Digital Archive Upgrade Project Description

Purpose

To upgrade Marmot’s Islandora instance to Islandora 2, make any necessary adjustments in Pika, and involve Marmot members (and selected prospective Digital Archive members) in feedback opportunities on potential configuration settings or Pika development priorities.

Project Lead

• Project lead: Who will serve as project lead?

  • Technical lead: Pascal

  • Communication & Involvement lead: Ashley

• Project lead responsibilities: What is the project lead responsible for making happen?

  • Technical lead: reviewing documentation for upgrade and migration steps; developing milestones for the Software Development team to undertake the upgrade; identifying specific tasks to be assigned in sprint boards and completed by developers; identifying configuration issues or questions that need to be routed to the larger Digital Archive committee or Marmot leadership; identifying development requirements for upgrading Pika’s integration with Islandora; documenting potential new functionalities in Pika that are linked with the system upgrade; ensuring tasks and milestones are completed.

  • Communication/involvement lead: considering all aspects of communication to various components of the Marmot community (Digital Archive committee vs. broader audiences) in various media (Marmot Tracks, email, blog post, etc.); ensuring that each stage of technical development is accompanied by descriptions/plans for communicating to the Marmot community; coordinating opportunities for the Marmot community to be involved in providing feedback on potential configuration settings or Pika development priorities; ensuring that community feedback is considered in technical design decisions; outlining forms and documentation that needs to be updated or drafted for Digital Archive admins, the Marmot Knowledge Base, or the internal knowledge base

• In-scope Decisions: What types of decisions can the project lead make?

  • Technical lead:

    • Ability to delegate tasks to other developers when higher priority projects are not impacted

    • Functional freedom to pursue configuration settings or systems that contribute to the desired deliverable

    • Freedom to coordinate with consultants when the budget is not impacted

  • Communication/involvement lead:

    • Scheduling recurring meetings with community groups

    • Methods to gather, organize, and present feedback

    • Setting schedules and methods for communication

    • Setting agendas and topics for discussion

    • Delegating documentation needs to appropriate staff

• Out-of-Scope Decisions: What types of decisions does the project lead need to bring to managers?

  • Technical lead:

    • Determinations to increase the scope of the project

    • Considerations for how other projects or unplanned issues that interfere with this project should be prioritized

    • Decisions that impact system stability or security

    • Decisions that impact the scoped budget for the project

  • Communication/involvement lead:

    • Involvement for potential Digital Archive partners in upgrade activities

      • Identifying appropriate parties to involve in the activities

    • Any pushback from members on decisions – management should handle these kinds of interactions

    • Decisions that impact system stability or security

    • Decisions that impact the scoped budget for the project

• Reporting/Questions: Who should the project leads contact for questions?

  • Brandon, Sean, Adam

Project Goals

• What measurable or demonstrable outcome should be achieved by the end of the project?

  • The upgrade to Islandora and all aspects of Pika development should be wrapped up within a specified timeframe.

  • Marmot staff feel they have the resources and documentation needed to support the new Digital Archive and Pika’s integration with the Digital Archive.

  • Marmot member staff feel like they have been provided with the support and resources they need to learn how to use the new Digital Archive/Pika’s integration

  • Feedback from existing Marmot members of the Digital Archive about the upgrade project should be positive.

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Problems/Goals/Solutions Table

What problems are we trying to solve?

Stakeholders

• Who is impacted by this project?

  • Current and future members who interact or participate in the Digital Archive

  • Marmot support staff

• Who determines the success of this project?

  • Digital Archive Committee

  • Technical Team

  • Support Team

  • Communication Team

• Who is involved with completing the tasks of this project?

  • Server Team

    • Sean

    • JB

    • Jason

  • Technical Team

    • Pascal

    • CJ

    • Chris

  • Support/Documentation Team

    • Ashley

    • Tammy

    • Brandon

  • Communication Team

    • Ashley

    • Brandon

  • Management Team

    • Adam

    • Sean

    • Brandon

  • Subject Matter Experts

    • John Major (Steamboat Springs Library)

    • Noel Kalenian (Mesa County Public Libraries)

Risks

• What risks are associated with completing this project?

• What risks might Marmot or member libraries incur if this project fails?

Milestones Timeline

Working Documents & Resources

Link to important documents relevant to this project.

Digital Archive Project in Jira

Digital Archive Upgrade Roadmap

Contact Information

• External stakeholders

  • Boulder Public:

    • Jennifer Phares: (main point of contact): pharesj2@boulderlibrary.org

    • Lisa Holmberg: holmbergl@boulderlibrary.org

    • Sarah Vlasity (digital archivist): VlasityS@boulderlibrary.org

    • Aimee Schumm: SchummA@boulderlibrary.org

• Listservs

  • New email group for working group (islandoratwo@marmot.org)

• Project Slack Channel

  • Utilize existing digital-archive Slack channel

Meeting Schedules

• Utilize existing Tuesday all-hands standup for internal project updates

• Working group meetings will tentatively meet every two weeks

  • Based on need - we won’t really know the workload until we dive in

• Existing DA committee meetings will have a recurring topic for updates to the broader group

Project Wrap-up

• What tasks are associated with closing this project?

• What documentation in the Marmot Knowledge Base, Internal Knowledge Base, or elsewhere needs to be updated?