project management for digizaon programs · project management for digizaon programs part one:...
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OurDigitalWorld.org
ProjectManagementforDigi1za1onPrograms
PartOne:PlanningYourProject
March23,2016
ProjectandProgramPlanning(March23,2016)
• Overview• The‘bigpicture’ofdigiFzaFonprojects
– Why,funding,andwho
• Programplanning– What,how– ProjecttrackinganddocumentaFon
– EvaluaFon
ImplemenFngyourdigiFzaFonprogram(March30Session)
• CollecFoninventories• Metadata
• Copyright• CreaFngdigitalobjects• Workflows&bestpracFces
• DocumentaFon&evaluaFon
DeliveringyourdigitalcollecFonsonline(April6,2016)
• Discovery• Access• ATribuFon• Communityengagement
• Crowdsourcing
INTRODUCTION
AboutODW
• WepartnerwithorganizaFonsinmanaging,preservingandsharingourdigitalassets.
• Wemakelocalcommunityhistorygloballyaccessible.
• Weadvocatefordigitalculturalheritageasapublicgood:sharing,access,aTribuFon,andreuse.
AboutODW
• Discoverable,onlineaccesstoover4milliondigitalassetsandcommunitystories:videos,scrapbooks,images,newsleTers,etc.
• OffertheVITAtoolkitforcreaFngandmanagingmulFmediacollecFons,indexingandnewspaperprojects,includinghosFng,individualandregionalsites
• ThelargestOntarionewspaperarchives(oneofthelargestpublicnewspaperarchivesintheworld)
• Easysearchandaccesstoover33,000governmentdocumentsfromtheLegislaFveLibrarycollecFon
• TrustedresourcefordigiFzaFonprojectplanning
DigiFzaFonis…
• Capturingthe“object”
• Addingvaluebycapturingthe“data”
• Howthedigitalobject+datawillbediscoveredandaccessedbytheuser
Actlocally,thinkglobally
• Thechoicesyoumakelocallyhavelong-termimpactonthesustainabilityofyourdigitalassets.
• NomaTerwhat“level”youareworkingat–yourdigitalcollecFonsneedtobepartofthewebecosystem.
THEBIGPICTURE
PartI
Breakingitdown:Theprojectplan
• Puhngtogethertheplanorproposal– IntegraFon– Scale– Budget
• Whatyouneedtogetthejobdone– Equipment– Staff
• YourdigitalcollecFon– Standards– Technology– Display
The5Ws
• Why digitize?
• When – what are your timelines?
• What are your goals?
• Who is the audience?
• How will you do it?
IntegraFngadigiFzaFonproject
OrganizaFonalMission
CommunityObjecFves
Digitization Program
AProject
• Finite:startandenddate
• Specificnumberandtypesofitems
• OneFmegrant/funding
Program
• Ongoing
• Seriesofprojects
• PartofoperaFons
Projectsexistwithinaprogramframework
Howtofundyourprogram
• Alignproposalwithfundermandates
• ProjectfundingshouldadvanceexisFngprogramsorobjecFves
• Makeproposalsconcrete
• Showestablishedpartnershipsandcommunitysupport
• Illustrateplansforsustainability
Wheretofindfunds
• ProvincialorFederalgovernmentgrants
• Sector-specificfunds(e.g.CultureorHistorygrants)
• Employmentsupportortrainingprograms
• Private/corporatedonaFons
• Communityfundraisingorsponsorship
• OperaFonalfunds
QUESTION:OTHERSOURCESOFFUNDING?
Ontario Power Generation…recently made a $1,250 contribution to the Head, Clara and Maria Public Library’s Community Digitization Project…
Powerofpartnerships
• CollaboraFonbuildsstrongernetworks:– ExperFse&experience– Resourcesharing– MulF-organizaFonalbuy-in
• RegionalrepresentaFon• Buildingcommunity&sharingcommunitymemory
QUESTIONS?
PLANNINGYOURPROJECT
PartII
Attheheartofdigi-za-onlies
collec-onmanagement
~WalterLewis
WhatisaDigitalCollecFon?
AdigitalcollecFoniscreatedwhendigitalobjectsareselectedandorganizedfordiscovery,accessandlong-termuse.
“Good”DigitalCollecFons
• Planforsustainability• Standardized,accessibledata• Managedigitalobjectseasily
• Accessiblesystem
• InteracFveopFons
Acarelesslyplannedprojectwilltakethree-meslongertocompletethanyouexpected;acarefullyplannedprojectwillonlytaketwiceaslong.
~UofCaliforniaObservatories
ProjectManagementFundamentals
• Theprojectlifecycle• Staff• Budget• Workplans&workflows
• Riskmanagement
• Measurement&evaluaFon
• PromoFon
Staff
• Internalorexternal
• Hiringprocess
• Skillsets&responsibiliFes
• Impact
BudgeFngforDigiFzaFonAcFviFes(AnFcipaFngCosts)
• Task(descripFon,retrievingandpreparingitem,conversion,etc.)
• Timerequired(pertask/peritem–converFngfromaudiotoWAVfile=20minutespertape)
• Total=no.ofitemsxhoursxsalary
2-yeardigiFzaFonprogram
MarkeFng&promoFon;1%
DFequipment;1%
Training;1%
Travel;1%
Coordinator;3%
DigiFzaFonequipment;4%
Facilitators;31%
Assistants;58%
Alloca1onofCDPfunds
92% staffing / 4% Equipment / 4% Everything else
Workplans&Workflows
• ResponsibiliFes• Timelines• BestPracFces• Policies• MetadataApplicaFonProfile• DigiFzaFonprocess
RiskAnalysis(if…):• AnFcipateproblems
• Recognizeimpact
ConFngencyplan(then…):• Backupplans• OverlappingFmelines• PrioriFes
ScopeCreep
Ifprojectcontentisallowedtochangefreely,therateofchangewillexceedtherateofprogress.
~UofCaliforniaObservatories
Measurement&EvaluaFon
Why?• MoFvaFon
• Hardfactsandfigures• Learnandimprove
How?
• Schedulemilestones
• MeeFngs&reports
• OngoingdocumentaFon
Summary
• Thinkahead• Collaborate• HaveclearobjecFves• AnFcipateproblems
• Documenteverything• Learnfromyourexperience(iteraFve)• ShareyourinformaFon
QUESTIONS?
Resources and more information
Digitization project management resources http://ourdigitalworld.org/services/resources/
Sample policy/workflow documents http://othree.ca/vita/documents/digitization_project_documentation_samples
Your questions answered http://bit.ly/1RiDOsW