Planning and managing digital resource creation projects

Content written on: 8th June 2004 by Zoe Bliss and Matthew Woollard.
Content updated: 8th June 2004 by Zoe Bliss and Matthew Woollard.
Planning and managing digital resource creation projects...............................................1
Introduction.................................................................................................................... 2
1. Concept...................................................................................................................... 2
2. Project Scope............................................................................................................. 2
2.1 Aims and objectives..............................................................................................2
2.2 Approach...............................................................................................................2
2.3 Initial studies.........................................................................................................3
3. Project Plan................................................................................................................ 4
Why is a ood project plan important!........................................................................4
3.1 "eliverables..........................................................................................................4
3.2 #ealistic$achievable milestones............................................................................4
3.3 Wor%&o'............................................................................................................... (
3.4 #elationship bet'een tas%s...................................................................................(
3.( Potential roles and responsibilities........................................................................)
3.) *anaement or advisory committee....................................................................)
3.+ Sta%eholders......................................................................................................... )
3., Copyriht $ IP stratey..........................................................................................+
3.- Sourcin. conservation and movement o/ oriinal materials................................+
3.10 Standards............................................................................................................+
3.11 1echnical$data development...............................................................................+
3.12 2A procedures and evaluation............................................................................+
3.13 3udetin 4in part o/ project plan5......................................................................,
3.14 Partnership areements......................................................................................,
6ther issues................................................................................................................... ,
4.1 "elivery mechanisms............................................................................................,
4.2 #is% assessment....................................................................................................-
4.3 Continuation and$or e7it stratey.........................................................................-
4.4 "ocumentation....................................................................................................10
4.( Communications.................................................................................................10
4.) "ecision8ma%in process....................................................................................11
Conclusions.................................................................................................................. 11
3iblioraphy................................................................................................................. 11
Introduction
This A!" #n$or%ation &aper addresses at a relati'ely si%ple le'el so%e o$ the %ain issues
$a(ed by a(ade%i( resear(hers when plannin) a %a*or resear(h or resour(e enhan(e%ent pro*e(t. #t
Pgina 1 de 11
(o'ers the issues whi(h will need to be addressed in a $undin) appli(ation to the A+B, but will also
in$or% other resear(hers, in(ludin) those already in'ol'ed in di)ital resour(e (reation pro*e(ts.
Most pro*e(ts (an be neatly be di'ided into three %ain se(tions. The plannin) sta)e (o'ers
that part o$ the pro*e(t $ro% initial (on(ept to $undin). The e$$e(tuation sta)e (o'ers the part $ro% $undin)
to deli'ery. The (ontinuation period re$ers to the post-deli'ery period. .a(h period is 'ital to the su((ess o$
a pro*e(t, thou)h an e%phasis on $irst two sta)es is usually %ade. /0eates, 12213.
1. Concept
All pro*e(ts %ust start with an initial (on(ept or 'ision. !urin) %ost resear(h pro*e(ts these
(on(epts are put to the test4 in di)itisation pro*e(ts the 'ision is a(hie'ed. This should be a (lear and
(on(ise state%ent outlinin) what you want to do, why you want to do it, and why it is i%portant. #t will also
need to (onsider any pre'ious wor5 done in the $ield and how it will be enlar)ed upon in your pro*e(t. 0our
(on(ept should be reasonably ri)id and your 'ision state%ent should en(apsulate pre(isely what you
want to do. This %eans that $urther wor5 on the pro*e(t plan will a'oid (reepin) s(ope, whi(h is a blurrin)
o$ the boundaries o$ the pro*e(t.
2. Project Scope
The 6pro*e(t s(ope6 should (onsider the ai%s and ob*e(ti'es o$ the pro*e(t. 7b*e(ti'es or
)oals should be (on(rete outputs, but are not ne(essarily deli'erables. The $ollowin) se(tion e8plains this
pro*e(t %ana)e%ent ter%inolo)y.
2.1 Aims and objectives
Ai%s and ob*e(ti'es are o$ten used inter(han)eably, but re$er to subtly di$$erent thin)s. Ai%s
are broader but %ore ephe%eral: ob*e(ti'es are (on(rete and %easurable, but %ore prosai(. Ai%s should
be en(apsulated in a short state%ent o$ intent whi(h pro'ides a su%%ary o$ what you intend to a(hie'e or
the proble%s you ai% to sol'e.
The J#"C /http:99www.*is(.a(.u59 Joint #n$or%ation "yste%s Co%%ittee3 su))est that
ob*e(ti'es should be "MA+T. That is:
" pe(i$i(
M easurable
A (hie'able
+ ealisti(
T i%ed
.a(h o$ the $ollowin) headin)s in this se(tion should be (onsidered be$ore %o'in) $orward
on a pro*e(t.
2.2 Approach
a3 "trate)y - there %ay be a nu%ber o$ di$$erent ways o$ (arryin) out what you wish to
a(hie'e. At an early sta)e you should (onsider these di$$erent approa(hes and assess whether an
approa(h whi(h you had not pre'iously (onsidered %ay be better $or your pro*e(t than one you had
ori)inally thou)ht reasonable.
b3 #ssues - i$ your pro*e(t is in response to a spe(i$i( (all rather than an 6open6 (all it is
i%portant to ensure that your pro*e(t addresses the pre(ise issues rele'ant to that (all. :or pro*e(ts whi(h
intend to apply $or A+B /Arts and u%anities +esear(h Board3 $undin) it is ne(essary to (onsider
whether the pro*e(t $alls within the published ter%s o$ re$eren(e o$ its %ain resear(h $undin) s(he%es.
Pgina 2 de 11
(3 "(ope - %a5e sure that your pro*e(t plan is (lear about what you will and what you will not
be doin). Consider o'erlap with other pro*e(ts and resour(e (onstraints whi(h %ay be i%posed by your
institution.
d3 "u((ess $a(tors - these are $a(tors on whi(h the su((ess o$ the pro*e(t depends. As the
J#"C pro*e(t %ana)e%ent )uidelines su))est ;i$ you6re buildin) a prototype syste% to de%onstrate
$easibility, then s(alability or sustainability %ay be (riti(al su((ess $a(tors<.#$ you6re de'elopin) learnin)
ob*e(ts, the peda)o)i(al =uality %ay be a (riti(al su((ess $a(tor;.
2.3 Initial studies
There are two $or%s o$ study whi(h (an be (arried out in ad'an(e o$ the (reation o$ a
detailed pro*e(t plan. :irstly, a $easibility study whi(h %ay also en(o%pass a pilot study and se(ondly, a
user-needs sur'ey.
The %ain ai% o$ the $easibility study is to address whether the ob*e(ti'es o$ the pro*e(t are
a(hie'able. This is done by atte%ptin) to answer the $ollowin) =uestions in as %u(h detail as possible.
What %aterials are to be di)itised>
Are they suitable $or di)itisation>
Are there e8istin) (atalo)ues>
Will, and in what ways will di)itisation bene$it the (olle(tion>
What are the potential sour(es o$ $undin)>
#s the e8pe(ted ti%e-s(ale ade=uate>
Are there su$$i(ient resour(es allo(ated>
The $easibility study should also address the =uestion: #s the pro*e(t ne(essary> "in(e
pro*e(ts usually ha'e outputs there is a need to dis(o'er whether those outputs are use$ul to the end-
user. #t %ay be that you $eel that the only end user is yoursel$. This is not usually the (ase, espe(ially as
the A!" preser'es and disse%inates outputs $ro% pro*e(ts. Whate'er you %ay produ(e is li5ely to be o$
'alue to other resear(hers, and (onsiderin) their potential needs will be o$ 'alue to the way in whi(h you
plan your pro*e(t.
?nderta5in) an analysis o$ user-needs to dis(o'er what your potential users want or how
they %i)ht use the results o$ the pro*e(t is a 'aluable pre-plannin) ele%ent o$ any pro*e(t. #t is a rare
pro*e(t whi(h has outputs whi(h are not reusable by others - thou)h it is o$ten di$$i(ult to see how others
%i)ht put your own resear(h outputs to use. &uttin) a $ew si%ple %easures in pla(e at this sta)e %i)ht
$a(ilitate $urther use - a use to whi(h you had not ori)inally (onsidered at the outset o$ the pro*e(t.
?ser-needs analysis should (o'er the broadest ran)e o$ your tar)et audien(e as possible.
This does not ne(essarily %ean that a lar)e nu%ber o$ people should be =uestioned, but that all possible
potential user )roups, $ro% s(hool tea(hers to other resear(hers and $ro% under)raduates to spe(ial
interest )roups. A broad, but tar)etted audien(e %ay brin) all sorts o$ un$oreseen (o%%ents that derail or
de$le(t $ro% your initial (on(ept o$ the pro*e(t, but it will be as well to re$le(t (are$ully on these and )au)e
their rele'an(e to the pro*e(t, and i$ ne(essary alter the s(ope o$ the pro*e(t. :or e8a%ple, so%e
resear(hers %a5in) %a(hine-readable 'ersions o$ the (ensus enu%erators6 boo5s $or the nineteenth
(entury o%it (ertain 'ariables be(ause they $eel that they are not i%portant $or their own resear(h - in $a(t
the @enealo)i(al "o(iety o$ ?tah in(onsistently o%itted the (olu%n relatin) to disability in their
Pgina 3 de 11
trans(ription o$ the 1881 Census o$ @reat Britain %a5in) the whole o$ this part o$ their wor5 proble%ati(.
/@oose, $orth(o%in)3.
The (o%bination o$ your ori)inal pro*e(t s(ope and 'ision with the $easibility and user studies
should lea'e you in a position to draw up an initial pro*e(t plan. While a pro*e(t plan should (o'er as %any
e'entualities o$ the pro*e(t as possible, you should always re%e%ber that a pro*e(t plan does not ha'e to
be $ollowed ri)idly. &ro*e(t plans al%ost always e'ol'e o'er the li$e o$ the pro*e(t, it %ay be re'isited,
re'ised and altered as ne(essary durin) the pro)ress o$ the pro*e(t.
While it is nor%al to ha'e so%e $le8ibility between proposin), plannin) and e8e(utin) a
pro*e(t, %a*or 'ariations in deli'erables and deadlines %ay need to be appro'ed in ad'an(e by the
$undin) body. #n %any (ases, your appli(ation and letter o$ )rant represent a (ontra(t that you are le)ally
re=uired to $ul$il. As a rule o$ thu%b, i$ your 'ariation %eans a (han)e to your initial proposal, a (han)e to
pro*e(t deadlines or a (han)e to deli'erables, then you %ay need to ha'e these appro'ed by the $undin)
body. :or e8a%ple, in the (ase o$ e8tensions to a pro*e(t the A+B will only allow a si8-%onth
(ontinuation period in e8(eptional (ir(u%stan(es and with their appro'al. "ee the A+B Ter%s and
Conditions o$ +esour(e .nhan(e%ent Awards
/http:99www.ahrb.a(.u59website9apply9resear(h9resour(eAenhan(e%ent.asp3 7ther $undin) bodies %ay
ha'e di$$erent (onditions - read the s%all printB
#n %ost (ases the pro*e(t plan should be (onsidered in two distin)uishable parts. :irstly, as
an outline pro*e(t plan whi(h is used to se(ure $undin). "e(ondly, on the basis o$ the $irst, a $ull-blown
pro*e(t plan whi(h (an be used in the e8e(ution o$ the pro*e(t. The outline plan should not o%it any o$ the
areas %entioned below but should be %ore (on(ise than the $ull pro*e(t plan.
3. Project Plan
Why is a good project plan important
The pro*e(t plan pro'ides a (on(ept-do(u%ent $or the pro*e(t. #t )i'es the pro*e(t leader a
(on(rete basis on whi(h to (arry out the pro*e(t. #t is desi)ned $or the pro*e(t %ana)er and not $or the
$undin) bodyB The plan enables pro)ress and per$or%an(e to be %onitored and e'aluated throu)hout the
pro*e(t. The plan also pro'ides a point o$ (onta(t $or all people within the pro*e(t, not *ust the pro*e(t
%ana)er and all the pro*e(t sta$$, but also any ad'isory or %ana)e%ent boards and o$ (ourse the $unders.
The plan should be %ade a'ailable to all rele'ant sta$$ and should be understood by the
whole tea%. What should a )ood pro*e(t plan (ontain> The %ain headin)s (o'ered by the pro*e(t plan
should in(lude:
3.1 !eliverables
7utline what you will ha'e a(hie'ed at the end o$ the pro*e(t. #n a di)ital resour(e (reation
pro*e(t these are usually di)italised i%a)es, %etadata, a user-inter$a(e and so%e do(u%entation.
owe'er, there are %any other outputs whi(h one should (onsider within a plan. These in(lude
de%onstrators, wor5shops, do(u%entation, reports, so$tware, te(hni(al and user %anuals, and :ACs
a%on)st others. #t is i%portant to (onsider all thin)s whi(h are e8pe(ted to be (reated durin) the li$eti%e
o$ the pro*e(t. Throu)hout the li$e o$ the pro*e(t the pro*e(t %ana)er should re'iew these deli'erables on
a periodi( basis. #t is possible that the deli'erables %ay alter and so%eti%es they will need to be
deli'ered be$ore or a$ter the planned deli'ery date.
3.2 "ealistic#achievable milestones
/"ee the se(tion on relationships between tas5s3
Pgina $ de 11
3.3 Wor%&lo'
The %ain ele%ents o$ wor5$low is a(ti'ity path, this is the path throu)h whi(h tas5s %ust be
(arried out in order to (o%plete the pro*e(t. The pro*e(t6s wor5$low needs to be e$$e(ti'e and e$$i(ient. #t
%ay be possible to esti%ate wor5$low $ro% a $easibility study or pilot. Dote that pro*e(ts with poorly
spe(i$ied wor5$lows (an $ail. #t is i%portant to allow $or slippa)e /but not too %u(hB3. #t is also i%portant to
5now when in the pro*e(t and why slippa)e %ay o((ur /see ris5 assess%ent below.3
"o%e pro*e(ts are enhan(ed by (arryin) out a $ull pilot pro*e(t. A pilot pro*e(t di$$ers $ro% a
$easibility study in as %u(h as a pilot is li5e a s%all s(ale rehearsal o$ the whole pro*e(t whereas the
$easibility study is only a s%all s(ale rehearsal o$ part o$ a pro*e(t. &ilot pro*e(ts are the best way o$
understandin) wor5$low. They allow the identi$i(ation o$ proble%s and help to re'eal a (learer pi(ture o$
what the pro*e(t will re=uire in ter%s o$ sta$$, e=uip%ent, ti%e et(. They %ay also allow the testin) o$ the
%ethods whi(h are to be used within the pro*e(t. !e%onstration o$ a su((ess$ul pilot %ay enhan(e the
su((ess o$ a pro*e(t proposal. owe'er, a pilot will not sol'e all your proble%s - )ood plannin) and
adaptability is *ust as i%portant.
3.$ "elationship bet'een tas%s
While plannin) $or wor5$low an e%phasis needs to be pla(ed on ti%e %ana)e%ent and
s(hedulin). These, alon) with wor5$low help to ensure that the pro*e(t $inishes on ti%e.
There are a nu%ber o$ $or%al %ethods $or s(hedulin) $or e8a%ple hierar(hi(al
de(o%position and &.+T /&ro*e(t .'aluation +e'iew Te(hni=ue3. Both o$ these %ethods depend on
identi$yin) and esti%atin) the duration o$ ea(h and e'ery pro(ess within the pro*e(t.
ierar(hi(al de(o%position is the 6top-down6 %ethod inas%u(h as one starts with the %ain
)oals and iterati'ely brea5s these down into s%aller tas5s.
&.+T (onsiders
tas5s, their duration and
dependen(y in$or%ation. &.+T
(harts start with a node $ro%
whi(h the $irst tas5 ori)inates.
The tas5 is represented by a line
whi(h )i'es it na%e, identi$ier,
duration and people assi)ned to
the tas5. The (o%pletion o$ a tas5
is denoted by a new node. The
(hart is (o%plete when all tas5s
(o%e to)ether at a (o%pletion
node
#n C&M /Criti(al &ath Method3 (harts, the (riti(al path o$ the pro*e(t is hi)hli)hted. The (riti(al
path is a set o$ dependent tas5s whi(h ta5e the lon)est to (o%plete.
A @antt (hart is a %atri8 whi(h has on the 'erti(al a8is all tas5s to be per$or%ed. The
horiEontal a8is always (o'ers ti%e, and so%eti%es (o'ers personnel, $inan(ial details et(.
?sin) pro*e(t %ana)e%ent so$tware li5e M" &ro*e(t (an assist in the pro(ess o$ (reatin) a
$or%al ti%e-line $or the pro*e(t. .le%entary tutorials are a'ailable on the Web
/http:99www.stylusin(.net9%sApro*e(tAtutorial>lesson1A%ore.sht%l 3
Pgina ( de 11
#t is also worth (onsiderin) 6%ilestones6 as 5ey %o%ents within the li$e ti%e o$ a pro*e(t.
Milestones )i'e $i8ed %ar5ers when (ertain 5ey tas5s ha'e o((urred and9or ha'e been brou)ht to)ether.
These allow one to $i8 ti%es in the $uture to *ud)e the pro)ress o$ the pro*e(t and also to (elebrate the
a(hie'e%ent o$ a substantial se(tion o$ the pro*e(t.
3.( Potential roles and responsibilities
+oles and responsibilities need to be de$ined to understand sta$$in) needs. +e%e%ber that
re(ruit%ent is so%eti%es di$$i(ult, and %oney %ay need to be set aside $or re(ruit%ent /and not *ust at the
be)innin) o$ the pro*e(t.3 !i$$erent $undin) bodies %ay treat these (osts di$$erently4 the A+B e8pe(ts
these (osts to be $ound $ro% o'erheads whereas the J#"C whi(h does not allow o'erheads in pro*e(t
bud)ets, does allow (ostin)s to in(lude this $or% o$ e8penditure. #$ you ha'e li5ely (andidates $or the
posts but who %i)ht need trainin), this is the point to (onsider it. "ta$$ trainin) is a 'ital ele%ent o$ the
sta$$in) bud)et. Also ha'in) sta$$ does not *ust in'ol'e %onitorin) the tas5s whi(h are bein) (arried out,
there %ay need to be an ele%ent o$ o'erseein) /but also see %onitorin).3
There are other issues re)ardin) sta$$in) issues4 these in(lude sta$$ retention /whi(h is
)enerally a %atter $or the institution hostin) the pro*e(t as $undin) bodies disallow these (osts at present4
ti%in)s - it is o$ten di$$i(ult to )et %ultiple %e%bers o$ a pro*e(t tea% to start at the sa%e ti%e /and
so%eti%es unne(essary too.34 inter'iew panels need to be or)anised with appropriate %e%bers and so
on.
&ro*e(ts should ha'e a desi)nated &ro*e(t Mana)er. This need not be a $ull-ti%e post, but
the proportion o$ that person6s ti%e de'oted to pro*e(t %ana)e%ent should be a)reed in ad'an(e. The
&ro*e(t Mana)er is usually responsible $or the e$$e(ti'e %ana)e%ent o$ the pro*e(t. 7$ten the pro*e(t
%ana)er will be di$$erent $ro% the person who initiated the pro*e(t - who %ay be(o%e a pro*e(t dire(tor or
(hair o$ the rele'ant %ana)e%ent or ad'isory (o%%ittee. #$ the pro*e(t %ana)er was not part o$ the
ori)inal proposal, they need to be $ully brie$ed by the author o$ the proposal but be su$$i(iently e%powered
to (han)e the pro*e(t.
3.) *anagement or advisory committee
There are )enerally two types o$ pro*e(t (o%%ittee. The %ost usual is the %ana)e%ent
(o%%ittee, so%eti%es spe(i$i( ad'isory (o%%ittees are also appropriate. Mana)e%ent (o%%ittees allow
%onitorin) o$ the pro*e(t by outside e'aluators and pro'ide a (ontrol on the pro*e(t dire(tor. They also
usually allow $or repetiti'e but (lear reportin) $ro% the pro*e(t %ana)er. Mana)e%ent (o%%ittees o$ten
pro'ide e'iden(e o$ a pro*e(t with e$$e(ti'e (he(5s and balan(es, and (an o$ten help pro*e(t
%ana)ers9dire(tors i$ proble%s be(o%e too o'erwhel%in). They de%onstrate (lear %ana)e%ent
stru(ture. Ad'isory (o%%ittees di$$er $ro% %ana)e%ent (o%%ittees in as %u(h as they o$$er sub*e(t-
spe(i$i( or te(hni(al ad'i(e to the pro*e(t tea%.
3.+ Sta%eholders
"o%e $undin) bodies, espe(ially the J#"C, pla(e a (onsiderable e%phasis on the role o$ the
'arious sta5eholders within a pro*e(t. "ta5eholders are anyone who has a 'ested interest in the pro*e(t,
or will be a$$e(ted by its out(o%es. &ro*e(ts should (onsider (arryin) out a sta5eholder analysis at the
start o$ the pro*e(t, as it helps identi$y *ust who is i%portant to the su((ess o$ your pro*e(t. "ta5eholders
(an usually be (onsidered to be internal to the institution and the pro*e(t, and e8ternal. #t is i%portant that
all parties, both internal and e8ternal need to be satis$ied as to 'alidity and out(o%es o$ the pro*e(t.
3., Copyright # IP strategy
#ssues surroundin) (opyri)ht and intelle(tual property ri)hts et(. should all be addressed
within a pro*e(t plan. #$ there are se'eral partners in a pro*e(t, they should also be addressed in the
(onsortiu% a)ree%ent. #$ wor5 is bein) (ontra(ted to outside suppliers then the rele'ant (ontra(ts should
stipulate the (orre(t (opyri)ht9#& re)i%e in ad'an(e. #t is o$ten use$ul to (ondu(t a ri)hts audit $or this. :or
Pgina ) de 11
$urther in$or%ation about these issues see A!" #n$or%ation &aper: Copyri)ht and 7ther #ssues in
!i)itisation /http:99ahds.a(.u59(reatin)9in$or%ation-papers9(opyri)ht-introdu(tion.ht%l 3
3.- Sourcing. conservation and movement o& original materials
#n di)ital resour(e (reation pro*e(ts sour(in) o$ %aterial is not always as si%ple as it %ay
see% and it %ay ta5e a (onsiderable ti%e to obtain the sour(e %aterials. #t %ay also be ne(essary to
bud)et $or the (onser'ation and relo(ation o$ ori)inal %aterials. Alternati'ely, i$ the real world %aterials
bein) di)itised are too lar)e or $ra)ile to %o'e, it %ay be ne(essary to %o'e the di)itisation e=uip%ent to
it. The $or%er has a (ost i%pli(ation in ter%s o$ (onser'ation, the latter in ter%s o$ tra'el and subsisten(e
3.1/ Standards
"tandards play an i%portant role in any di)ital resour(e (reation pro*e(t. A detailed pro*e(t
plan will need to (onsider, (ontent (apture standards, %etadata /su(h as !ublin Core3,
ter%inolo)y9(ontrolled 'o(abularies, interoperability, authenti(ation, open ?+Fs, web a((essibility
standards, and learnin) standards and *usti$y why (hosen standards are 'alid $or the pro*e(t in =uestion.
.a(h o$ these is or will be the $o(us o$ an A!" #n$or%ation &aper
#n ter%s o$ %etadata it is usually 'aluable to assess le'els o$ e8istin) %etadata, and i$
present, to (onsider the proble%s, ti%in)s and (osts o$ data %i)ration, nor%alisation /re$or%attin)3 and
desi)nin) databases.
3.11 0echnical#data development
The $ollowin) areas need to be addressed within the pro*e(t plan: di)itisation pro(ess4
di)itisation wor5$low4 (atalo)uin) and %etadata4 preser'ation and re(ords %ana)e%ent4 pro)ra%%in)
and s(riptin) de'elop%ent, se(urity and data prote(tion.
The di)itisation pro(ess is best understood throu)h the 'arious @uides to @ood &ra(ti(e
/http:99ahds.a(.u59)uides.ht% 3 published by the A!". :urther in$or%ation and wor5shops on di)ital
i%a)es are also pro'ided by TA"# /http:99www.tasi.a(.u59 Te(hni(al Ad'isory "er'i(e $or #%a)es3 and
.!" /http:99heds.a(.u59 i)her .du(ation !i)itisation "er'i(e3.
"o%e o$ the 5ey areas whi(h should be (onsidered in the di)itisation pro(ess are in
hardware /i.e., s(annin) de'i(e9di)ital (a%era34 editin) rules /(roppin), (ontrast ad*ust%ent and (olour
(ontrol34 so$tware4 plat$or%4 potential $ile siEes, i%a)e pro$ile /resolution, bit depth and (olour spa(e34
short and lon) ter% stora)e, and ba(5-up pro(edures.
The preser'ation o$ any di)ital resour(e is o$ (onsiderable i%portan(e, and the A!"6s
)uidelines /http:99ahds.a(.u59depositin)9inde8.ht%l 3 on how to deposit resour(es are use$ul $or any
potential resour(e (reator.
#t is worth $a(torin) in pro*e(t ti%e to ensure that your resour(e will (on$or% to the standards
re=uired by the 'arious A!" (entres. These standards will ensure that data will be preser'ed $or $uture
use and re$eren(e
3.12 1A procedures and evaluation
A((ordin) to the J#"C, there is an i%portant di$$eren(e between CA /=uality assuran(e3 and
e'aluation. Cuality assuran(e relates to the te(hni(al aspe(ts o$ the pro*e(t where there are e8pli(it
standards. All deli'erables /databases, i%a)es, te8ts and %etadata3 should %eet with spe(i$ied the
spe(i$ied standards and the pro*e(t plan should spe(i$y what (he(5s will be in pla(e $or %etadata, i%a)es,
deli'ery inter$a(e. Cuality Control9Cuality Assuran(e should be on)oin). This will allow $or the (urrent
state o$ a$$airs /5nown in pro*e(t %ana)e%ent *ar)on as 6a(tuals63 to be (o%pared with the plan.
Pgina + de 11
.'aluation is %ore sub*e(ti'e and (o'ers =uality in ter%s o$ usability, loo5 and $eel et(. .'aluation %ay
also in(lude 6usability6 testin) with real users, or (o%%issionin) e'aluation studies.
3.13 2udgeting 3in part o& project plan4
Bud)etin) is a 'ital ele%ent o$ the pro*e(t plan. @i'en that %any pro*e(ts atte%pt to (reate a
pro*e(t on the basis o$ a $i8ed and 5nown su%. The pro*e(t plan %ust )i'e a((urate in-depth assess%ent
o$ all (osts, e.)., sta$$in), hardware, so$tware, spe(ialist appli(ations /web desi)n, water%ar5in), e-
(o%%er(e appli(ations and other (ontra(t ser'i(es3, stora)e spa(e, networ5 in$rastru(ture, input and
output de'i(es, (onsu%ables, di)itisation, se(urity, tra'el, publi(ity, et(. #t %ay be ne(essary to obtain
=uotations and it is i%portant to ensure that (osts are 'alid $or li$e o$ pro*e(t /i.e., don6t as5 $or salaries $or
200G9H at 20049G (osts3. "irius web /http:99siriusweb..leeds.a(.u59 3 is a use$ul tool $or (al(ulatin) sta$$
(osts within the ?ni'ersity se(tor.
:urther%ore, your ?ni'ersity +esear(h 7$$i(e and ?ni'ersity Co%putin) "er'i(es should be
able to assist in sta$$ (ostin)s and in$rastru(tural (ostin)s /re%e%ber that (o%puters need to be installed
and %aintainedB3. 0ou %ust also %a5e sure that e=uip%ent spe(i$ied in the pro*e(t plan is $it $or purpose.
3.1$ Partnership agreements
"o%e $undin) bodies, in(ludin) the J#"C re=uire that a (onsortiu% a)ree%ent is si)ned by
all partners and sent to the J#"C be$ore the pro*e(t (o%%en(es. This is a use$ul strate)y and should be
underta5en in all lar)e-s(ale pro*e(ts. Consortiu% a)ree%ents (an ran)e $ro% in$or%al letters o$
a)ree%ent to le)al (ontra(ts. The J#"C su))est that these should (o'er why there is a need $or a
6(onsortiu%6 /i.e., a (ollaboration or (ontra(tual a)ree%ent, what the %e%bership o$ the (onsortiu% will be
and what the broad responsibilities o$ ea(h party are4 what are the $inan(ial arran)e%ents within the
(onsortiu%4 how will disputes be resol'ed4 how parties %ay lea'e the (onsortiu%4 who owns ea(h o$ the
pro*e(t6s assets /in(ludin) hardware and property ri)hts3. The J#"C pro'ide a te%plate (onsortiu%
a)ree%ent /http:99*is(.a(.u59inde8.($%>na%eIpro*%anA(opyri)ht 3 in Appendi8 2 o$ the J#"C Copyri)ht
and Fi(ensin) @uidelines.
5ther issues
$.1 !elivery mechanisms
#$ your pro*e(t is (reatin) a di)ital resour(e you should (are$ully (onsider the appropriateness
o$ 'arious deli'ery %e(hanis%s. Basi( deli'ery %e(hanis%s are hard(opy /$or pro*e(ts where the di)ital
resour(e is not the deli'ery 'ersion /i.e., is a by-produ(t o$ resear(h33, the internet /usually the world wide
web3 and 'ia the A!".
#$ the internet is the %ain deli'ery %e(hanis%, you should (onsider who will be (reatin) the
user inter$a(e and how %u(h will this (ost. /There are bene$its and disad'anta)es o$ doin) this in-house
or by out-sour(in)3. 0ou should also (onsider whether user authenti(ation syste%s su(h as AT.D"
/http:99athens.a(.u59 3 would be ne(essary. /This is parti(ularly use$ul when you ha'e .9:.-based
$undin) and also $eel that the resour(e has (o%%er(ial 'alue.3
#$ you intend to use the internet as your %ain deli'ery %e(hanis%, you should not *ust
(onsider, trialin), e'aluation and usability /not *ust in ter%s o$ a((essibility, thou)h this is 'ital3 but also
ensure that they are $a(tored into your ori)inal pro*e(t plan.
#n a well %ana)ed pro*e(t it should be possible to ha'e a phased deli'ery poli(y. This %eans
that not only (an you trial so%e %aterial on users, but ensure that the syste% wor5s. A phased poli(y o$
brin)in) resour(es 6on-line6 in dis(rete portions (an allow you to boost your usa)e $i)ures i$ your site is
well desi)ned. 0ou will also ha'e to (onsider user support, and i$ ne(essary pro'ide a 6help des56 $a(ility.
Pgina , de 11
#$ the A!" is your pre$erred deli'ery %e(hanis%, you should (he(5 the rele'ant web pa)es
to see the proper $or%at and do(u%entation /http:99www.ahds.a(.u59depositin)9deposit-$or%ats.ht% 3
whi(h you will need to pro'ide. Also re%e%ber that i$ you plan to deposit with the A!" you should %a5e
sure that this is (onsidered in your pro*e(t plan, and ensure that there are sta$$ present towards the end o$
the pro*e(t in order to (o%ply with A!" poli(y.
$.2 "is% assessment
+is5 assess%ent is one o$ the 5ey (on(epts o$ pro*e(t %ana)e%ent. There are always
un(ertainties in pro*e(ts, and it is as well to ha'e an idea about what these potential ris5s are and how
strate)ies (an be desi)ned to address the%. The J#"C su))est $our =uestions whi(h need to be
answered:
What (ould possibly )o wron)>
What is the li5elihood o$ it happenin)>
ow will it a$$e(t the pro*e(t>
What (an be done about it>
Answerin) these =uestions is not always easy, but it is worth (onsiderin) the% durin) the
(onstru(tion o$ an outline pro*e(t plan, and also when (onstru(tin) a $ull pro*e(t plan post-$undin).
+is5 assess%ent should identi$y wea5 areas and potential pit$alls and allow $or the pre-
planned strate)ies to (ope with the% should the ris5 o((ur. All pro*e(t %e%bers to be in$or%ed o$
potential ris5s and re%edies at the be)innin) o$ the pro*e(t, and they should also play a role in identi$yin)
ris5s.
The %ain ris5s in di)ital resour(e (reation pro*e(ts (entre on unrealisti( tar)ets. #t )enerally
ta5es lon)er than e8pe(ted to %a5e a %a(hine-readable 'ersion o$ a te8t be(ause not only does data
entry ha'e to ta5e pla(e, but 'eri$i(ation should also $ollow. 7ther i%portant ris5s are: altered deli'erables4
re(ruit%ent, retention and sta$$ (han)es4 e=uip%ent deli'ery, spe(i$i(ation and $ailure4 te(hnolo)i(al
(han)e and le)al per%issions. #t is 'ital not to hide proble%s but to be up$ront about the% and to try to
%ana)e the%.
$.3 Continuation and#or e6it strategy
&ro*e(ts, espe(ially i$ they are resour(e (reation pro*e(ts should be sustainable. This is
usually %ana)ed by the A!" in the $or% o$ its preser'ation and disse%ination strate)ies. owe'er, in
situations where pro*e(ts %ay ha'e (o%%er(ial potential, there %ay be a ne(essity to restri(t $ree a((ess
to a (reated resour(e. #$ this is the (ase, a well-de$ined strate)y needs to be in pla(e to ensure that
preser'ation and disse%ination o$ these resour(es throu)h other ser'i(es is su((ess$ul and lon)-ter%.
The A+B $unds the A!" to (arry out these ser'i(es and it is li5ely that pro*e(ts whi(h $ind it i%possible
to deposit their resour(es at the A!" will not be (onsidered $a'ourably.
owe'er, in the plannin) sta)e it will be o$ 'alue to (onsider the di$$erent options a'ailable
$or sustainability when the $undin) (eases. !i$$erent pro*e(ts will ha'e di$$erent needs at the end o$ the
pro*e(t. #t %ay si%ply be that a resour(e needs to be deposited with the A!": howe'er, it %ay be that a
web-based resour(e has been (reated whi(h needs (ontinued %aintenan(e. As su(h how these (osts will
be %et needs to be (onsidered. #t is not su$$i(ient to e8pe(t $urther $undin) $ro% a resear(h body to
%aintain a web site re)ardless o$ its i%portan(e. There are a nu%ber o$ 6(o%%er(ial6 %odels whi(h %ay
pro'e use$ul. The %odels %ay not always be appropriate, but they do pro'ide a startin) point.
Ad'ertisin) %odel - where the pro*e(t is supported by ad'ertisin) re'enue.
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Mer(hant %odel - where the pro*e(t sells %aterial on the traditional retail %odel.
A$$iliate %odel - where the pro*e(t o$$ers $inan(ial in(enti'es to a$$iliated partner sites /e.). the
British Fibrary has a partnership with A%aEon3.
Co%%unity %odel - where users in'est in a site /e.). (ontribution o$ (ontent, %oney, ti%e,
hostin)3.
"ubs(ription %odel - where users pay $or a((ess to ;'alue added; (ontent /e.). hi)h resolution
$iles34
?tility %odel - where $unds are raised 'ia %etered usa)e or pay-per-'iew4
#n$o%ediary %odel - where data is (olle(ted about users and their pur(hasin) habits and sellin)
this data to other businesses /)enerally an inappropriate %odel $or the a(ade%i( world, but has
been su))ested by the J#"C.3 #$ this route is $ollowed beware o$ potential !ata &rote(tion issues.
These business %odels also apply to the (ontinued de'elop%ent o$ an on-line resour(e.
:urther%ore, in ter%s o$ the lon) ter% ability o$ a pro*e(t to re%ain 'isible, it %ay be worth
(onsiderin) whether the outputs o$ any parti(ular pro*e(t (an be inte)rated to)ether with other resour(es>
:inally there is always re-purposin). "o%e (onsiderable should be %ade o$ whether any resour(e (an be
repurposed $or other users. Co%%er(ial li(ensin), $or e8a%ple, %ay be an option $or ;sellin); the produ(t.
$.$ !ocumentation
@ood do(u%entation is $unda%ental to the su((ess and the sustainability o$ any pro*e(t.
!o(u%entation should (o'er all pro(esses within a pro*e(t. All de(isions, syste%s, pro(esses and
wor5$low %ethodolo)y should be re(orded. !o(u%entation is 'aluable be(ause it ensures (ontinuity in
the e'ent o$ (han)es in the sta$$in) o$ the pro*e(t, or in alteration o$ suppliers. !o(u%entation also aids
the %onitorin), reportin) and e'aluation pro(ess and pro'ides ordered, (o%prehensible and
(o%prehensi'e details $or audit and reportin) to the $unders. :inally, do(u%entation, establishes the
relationship between ori)inal do(u%ents and di)ital resour(e
The pro*e(t %ana)er should 5eep a $ull re(ord o$ all aspe(ts o$ the pro*e(t. The %ain
purpose o$ this is to pro'ide an institutional %e%ory. "olid do(u%entation is one o$ the best %ethods o$
ris5-%ana)e%ent, espe(ially sin(e one o$ the %ost i%portant ris5s in any short ter% pro*e(t is sta$$
re(ruit%ent and retention. The 5ey do(u%entation in any pro*e(t is the pro*e(t plan. The pro*e(t plan
should not be seen as a $i8ed do(u%ent, it should e'ol'e throu)hout the pro*e(t. 7ther do(u%entation
in(ludes institutional or te(hni(al e'aluations4 in$or%ation relatin) to i%a)e (apture, editin) and
pro(essin)4 li(ense a)ree%ents and (ontra(ts /'ital i$ dealin) with sub-(ontra(tors3 and pro(edural
%anuals.
!o(u%entin) the use o$ standards whi(h are bein) adapted by the pro*e(t should not be
seen as a %inor output o$ the pro*e(t.
$.( Communications
Mar5etin)
Mar5etin) (an lar)ely be di'ided into two sta)es. :irstly, durin) the plannin) sta)e, identi$y
the %ar5et /i.e., potential users3. "e(ondly, durin) e$$e(tuation, 6do6 the %ar5etin). This (an be done by
runnin) trainin) sessions or wor5shops, either one-o$$s or part o$ a pro)ra%. An e8ploitation plan whi(h
details how one will %ar5et your resour(e will pro'e in'aluable to the pro*e(t and assist in )ettin) the
Pgina 1/ de 11
widest audien(e. .8ploitation plans should (onsider pro*e(t identity, lo)os, a website, newsletters,
wor5shops, (on$eren(es, tar)eted %ailin)s et(.
Co%%uni(ation
Clear lines o$ (o%%uni(ation within the pro*e(t are also i%portant, espe(ially i$ the pro*e(t is
dire(ted by %ore than one person, a(ross di$$erent sites, or parts o$ the pro*e(t are sub (ontra(ted to
others. Clear and (onsistent reportin) lines are i%portant be(ause they allow $or %onitorin) to o((ur.
Monitorin) is the pro(ess o$ ensurin) that all aspe(ts o$ the pro*e(t are runnin) to plan. #$ thin)s are )oin)
wron), $re=uent %onitorin) will ensure that proble%s are pi(5ed up as soon as they o((ur and be$ore they
i%pin)e on other aspe(ts o$ the pro*e(t.
#t is also use$ul to ha'e (o%%uni(ation lines with e8ternal sta5eholders. "o%e o$ these %ay
be (onsidered as the Mana)e%ent or Ad'isory Co%%ittees4 others %ay be throu)h publi(ity and
pro%otions.
$.) !ecision7ma%ing process
#n any pro*e(t a nu%ber o$ de(isions will ha'e to be %ade well in ad'an(e o$ the a(tion bein)
(arried out. This is not as in$le8ible as it o$ten see%s. &ro*e(t plans are e8pe(ted to be $le8ible do(u%ents
and should be sub*e(t to $re=uent /and hope$ully relati'ely %inor3 (han)e throu)hout the li$eti%e o$ the
pro*e(t. Mana)in) a pro*e(t is not about ri)idly adherin) to a plan, but atte%ptin) to use the plan as a
$ra%ewor5 $or ensurin) that proble%s, whi(h will undoubtedly o((ur, are resol'ed with the %ini%u%
a%ount o$ $uss and e$$ort.
Conclusions
&ro*e(t %ana)e%ent (an not be (arried out by rote4 howe'er, there are a nu%ber o$ 5ey
ele%ents whi(h (an be put in pla(e at 'arious sta)es o$ a pro*e(t to help in assistin) the s%ooth runnin)
o$ a pro*e(t. All pro*e(ts in'ol'e a (ertain a%ount o$ un(ertainty and %ana)in) this as e$$i(iently and
e$$e(ti'ely as possible (an help to ensure the su((ess o$ a pro*e(t.
2ibliography
J#"C &ro*e(t Mana)e%ent @uidelines /http:99*is(.a(.u59inde8.($%>na%eIpro*A%an)uide8 3
D. @oose, 6.'aluatin) the 1881 Census Trans(ription: a &ilot "ur'ey o$ ert$ordshire6,
istory and Co%putin), $orth(o%in), 1J.2.
!. 0eates, ed., &ro*e(t %ana)e%ent $or in$or%ation syste%s /Fondon: &it%an, 12213
Pgina 11 de 11