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

OurDigitalWorld.org

ThankYou!

LorenFanFnlfanFn@ourdigitalworld.org

JessPosgatejposgate@ourdigitalworld.org