FLC Transition Project Description

Purpose

This project is focused on ensuring a smooth, well-planned transition for all areas of the FLC transition.

Project Lead

  • Project lead: Adam Murray

  • Project lead responsibilities:

    • Scheduling meetings, coordinating communication, monitoring task progress

  • In-scope Decisions:

    • Scheduling and sequencing of tasks; task assignments; communication

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

    • Contractual questions; hardware or software questions

  • Reporting/Questions:

    • FLC library directors, Marmot Executive Board, Marmot management team

Project Goals

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

    • All parties involved are able to monitor progress on implementation tasks, with clear assignments and deadlines.

    • FLC library directors, Marmot staff, and Marmot Board members are satisfied with the transition experience.

    • A clear plan for monitoring the first year and addressing concerns as they arise is in place.

    • Current Marmot member libraries understand the project and the benefits that accrue to them via this project.

Project Questions/Goals/Solutions Table

What problems or situations are we trying to solve?

Project Questions

Goal

Solution/Tasks

Project Questions

Goal

Solution/Tasks

What nomenclature do we adopt for the Sierra instances to emphasize that we are one consortium, not Marmot and FLC?

Sierra instance nomenclature emphasizes the unity of Marmot, rather than continuing with “Marmot” and “Flatirons” names.

Determine instance nomenclature.

What configuration or system changes need to be made for the FLC Sierra cluster?

Marmot staff and Flatirons staff can track a well-documented list of tasks.

Configuration and system changes are documented with clear assignments and deadlines.

What configuration or system changes need to be made for the FLC Pika instance?

What training needs to be scheduled, and with whom?

Appropriate training needs are identified and scheduled for a comprehensive set of FLC staff.

Identify staff in specific roles.

Schedule training sessions, perhaps multiple ones per topic (as needed)

What eResources and other contracts held by FLC as a legal entity need to be transitioned to Marmot?

All contracts held by FLC are successfully transitioned to Marmot in a timely and transparent manner.

Identify all contracts and develop a transition plan per contract.

What other administrative tasks need to be completed to achieve this project?

The administrative transfer of all other FLC responsibilities takes place smoothly.

All other tasks associated with new member setup or the dissolution of FLC are identified with clear assignments and deadlines.

What communication considerations do we need to take into account?

All relevant stakeholders are provided timely and clear communication.

Develop communication plans for each stakeholder group.

Stakeholders

  • Who is impacted by this project?

    • FLC library staff

    • Marmot library staff

    • Marmot staff

  • Who determines the success of this project?

    • FLC directors

    • Marmot Executive Board

    • Marmot management team/staff

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

    • FLC library staff

    • FLC directors

    • Marmot management team

    • Marmot staff

Risks

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

    • Library services to FLC patrons might suffer.

Milestones Timeline

Milestone

Staff Involved

Deadline Date

Status/Notes/Deadline Flexibility

Communication Requirements

Milestone

Staff Involved

Deadline Date

Status/Notes/Deadline Flexibility

Communication Requirements

Project description and working groups established

Adam, Sean, Brandon, Ashley, Lloyd, Tammy

Aug 1, 2022

Complete

  • Contact Kathryn for library staff contacts

Develop a draft of epics, milestones, and tasks for the transition project

Adam, Sean, Brandon, Ashley, Lloyd, Tammy

Aug 12, 2022

Complete

Provide the transition project draft to FLC Board/Directors for feedback

Adam

Aug 17, 2022

Pending

  • Communicate with Kathryn; schedule FLC Board time as needed

Schedule working group meetings

Adam, Sean, Brandon, Ashley, Lloyd, Tammy

Sep 1, 2022

Pending

 

Working Documents & Resources

Working group members

Working group members' emails

Contact Information

  • Google group(s)

    • Google group for each working group, along with all points for all contacts in the working groups

  • Project Slack Channel

    • project_flc_transition

Meeting Schedule

Project team meets bi-weekly.

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?