CIPE to WORLDCAT - Consorzio Interistituzionale per Progetti Elettronici

Transcription

1 CIPE to WORLDCAT - Consorzio Interistituzionale per Progetti Elettronici Project Initiation Document/PID to: from: cc: Project Board Project manager Harry Alberda Project team date: document name: PID document status: Concept version: 0.2 Project: CIPE to WorldCat p. 1 of 12

2 AUTHORISATION Name Role Function Date Mrs. Laura Tallandini Project Executive President CIPE Mr. Guido Badalamenti Senior User Director CIPE Board Mr. Eric van Lubeek Senior Supplier Managing Director OCLC EMEA VERSION CONTROL Version Date Responsible Overview of changes Harry Alberda Initial version Harry Alberda Some OCLC internal remarks DISTRIBUTION LIST Name Role / Function Distributed versions Mrs. Laura Tallandini CIPE Project Executive 0.2 Mr. Guido Badalamenti CIPE Senior User 0.2 Mr. Eric van Lubeek OCLC Senior Supplier 0.1, 0.2 Mr. Antonio Scolari CIPE Senior User 0.2 Mr. Renato Tamburrini CIPE CIPE Director 0.2 Mr. G. Lunati Ifnet OCLC Distributor in Italy 0.1, 0.2 Mr. Chistian Négrel OCLC Director Distributors OCLC EMEA 0.1, 0.2 Mrs. Patricia Caillet OCLC Account Management OCLC 0.1, 0.2 South Europe Mrs. Bemal Rajapatirana OCLC Manager Metadata management 0.1, 0.2 OCLC EMEA Mr. Joep Kil OCLC Manager Operations OCLC EMEA 0.1, 0.2 Mr. Harry Alberda OCLC Project Manager 0.1, 0.2 Project: CIPE to WorldCat p. 2 of 12

3 CONTENTS CIPE to WorldCat - Consorzio Interistituzionale per Progetti Elettronici 1 1 Management summary 43 2 Project background 53 3 Project Definition Project goals Project approach Project scope Project deliverables OCLC deliverables CIPE deliverables Management deliverables Constraints and assumptions Project Organisation structure Project Board Project team OCLC Project team CIPE Communication Meeting structure Project Plan Phase 1: Initiation Phase 2: Execution Phase 3: Closure Planning Initial Risk Log Project: CIPE to WorldCat p. 3 of 12

4 1 Management summary Project name CIPE to WorldCat Project Executive Mrs. Prof. Laura Tallandini (President CIPE) Project Manager Mr. Harry Alberda (OCLC EMEA) Start- and end date Contract date: December 2011 Aimed end date: Project goal The primary purpose of the cooperation in the Agreement is to increase to the world s knowledge specifically by providing libraries and end users around the world access to titles, holdings and other information in the Catalogue. Main results Results: Planned date: 1 Data of CIPE member libraries in WorldCat Data update process Project: CIPE to WorldCat p. 4 of 12

5 2 Project background The following documents have been used to define this project: Agreement between OCLC and Consorzio Interistituzionale per Progetti Elettronici (CIPE) regarding participation in WorldCat. EMEA WorldCat Data Processing Workflow. Batch Services New International Member Worksheet (Questionnaire). 3 Project Definition The name of the project is: CIPE to WorldCat. 3.1 Project goals The primary purpose of the cooperation in the Agreement is to increase to the world s knowledge specifically by providing libraries and end users around the world access to titles, holdings and other information in the Catalogue. For the project this means to achieve the following results: Data of CIPE Member Libraries accessible in WorldCat. Data update process. 3.2 Project approach This project will be managed based on the PRINCE2 project management method. The Project Board consists of three members, who are responsible for all decisions. The daily management will be done by the project manager. The project will have three phases: 1 Initiation 2 Execution 3 Closure The project will have the following milestones: 1 PID approved (end of Phase 1) 2 Profiling and translation done (within Phase 2) 3 Data reviewed and ready for final loading into WorldCat (within Phase 2) 4 Data loaded into WorldCat (end of Phase 2) This could be specified per library later, when desirable. Project: CIPE to WorldCat p. 5 of 12

6 3.3 Project scope The scope of this project is defined as follows: Libraries involved: Members of the consortium CIPE: o Univ di Bologna o Univ di Firenze o Univ di Genova o Univ di Modena e Reggio Emilia o Univ di Padova o Univ di Parma o Univ di Pisa o Univ Politecnica delle Marche (Ancona) o Univ di Sassari o Univ di Siena o Univ di Venezia Data: The total of holdings data, bibliographical records and other information that are part of Participant s catalogue including the catalogues of the related campus Library systems hosted on the Libraries servers as listed in Exhibit 3 (to the agreement), including Updates there to. Updates means original record additions, deletions and other changes in Data and the setting or deletion of holding symbols. Updates to Data shall be data files containing only the Updates to Data since the previous load of Data into WorldCat. Approximately 11 million records in total. Results: CIPE data loaded into WorldCat. Data update process. Project: CIPE to WorldCat p. 6 of 12

7 3.4 Project deliverables OCLC deliverables ID Product Short description OCLC1 Questionnaire Batch Services New International Member Worksheet Requirements for the WorldCat data load process OCLC2 Reviewed test files of data OCLC EMEA will check the quality of all CIPE test data OCLC3 Loaded test data CIPE test data actually loaded into WorldCat to verify the result OCLC4 Reviewed CIPE production data for WorldCat OCLC EMEA will check the quality of all CIPE production data OCLC5 Loaded CIPE production data into WorldCat All CIPE data actually loaded into WorldCat OCLC6 Data update process Description of the data update process after the initial loading. To be agreed with CIPE. OCLC7 Conclusion document Recapitulation of the end results of the project CIPE deliverables ID Product Short description CIPE1 Answers to questionnaire Batch Services New International Member Worksheet Preliminary Batchload-related Questions Batchload Project Planning Questions Profiling for Organizational Structure Data Consultation These products are needed before any data can be loaded CIPE2 Completed and accurate library profiling worksheet and translation table CIPE3 Test files of (all) data Preferably all data, but at least a large representative selection of CIPE data to review CIPE4 CIPE production data for WorldCat All data from the CIPE member libraries for WorldCat CIPE5 Update files Updates of CIPE data for WorldCat after the initial load CIPE6 Evaluation Evaluation of the end results of the project Management deliverables Short description ID Product MP1 Approved Project Initiation Document (PID) Description of the project in terms of scope, planning and resources (this document) MP2 Highlight report Project progress report (monthly) MP3 Exception report If needed, when constraints or assumption change Project: CIPE to WorldCat p. 7 of 12

8 3.5 Constraints and assumptions In this project the following constraints and assumptions apply: The scope is stable (libraries, data, deliverables, results). If not, the impact on the project must be discussed (Project Change Control). CIPE members must confirm that their profile and registry details are correct, both in the tables submitted and in WorldCat registry. Data in MARC21 format are the easiest to handle, since MARC21 is the standard format in WorldCat. Other data formats require more action (conversion). Project: CIPE to WorldCat p. 8 of 12

9 4 Project Organisation structure 4.1 Project Board Role Name Responsibility Project Executive Mrs. Prof. Laura Tallandini President of Project Board Senior User Mr. Guido Badalamenti Ensuring user representation Senior Supplier Mr. Eric van Lubeek Allocation of OCLC resources Project Manager Mr. Harry Alberda Project management 4.2 Project team OCLC Role Name Responsibility Project Manager Mr. Harry Alberda Project management Manager Metadata Management EMEA Mrs. Bemal Rajapatirana Data review Batch load specialist Dublin contact: t.b.d. Data loading 4.3 Project team CIPE Role Name Responsibility Senior User Mr. Guido Badalamenti Primary CIPE contact person. Input from CIPE. Senior User Mr. Antonio Scolari CIPE contact person CIPE Director Mr. Renato Tamburrini CIPE contact person Project: CIPE to WorldCat p. 9 of 12

10 4.4 Communication Party Form Frequency Responsibility Project Board Highlight Report 1. Monthly 2. After a milestone Project manager OCLC Project Board Exception Report When required Project manager OCLC Regular communication will take place via Meeting structure Meeting Parties involved Goal Subject Input Output Frequency Project Board CIPE: Business Executive; Senior User OCLC: Senior Supplier; Project Manager Manage project progress Planning vs. actual (time, budget and quality), risks, issues and exceptions. Planning, Issue log, Risk log, Change requests Updated planning, Issues, Risks, approved/rejected change requests When highlight reporting requires a face-to-face meeting Project: CIPE to WorldCat p. 10 of 12

11 5 Project Plan This chapter describes the activities that will have to be done in order to achieve the goals as described in chapter Phase 1: Initiation This phase will deliver the following product: ID Product Responsibility MP1 Approved Project Initiation Document (PID) Project Manager 5.2 Phase 2: Execution This phase will deliver the following products: ID Product Responsibility OCLC1 Questionnaire Batch Services New Project Manager International Member Worksheet CIPE1 Answers to questionnaire Batch Services CIPE New International Member Worksheet CIPE2 Completed and accurate library profiling CIPE worksheet and translation table CIPE3 Test files of data CIPE OCLC2 Reviewed test files of data OCLC Metadata Management OCLC3 Loaded test data OCLC Dublin CIPE4 CIPE production data for WorldCat CIPE OCLC4 Reviewed CIPE production data for OCLC Metadata Management WorldCat OCLC5 Loaded CIPE data into WorldCat OCLC Dublin OCLC6 Data update process Project Manager CIPE5 Update files CIPE 5.3 Phase 3: Closure In this phase the following products will be delivered: ID Product Responsibility OCLC7 Conclusion document Project Manager CIPE6 Evaluation CIPE Project: CIPE to WorldCat p. 11 of 12

12 5.4 Planning This table lists the milestone planning: ID Milestone Responsible Planned end date M1 PID approved, stage 1 Project Manager 9 March 2012 M2 Profiling and translation done CIPE + OCLC March M3 Data reviewed and ready for loading CIPE + OCLC Floating, per tranch M4 Data loaded into WorldCat OCLC 31 December 2012 Milestones M3 and M4 can be specified per library later, when desirable. The time schedule will depend on: data variety and data quality; ease of actions; moments of input; availability of data load resources in Dublin, Ohio, at the right time. 5.5 Initial Risk Log ID Risk 1 Delay by unforeseen overdose of data load requests for WorldCat in period 2 Delay by unforeseen needed time for input delivery 3 Delay by mismatch data with requirements other risks? Probability Impact Mitigation Medium Medium Timely announcement of needed activities Priority setting by OCLC management? Medium? Medium Project: CIPE to WorldCat p. 12 of 12