DLF Project Managers Toolkit
This toolkit is a collaborative project, based on contributions by members of the Digital Library Federation's Project Managers Group (DLF PMG). First initiated by Jennifer Vinopal at New York University in February 2013, the toolkit has grown and evolved over the years as a living document to share experiences and link out to resources.
- What? A crowdsourced collection of information, tips, techniques, and tools for project managers working in digital libraries. Please contribute and share your knowledge.
- Why? Whether we realize it or not, librarians and library staff are managing projects all the time. These may be informal or formal projects, or we might not think of them as projects at all. Just the same, we could all stand to take a more organized and structured approach to planning and accomplishing our project work. Much of the project management literature and training frequently emphasizes a corporate perspective, which may not always be applicable to a library setting.
- Who? Anyone who wants to contribute. Feel free to post anonymously if you prefer, or sign the contributors list at the end of the document.
- How? Be generous with your knowledge and be respectful of what others have written. Share your experience and help others to learn from both your successes and failures.
To contribute, simply login then select the Edit tab. If you are a first time contributor, select ‘create account’ at the top right of the page. Then send a request to firstname.lastname@example.org to get access to edit pages, add links or share documentation. Then add your name to the Contributors List at the bottom of this page.
Project Management Basics
Review a few Project Management Basics which are basic building blocks for the other sections of the toolkit.
Project Management Methodologies
Project management methodology (PMM) is a system of principles, techniques, and procedures.
Project Proposal Process
The Project Proposal Process initiates the project and is critical to planning.
Project Charters & Memorandum of Understandings
The goal of a Project Charter is to document agreement between all parties (sponsor, stakeholder, staff) about the goals, scope, and deliverables of the project. Ideally, the document defines time, scope and cost.
A Memorandum of Understanding can be used to build out a project charter and be used to manage expectations, project planning and increase transparency, communication and understanding. The University of Texas Arlington hosts a Memorandum of Understanding Collection which was developed by a group of librarians for library specific projects and includes a workbook and templates.
Project Plans flesh out more details of a project, such as scope; individual stakeholders; milestones and tasks, and roles and responsibilities within; and a timeline. It answers the same questions as a project charter, but often in more detail.
Project Scheduling captures the work that needs to be performed. It may also visualize the steps in the project. This section compares two methods: gantt charts versus kanban.
- When considering cost, refer to the Digitization Cost Calculator: https://dashboard.diglib.org/
A workflow is a sequence of steps toward the completion of a defined task used to manage repetitive processes. Workflow modelling helps participants and stakeholders understand the sequence of steps and their roles in the process. It can also help identify patterns, gaps, and bottlenecks to enhance efficiency and improve team dynamics.
Included are Examples of workflows contributed by different institutions and references.
Project Templates are useful for expressing information in a systematic manner, streamlining processes and saving time and energy. Templates can provide clearer communication and consistency across project. Included are templates provided by different institutions.
A project retrospective is held at the end of a development sprint as part of the agile process. It can also be held by project teams not following the agile methodology. It is a meeting where the purpose is for the project team to provide feedback on what went well and what didn’t go as well during the course of the project. Qualitative feedback is given on sticky notes in the form of Happy / Sad / Angry or Start / Stop / Continue - as examples, and clustered to identify themes. The themes are used to improve the work process going forward to the next cycle or phase of the project.
For a wide variety of reasons, you may need to stop investing time and resources in a project before completion. In these cases, it is important to consider how to document the project close-out and communicate to the team and stakeholders.
Jason Ronallo, Bret Davidson. NCSU Libraries. Sunsetting: Strategies for Portfolio Management and Decommissioning Projects. https://ronallo.com/presentations/sunsetting-dlf/slides-single-page.html Digital Library Federation Forum, Pittsburgh, PA, October 23, 2017. https://sched.co/BzsO
Project Portfolio Management
Project portfolio management is the centralized management of processes, methods, and technologies used by project managers to analyze and collectively carry out current or proposed projects. Vinopal, Jennifer. Using Confluence for Project Portfolio Management at New York University. DLF Fall 2008. File:DLF2008Vinopal.pdf
Service management refers to the broader strategies, policies, procedures to design, deliver, support, and manage services that bring value to an organization. Consider the four key components of value, outcomes, costs and risks.
Project Management Software
This section contains a list of tools for project management, with pros and cons for each.
|Name||Uses and Overview||Pro||Con|
|Asana||Asana allows team members to collaborate on projects and track the progress of tasks. It works both for software development projects and other more generic projects.||
|Basecamp||Basecamp allows collaborators to post messages, organize to-do lists and documents, and create group schedules. Related App: goplan||
|FreedCamp||FreedCamp allows a team to collaborate and communicate on projects through tasks and discussion boards. It allows for file sharing, alerts and reminders, time tracking and milestones as well as other features that will help to organize your projects.||
|Google Suite||Google applications (specifically, Google Drive) is a suite of tools for creating documents collaboratively and sharing information. Google Apps include a text, spreadsheet, and slide editor, as well as applications for drawing, organizing calendars, and sharing (but not editing) other types of files.
Used by: FSU Libraries
|Jira||Issue tracking and project tracking software. JIRA allows teams to "create and estimate stories, build a sprint backlog, visualize activity, measure team velocity, and report on progress."||
|Pivotal Tracker||Pivotal Tracker allows users to organize tasks by project and stories while integrating release dates and prioritization into the workflow.||
|Redmine||Redmine allows you to track issues, latest project news, and organize projects by members and contributors. You can associate files with given projects, create Gantt charts and calendars, and create wikis to document projects. Redmine has a demo site that allows you to see how it looks in action.||
|Slack||Slack is a communication app for teams. It integrates with several of the project management tools on this list, and allows team members to communicate more easily and informally than through email.
Used by: FSU Libraries
|Smartsheet||Smartsheet allows a team to collaborate and communicate with a spreadsheet-style interface. It allows for file sharing, alerts and reminders, the creation of Gantt charts, and other features that will help to organize your projects.||
|Trello||Trello is an application for tracking tasks. It allows you to move individual cards (representing tasks) as they enter different phases. Trello allows you to assign tasks to different collaborators, create due dates, and provide contextual information for the tasks to be completed.
Used by: FSU Libraries
Other general software-independent recommendations for project management
- Wikis for project documents and documentation
- Google Docs or another collaborative document editor for the creation of project charter, meeting notes, etc. with separate document (or folder) for meeting notes
- Planning Poker
- After-Action Reviews or Retrospectives vis tools such as FunRetro or Stormboard
- Scheduling using Doodle or Google Sheets is useful for tracking team members' schedules
Professional development is an ongoing part of a project management career. A successful project manager possesses a blended set of hard and soft skills acquired over time. Training is offered by the Project Management Institute and various local education providers. Obtaining professional certification can enhance a person's career path and provide additional opportunities.
Resources and Other Toolkits
There are lots of great articles, presentations and grey lit out there on project management and digital libraries.
We've created a Zotero Group library at https://www.zotero.org/groups/2205688/dlf_pmg? and encourage you to add more when you read something good.
DLF-PMG Discussions and webinars
|Labor in Digital Work||February 12-16, 2018||Robin Pike & Sarah Severson||Multi-day discussion available through the listserv archive and summary|
|Tools for Project Management||April 3-10, 2018||Christine Quirion||Multi-day discussion available in full through the listserv archive and summary|
|Service and Portfolio Management||August 13-17, 2018||Elizabeth German||Multi-day discussion available through the listserv archive and summary|
|Project Portfolio Management Demo||April 5, 2019||Cristela Garcia-Spitz||Digital Initiatives Librarian Cristela Garcia-Spitz discussed project portfolio management and shared a demo of how digital projects are being tracked by the UC San Diego Library's Digital Library Development Program using Confluence and JIRA. She also covered some of the goals and challenges of portfolio management.|
|Before Action Review||January 10, 2020||Melissa Wisner||The hour session provides an introduction to Before Action Reviews and how to facilitate meaningful intake collection with stakeholders by Melissa Wisner, the IT Project and Portfolio Management Librarian at NCSU Libraries.
The presentation recording is available at: https://www.youtube.com/watch?v=UPq-6Zgh6kM
|How managers, project managers, and others are adjusting to telework and closures||April 10, 2020||Robin Pike||As managers and project managers, we’ve had to quickly adjust priorities and protocols during the past month as many of our institutions move to full-time telework. The Project Managers Group invites you to a moderated discussion to share practices, challenges, ingenious solutions, and more, with the goal of better preparing ourselves and the people we manage for continued telework and even confirming that what we’re doing is the best we can do in this uncertain situation. Listserv archive.|
|User Experience and Service Design: A Brief Introduction||May 15, 2020||Jenn Nolte||User experience (UX) is not a new discipline, and in fact has been around for many years under different names (human factors, usability, user-centered design), even before the internet! Still, many people conflate UX with web and visual design even though UX is useful in many more contexts, including the design of services. Service design shows us how to put and keep the user at the center of our planning for new or enhanced services.
Jenn Nolte worked in library information technology at Yale University for over a decade before shifting over to user experience research. She holds an MLIS from Southern Connecticut State University and is currently pursuing an MS in Organizational Psychology at the University of Hartford. She recently served on the Connecticut UX Professionals Association board, currently serves on the New Haven IO board of directors, and hosts a monthly informal meetup for UX practitioners and enthusiasts in CT. Say hello and connect with Jenn at linkedin.com/in/jennnolte. The presentation recording is available at: https://www.youtube.com/watch?v=FLtFCiRAL0k and Presentation Slides
|Working Remotely During a Global Pandemic: Strengthening Impact, Communication, and Empathy in Times of Crises||August 14, 2020||Casey Davis Kaufman||The COVID-19 pandemic has dramatically transformed the way we live, work, and interact with our colleagues. Reflecting on her experiences working remotely since July 2019, and more specifically since mid-March 2020 when COVID-19 upended our sense of normality and required swift and radical responses within our workplaces, Casey Davis Kaufman will offer a webinar that focuses on leading teams and projects while working remotely during the ongoing global crises. The presentation will cover a range of topics relevant to the present remote-working environment -- from effective communication and support, managing expectations, and 'holding space' for team members who may be experiencing incredibly challenging and emotionally difficult situations within and/or outside of work. Additionally, Casey will share recommendations for planning and managing digitization projects during the COVID-19 pandemic, and she will offer ideas for remotely engaging our communities while continually demonstrating the value of libraries and archives amidst our present challenges.
Casey Davis Kaufman (she/her) is the Associate Director of the WGBH Media Library and Archives and Project Manager for the American Archive of Public Broadcasting. In her role, Casey supports a team that includes a repository manager, web developers, and outreach staff to undertake collections management, access, curatorial work, metadata management, engagement, and special projects. She served as Project Director for the NEH-funded PBCore Development and Training Project, as well as the IMLS-funded Public Broadcasting Preservation Fellowship, which is being sustained through a new collaboration with the University of Alabama. She has served as AAPB's project manager for multiple digitization projects, including the PBS NewsHour Digitization Project, and the current Riverside Church/WRVR-FM Digitization Project and New Mexico Public Media and Kansas Public Media Digitization Projects (all CLIR-funded). Casey is also Project Manager for the University of Tennessee Libraries' "Rising from the Ashes: The Chimney Tops II Wildfires Oral History Project." Casey is an active member of AMIA and serves on the AMIA Continuing Education Advisory Task Force, AMIA Advocacy Committee of the Board, AMIA Diversity and Inclusion Fellowship Task Force, and is Co-Chair of the AMIA Oral History Committee. Casey served on the AMIA Board from 2017-2019. She works remotely from her home in Murfreesboro, TN, with her canine assistant Romsey. The presentation recording is available at: https://www.youtube.com/watch?v=7D9JdypyR1c
To contribute to the Project Managers Toolkit login at the top right of the page, then select the Edit tab. If you are a first-time contributor, select ‘create account’ at the top right of the page and send a request to email@example.com to get access to edit pages, add links, or share documentation. (We had to add in this step because the bots were getting us.) Then add your name to the Contributors List.
- Andy Ashton, Brown University
- Carolyn Caizzi, Northwestern University
- Kathleen Cameron
- Jason Casden, North Carolina State University
- Tim Clarke, Muhlenberg College
- Tom Cramer, Stanford University
- Cristela Garcia-Spitz, UC San Diego Library
- Joshua Honn, Northwestern University
- Katherine Kott, Independent Consultant
- Christine Malinowski, Massachusetts Institute of Technology
- Rafia Mirza, UT Arlington, TX
- Lisa McAulay, UCLA
- Sandra McIntyre, Mountain West Digital Library
- Alan Pike, Emory Center for Digital Scholarship
- Robin C. Pike, University of Maryland
- Christine Quirion, Massachusetts Institute of Technology
- Sarah Severson, McGill University Library
- Sarah Stanley, Florida State University
- Joan Starr, California Digital Library
- Becky Thoms, Utah State University Libraries
- Micah Vandegrift, Florida State University Libraries
- Jennifer Vinopal, New York University
- Cliff Wulfman, Princeton University
- Cynthia York, Johns Hopkins University
|Interested in related resources? Check out DLF's Organizers' Toolkit!|
- Shaw, E., Garcia-Spitz, C., Bragg, M., Hagedorn, K., & Porter, E. (2018). Finding the balance: Modelling successful workflows for digital library collections. Journal of Digital Media Management, 6(3), 295-311. Retrieved from [https://escholarship.org/uc/item/9h17g7fh]