ExPERT: An online database of University Examination Papers

ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library National University of Ireland, Maynooth Maynooth, Co. Kildare, Ireland ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Introduction In this presentation, we will discuss: •the development and operation of ExPERT •how previous systems influenced the design of ExPERT •the System Analysis and Design •the selection of generic descriptor sets for describing examination papers •an overview of the system (web-based) architecture; the user-interface; and a walkthrough of system operation •user take-up, operational issues and system maintenance •a brief plan for future work on the system ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Project Goals •Primary Goal: to archive, and provide access to, University Examination Papers for The Library, National University of Ireland, Maynooth. •An existing electronic information system was already in place, but was becoming dated, and access to the system was limited (internal network, and limited to MS-Windows operating system). Users were resorting to requesting printed photocopies. •The new system would be network-accessible, searchable, and available to the whole university community, not just in The Library. •New work procedures would also have to be developed in parallel with the electronic database, as the system would require regular preparation and inclusion of new data (examination papers). ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth EPOD - Examination Papers on Disk •Precursor to ExPERT was EPOD (Examination Papers on Disk) which was introduced in 1995 and operated successfully for three years. •EPOD used the Inmagic Database (DbTextWorks) software which used a complex hierarchical directory structure to archive papers saved in TIFF format. One CD-ROM was used for each examination period. •EPOD implemented a free-text searching interface, based on keywords previously identified and stored in the database. •By 1998, the EPOD CD-ROMs had grown to several disks, and was becoming unwieldy to maintain in the networked environment. •Furthermore, the EPOD database was only accessible to Windows 3.1 users. As Library users were beginning to use the web for other information services, it was opportune to migrate this service to a web environment. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth EPOD Shortcomings •The Library had to wait until all examination papers for an examination period had been received and processed before creating the indexes and burning the CD-ROM. •The user had to receive a basic level of training in using the Inmagic GUI to access the papers. •Paper format varied enormously from one department to another, and even within departments from one year to another resulting in multiple entries used to describe each searchable category,for example: • First Year Arts English, First Year English, • First Arts English, 1st Arts English, 1st arts English •User would only retrieve the keywords/phrases that exactly matched their entry, and would be unaware that variations existed; not possible to get all papers unless ALL variations were used. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Systems Analysis and Design •We first conducted a User Needs Analysis, which included an analysis of keyword search log files in EPOD. •Evident that users were more likely to require a complete examination paper for a specified subject and period, rather than individual exam questions covering a range of years. •There are many reasons why this might be the case, for example, course contents are frequently revised/updated; new lecturers with different areas of specialization, etc. •It was therefore deemed unnecessary to provide keyword searching within exam papers in a web-enabled database. •Consequently, the initial design process focused on each examination paper as a separate entity and the provision of access to selected papers using keyword selection. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Systems Analysis and Design •The goal was to identify a descriptor-set for a generic examination paper, which was determined by an inspection of past examination papers. •This descriptor-set would be the definitive description of an examination paper which, in reality, might not correspond to the actual labeling that appears on the printed paper, but would unambiguously identify that paper in the database. •For example, the descriptor-set would read: First Arts; English, Paper 1, Summer, 1998 but the actual labeling may be "First B.A. English, First Paper, Summer 1998". •Next task was to identify the attributes of each paper and to associate these with searchable components (i.e. generate descriptor sets). ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Generic Paper Descriptor-Set •Descriptor set is a collection of entity identifiers. Obvious descriptors were Year (calendar year), Examination Period (summer, autumn, etc.), and Paper Number. •A word list was compiled for each descriptor and the most unambiguous term to best describe each descriptor, was selected as the final descriptor. –Year : 1998, 1999 - a number - numeric (not date) format. –Paper Number : numeric (decimal) format. –Examination Period : word set (Spring, Summer, Autumn, Winter). •Winter examinations did not exist at time of database creation, but it would be introduced at a later time. No “Repeat” descriptor used. •Potential for expansion of schema without difficulty. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Generic Paper Descriptor-Set •More difficult to distinguish were attributes such as Degree/Course of Study, Year of Study, Level, Subject, etc. •Actual examination papers had composite labels with loose structuring, for example • Second Arts Honours English or First B.A. English (Common paper). •EPOD had identified examination level as a descriptor and, by the end of its life, was found to include all of the following: • Honours, Pass, General, Common, and [others]. •Objective was to logically distinguish these attributes to reduce inappropriate or erroneous search combinations. •University Calendar is organized by department, and a definitive list of subjects could be derived from this source, therefore, Subject appeared to be a unambiguous descriptor. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth The ExPERT User Interface ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth The ExPERT User Interface ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth The ExPERT User Interface ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth The ExPERT User Interface ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth Overview of System Architecture Search Results (HTML) CLIENT (BROWSER) User Interface (HTML) ! Search Engine (Perl) CGI (POST Request) Directory Read Examination Papers Directory SERVER " # $ % & Result Generation Paper Request (Hyperlink) CGI Search Launched User Connects to Search Page ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth System Implementation •The search engine is written in Perl and is called when the user clicks the search button on the search page (written by Jason Doran, Computer Centre). •This script has read access to the examination papers directory located off the library web root and builds a list of files containing in this directory when initially called. •The rest of the script is devoted to identifying the files (examination papers) which match the user’s selection. The script builds a match template from the data chosen by the user and this template is matched against the list of files and all items matching are marked and the number recorded. •If the number of matching files is zero an HTML document indicating this case dynamically generated and sent to the user. If the list is not zero, an HTML page containing the list of files, with appropriate embedded links, is generated and returned to the user. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth System Design and Operational Issues •For security reasons, it is general policy operated by the University Computer Centre that web authors do not have access to the CGI script directory on the University web server. •This means that it is not possible for web authors to place scripts in this directory without first having had error, security, and usage inspection checks by Computer Centre personnel. •A constant supply of scripts, or regular changes to scripts may lead to substantial time and communication overheads associated with change to any script for Computer Services personnel. •By design, the search script does require information about the filenames, or even features associated with the naming convention to perform its task. It only needs to build a template according to the rule set, and match against the files in the directory. As both keyword construction and file-naming are performed by Library personnel unnecessary work is placed on Computer Services. In practice, naming details are included in current version of script. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth •The Library is responsible for the implementation and maintenance of this service. This includes: – Acquisition of papers, scanning, assigning filenames, and uploading to web server. •Needs supervisor to keep close eye on project. •Four examination periods means that ExPERT is updated at regular intervals throughout the year. •Streamlined acquisition of papers - the Library now gets them directly from the Examination Office - more consistent. •Currency & value of information are keys to success - important to work in a realistic timeframe. Implementation & System Maintenance ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth User Population and System Promotion •User population : 4,500 undergraduate students. •ExPERT is available within the Library and campus-wide - accessed through the library website. Additional link from the Library catalogue menu. •Print facility in Library - users can access exam papers from any PC in the Library and print from a networked printer. •Promotional programme: – Dynamic posters throughout the campus at strategic times (i.e. the week before exams to advertise the service). –ExPERT Week - Library staff demonstrated and promoted ExPERT in the Library to encourage usage before examinations. •Important to get feedback from academic staff and students to review the success of this service. ExPERT: An Online Database of University Examination Papers Linda Noonan and Mary Delaney The Library, National University of Ireland, Maynooth User Population and System Promotion Link from Library Catalogue