digital project management for digital humanities

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  • 1. Digital Project Success: Vision + Execution !Shawn Day Queens University Library 21 February 2014

2. Learning Objectives Youve Got a Great Idea - So what are you going to do about it? Youve Just Got Funded So What do you do next? 3. How Many of You Have Taken any Training in Project Management? 4. Shape of Our Workshop What is Project Management in the Traditional Sense? How is Digital Different? How to Plan Projects How to Set Goals How to Conceptually Address the Digital Challenge Tools Tips 5. Defintions So what is a project? (digital or otherwise) !A working definition: !one-off, non-repeated set of tasks, which achieves clearly stated objectives within a time limit" 6. Defintions What is a typical project lifecycle? !Define -> Plan -> Implement and Control !Close/Handover -> Evaluate-> 7. Why the End belongs at the Beginning The importance of finishing The importance of finishing well The importance of knowing what finishing means The importance of planning for what happens 'after you finish' !Build into budget 8. The Cynical View of Project Management Good Choose any two:FastCheap 9. Project Management Triangle: Triple Constraints ScopeQuality ScheduleCost See 10. Exercise 1 (c.10 minutes ) Please break into small groups of 3; Decide on the top five (5) things that you learned from previous projectsthings project participants should never forget - These can be dos or donts; Brainstorm and then one member from each group to report back. 11. Reporting Back... 12. Before you jump in the cycle Study /Consider the likely Audience for your Research Product - Potential Users in order to Set Project Goals and Create a Project Plan in order to Manage the Project and Achieve those Goals 13. The Digital Divide !What makes a digital project different? 14. The Conceptualisation (re)process after Funding Take a look at process at TAPoR2 Why? A very robust Digital Humanities Project and an exercise in User-Centred Design !Objective -> Scan -> Stories -> Scenarios -> Use Cases -> Wireframes -> Prototype -> Test -> Iterate -> Document -> Release -> Repeat! 15. Rhetorical Situation Audience The Users Purpose Anticipated UnanticipatedThe Research ProblemContext Circumstances surrounding the research problem Fluidity 16. Study the likely audience of your digital collection (or resource) Think like an editor, indexer or cataloguer: Who will use the resource? What will they do with it? What questions can you ask of your digital creation? 17. Study the likely audience of your digital collection (or resource) Think like an editor, indexer or cataloguer: Who will use the resource? What will they do with it? What questions can you ask of the digital creation? ! Conduct focus groups and/or surveys Get feedback at early stages of website or database design Project presentations or poster sessions at conferences will keep people updated 18. Not just at the beginning Study users not only at the beginning but at all stages of the project. !!User testing is on ongoing, iterative process.!!! In addition to focus groups at the beginning, have these or other potential users look at mock-ups and test out site prototypes. 19. User Guided Tools Persona Scenario Imaginary or real If imagined need to think in real terms A task - as granular as possible A problem faced and resolved A feature exploitedUse Case Actor and response from product/real world Inspired by Don Norman (Everyday Things) 20. Set Project Goals and Create a Project Plan Its important to define exactly what the project aims to achieve. What will be achieved, and under what conditions and partnerships will it succeed?Rank your goals in terms of importance. In case time, money, or both run out, what is most important? 21. The Project Charter put it on paper formally a statement of work Objectives Maybe even values in a forward thinking project Where will the project be at the end? Can Change as project progresses - ideally should be organic 22. Again before you start... Take a good look around - Environmental Scan Dont re-invent the wheel Good digital project managers dont re-invent They adapt and innovate !Steve Jobs: Good Artists Copy - Great Artists Steal! 23. Write it down - Document! Not everyone interprets or recalls the same initial or subsequent project discussion the same way! Often when groups involved, its crucial to have memos of understanding...but these make sense for individuals too. Write out your objectives and plan and turn to it throughout Revise and document why revised 24. Your project plan should contain Project phases In case limited resources prevent you from accomplishing all that you plan to, the most important and/or easiest work (in the earliest stages) will still get accomplished - remember our priorities?A timeline showing how things come together: what and when, including dependencies 25. Projects and Time Management Divide (as much as possible) the project into discreet and manageable tasks Identify all tasks that need to be performed for a particular activity divide tasks into component parts dont overlap of tasks within different sub-elements don't leave gaps Be realistic about the time an activity will take Break down tasks into reasonable time-units no point in setting unrealistic goals assess progress and revise Leverage the Tools 26. A Gantt chart 27. You are the project manager The PM is responsible for implementing the project plan (and perhaps formulating it in detail). The PM is proactive: Seeking out information Involving people who are critical to the project Sharing information with those who need it Putting information in writing The PM must be committed to the projects success and must encourage others to also be committed. 28. Working the Plan Perhaps the most crucial part of project management is an ongoing process involving: Flexibility: know when to stop and change plans Adherence: know when to stick to the plan Communication: know who needs to know what when Damage Limitation: when things go wrong how to fix them 29. Things Go Wrong Delays often arise because time estimates are too short. Thats why you plan for project phases. On the other hand, internal deadlines are useful for keeping forward momentum, especially on any long-term project. Revisit the project plan often and decide when to revise the plan and when to stick to it. Project planning is iterative like user testing! 30. People have different communication styles and preferences Asynchronous (delayed)Synchronous (instantaneous)in writinglivedoes not necessarily break concentrationrequires interruption from workallows time for reflectioneasier to keep track of discussionsFind an appropriate mix of the two and appropriate tools for each. 31. Some communication tools Asynchronous (delayed)Some of bothSynchronous (instantaneous)Email Online forums Word Docs WikisGoogle Docs Google + PiratePadInstant Messaging VoIP (like Skype) Meetings Chatting at someones desk Over the phoneLater well talk a bit more about some of these, plus look at software designed specifically for project management. 32. Types of documentation For the project and future stewards of the digital resource: Internal documentation on decisions reached and how to carry the work forward (in case of changes in people involved or in case the project is revived in the future) Commented computer code For stakeholders (institutional funders, grant agencies) and the PR division: Promotional material (online and/or in print) For users: Documentation (if necessary) 33. Like user testing and project planning, project management as a whole is iterative EvaluateDesignMonitorImplement 34. The Big Picture All the projects you will be working on will reside in a larger context of digital projects worldwide What is the current expectation by potential users? What new communities may benefit from your resource? What other projects will yours be in dialogue with? Digital arts and humanities projects in Ireland and the UK how will these projects fit together? what interoperability and synergies can be achieved in the rapidly changing environment of the web how do new technologies affect your project plan? changing expectations of users? 35. Exercise 2 (in groups again 20 Minutes) 1.What has happened? 2.Why has it happened? 3.How can it be put back on track? 36. Whats Gone Wrong with the Collaboratory? Project Leader is afraid to delegate Project Leader is trying to be friends with everyone Deadlines have slipped Budget was unrealistic WBS was not detailed enough WBS was too rigid and assumed all was known in advance Two rivals on the team are sabotaging one another No complete Project Team meeting Another project is infringing time/resources No clear leader Conflicting personal agendasassumed that all on same page Missing expertise Missing detailed plan after getting the initial grant Poor communication 37. Digital Project Management Tools 38. Digital Project Management Tools Defining Planning/Documenting Compiling Managing Executing Learning/Reviewing 39. How Many Would Turn to Wikipedia for Answers? 40. Tools: Defining and Planning In a Professional World focus on Process PMP - Project Management Professional PMP ! Microsoft Project (Windows) MicroPlanner Pro (Windows) OmniPlan (OSX) Open Source (All Platforms) 41. Collabtive 42. PhProjekt 43. Within Google Apps 44. On the Desktop: MSProject / OmniPlan 45. Managing and Documenting Evernote Google Docs Google + Zoho Projects PBWorks 46. Evernote 47. Google Apps / Docs 48. ZoHo Applications: Project 49. PBWorks 50. Mediawiki 51. Trac 52. Compiling Zotero + Extensions Eve