Function-by-function deployment approach

Owned by Chris Hoffman
Last updated: Nov 16, 2009Version comment

Introduction

CollectionSpace will provide examples of deployment project plans to help you see how others have migrated to CollectionSpace.  The activities identified below are a guide based on early efforts with the Phoebe A. Hearst Museum of Anthropology at UC Berkeley.  While the activities are presented sequentially, this is only one recommendation, and  a flexible approach is always desired.  Based on early experience, we recommend starting with one function or procedure (e.g., Object Entry or Intake) and moving through the steps outlined below. This will help you understand the sequence of activities and get used to the tools and methodology.  Also, it will allow you to show results more quickly.  At the same time, it is important that you perform the high level process mapping in the Deployment Planning guide in order to ensure that any gaps between your needs and CollectionSpace's capabilities are identified early on.  Some of the system-wide features (such as the overall skin of the system and the graphic elements) can wait until you have worked your way through two or three processes.  Ideally your approach will follow the pattern of incremental development, testing, deployment and improvement.  In general, do not be afraid to change some of your early assumptions as you learn more about migrating to CollectionSpace.  However, good planning and analysis up front will make your deployment project more efficient and effective.

Insert diagram showing function-by-function approach.

Process mapping

CollectionSpace is unique in its flexibility.  It can be customized and extended in many ways to help ensure that your deployed system meets your requirements.  However, CollectionSpace has its own terms and emphasizes a set of procedures and processes. The CollectionSpace project started from the definitions, terms and processes outlined in the Spectrum documentation standard and then built out from there.  The high level process and function mapping performed in the Deployment Planning step should give you a good sense of how close the fit is between your notion of Process A and that represented in the CollectionSpace system.  Will you use the same name for this process?

Tools and examples for process mapping to be developed.

Schema mapping

CollectionSpace has its own set of information schemas that are used to support the processes and procedures.  You will need to compare the CollectionSpace schemas to your own in order to:

  • Map your fields to those of CollectionSpace
  • Determine whether to use CollectionSpace fields and field labels or customize
  • Determine which fields to hide
  • Identify any needed fields that are not currently in CollectionSpace. Options include:
    • Add field to schema
    • Determine whether field is needed
    • Talk with other museums and collections to see if they are modeling this information in CollectionSpace in domain extensions
  • Identify fields in the schema that are supported by (or need to be supported by) controlled vocabularies

Tools and examples for schema mapping to be developed.

Document the process for schema extension.

Data analysis and migration

A major effort will of course involve the analysis and migration of data from your existing system into CollectionSpace (unless you are starting completely from scratch).

  • Use local knowledge about your existing system, but take advantage of tools and templates to investigate how information in this schema is currently stored in your system.
  • Using your mapped schema, begin extracting data, probably starting with a subset of simple cases.  Then follow on with gradually larger data sets exhibiting more complications.
  • Identify data quality issues
  • Develop ETL (extract-transform-load) scripts and steps
    • Developing a set of repeatable scripts to create data for migration
    • Iteratively build, improve, and update those scripts
    • Decide how to handle your existing data.  E.g., do free text fields have tab characters, spaces, soft carriage returns and other characters to help formatting within fields of your existing system?
  • Data analysis will give you an opportunity to improve your data in several ways.  You will need to decide how much time to spend on these tasks:
    • Standardize data, including metadata and controlled vocabularies
    • Correct data
    • Consolidate data
    • Enrich data
  • Go through the same steps for controlled vocabularies and term lists that support the process and schema in question.
  • Make it easy to recreate the testing environment with new versions of the data.  Don't be afraid to start over, but make it easy on yourself!
  • As you load successively larger, more complex and more representative amounts of data for this process, use the CollectionSpace user interface and reports to examine your migrated data and make improvements to the data migration process.
  • Begin assembling content for user and system documentation.

Tools and examples for data analysis and migration to be developed.

User interface testing and modification

This section less developed because we have not started this with any deployments yet.

Use CollectionSpace to test the interface:

  • Do imported data appear as you expect?  Look at simple records and complex ones.
  • Can you modify imported data appropriately?
  • Can you enter new records that cover a range of data scenarios in your institution (simple cases, complex cases) for this function?

Once it looks like data are going in correctly, you can think about some of the customizations that CollectionSpace allows

  • Workflow and page customization
  • Business rules
  • User interface
  • Field labels
  • Other text
  • Other content such as graphic elements and logos
  • Online help and documentation.  Begin assembling content for user and system documentation.

Some of these might be done in a later phase because you will want them to be standardized across the system.

Develop reports and other outputs, and system integration capabilities

Create schema for reports and outputs that are tied to this process?

Develop system integration capabilities

Create schema for system integration points that are tied to this process?

The above set of activities can be repeated for each CollectionSpace procedure and capability.