Using Online Management Systems to Collaboratively
Manage and Organize Projects
Melanie Church – Content Services LibrarianJennifer Peters – Content Management and
Discovery Services Librarian
Rockhurst University Greenlease LibraryContent Management & Discovery Services Department
Jesuit Institution in the heart of Kansas City Approximately 2,400 FTE, 150,000 bibliographic records.
CMDS department 2 professionals, 1 paraprofessional, work study student assistants (11-5)
Project management with students
TimelinePaper based – Web CT – Google Docs & Email
What wasn’t working
Finding documents and instructions
Who does what and when
Landing page for all CMDS workers and librarians
Dreaming of a product
EasySet up, use, familiar look and feel for students
AccessFrom anywhere, control level of access, import created training & reporting forms
ScalabilityVarious projects, project inventory, tracking and reporting tool
CostFree is best, but considered some low cost options
What is Google sites ?
Website builder
Levels of access: Owner, Collaborator, Viewer
Incorporates Google Drive
Google sites: Organization
Understand your needs
What we put into it
Training materials, Priority lists, Student project assignments, Instructions, Project documents
Outcomes
Manage multiple projects efficiently
Increase departmental communication on student work and ongoing projects
Student arrive and are ready to work and find their tasks and projects
Year in review or central storage for student work
Increase tracking of student work performance
Pros / Cons
Students understand google layout and google docsRevision history on each documentStudent evaluation toolAuto saving
Tied to internetDesign and organization of site evolving
Future of our Google Site
Post tests integrated into siteAfter training, between semesters
Expand use of Announcement featureFAQs, blog on progress updates
Project Goal MarkersIncorporate recognition and motivation
Growth of training and instructional materials
Mid-range to Expensive OptionsFlow –starting at $19 per month many tiers based on users,
workspaces, and storageEPMLive.com Microsoft ProjectAtlassian – 2 main products, Jira = ticket tracker & Confluence =
collaboration
Low Cost OptionsZoho - free for 3 users, then $12 per user per monthAsana- free up to 30 users (hybrid task & project manager)Basecamp - free for one projectGoplan - 3 plan levels starting at $10 a monthFreedcamp – software is free, but storage and backups are not
Free* OptionsTrello - basic free forever Podio - free to 100 itemsWrike- free to 5 usersPivotaltracker – free for academic institutionsRedbooth– free to 5, 5 projects, 5 GB storage & google drive
integration also have premium plansAzendoo - free, forever and for unlimited users. Also have
premium plans
Questions? Comments? Your Ideas?
The software you choose is simply a tool and cannot compensate for poor planning and organization.
Melanie Church – Content Services Librarian – [email protected]
Jennifer Peters – Content Management and Discovery Services Librarian – [email protected]
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