Project Management Assignment - Bailey

Allison Bailey
LIS 4040, Spring, 2014, Project Management Assignment
Page 1
PROJECT CHARTER
Prepared by: Allison Bailey
Date Issued: 5/1/2014
Project Name: Alpine Library Online Book Club
Project Scope
Business Case Access and Outreach
Many patrons who are most in need of library services are unable to come to
the library's physical location. These patrons are often elderly, home bound due
to physical or mental disabilities or illnesses, in remote locations or have limited
access to transportation services. It's important for the library to offer services
to all members of the community, including this class of patrons. While we offer
some services which may reach this population where they are, such as the
bookmobile, downloadable media such as ebooks and audio books, and
databases and research help accessible online, the library can do more to serve
its patrons with limited mobility. One aspect of library service this population
does not presently have access to is the library community, our adult programs
and other more social aspects of current library offerings.
Advancing Literacy and Social Engagement
An online book club can serve to connect less mobile patrons to the library and
to one another, providing much needed access to library services and to an
online community. By discussing books of all kinds, both fiction and non-fiction
including all genres, the book club will promote literacy and education as well
as education and social engagement. The book club will be open to all patrons,

as some may wish to participate in more library events but be prevented from
attending book clubs or other programming due to busy schedules, shift work
or other factors.
Other Considerations
Books for book club can be delivered to patrons by bookmobile, download or home bound services.
Program will be funded by donations to the Friends of the Library Foundation.
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Project Objectives 1. To create library services and programs which will be accessible to patrons
who cannot or prefer not to come to the library building to participate.
2. To engage patrons and community members in thoughtful discussion,
promote literacy, social interaction, educate and entertain
Project Customers 1. Elderly patrons with mobility issues
2. Patrons without cars or driving privileges who have limited access to public
transportation.
3. Patrons who are home bound either permanently or temporarily due to
physical or mental illness, disabilities or injuries.
4. Patrons with busy schedules or schedules which conflict with events
scheduled during library hours.
Customer Needs Access
 Improve library experience for patrons with limited mobility.
 Improve library experience for patrons with limited schedules.
Entertainment
 Opportunity to read good books.
 Thoughtful discussion of reading material.
Engaging materials
 Books selected should be interesting and have broad appeal to many
different demographics.
 Books selected should represent many different genres, cultures,

Allison Bailey
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perspectives, reading levels, writing styles, subject matter.
Social interaction with other patrons and with library staff
 Patrons should be able to engage in fun and lively discussion with each
other and with library staff.
 Patrons should be able to make friends and connections through the
book club.
Final Deliverable(s) Online book club discussion forum
 Software and hardware
 Policies, procedures and goals
 Staff delegation and availability
Book club programming and content
 Books/materials selected
 Discussion prompts and questions
Life-Cycle Stages Content research
 Necessary time commitment
 Necessary technology (hardware, software)
 What staff will be needed
 General time frame per book
Content development
 Discussion prompts and questions
 What to expect from participants
Online discussion forum implementation
 Selection of software
 Installation/implementation
 Policies and rules for participants finalized and posted
Staff assignments delegated
 Librarians to develop discussion and identify materials for use

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 Volunteer moderators
 IT/web development staff
Materials identified
 What books will be used
 Discussion prompts, questions developed
Secure funding
 Crowd sourcing
 Grants
 Donations
Testing
 Usability testing
 Trial run of mock discussion
 Fix
◦ Fine tune interface and website
◦ Correct errors or bugs
◦ Make necessary changes and improvements to discussion elements
Launch first book club program
 Reading and discussing book from start to finish with library patrons,
staff, volunteers, etc.
Assessment
 Participant survey, interview, feedback
 Staff survey, interviews, feedback
 Identify strengths and weaknesses of content
 Identify strengths and weaknesses of technology
Rinse, repeat
Customer Acceptance
Criteria
Easy to access
 Remote access

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 Forum is easy to use, navigate and understandable
Entertaining
 Patrons must be interested in the reading materials
 Patrons must be engaged by the discussion
Safe and Inclusive
 Patrons must feel welcomed and comfortable sharing their
thoughts and views
 Harassment and conflict must be dealt with by moderators/staff
 Site must meet accessibility standards for patrons with disabilities
Social Interaction
 Software must allow patrons to interact with one another as well as with
library staff and volunteers
 Community must be fun and enjoyable
Key Stakeholders Library patrons
 Patrons by age
 Patrons by socioeconomic class
 Patrons by education level
 Patrons by religious affiliation
 Patrons by race, culture, ethnicity or country of origin
 LGBTQ patrons
 All genders
Library staff and volunteers
 Librarians
 Para-professionals
 Volunteers
 Administration
Community

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 Residents of county
 Educational, cultural or historical institutions
 Health, recreation or government institutions
 Businesses, nonprofits, etc.
Library board
Tax Payers
Organizational Deliverables Materials and programming documentation
 What books will be used, how to select
 How to engage patrons in discussion, information on prompts
Documentation of process
 Implementation and selection of software platform
 Funding and budgeting documentation
Staff training documentation
 Policies and rules for forum discussion
 How-to's and process
Assessment and evaluation documentation
 Patron feedback and surveys
 Staff feedback and surveys
Organizational Acceptance
Criteria
Program is funded by outside grant, donation or resource
Current staff can fit program into present schedule
Community shows interest and participation
Organizational Goals {insert mission statement}
Project Assurance
Scope Risk Limit Financial – The project must find funding for the software necessary to implementation

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an online book club as well as any additional material needed.
Demand – There needs to be community engagement and participation
Reviews & Approvals
Required
Library board
Library Director
Library managers and staff
IT Department and Web Content office
Status Reports Required Library board and director:
 Patron demand
 Project documentation and planning
 Budgeting and funding
 Assessment and feedback post launch
Library managers and staff
 Patron demand
 Project goals and planning
 Staff assignment/delegation
 Content and instructions
 Testing results
IT/Web Content office
 Patron demand
 Project funding and budgeting
 Project goals and planning
 Staff assignment/delegation
 Specifications, requirements, equipment
 Testing results

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 Issues and problems during implementation
Project Resources
Team Assignments Project Manager: Allison Bailey
Web Developer: IT Supervisor
Discussion Content Developers: Three Librarians
Marketing/promotion: Marketing Manager
Volunteers: Two community volunteers
Deadlines Content research report – May 24
Patron demand assessment – May 24
Secure funding – May 31
Start promoting and marketing – June 1
Selection and Installation of software – June 10
Selection and announcement of first book – June 10
Policies and rules – June 13
Documentation due – June 20
Content and discussion points – June 24
Usability testing complete – June 24
Corrections and fine tuning – July 8
First club “meeting” – July 12
Second “meeting” - July 19
Selection and announcement of 2nd book – July 21
Third “meeting” - July 26
Fourth “meeting” - August 2

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Content and discussion points of 2nd book – August 4
Final “meeting” - August 9
Participant survey, interviews, feedback requests launched – August 16
Participant survey, interviews, feedback gathered and reviewed – August 30
Evaluation reports – September 9
First club “meeting”, second book – September 13
Staff Effort Limit Pre-Launch
Project manager – 20%
Web developer – 30%
Discussion content developers – 15%
Marketing/promotion – 25%
Volunteers – 2%
During “Active” Book Club
Volunteers – 30%
Assessment/Next Book Club Promotion
Volunteers – 5%
Spending Limit Software - $50
Data storage - $150
Marketing/Promotions - $600

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Organizational Constraints 1. Marketing budget may not be available
2. Employee time constraints
3. Demand and patron participation may be limited
Project Priorities 1. Demand assessment
2. Software selection and installation
3. Software integration with present library website and technical infrastructure
4. Develop discussion content
5. Promote the program to people who may not come to the library

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LIST OF DELIVERABLES
Deliverable Customer Needs Customer Requirements Features/ Functions Customer Acceptance
Criteria
Online book club
discussion forum
Patrons:
Remote access to social
activity and
entertainment.
Patrons:
1. Can participate remotely on
their own schedule.
2. Engaging and interesting
reading and discussion.
Patrons:
Allows for patrons who
may not be able to
participate in book club
meetings in person at the
library to access this
programming.
Patrons:
1. Accessible
2. Safe and welcoming
environment
3. Free
Software and hardware Patrons:
Platform through which
to interact with the library
staff and with other
patrons.
Library:
1. Allows for moderation
of discussions.
2. Customizable interface
and library logos/graphics
Patrons:
Easy to use and navigate,
especially for patrons with
lower levels of comfort with
technology.
Library:
1. Free open source or
inexpensive software
2. Integrates with present
server and web infrastructure.
3. Free and open source
platform.
Patrons:
Allow for the creation of
an online user account
and post to discussions.
Library:
Administrative
permissions including
banning problem users if
necessary, deleting spam
and abusive comments.
Patrons:
Interface must be intuitive
and usable even for novices.
Library:
Attractive design that
includes customization and
complete control of threads
and posts.
Book club programming
and content
Patrons:
Engaging and appealing
content
Patrons:
Understandable discussion
prompts and books which are
widely accessible and
readable.
Patrons:
Compelling and thought
provoking discussion
prompts and questions.
Patrons:
Entertaining and enjouable
way to socialize and spend
time.

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Assessment and
evaluation
documentation
Library:
Actionable information
with concrete suggestions
for improvements.
Library:
Improvements suggested
must be within the realm of
possibility in terms of
technical limitations and
budgetary constraints.
Library:
Allows patrons and library
staff who participated in
the online book club to
talk about what worked
and what to improve.
Library:
Feedback must be
understandable and must be
communicated to project
management.
S

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SCOPE BOUNDARIES
Project Name:
Alpine Library Online Book Club
Project Leader:
Allison Bailey
Deliverable Life-Cycle Stages Included
Pre-launch
Research and conception of discussion
content.
Selection of book.
Selection and installation of
software/hardware.
Marketing and promotion.
Launch
Reading and discussion of selected book.
Interaction between library staff and patrons
through the software interface.
Marketing and promotion of next book club
book and meeting schedule.
Post-launch
Internal assessment of discussion content
and book measuring interest, attrition levels,
engagement among patrons with the
materials.
External assessment (feedback from patrons)
of discussion content and book measuring
interest, entertainment, enjoyment, level of
Why?
Linear timeline of the order in which events
must progress to meet goals.

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challenge.
Internal assessment of software measuring
bugs, ease and speed of fixes, whether the
software met discussion administration needs.
External assessment of software measuring
bugs, ease of use, intuitiveness of interface,
whether concerns and issues were addressed
and in a timely way.
Internal and external assessment of
marketing and promotional materials,
including measurement of whether target
audiences were reached, whether they were
interested and where improvements can be
made.
Processes Included
Materials and programming documentation
 What books will be used, how to select
 How to engage patrons in discussion,
information on prompts
Documentation of process
 Implementation and selection of
software platform
 Funding and budgeting documentation
Staff training documentation
 Policies and rules for forum discussion
 How to's and process
Assessment and evaluation documentation
Why?
Highlight of most important processes and
what will need to happen to make them
possible.

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 Patron feedback and surveys
 Staff feedback and surveys
Processes That Are Not Included
Delivering books to home bound or limited
mobility patrons.
Why?
These processes are already in place through
other outreach services.
Processes Affected
Web content management
Outreach and home bound services
Why?
These processes will need to make
accommodations for additional use and traffic.
Projects Affected
Expansion of book mobile services to outer
suburbs.
Why?
Book mobile services will endure increased
traffic due to the online book club.

Allison Bailey
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INTERIM DELIVERABLES
Project Name: Alpine Library Online Book Club Project Leader: Allison Bailey
Interim Deliverable Internal Customer
Acceptance Criteria
Measures
Patron demand report Quantitative data used
to determine level of
patron interest in
program.
At least 25% of patrons polled
would use the service.
Budgeting and funding report Realistic estimate of cost
of service and analysis of
funds available.
Expected budget is less than or
equal to funds available for the
project.
Instructions for online discussion
leading
Bullet points, linear, easy
to understand.
Clear, step-by step list of
procedures for discussion
management.
Discussion forum rules and
procedures
Five to ten rules
outlining what conduct
is acceptable on the
forum and what conduct
will result in discipline or
banning from the
Rules must be designed to
encourage discussion and
maintain a welcoming
environment.

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discussion.
Usability test Several tasks designed
to test how well the
website responds to
users and how easy it is
for people to navigate
the site and accomplish
their goals.
Tasks must be completed within
a reasonable amount of time
with a minimum of mistakes by a
diverse section of users.

Allison Bailey
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WORK BREAKDOWN STRUCTURE
NOTE: Template modified from text. See page 340 for original format.
Subproject Name Person Accountable Deliverables
Patron demand assessment One Librarian and Marketing Manager Patron demand
report
Budgeting Project Manager Budget and funding
report
Instructions for Discussion Leaders One Librarian Discussion leading
documentation
Discussion Forum Rules One Librarian Forum Rules List
Usability Test IT Supervisor Usability test report
and website
assessment
REVIEWS & APPROVALS

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Project Name: Alpine Library Online Book Club Project Sponsor: Alpine Public Library
Deliverable Personal
Accountable
Purpose of Review Reviewers Review Start
Date
Review End
Date
Person to
Coordinate
Comments
Patron demand
assessment
Librarian and
Marketing
Director
Evaluate whether
there is sufficient
interest to justify time
and expense.
Library manager
and board.
5/24 5/31 Librarian
Budget assessment Project
Manager
Review funding
sources and ensure
that adequate funds
exist
Library Manager
and accounting
dept
5/24 5/31 Project Manager
Content research
report
Librarians Determine what kinds
of discussion content
is best for patron
engagement and
ensure it is
appropriate for
audience.
Project Manager
and Library
Manager
5/24 5/31 Librarians
Software/hardware
recommendation
IT Supervisor Determine which
platforms meet
library's needs for
compatibility, cost
and features.
Project Manager
and Library
Manager
6/1 6/9 IT Supervisor

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Usability test report IT Supervisor,
Project
Manager
Assess performance
of website.
Library Manager,
IT Manager
6/24 7/6 Project Manager
Final Assessment All Determine strengths
and weaknesses of
program and process.
Library Manager 9/7 9/9 Project Manager
STATUS REPORTS PLAN
Report Name Frequency or Due
Date
Person Accountable Content
Technology and Systems Weekly IT Supervisor Update of process, issues and problems, completed
steps, next steps, budget and cost, solutions.
Content and Discussion
Prompts
Due 7/8 Librarians List of talking points, discussion prompts, questions
about the material, possible problems and solutions.
Marketing report Monthly Marketing Manager Marketing strategies being employed, information
released to the public, reception.
Book selection Due 6/8 Librarians What is the first book the online book club will be
covering?
Usability testing results 6/26 IT Supervisor and
Project Manager
How we can improve the website and interface. What
are we doing right that we can learn from?
General Updates Weekly Project Manager Overall update of all aspects of the project, issues and
problems, deadlines met and missed, budget, next
steps.

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TEAM COMPOSITION ANALYSIS
CORE SKILLS REQUIRED
Skills Required Team Representative Department Represented
CSS, HTML, systems
IT Supervisor IT
networking, Drupal
Knowledge and
experience with adult
programming and
services, outreach
Librarians Library Patron Services
Knowledge of
management,
implementation,
outreach
Project Manager Library Management
Social media, event
planning and
coordination,
promotion, oublic
relations
Marketing Manager Marketing and Promotions

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STAKEHOLDER INTERESTS REPRESENTED
Processes Included Team
Representative
Team Status Team Member Liaison
Program Development Librarian Member Project Manager
Web design and
IT Manager Member Project Manager
software
implementation
Marketing and
Promotion
Marketing Manger Member Project Manager
Forum Moderation Volunteers Member Librarians/IT Manager
Budgeting Project Manager Member Self
Approval and
Library Manager Consultant Project Manager
assessment
Social Media Marketing Dept. Consultant Marketing Manager
Access and Outreach
Library Manager
Consultant Project Manager
Goals
and Board

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MILESTONE SCHEDULE
Phase Date Milestone
Planning
5/19/14
Project Start
Planning
5/31/14
Funding secured
Execution
6/10/14
Software installation and start -up
Execution
6/10/14 Program 1 book finalization and announcement
Execution
6/24/14 Usability testing complete
Execution
6/24/14 Program 1 content complete
Execution
7/12/14 First meeting – Program 1 begins
Execution
7/21/14 Program 2 book finalization and announcement

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Execution
8/4/14 Program 2 content complete
Execution
8/9/14 Final meeting – Program 1 ends.
Execution
8/30/14 Feedback and assessment data complete
Execution
9/9/14
Assessment reports
Closeout
9/13/14
Program 2 first meeting

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SPENDING ESTIMATE
Type of Expense Cost
Software Free
Storage $150
Printed marketing materials $400
Promotional materials $200
SUBTOTAL $750.00
INTERNAL COST SPENDING LIMIT $800.00

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Sources
Simple Machines (2013). Simple machines forum. http://www.simplemachines.org/
Goodreads. (2014). Greenville Public Library's online book club. http://www.goodreads.com/group/show/93995-greenville-public-library-
s-online-book-club
Bannon Williamson, T. (2014). Adult Materials and Services class.
Internship experience at the Jefferson County Public Library.
Scharber, C. (2009). Online book clubs: bridges between old and new literacies practices. Journal of Adolescent & Adult Literacy, 52(5),
433+. Retrieved from
http://go.galegroup.com/ps/i.do?id=GALE%7CA195134510&v=2.1&u=udenver&it=r&p=AONE&sw=w&asid=28523e6b9119a20f1a5
43a45e0836d25

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