1. Project Overview

All projects should have a clear description, including a the overall goals for the project as well as a description of the content, the functional components, and intended audience. Many particular specifications will follow from this project description. Projects should also have a defined project work group and a general plan which declares up front, any seminal events which will affect project timetables and workflow

It is assumed that a project has gone through the process of being proposed to Library Computing Council and that there is an inital project description already in existence. In the case of a grant-funded project, there will also have been the original grant proposal. Once a project is undertaken, however, it is important to review any initial proposal and either reaffirm or refine the project description. Additionally, a more detailed description than was needed for LCC approval will be required in order to guide the work of the project effectively.

1.1 Project Description

• Project Goals
• Intended Audience
• Project Content
• Functional Components

1.2 Project Setup

• Project Team
• Seminal Events
• Project timeline

---

1.1 Project Description

The Project Description Tool should be filled out to describe each of the following categories.

1.1.1 Project Goals

Projects should be guided by well-defined goals. Many of the specifics of the goals will be outlined in the following sections, but there should be an overarching purpose for reformatting the material in the project.

1.1.2 Intended Audience

Descibe the potential users of the project and the computing platforms which should be supported.

• Potential users: descriptions should specify the activities of each user. (e.g. not just 'Chopin scholars' but rather 'Chopin scholars interested in the publishing history of the scores').
• Computing platforms: should be keyed to the Library's default computing platform specs, but should take into consideration any specialized issues based on the intended audience, if necessary

1.1.3 Project Content

Provide a brief description of the project's content. This will be elaborated on in the Materials section of the Guidebook.

• What subject areas are encompassed?
• What types of materials will be converted? (e.g. images, manuscripts, published texts, etc.)
• Does the collection currently exist or will the project build and online collection?
• Will it be an open or closed collection (i.e. will material continue to be added to it over time or will it be completed at some point?)
• Are there legal issues involved?

1.1.4 Functional Components

Describe the functional components of the project. Full functional specifications will be described in the Interface section of the Guidebook. This is meant to be a brief overview of the main components of the project.

Include both stand alone components as well as components which hook into current systems. Descriptions should include whether a functional component applies to the entire contents or only to selected pieces within the project. If the latter, estimate the number that it would apply to.

• Item Discovery
  • Accessible from where? (several may apply)
    • stand alone search interface?
    • searched from Horizon?
    • searched from other existing catalogs?
  • Search
    • bib record?
    • full-text?
    • finding aid?
  • Browse
• Display
  • image?
  • full text?
  • other?
• Other

1.2 Project Setup

Projects run more smoothly when there are underlying project management mechanisms in place to ensure communication and to keep work on track. The following should be established at the start of any project and should be made available to staff on the web.

1.2.1 Project Group

• Identify the members of the project group and their roles
  • project teams may be divided into tiers and various project meetings geared towards particular tiers. Considerations
• Identify a project coordinator
• Establish a project mail alias

1.2.2 Project Website

A project website should be established to house the project plan and timetable, the filled out forms which result from working through this guidebook, as well as any documentation that needs to be shared throughout the project.

1.2.3 Seminal Events

Identify any scheduled events which will affect the project timetable. This could include grant deadlines, meetings in which demonstrations will be expected, conference talks, donor meetings, etc.

This list of events will change over the course of the project. It should be kept up-to-date on the project website in a visible place so that everyone is aware of how their work might be affected.

1.2.4 Project Plan/Timetable

Create a project plan/timetable which includes the key components of the work and incorportes any deadlines identified in the 'seminal events' section.