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Activity Tracking

Page history last edited by Amanda Focke 11 years, 2 months ago Saved with comment

 

TARO activities

Preparation for NEH Planning Grant and record of activities completed during grant term:
(scroll down to bottom of page to see previous activities) 

 

Month/Year Objective Activities Participants Responsible team member Due date Comment
June 2015 Post data normalization positions  Positions will be posted on UT iSchool Capstone projects page and iSchool employment site with subsequent hire  Briscoe Center staff    in progress   
             
July 2015 (official grant term begins) Hire TARO grant manager  
 TARO steering committee   in progress  
  Officially beginning of grant, kick off project

Meeting with agenda items to include: introducing upcoming grant tasks, clarifying communication methods and addressing member questions; UT Technical Team will briefly discuss status of dtd- to schema-compliance issue, outline services offered during pilot systems testing, and field questions; and plans for usability testing during implementation phase will be discussed. A speaker from a peer consortium will speak, sharing experiences and fielding questions.

 TARO steering committee, project manager, UT Libraries Technical staff, Jodi Allison-Bunnell   date TBD  
  Review results of brief user and member repositories  Surveys at: user survey and member repository survey.  Summarize findings and report to Steering Committee   TARO project manager    Due August 2015?   
             
August 2015 Platform testing preparation 
 Create representative sample of TARO finding aids (3 per institution) for use in upcoming platform pilot testing. Work will include converting dtd- to schema-compliant finding aids using existing script. Schema-compliance data normalization intern will assist, gathering information on common errors.  TARO Technologies & Websites Working Group    due September 2016   
  SAA grant announcement  Announcement of grant at relevant meetings at annual professional conference Amande Focke    due August 2015   
  Platform testing preparation 

Install software platforms (XTF, ArchivesSpace and ICA-AToM) for pilot tests (1 week set up for each platform). Technologies & Website Working Group collaborates with UT Technical Team on platform customizations (1 week per platform)

 UT Technical Team with customization from Tech & Web working group   due Sept 2015   
  Normalize TARO data (preparation)

Data normalization student interns begin work at the Briscoe Center. 

 Amy Bowman and Jessica Meyerson   

Reports due to site supervisors in December 2015 

 Descriptive standards intern will attend all standards sub-committee meetings and will be cc'ed on emails 
  Prepare for platform assessment Update existing functional requirements doc of new TARO web site  TARO Technologies & Websites Group     Doc to be used during platform testing in Fall 2015 

September 2015

 Update TARO infrastructure Policy infrastructure planning begins  TARO working groups (see Appendix G of grant)    Status reports due January 2016. Final reports due early summer 2016. To be posted for TARO member feedback in Spring 2016 with revisions incorporated into documents  
  Sustainability modeling  Design alternate organization structures for TARO Funding sub-committee   3 models due to TARO steering committee in Jan. 2016. One model chosen based on TARO member feedback, Summer 2016  
  Address schema-compliance  Meeting providing an introduction to issues impacting migration to schema-compliance  Schema-compliance intern, UT Libraries Tech Team, Briscoe site supervisors    meeting to be held in Sept. 2015   
   
  
  
    
  
   
  
  
      
             
October 2015 Assess possible platform replacements Pilot testing and evaluation of three test platforms  TARO Technologies & Websites Group    due Jan 2016   
  Usability testing  Ad hoc usability working group convenes  TBD    ???   
             
             
November 2015  
 Begin planning for mid-project meeting  TBD    January 2016   
             
             
December 2015            
             
             
January 2016 Assess grant progress  Mid-project meeting. Agenda items will include: status report by Project Manager on implementation planning and tasks as outlined in methodology; possible distribution of additional charges to Working Groups; status reports by Working Group chairs on policy work and other tasks in progress, with Steering Committee feedback; review of usability studies preparation by Project Manager; live presentation of pilot-tested platforms with review of customization issues by Technologies & Website Working Group; possible selection of platform from pilots (Steering Committee); discuss student data normalization reports and identify next steps for data normalization projects (Steering Committee); Funding & Sustainability Working Group presents three sustainability models to be reviewed by TARO members Project manager, TARO Steering Committee    due late January 2016   
  Grant reporting  Submit interim report covering performance 7/1-12/31/15  TARO Project Manager    due 1/31/2016   
             
February 2016 Study alternate platforms for TARO, if necessary    TARO Technologies & Websites Group     due early Summer 2016   
  Plan repository training  Creation of plan for TARO member repositories to occur during implementation phase  Outreach and Education Working group   due April 2016 

  
             
March 2016 Solicit input on policy docs from TARO members  TARO working groups post draft policy documents on TARO wiki for all-TARO review  TARO working groups    due April 2016   
 
            
             
April 2016            
             
             
May 2016 Policy revision Policy infrastructure groups revise docs based on TARO member feedback  TARO subcommittees    due June 2016   
  Convey grant results to TARO members  Informational session at SSA.  TBD    due May 2016  Policy documents to be adopted by TARO members? Will this be a vote by members?
             
June 2016 Implementation phase planning  Implementation plan due to TARO steering Committee  Project manager    due June 2016   
             
August 2016   Grant reporting  White paper for NEH  Project manager    due 8/31/2016   
  Grant reporting   Final performance report Project manager   due 8/31/2016  
 
 Share grant results  Possible SAA panel session, Summer 2016  TBD    August 2016   
  Grant reporting  Final financial report due 8/31/2016, to cover performance 7/1/15-6/30/2016  Libraries financial officers    due 8/31/2016   

 

 

 

 

 

---------------------------------------------------------------Previous Activities-----------------------------------------------------

 

Month/Year Objective Activities Participants Due date Comment
Spring 2014   Committees are brainstorming issues relevant to their goals, analyzing legacy TARO xml data, putting together survey questions for TARO users, TARO member repositories and fellow consortia reps, to help fill in our research landscape and set more specific goals.      
Summer 2014   NEH grant writing, also repository surveys out
      
September 2014 
 Planning 2014-2015 activities 
 discuss and set goals for each month, to cover at least the 2 pre-grant activities in our grant application 
 all 
 Sept. 17, 3pm call 
  
  Possible follow-ups from survey work tbd tbd    
    look for outdated information on TARO site pages and contribute to Minnie Maintenance Committee    
October 2014 
 SSA proposal drafted for presentation 
 draft a proposal for SSA May 2015 (Arlington) - due to SSA November 2014. session / presentation where a panel will announce project and describe methods for input by TARO contributors - ask for questions and concerns in small groups (pre-grant activity 1)
 Amanda  - plus others! 
 end of October - completed
  
  Steering Committee conference call Agenda to include discussion of our approach to the formation of the governance committee
 all Oct. 15, 3pm  
   
        
  Begin draft of FAQs for each technical platform we will pilot to be presented to Steering Committee in January, building overall familiarity with the platforms (Amy to contact Jessica M. @ Briscoe Ctr and Danielle P. about possibly presenting on AToM and ArchivesSpace, Amanda to talk to Mat D. and give own notes on XTF) Technical Working Group Oct. 15 begin date, for possible fall and spring presentations  
November 2014 
 SSA proposal submitted
 submit SSA proposal online 
 tbd 
 mid-November completed
  
December 2014 
          
January 2015  begin compiling & reviewing best practices documents
 looking at grant application, research and review relevant documents and file them on the wiki 
 Standards Committee

through March

completed

  
  send governance questions out and discuss results send e-mail message / questionnaire to peer institutions regarding their governance structures Governance committee / Jeanette discuss at Jan 15 steering committee mtg  
  Identify & confirm contacts @ each repository Updated contacts placed on wiki, in December, 
Minnie to update TARO listserv with info in January, then Amy or Amanda to send message out based on Amy's draft wording including the exact role of a contact person, then put this repository / contact person info on wiki		 Amy & Minnie Completed. December 2014 - January 2015. Email to contacts sent with announcement of grant and explanation of contact responsibilities on 3/25/15  
February 2015 if approved, develop SSA presentation 
 will be TARO brown bag informational lunch  Amanda, Kelly, Amy, Jennifer in progress   
  Create draft list of broad subject browse terms for review (Standards). 
 Examples: Oil and Natural Gas, Arts & Humanities, Republic of Texas, etc. Amy completed   
March 2015 

 Received info on grant funding        
April 2015 Post TARO Planning Project Manager consultant position 
 Use draft job description in grant application to post this position. TARO steering committee (Amy leading)
 in progress   
  Publicize upcoming NEH planning grant to local archives Submit grant announcement/write-up to Society of Southwest Archivist newsletter TARO steering committee  completed  
  Publicize upcoming NEH planning grant to national-level entities Submit grant announcement on EAD list-serv  Amanda Focke completed  
  Pre-grant meeting with UT Libraries staff Address responsibilities of all grant participants during grant term Steering committee members, UT Libraries grant staff, UT Libraries finance staff completed  

May 2015

 

 Give SSA conference brown bag to publicize grant 
 Agenda to include: Summary of grant activities and presentation of TARO grant fact sheet, call for new sub-committee members, introduction of grant project manager, questions and answer session. Link to powerpoint presentation is available here: TARO Brown Bag SSA 2015.pdf. Questions and answers from the brown bag are available here: TARO brown bag_Audience Questions.docx TARO steering committee members 
 completed Note blurb describing activities in later grant reporting 
  Grant record-keeping Record hours for grant related activities everyone working on grant-related projects should record their hours to be updated through grant term Spreadsheet online here
  Plan July TARO grant kick off meeting   TARO Steering Committee members  due July 2015   
  Create feedback form in advance of TARO brown bag Solicit input from TARO members not able to attend meeting and assess member attitudes TARO members (form created by Jennifer Hecker) in progress  

 

Comments (3)

Amy Bowman said

at 10:14 am on Sep 9, 2014

This looks great, Amanda! I've reviewed the grant to try to think of things that we could go ahead and get started on or at least schedule information sessions that will help us get ready. Here's the list--maybe we can talk about whether or not these are good ideas in our meeting next week?

Tasks:
*Post primary contact person from each repository on wiki. This person will be added to listserv and will push info out to their respective institution (Outreach & Education) through TARO listserv. We still have this listserv, correct?
*Compile any existing best practices docs, read through other groups best practices docs (Standards)
*Is it too early to convene ad hoc Governance group? Group could get started on reviewing strategic plans & mission statements by other consortia and drafting one for TARO and also consider terms for membership in working groups & steering committee
*Talk to iSchool faculty to gauge interest in the project, get their ideas of how students could participate
*Review existing functional requirements docs and think about how these will need to be expanded (tech working group)
*Investigate possible sources private endowment funding for TARO & how this would work within UT's fundraising infrastructure (Funding & Sustainability)

Informational sessions:
*Ask iSchool students from Danielle Plumer's class (or Danielle?) to present us their findings from review of ArchivesSpace they did in Lifecycle of Metadata class this summer. See: http://www.dcplumer.com/2014/07/using-archivesspace/
*Ask Dr. Trace to present her findings on usability of TARO data
*Prepare report on status of EAD3 (member of standards group? or student group?)

Other:
*TARO booth at Austin archives bazaar?

Amy Bowman said

at 10:41 am on Sep 9, 2014

Other possible tasks. Some of these are included in the grant but we could go ahead and get started if they're things we want to do whether or not we get funding:
*Identify list of potential new members (priority list of institutions we'd like to talk to). Could use Portal to Texas History contributor list as a guide (outreach & education or ad hoc committee?)
*Collections development policy work (procedures for joining TARO, elaboration of vision for expansion (steering committee?)
*Review existing training materials created by other consortia and identify what training materials need to be created for TARO (education & outreach)
*Create draft list of broad subject browse terms for review (Standards). Examples: Oil and Natural Gas, Arts & Humanities, Republic of Texas, etc.

Jennifer Hecker said

at 1:18 pm on Sep 15, 2014

Re EAD3: There's a webinar on Oct 23rd. I'm looking into having UT Libraries host it for Austin folks.

Re TARO booth at Austin archives bazaar?: We are out of room for this year, but would love for already-participating repositories to tout their TARO participation. This way TARO can be at lots of tables! Let's discuss in meeting...

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