads[at]paveprime.org 

Editor: Frances Lloyd-Baynes [co-opted]: flloydbaynes[at]yahoo.co.uk 

Members: 

Nancy van Asseldonk, Netherlands: nancy.vanasseldonk[at]ahk.nl 

Marie-France Cardonna: marie-france.cardonna[at]culture.gouv.fr 

Walter Koch, Austria: kochw[at]ait.co.at 

Martina Krug, Germany: Martina.Krug[at]t-online.de 


CIDOC-MPI Working Group 

• Ziele: 

– Design and Implementation of Reference Workflows for main Business 

Processes as found in museums, galleries and similar organisations 

– Development of Guide Books supporting the Process Development 

Process 

• Arbeitsprogramm: 

– Preparation of a Cooperative Platform and Tools supporting the work 

of the Working Group � 

– Identification and Categorization of Workflows 

– High Level Specification of Workflows � CIDOC Process References (CPR) 

– Implementation of Core Processes � 

CPR – Best Practice Guides 

– Extension of the Business Process Models by a consistent Data Model (DM) 

� CIDOC Reference Model for Collection Management Systems (CRM-CMS) 


Collaboration Platform and Tools 

• Cooperative Platform 

– http://test119.ait.co.at/share/page/site/community-collaboration/dashboard 

• Business Level Process Modeller 

– http://test119.ait.co.at/cidoc/p/explorer (needs windows & flash) 

• Implementation Level Process Designer and Execution Engine 

–http://test119.ait.co.at/bonita/console/login.jsp?redirectUrl=%2Fbonita%2Fconsole%2Fhomepage%3Fui% 

3Duser 

• Form Builder (Checklists, Data Entry Screens, Reports) 

– http://test119.ait.co.at/orbeon/fr/orbeon/builder/summary 

• XML Data Base 

• Tools (Open Source): 

– http://www.alfresco.com/ 

– http://www.signavio.com/en.html 

– http://www.bonitasoft.com/ 

– http://www.orbeon.com/ 

– http://exist-db.org 

– http://www.ubuntu.com/ 


First Steps (definition of work) 

• Done (2012): 

– Establishment of a Cooperative Platform 

– Installation of Modelling Tools (Signavio for WebModelling, Bonitasoft 

for Implementation purposes, Orbeon as Forms Designer) 

– Draft versions of first Guide Books 

– Development of a methodology for process design and implementation 

(included in the "404" CIDOC Summer School course) 

– Definition and implementation of a reference model for the 

"Acquisition" process 

• To be done (2013 - 2015): 

– Group Work: 

� 

� 

Definition of processes used in museums and categorization in three categories: 

� Entry (Arrival) 

� Handling (Movement) 

� Exit (Departure) 

Contribute to the elaboration of Guide Books 

– Implementation Work: 

� 

Conversion of processes into executable models 


First Steps (development of a methodology) 


First Steps (development of a methodology) 

process 

landscape 

description 

of target 

process 

Start End 

1) develop a process 

landscape 

2a) describe target 

process 

(SOP 1) alike) 

2b) describe needed 

sub processes 

(SOP 1) alike) 

executable 

process in 

BPMN 2.0 

process 

descriptions 

in BPMN 2.0 

description 

of sub 

processes 

4) elaborate low level 

BPMs 2) in BPMN 2.0 

3) elaborate high level 

BPMs 2) in BPMN 2.0 

1) Standard Operating Procedure 2) Business Process Model 


First Steps (starting point) 

Process Landscape 

Process 

Landscape 

derived from 

SPECTRUM 

procedures, 

divided in: 

Core- 

and 

Support- 

Processes 


First Steps (starting point) 

Guide Books 


Demo: The Acquisition Process 

Modelling without specific tools 


Step 1: 

Process Landscape 

The process landscape can be taken from SPECTRUM 1) where 21 procedures (bold:main 

procedures) are defined: 

P01 Pre-entry 

P02 Object entry 

P03 Loans in 

P04 Acquisition 

P05 Inventory control 

P06 Location and movement control 

P07 Transport 

P08 Cataloguing 

P09 Object condition checking and 

technical assessment 

P10 Conservation and collections care 

P11 Risk management 

P12 Insurance and indemnity management 

P13 Valuation control 

P14 Audit 

P15 Rights management 

P16 Use of collections 

P17 Object exit 

P18 Loans out 

P19 Loss and damage 

P20 Deaccession and disposal 

P21 Retrospective documentation 

1) http://www.collectionslink.org.uk/programmes/spectrum (access: 2012-05-12) 


Step 2a: 

Acquisition Process (1) 

As an example the target process to be modelled will be the „acquisition 

process“. 

This process can be derived from the description of different steps of the SPECTRUM 

procedures, eg (only some steps for demonstration used): 

� P04 acquisition: 

� Step 3: evaluate and authorise acquisitions 

� P02 object entry: 

� Step 3: prepare for the arrival of an object 

� Step 4: make record of the object 

� Step 5: check the condition and make a record 

� Step 6: give a copy of the recorded information 

� Step 7: send them a copy of the receipt 

� P09 condition check: 

� Step 4: prepare the area 

� Step ... 

� P... 

Also steps not included in SPECTRUM could be added as appropriate and necessary. 


Step 2a: 


The „acquisition process“ should be modelled as a „chain“ of sub processes. 

Steps 3, 4 , 6, and 7 of P02 (object entry) can form a sub process called „delivery“ 

All steps of SPECTRUM procedure P09 (condition check) can form a sub process called 

„condition check“. 

Using the „Special Notation for Process Descriptions“ [Chapter: „Standard Operating 

Procedure (SOP)“] the diagram for a sub process chain representing a 

simplified version of a acquisition process looks like this: 

new 

object 

delivery 

acquire object 

condition 

check 

object is part 

of collection 


Step 2b: 

Delivery Sub Process (1) 

Description of the sub process Delivery: 

Delivery is the first sub process in the sub process chain. There are different 

activities which form this sub process: 

• In this sub process the museum gets a notification from a depositor that an object 

is available. 

• The museum will decide (consulting a checklist) whether the object is accepted 

or not. 

• If the object is accepted, the depositor will be informed and sends the object to 

the museum. 

• The museum has to make a record of the object (using a data entry mask). 

• The museum generates a receipt and sends it to the depositor. 


Step 2b: 


Using SPECTRUM Procedures as starting point: 

• 3 1) Prepare for the arrival of an object. 

– Depositor sends a notification to the museum � process start. 

– Museum (curator) consults a checklist. 

– Museum informs the depositor whether the object is acceptable for the 

museum or not (send rejection letter to depositor). 

• 4 Make record of the object. 

– Depositor informs the museum about the arrival of an object. 

– Museum (curator) makes a record (database) of the object (deposit). 

• 6 Give a copy of the recorded information (to the depositor). 

• 7 Send a copy of the receipt. 

– Generate a receipt, send a copy to the depositor and ask for a copy to be 

signed and returned. 

– Depositor sends and museum receives signed copy � process end. 

1) Step numbers derived from SPECTRUM 


Step 2b: 


Start 

Depositor sends a 

notification to the 

museum 

Curator consults a 

checklist 

Museum informs the 



for the museum or not 

1 

Record 

1 

Is the object 

accepted ? 

yes 

Depositor informs the 



Curator makes a 

record of the object 

Send rejection 

letter to 

depositor 

Depositor sends and 

museum receives a 

signed copy 

© 2012 Steinbeis | Technologie.Transfer.Anwendung. | www.stw.de W.Koch: Workflow Management in Museen, Graz 2012-11-22 34 

no 

End 

Generate a receipt, send a 

copy to the depositor and 

ask for a copy to be signed 

and returned 

Give a copy of the 

recorded information (to 

the depositor) 

Receipt

Demo: The Acquisition Process 

Modelling and implementing with specific 

tools 


Step 3: 


depositor 

sends a 

notification 

Description in BPMN 2.0 (Web Modeler) 

curator 

consults a 

checklist 

museum informs the 



depositor informs the 



curator 

makes a 

record 

curator 

generates 

a receipt 

give a copy of the recorded 

information and the receipt 

to the depostor 


Step 3: 


Elaboration of the high level BPM 1) : 

There are three types of actors: 

1. Depositor (can be a person or organisation). 

2. Museum with persons (human actors) having the role: curator. 

3. IT-Services (the technical system) which provides „services“ to the 

museum: 

– S01: provide a checklist (C01) to the curator. 

– S02: provide a data entry screen (mask M01) to the curator. 

– S03: generate a report (receipt R01) for the curator. 

Note: the services provided by the technical system can be existing software 

systems (eg part of a collection management system). It is also possible to tell 

the curator to do a manual operation (eg. fill in a catalogue card). 

1) Business Process Models (BPM) have to be elaborated for all required sub processes 


Step 4: 


Based on the description of the target process (step 2a) and the needed 

sub processes (step 2b and step 3) low level Business Process Models 

(BPMs) have to be elaborated. 

This work has to be done by an experienced person (not necessary an 

IT-specialist) using a professional BPM1) -System. In this step all 

functionalities have to be added which allow the generation of an 

executable process (implemented for example on a native BPMN 

Engine). Such functionalites include: 

– Definition of roles. 

– Call to WebServices. 

– User Interfaces for the process communication (messaging 

between activities/actors. 

– Definition of connectors to existing systems (eg data base 

connection, access to a content management system or document 

repository, etc). 

– … 

1) Here: Business Process Management 


Step 4: 


pool 

activity: sub 

process 

sequence 

flow 

end event 

Bonita Studio 1) 

BPM diagramme 

for: 

acquisition 

process 

delivery sub 

process called: 

entry point: 

call depositor 

1) http://www.bonitasoft.com/ (access:2012-05-12) 


Step 3: 


start event 

pool 

sequence flow 

swim lane message 

start event 

activity: 

service task 

data base 

exclusive gateway 

Bonita Studio: BPM diagram for sub process: delivery (part) 

activity: 

human task 

message 

end event 

message flow 

message 

end event 


Demo: 

User Interface (send message) 

process 

Pool of process 

acquisition 

Pools of sub 

process delivery 

request to depositor 

actor: 

depositor 


message

Demo: 

User Interface (get message) 

pool in 

process 

delivery 

Pool of process 

acquisition 

Pools of sub 

process delivery 

request to depositor 


actor: 

curator 

received 

message

Demo: 

Service: Check List Processing 

request to curator 


Demo: 

Check List Editor 


Demo: 

Service Steps (checklist) 


service 

type 

checklist 

identifier

Demo: 

Process Steps (depositor) 

start time 

10:48 


User: 

admin 

end time 

11:22 

Completion 

time 34 min

Demo: 

Activity Report (depositor) - 1 

depositor‘s 

activity 


Demo: 

Activity Report (depositor) - 2 

Completion 

time 

Interval: 

one hour 


Übung 

• Aufgabe: 

– Beschreiben Sie die Schritte der Objekt-Registrierung in Ihrer 

Organisation und verwenden Sie dazu das DIYSA-Formblatt (Folie 13) 

• Verfügbare Zeit: 

– 15-20 Minuten 


Workflow Management in Museen 

Vielen Dank für Ihre Aufmerksamkeit! 

Steinbeis-Transferzentrum 

IMCHI Informationsmanagement und 

Kulturerbe-Informatik 

Leiter: ao.Univ.-Prof.em.Dr.Walter Koch 

Klosterwiesgasse 32/1, A-8010 Graz 

Email: walter.koch@stw.de 

Internet: www.stw.de

Foliensatz StW deutsch

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