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Digital Project Management for Digital Humanities


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Digital Project Management for Digital Humanities

  1. 1. Digital Project Success: Vision + Execution ! Shawn Day Queen’s University Library • 21 February 2014
  2. 2. Learning Objectives ‣ ‣ You’ve Got a Great Idea
 - So what are you going to do about it? You’ve Just Got Funded ‣ So What do you do next?
  3. 3. How Many of You Have Taken any
 Training in Project Management?
  4. 4. Shape of Our Workshop ‣ ‣ ‣ ‣ ‣ ‣ ‣ What is Project Management in the Traditional Sense? How is Digital Different? How to Plan Projects How to Set Goals How to Conceptually Address the Digital Challenge Tools Tips
  5. 5. Defintions ‣ So what is a project? (digital or otherwise) ! A working definition: ! “one-off, non-repeated set of tasks,
 which achieves clearly stated objectives
 within a time limit"
  6. 6. Defintions ‣ What is a typical project lifecycle? ! Define -> Plan -> Implement and Control ! Close/Handover -> Evaluate ->
  7. 7. Why the End belongs at the Beginning ‣ ‣ ‣ ‣ The importance of finishing The importance of finishing well The importance of knowing what finishing means The importance of planning for what happens 'after you finish' ! ‣ Build into budget
  8. 8. The Cynical View of Project Management Good Choose any two: Fast Cheap
  9. 9. Project Management Triangle: 
 Triple Constraints Scope Quality Schedule Cost See
  10. 10. Exercise 1 (c.10 minutes ) ‣ ‣ ‣ Please break into small groups of 3; Decide on the top five (5) things that you learned from previous projects—things project participants should never forget - These can be dos or don’ts; Brainstorm and then one member from each group to report back.
  11. 11. Reporting Back...
  12. 12. Before you jump in …the ‘cycle’ Study /Consider the likely Audience
 for your Research Product - Potential Users in order to Set Project Goals and Create a Project Plan in order to Manage the Project and Achieve those Goals
  13. 13. The Digital Divide ! What makes a digital project different?
  14. 14. The Conceptualisation
 (re)process after Funding ‣ ‣ Take a look at process at TAPoR2 Why? A very robust Digital Humanities Project … and an exercise in User-Centred Design ! Objective -> Scan -> Stories -> Scenarios -> Use Cases -> Wireframes -> Prototype -> Test -> Iterate -> Document -> Release -> Repeat!
  15. 15. Rhetorical Situation ‣ Audience ‣ The Users ‣ ‣ ‣ Purpose ‣ ‣ Anticipated Unanticipated The Research Problem Context ‣ ‣ Circumstances surrounding the research problem Fluidity
  16. 16. Study the likely audience of your digital collection (or resource) ‣ ‣ ‣ ‣ Think like an editor, indexer or cataloguer: Who will use the resource? What will they do with it? What questions can you ask of your digital creation?
  17. 17. Study the likely audience of your digital collection (or resource) ‣ ‣ ‣ ‣ Think like an editor, indexer or cataloguer: Who will use the resource? What will they do with it? What questions can you ask of the digital creation? ! ‣ ‣ ‣ Conduct focus groups and/or surveys Get feedback at early stages of website or database design Project presentations or poster sessions at conferences will keep people updated
  18. 18. Not just at the beginning … Study users not only at the beginning but at all stages of the project. ‣ !!User testing is on ongoing, iterative process.!!! ‣ In addition to focus groups at the beginning, have these or other potential users look at mock-ups and test out site prototypes. ‣
  19. 19. User Guided Tools ‣ Persona ‣ ‣ ‣ Scenario ‣ ‣ ‣ ‣ Imaginary or real If imagined need to think in real terms A task - as granular as possible A problem faced and resolved A feature exploited Use Case ‣ Actor and response from product/real world Inspired by Don Norman (Everyday Things)
  20. 20. Set Project Goals and Create a Project Plan ‣ It’s important to define exactly what the project aims to achieve. ‣ ‣ What will be achieved, and under what conditions and partnerships will it succeed? Rank your goals in terms of importance. ‣ In case time, money, or both run out, what is most important?
  21. 21. The Project Charter ‣ ‣ put it on paper formally a statement of work ‣ ‣ ‣ ‣ Objectives Maybe even values in a forward thinking project Where will the project be at the end? Can Change as project progresses - ideally should be organic
  22. 22. Again before you start... ‣ Take a good look around - Environmental Scan ‣ ‣ ‣ Don’t re-invent the wheel Good digital project managers don’t re-invent They adapt and innovate ! ‣ Steve Jobs: Good Artists Copy - Great Artists Steal!
  23. 23. Write it down - Document! ‣ ‣ ‣ ‣ Not everyone interprets or recalls the same initial or subsequent project discussion the same way! Often when groups involved, it’s crucial to have memos of understanding...but these make sense for individuals too. Write out your objectives and plan and turn to it throughout Revise and document why revised
  24. 24. Your project plan should contain ‣ Project phases ‣ ‣ In case limited resources prevent you from accomplishing all that you plan to, the most important and/or easiest work (in the earliest stages) will still get accomplished - remember our priorities? A timeline showing how things come together: ‣ what and when, including dependencies
  25. 25. Projects and Time Management Divide (as much as possible) the project into discreet and manageable tasks ‣ Identify all tasks that need to be performed for a particular activity ‣ divide tasks into component parts ‣ don’t overlap of tasks within different sub-elements ‣ don't leave gaps ‣ Be realistic about the time an activity will take ‣ Break down tasks into reasonable time-units ‣ no point in setting unrealistic goals ‣ assess progress and revise ‣ Leverage the Tools ‣
  26. 26. A Gantt chart
  27. 27. You are the project manager ‣ ‣ The PM is responsible for implementing the project plan (and perhaps formulating it in detail). The PM is proactive: ‣ ‣ ‣ ‣ ‣ Seeking out information Involving people who are critical to the project Sharing information with those who need it Putting information in writing The PM must be committed to the project’s success and must encourage others to also be committed.
  28. 28. Working the Plan ‣ Perhaps the most crucial part of project management is an ongoing process involving: ‣ ‣ ‣ ‣ Flexibility: know when to stop and change plans Adherence: know when to stick to the plan Communication: know who needs to know what when Damage Limitation: when things go wrong how to fix them
  29. 29. Things Go Wrong ‣ ‣ ‣ Delays often arise because time estimates are too short. That’s why you plan for project phases. On the other hand, internal deadlines are useful for keeping forward momentum, especially on any long-term project. Revisit the project plan often and decide when to revise the plan and when to stick to it. ‣ Project planning is iterative … like user testing!
  30. 30. People have different communication styles and preferences Asynchronous (delayed) Synchronous (instantaneous) in writing ‘live’ does not necessarily break concentration requires interruption from work allows time for reflection easier to keep track of discussions Find an appropriate mix of the two and appropriate tools for each.
  31. 31. Some communication tools Asynchronous (delayed) Some of both Synchronous (instantaneous) Email Online forums Word Docs Wikis Google Docs Google + PiratePad Instant Messaging VoIP (like Skype) Meetings Chatting at someone’s desk Over the phone Later we’ll talk a bit more about some of these, plus look at software designed specifically for project management.
  32. 32. Types of documentation For the project and future stewards of the digital resource: ‣ Internal documentation on decisions reached and how to carry the work forward (in case of changes in people involved or in case the project is revived in the future) ‣ Commented computer code ‣ For stakeholders (institutional funders, grant agencies) and the PR division: ‣ Promotional material (online and/or in print) ‣ For users: ‣ Documentation (if necessary) ‣
  33. 33. Like user testing and project planning, project management as a whole is iterative Evaluate Design Monitor Implement
  34. 34. The Big Picture ‣ All the projects you will be working on will reside in a larger context of digital projects worldwide ‣ What is the current expectation by potential users? ‣ What new communities may benefit from your resource? ‣ What other projects will yours be in dialogue with? ‣ Digital arts and humanities projects in Ireland and the UK ‣ how will these projects fit together? ‣ what interoperability and synergies can be achieved ‣ in the rapidly changing environment of the web ‣ how do new technologies affect your project plan? ‣ changing expectations of users?
  35. 35. Exercise 2 (in groups again 20 Minutes) 1.What has happened? 2.Why has it happened? 3.How can it be put back on track?
  36. 36. What’s Gone Wrong with the Collaboratory? ‣ ‣ ‣ ‣ ‣ ‣ ‣ Project Leader is afraid to delegate Project Leader is trying to be friends with everyone Deadlines have slipped Budget was unrealistic WBS was not detailed enough WBS was too rigid and assumed all was known in advance Two rivals on the team are sabotaging one another ‣ ‣ ‣ ‣ ‣ ‣ ‣ No complete Project Team meeting Another project is infringing time/resources No clear leader Conflicting personal agendas…assumed that all on same page Missing expertise Missing detailed plan after getting the initial grant Poor communication
  37. 37. Digital Project
 Management Tools
  38. 38. Digital Project Management Tools ‣ ‣ ‣ ‣ ‣ ‣ Defining Planning/Documenting Compiling Managing Executing Learning/Reviewing
  39. 39. How Many Would Turn to Wikipedia for Answers? ‣
  40. 40. Tools: Defining and Planning ‣ In a Professional World focus on Process ‣ PMP - Project Management Professional PMP™ ! ‣ ‣ ‣ ‣ Microsoft Project (Windows) MicroPlanner Pro (Windows) OmniPlan (OSX) Open Source ‣ (All Platforms)
  41. 41. Collabtive
  42. 42. PhProjekt
  43. 43. Within Google Apps
  44. 44. On the Desktop: MSProject / OmniPlan
  45. 45. Managing and Documenting ‣ ‣ ‣ ‣ ‣ Evernote Google Docs Google + Zoho Projects PBWorks
  46. 46. Evernote
  47. 47. Google Apps / Docs
  48. 48. ZoHo Applications: Project
  49. 49. PBWorks
  50. 50. Mediawiki
  51. 51. Trac
  52. 52. Compiling ‣ ‣ ‣ Zotero + Extensions Evernote Pinboard
  53. 53. Zotero
  54. 54. Pinboard
  55. 55. Executing ‣ ‣ ‣ Zoho Project BaseCampHQ Trello
  56. 56. BaseCamp HQ
  57. 57. Trello
  58. 58. Delivering/Sharing ! ‣ Come out to our next Visualisation, Omeka, Exhibit, Neatline Workshop! ! ‣ ‣ ‣ ‣ Omeka Neatline Simile Exhibit 2.0 or 3.0 (note Zotero connection) Palladio
  59. 59. Upcoming Seminars and Workshops ! ‣ ‣ ‣ ‣ ‣ ‣ ‣ ‣ Survey of Digital Humanities Ecosystem An Introduction to Data Visualisation Tools and Methods Data Visualisation for Presentation An Introduction to Omeka An Introduction to Exhibit Social Scholarship – Tools for Collaborative Research Data Visualisation for Textual and Spatial Analysis More to come:
  60. 60. Thank You Shawn Day - - @iridium ! The Library/Institute for Collaborative
 Research in the Humanities