4/19/1999 GSLIS: UT Austin 1

Information Management LIS 387.8

4/19/1999

Worksheet 7

4/19/1999 Lower Colorado River Authority 2

What are your cost factors?

• Phase 1 - initial implementation of RM software– indirect - training of staff; time spent away

from duties to perform analysis

– direct cost - purchase project management software, possibly hire temporary staff

4/19/1999 Lower Colorado River Authority 3

What are your cost factors?

• Phase 2 - long term implementation which includes indexing and organizing paper files and inputting data into database– indirect - space and equipment

– direct - hire temporary help

4/19/1999 Lower Colorado River Authority 4

What skills are needed?

• Knowledge of organizational history

• Knowledge of records management

• Knowledge of project management

• Knowledge of departmental processes

All are resident within LCRA

4/19/1999 Lower Colorado River Authority 5

Who will take ownership? What resources will they need?

• Tad Howington, with upper level management support (funding for temps?)

• Phase 1 - Bill, Manager of Records Center– needs project management software

– will need to train temps if used

• Phase 2 - Ann, Records Associate will need temps

4/19/1999 Lower Colorado River Authority 6

What are major risks to the project?

• personnel - danger of losing staff, person with most historical knowledge is retiring, could be early, out on leave, may last longer than expected

• communication- will never get on anybody’s agenda - users aren’t vested

4/19/1999 Lower Colorado River Authority 7

What are major risks to the project?

• Organizational - moving staff and services to other locations

• technological - network downtime

• PSSoft - will be more difficult to migrate data from current system to new

• time - not enough - shut down main system in September

4/19/1999 Lower Colorado River Authority 8

What are some milestones?

• May - project started

• June - PSSoft manuals and demos arrived

• July - PSSoft implemented

4/19/1999 Texas Medical Association Library 9

What are your cost factors?

• lost revenue, lost man-hours, overhead costs

• direct - cost of alternative resources, such as CD-ROMs rather than online access

• lost ability for patrons to access material online

• lost material (replace books, etc.)

4/19/1999 Texas Medical Association Library 10

What are your cost factors?

• Man-hours needed to collect data

• Cost of alternative solutions

4/19/1999 Texas Medical Association Library 11

What skills are needed?

• diplomacy

• understanding scope of problem and costs

• knowledge of alternative solutions

• technical knowledge (could be better)

• understand Datatrek program

4/19/1999 Texas Medical Association Library 12

Who will take ownership? What resources will they need?

• Ownership - Nancy and Lorie• data for justification• staff to collect data • time• knowledge of Datatrek contract• knowledge of computer problems• pass problem to upper management

4/19/1999 Texas Medical Association Library 13

What are major risks to the project?

• division director may not buy into project

• Administrative services (MIS) may be unsupportive

• staff don’t keep accurate logs

4/19/1999 Texas Medical Association Library 14

What are some milestones?

• logs completed within first month of project implementation

• meeting between library administrator and division director

• meeting between two division directors (MIS and library)

4/19/1999 Career Counseling Center at UT 15

What are your cost factors?

• staff time for planning, evaluating, serving clients

• cost of equipment - computers, tables, chairs, publications, transporting equipment

• training peer counselors for phase 2

• move into maintenance phase

4/19/1999 Career Counseling Center at UT 16

What skills are needed?

• planning, design, training

• thorough understanding of career services

• dealing with university & locating facilities

• dealing with students

4/19/1999 Career Counseling Center at UT 17

Who will take ownership? What resources will they need?

• Ownership - Lynne and Kendra (director and assistant director)

• staff• equipment (have)• time to evaluate efforts• marketing plan• volunteers

4/19/1999 Career Counseling Center at UT 18

What are major risks to the project?

• not getting authorization from UT

• not getting students’ attention

• losing staff

• unsupportive staff

• program works too well (can’t handle increased workload)

4/19/1999 Career Counseling Center at UT 19

What are some milestones?

• approval of administrators

• completion of staff orientation to program

• all equipment will be assembled by July 1

4/19/1999 IC2 20

What are your cost factors?

• indirect - space requirements, moving, staff time

• direct- equipment - computer, filing equipment, storage boxes, RM staff, automated RM database

• offsite vs. onsite storage of inactive records

4/19/1999 IC2 21

What skills are needed?

• knowledge in records management (don’t have)• knowledge of organization• knowledge of UT rules and regulations (new RM

will have to learn)• have skills with languages• have skills with student records

4/19/1999 IC2 22

Who will take ownership? What resources will they need?

• Ownership - Bob (director) & Susie (controller)

• Time and money

4/19/1999 IC2 23

What are major risks to the project?

• resistance from staff

• lack of follow-through after project started

• records manager quits at critical time (in implementation phase)

• lack of funding

• implementation delays

4/19/1999 IC2 24

What are some milestones?

• Acceptance by administration

• initial evaluation

• present feasibility report

• complete initial evaluation