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  • 1. 2 Source Part of Digital Project Planning and Management Basics Original design: Mary S. Woodley, CSU Northridge Revised: Danielle Plummer, TSLAC; Bill Walker, Amigos Library Services Partially funded by: IMLS Laura Bush 21st Century Librarians Grant 3 What is a project? A limited endeavor having specific start and completion dates undertaken to meet particular goals and objectives usually to bring about beneficial change or added value  "Project Management." Wikipedia. Available from http://en.wikipedia.org/wiki/Project_management. Internet; accessed 7 July 2009. 1
  • 2. 4 People and Projects Project managers may or may not have authority over people doing project Responsibility but no authority Key project management skills: Negotiation Listening and facilitation Time management Leadership Discussion Why Do Digital Projects? 6 Why Plan Digital Projects? To improve access to resources To add value to resources To preserve fragile original materials To support educational and research activities To fulfill the strategic mission and goals of institution 2
  • 3. 7 Defining Digital Projects Why you are undertaking the project? What you want the project to achieve? For whom you are undertaking the project? When you will achieve it? How you will achieve it? Institute of Museum and Library Services. "NLG Project Planning: A Tutorial." Available from http://www.imls.gov/project_planning/index1.asp. Internet; accessed 7 July 2009. 8 Defining Projects: Why? Why do we want to do this? What are our priorities? Who decides the priorities? What do we want to achieve? How will we know when we’ve succeeded? 9 Defining Projects: What? What are we trying to accomplish? How does this relate to our organizational mission? What strategic goals will this project support? What have we already accomplished? What activities of the organization can be redirected towards the digital project? Survey digital collections and resources 3
  • 4. 10 Selection for Digitization What is the value of the item in terms of the goals of the project? What is the physical nature and condition of the original? Is the material out of copyright? Does the institution have a deed of gift that allows dissemination? 11 Defining Projects: Audience Who is your target audience? Primary audience Secondary audience How are their needs being met? Where are the gaps in service? What skill, knowledge, or behavior can be improved? 12 Defining Projects: Constraints Scope What is the total amount of work required to complete the project? Time What is the timeline? When will the project start? When will it end? Cost What resources are available? To develop the project To sustain the products 4
  • 5. 13 Steps in the Planning Process Identify the key players Conduct an “environmental scan” Know your users Needs and Gap Analysis Create a planning team who will be responsible for research, planning and managing the project 14 Stakeholders Any individual, group, or organization that influences your project or is affected by it External: Partners, boards, funders, consultants, target audiences or users Internal: Management, team members, other staff 15 Stakeholder Roles Project Director Task Performers Project Sponsor Subject Matter Experts User Representatives 5
  • 6. 16 Steering Committee Group composed of key decision makers In a partnership project, often involves one representative from each of the partners Collaborative decision-making Agreements define responsibilities 17 Advisory Board Group composed of influential outsiders Provides key skills or knowledge that the project team may not have Lend reputation to project Increases trust in project outcomes 18 Communication Strategy Stakeholders want to know what is happening in your project Communication tools: Meetings Presentations Email lists Blogs 6
  • 7. 19 The Environmental Scan Steps in the Environmental Scan Gather information Look both inside and outside the organization Scan for both content and context Use both formal and informal information Analyze and interpret this information Apply this analyzed information in decision making 20 Organizational SWOT Strengths Weaknesses of the organization of the organization helpful to achieving the goal harmful to achieving the goal Opportunities Threats in the environment in the environment helpful to achieving the goal harmful to achieving the goal 21 Sample SWOT Strengths Weaknesses  Qualified professional staff  IT department controls  Existing set of print finding website aids  No budget for software to create XML Opportunities Threats  Training course in XML  New version of standard offered in region due to be released  Funding available from collection donor 7
  • 8. 22 Formal Information Sources US Census statistics Institutional statistics Size and scope Visitation statistics Customer service statistics Website analytics and usage logs Published studies Surveys and focus groups 23 Informal Information Sources Anecdotes and observations Email lists and discussions Popular culture Television Movies Books Magazines 24 Targeting the Audience Characteristics of the target audience: Population size Language skills Disabilities Education level Geographic area Summarize the similarities and differences between the target audience and the broader population your organization serves 8
  • 9. 25 Outcomes and Outputs Outcome: Changes or gains in knowledge, skills, attitudes, behaviors, status, or life condition that you would like the target audience to achieve Output: A measure of the amount, quality, or volume of use of the service or product that you want the project to achieve 26 Identifying Outcomes Type of Outcome Definition Example Knowledge What someone Students will increase their knowledge and knows understanding of Texas history Skill What someone Students and teachers will be able to search a can do database of digitized objects Attitude What someone Students will demonstrate increased interest in feels or thinks history about something Behavior How someone High school social studies teachers will find, acts analyze, and use digitized primary source materials in their lesson plans Status Someone's social The number of high school graduates in the or professional community will increase condition Life Condition Someone's The rate of teen pregnancy will decrease among physical condition students who have studied history 27 Maslow’s Hierarchy of Needs Self- Actualization Opportunities for innovation and creativity Ego (Esteem) Recognition from others; prestige and status Acceptance as part of a Social (Belonging) group or team Safety and Security Physical safety and economic security Physiological Physical survival needs: food, water, air, shelter 9
  • 10. 28 Needs and Wants Needs Gap between the desired results, on the one hand, and the current condition of the audience, product or service, on the other Wants Wishes or desires of the target audience(s) that should be taken into consideration in determining the most appropriate solution or solutions to meet an identified need 29 Needs and Wants Need Want  Todevelop a more  To hire a budget accurate budget analyst  To reach an  Touse social media to underserved audience promote services  Toimprove quality  Todevelop a control for metadata metadata creation tool 30 Gap Analysis For a given audience: Needed Services – Available Services = GAP 10
  • 11. 31 Gap Analysis Needed Services Services GAP Available Services Time 32 Gap Analysis Example Need: • 450 7th grade students need access to primary sources for Arkansas history Services: • Museum provides traveling trunk to 2 schools (150 students) • 3 classes visit museum and library (120 students) Gap: • 450 – 270 = 180 students need service 33 Closing the Gap Benefits provided by solution Short & Long-term Cost of implementing solution Personnel Equipment and Supplies Risks Of implementing proposed solution Of doing nothing 11
  • 12. 34 Cost-Benefit Analysis Cost of proposed solution ÷ Benefits of proposed solution 35 Cost-benefit example 1 Solution: Digitize 1,000 items Cost: Equipment: $500 (one-time cost) Personnel: $1,500 (one-time cost) $200 (annual cost) Benefit: Immediate: 250 students access sources Long-term: 400 students/year access sources 36 Cost-benefit example 1 Solution: Digitize 1,000 items Cost/benefit of solution: Immediate: $8 per student Long-term: $0.50 per student (cost of maintaining service) 12
  • 13. 37 Cost-benefit example 2 Solution: Provide 2 more traveling trunks Cost: Equipment: $1,000 (one-time cost) Personnel: $1,500 (annual cost) Benefit: Immediate: 300 students access sources Long-term: 300 students/year access sources 38 Cost-benefit example 2 Solution: Provide 2 more traveling trunks Cost/benefit of solution: Immediate: $5 per student Long-term: $3 per student (cost of maintaining service) 39 Cost-benefit comparison Solution: Solution: Digitization Traveling trunks Cost/benefit: Cost/benefit: Immediate: $8.00 Immediate: $5.00 per student per student Long-term: $0.50 Long-term: $3.00 per student per student 13
  • 14. 40 Risk-Benefit Analysis Proposed solution: Digitize 1,000 items and put them online Risks Benefits High initial cost Low cost (ongoing) Obsolete formats Items can be reused in other projects Copyright concerns Potential revenue from licensing images Unproven educational Support from management value and teachers 41 Checking the Plan Will the project achieve the desired result for your target audience(s)? Are the project goals achievable, given the opportunities and constraints your organization may face in the near future? Do the key stakeholders support the decisions that have been made? 14