Project Acronym: TELSTAR
Version: 0.1
Contacts: Non Scantlebury
Date: 2008-10-03
Project Document Cover Sheet
Project Information
Project Acronym
TELSTAR
Project Title
Technology Enhanced Learning supporting STudents to achieve
Academic Rigour
Start Date
2008-11-03
Lead Institution
The Open University
Project Director
Gill Needham, The Open University
Project Manager &
contact details
Non Scantlebury (interim)
The Library and Learning Resources Centre, The Open University,
Walton Hall, Milton Keynes MK7 6AA
Partner Institutions
The Open University (OU), Library and Learning & Teaching Solutions
RefWorks.
Project Web URL
http://www.open.ac.uk/telstar/
http://www.jisc.ac.uk/index.cfm?name=project_telstar (tbc)
Programme Name (and
number)
JISC Institutional Innovation Programme Call II Large-scale Institutional
Exemplars
Programme Manager
Andy Dyson a.dyson@jisc.ac.uk
End Date
2010-02-26
Document Name
Document Title
Project Plan
Reporting Period
for progress reports only
Author(s) & project role
Anne Gambles and Mariano Rico, interim project managers.
Date
2008-11-03
URL
if document is posted on project web site
Access
 Project and JISC internal
Filename
TELSTAR Project Plan 200810.doc
 General dissemination
Document History
Version
Date
Comments
0.1
2008-11-26
Mariano, Anne, Non
0.2
2008-12-12
Mariano, Anne, Non
1.0
2008-12-16
Mariano, Anne, Non – version to be submitted to JISC
Document title: JISC Project Plan
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Project Acronym: TELSTAR
Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
JISC Project Plan
Overview of Project
1.
Background
The role and nature of university libraries has changed in the context of institutional adoption of VLEs,
from an essentially standalone and separate physical service to one which is increasingly online and
integrating with pan-university systems and strategies. However, technical solutions to achieve
effective and seamless library/VLE integration remain largely elusive.
The Open University (OU) is the largest university in the UK, teaching around 178,000 people in
2006/07. The effective delivery of online activities at distance and at scale requires an institution wide
and systematic solution.
A key element of the OU e-Learning Strategy is the university-wide implementation of a suite of tools
that form a technology enhanced learning (TEL) environment to be rolled out for use by all students,
based on the Moodle open source platform.
Additional tools made available include MyStuff, an e-portfolio system. MyStuff allows students to
create, store, organise using tags, re-use and share resources, it currently has 17,000 users. The TEL
environment is known to students as their “course website”.
In 2005, the Open University embarked on a 3-year OUVLE Programme to achieve this and we now
have a sound robust platform on which to base further enhancements through a new Learning
Innovation Office reporting directly to the Pro Vice- Chancellor, Learning and Teaching.
In terms of access to Library services, all students and staff may access a large number of online
resources from a variety of collections made available through the library website and digital library
service and/or via a reference to a library subscribed resource embedded in course materials and
links in course websites.
Library Services’ staff have been seconded to work on projects within the OUVLE Programme. These
have resulted in development of an OU-wide federated search interface that includes a search of
articles from library collections and development of an RSS feed tool to deliver course related
resources within blocks or weeks of activity via the course websites.
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Version: 0.1
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Date: 2008-10-03
1.1
Need for this project
Along with the wider HE and FE community the OU is facing the problem of integrating legacy
systems into recently introduced institution-wide VLEs. As reported by JISC MUSIC project (2007)1,
there is an
overwhelming consensus among this [HE and FE] community that integration is a priority for
institutions and that it is an issue of increasing importance. There is also substantial
agreement that the current situation is not satisfactory, and that end users are pressing for
change…
and that
…systems integration represents a significant and growing challenge for HE and FE
institutions
The report Building the 21st Century Library (Adamson, 2008)2 recommends that
Libraries should look for increased value from their principal library-wide computer systems,
ensure that those ‘library management systems’ are integrated with other institutional systems
and look to break down barriers between library users and resources.
and that
Embedding library services in an institutional portal increases the value of the portal to
students and demonstrates how library services can add value to the institution as a whole to
meet their wider goals.
There is a real need across the HE and FE sector for students, course and programme teams to be
able to engage in information management activities, for example, create, manipulate, manage,
organise and store a range of citations and bibliographic references. The use of Google™ search
services, social networking spaces and Web 2.0 technologies has resulted in widespread concerns
about quality of students’ assessments and plagiarism and raises the question of how we reconcile
the pedagogic and motivational benefits of user generated content in formal education with the need
for of academic rigour and quality.
The current OU course-based system for storing resources, called MyOpenLibrary (MOL), although
popular, is not scalable beyond isolated courses. Thus, we are not able to offer the equality and
consistency of service provision we would like, nor meet fully emerging requirements of the lifelong
learner. For example, Library Services receives a number of enquiries from students who accessed
MOL for their previous course and want a similar selection of resources for their new course. We also
receive enquiries from students who want to refer back to their MOL from a previous course, but can
no longer do so.
“…students value being able to have all their course specific references in one place and
being able to add their own references to the collection and they missed being able to refer
back to the references they had used in previous courses. What is the University going to do
about rolling out MyOpenLibrary to all students on all courses?”
A member of the OU Student Association (OUSA) in an email to a Learning and Teaching
Support Librarian, March 2008.
More effective technical integration of RefWorks with the OUVLE could provide a flexible framework
for students to manage their content whilst providing the tools for good academic practice. This could
result in the provision of a repository of assets and information that will form a lifelong learning
reference resource which they can access from anywhere/anyplace.
The OU is moving towards Service Oriented Architecture (SOA) and open standards. It is therefore
important to enable Library systems to integrate with those systems for a better user experience. This
project will help to support this objective in the Library Services Systems Strategy.
1
http://www.jisc.ac.uk/media/documents/programmes/jos/MUSIC_report.pdf
2
http://www.jisc.ac.uk/media/documents/programmes/resourcediscovery/lmsstudy.pdf
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Project Acronym: TELSTAR
Version: 0.1
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Date: 2008-10-03
2.
Aims and Objectives
Research Question:
“How can The Open University manage the process of integrating legacy systems into a recently
introduced institution-wide VLE?”
Aims
To create an exemplar project that seeks to:
a) replace the legacy system, MyOpenLibrary (MOL) with a more robust integrated technical
solution for managing library content within the VLE workflow;
b) model more effective bibliographic resource management for the institution and the broader
e-learning communities which can ensure efficient, timely and more flexible distribution of
these resources;
c) investigate the impact on changing practice for managing bibliographic referencing within elearning;
d) support the development and application of high quality bibliographic management skills for
learning and employability.
Objectives
a) specify the options available for developing unit, module, course, award and programmebased bibliographies and the associated workflow for e-production;
b) review and make any necessary amendments to the e-production process;
c) test the usability and scalability of integrating the bibliographies created with RefWorks within
the appropriate areas of the VLE (Moodle);
d) test the performance and scalability of incorporating the Library’s SFX direct resource linking
tool, Digital Object Identifiers (DOIs) and other persistent linking technologies within the
broader bibliographic management solution;
e) enable the bibliographies created as part of the e-production process to be reused by
students as they wish (for example, exported to and manipulated within the current ePortfolio
system);
f)
test the feasibility of integrating a RefWorks application within the current ePortfolio system
and specify functionality (e.g. reference and bibliography creation i.e. RefGrab-IT3, tagging,
commenting, sharing) and end-user workflow required for creating, editing and manipulating
bibliographic data within the ePortfolio system;
g) explore the role, performance and scalability of incorporating freely available Web-based
bibliographic services, such as CiteULike and Zotero within the model;
h) evaluate the experience of staff (involved in e-production and in e-learning delivery and
support) and assess their change management requirements in producing and managing
bibliographic references situated within a range of e-learning contexts;
3
i)
evaluate students, researchers and other end-users experience of the solution and assess its
impact including users’ change management requirements;
j)
work towards a Service Usage Model (SUM) as part of the JISC e-Framework for Education
and Research.
http://www.refworks.com/Refworks/BookMarklet.asp
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3.
3.1
Overall Approach
Strategy and/or Methodology and how the work will be structured
The project will adhere to the JISC Users & Innovation Programme Development Model 4, using a
range of evaluation methodologies throughout the project to inform further development of the solution
including online questionnaires, focus groups, scenario planning and direct observation.
We will work with our academic advisers and focus on courses and programmes identified.
Specialist learning and teaching support librarians will undertake in-depth liaison, coaching and
support for faculty members.
We will use information from work already done (see Appendix C) to develop two prototypes followed
by pilots to achieve the objectives above.
We will use process costing, cost/benefit analysis and service planning methodologies already
adopted by Library Services for developing a sustainability model that will facilitate advocacy and
support internal and external decision making.
We will undertake a comprehensive programme of internal and external dissemination of good
practice, outcomes, outputs and lessons learned.
3.2
Important Issues to be addressed
The project will need to address the following issues:

Change management required to embed new procedures within institutional e-production
and improve student experience
The project will need to address the cultural change required from faculty staff, librarians and
e-learning support staff to adopt different ways of working and document the impact.

Usability and Scalability
The project will attempt to measure the benefits brought by making available bibliographic
resources in ways which allow direct access and reuse.
Through the SUM deliverable, the project will share outputs for potential scalability to the
broader e-learning community.

Interoperability
The solutions developed will need to be interoperable with existing Open University systems,
including the ePortfolio system and the VLE (Moodle).
3.3
Scope and boundaries of the work, including any issues that will not be
covered.
The library does not wish to develop a separate solution but would rather seek a more effective
integration of its services with the OUVLE platform. To do this we propose to make use of a
bibliographic management system (RefWorks) that allows the creation, compilation and sharing of
bibliographic resources. It is outside of the project’s scope to test the solution with other commercially
available tools (e.g. Endnote).
The project will need to investigate the most appropriate architecture and workflows for the integration
of bibliographic metadata and persistent linking technologies, utilising the RefWorks solution.
4http://www.jisc.ac.uk/media/documents/programmes/capital/user_and_innovation_development_mod
el_briefing.pdf
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The service planning of the potential decommissioning of the current MyOpenLibrary system and its
replacement with the new model is within the scope of this project, and will form part of the exit
strategy. The implementation of the decommissioning of the current MyOpenLibrary is not within the
project’s scope.
3.4
Critical success factors
For the project to be successful the following critical success factors are required:
3.4.1.
Staff and student buy-in
Staff will need to see the benefits of offering bibliographic files for reuse. For example:
Using a bibliographic management system (RefWorks) within which references can be shared and
reused will improve efficiency and quality. Staff will not have to re-create the same reference many
times. Where references are already within the system staff will be able to easily add them to their
course materials and research papers. The system will ensure that the correct referencing style is
used and that consistency is maintained.
Students will not have to spend time re-creating bibliographies that were used in the creation of the
course materials and can be re-used for their assignments.
When writing assignments, students will be able to easily re-use course-related references contained
within RefWorks, they will not have to type them from scratch themselves. The system will ensure that
students use the correct referencing style. Students will be able to add their own references and share
these with other students (and staff). In turn, this may facilitate group work and possibly aid course
production.
3.4.2
Technology fit
The solution will need to be easy to use. The lower the cognitive load the more likely users will adopt
it.
3.4.3
Scalability and sustainability
The solution should be scalable to all OU courses and programmes. It will need to be sustainable,
supporting eProduction and eLearning practices, processes and systems and enabling their long term
development and growth.
3.4.4
Continued institutional support
To ensure that the project is successful, continued support from the project partners and from the
JISC Institutional Innovation Programme will be necessary.
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4.
Project Outputs
Project deliverables
These will include:

Project Plan;

Project Website (to include a regularly updated project blog to report on project progress
and lessons learnt);

Project Progress reports to the JISC (2 per year);

Project Final Report to the JISC;

Completion Report to the JISC;

Summative Project Evaluation;

Workflows options appraisal (including feasibility of different RefWorks integration
paths)

Prototype Technical Documentation, including:
o
Report on scalability of RefWorks;
o
Report on the impact of the proposed solution on existing Library database systems
and service models;
o
Libezproxy and URL authentication report;
o
Deep linking with Persistent Identifiers appraisal;
o
RefWorks folder structure prototype;
o
Report on the feasibility of integrating a RefWorks application within the ePortfolio
system;
o
Installation and user guides;

User Requirements Specification (including bibliographic software – ePortfolio system
integration)

Solution prototypes (e.g. paper prototyping, proofs of concepts and prototype software to
be made publically available (depending on IPR and licensing agreements required));

New eProduction procedures documentation (including relevant workflows);

Report on referencing skills required / training provided.

Guidelines for storage and use of resources and materials, including Good Practice,
IPR and fair use.

A sustainability model (service plan);

A contribution to the e-Framework for Education and Research Service Usage
Models development;

A written case study of the exemplar project;

An evaluation report including a critical examination of the tools and the user experience;
and the change management issues required to embed the system and procedures within
institutional practice;

Joint road shows with other related projects, and other activities for dissemination of
outcomes and outputs (see section 18 - Dissemination Plan below).
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5.
Project Outcomes
Benefits realisation will be documented within the project outputs.
5.1
Benefits for the institution
Benefits for learners:

equality and consistency of service provision across courses and programmes;

reduction of time spent on re-creation of bibliographic resources, and reduction of
complexity in managing bibliographies;

improved efficiency and quality of references created;

enhancement of information literacy;

support for avoiding plagiarism;

improved support for lifelong learning, employability skills and the development of student
scholarship;
Benefits for programme and course teams:

support for the development of new student-centric pedagogies, especially related to
programmes requiring a more research or resource-based approach;

reduction of time spent on re-creation of bibliographic resources;

improved efficiency and quality of references created;

potential reduction in time spent on plagiarism detection.
Benefits for Library Services

more scalable support for building e-learning focused libraries, building on the success of
the MyOpenLibrary system;

opportunity to develop a clear articulation of where the Library adds value within the
student’s learning journey, especially with regard to new project-based and work-based
learning courses.
Benefits for the OU
5.2

more efficient and effective support for learners through consistent, mainstreamed
provision within a tried and tested workflow;

improved efficiency and quality through exploring how the process of integrating legacy
systems with the institution-wide VLE can be managed and mainstreamed.

more effective use of current subscription based bibliographic management tools
(RefWorks and also potentially Endnote) through their integration within our current
OUVLE tools and structured authoring solutions.
Benefits for the wider community
All developments and enhancements undertaken by the OU as part of the OUVLE Programme,
including the MyStuff ePortfolio system, are being made available to the international Moodle
community through Creative Commons licence. Approximately 60% of FE institutions and 47% of HE
and FE institutions use Moodle (HERO 2008). Moodle is also reported in the Guardian newspaper 5 to
5
www.guardian.co.uk/education/2008/jan/08/link.link3
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Date: 2008-10-03
be the most popular platform in secondary schools, and so there is potential for learners to develop
bibliographic management skills at an earlier stage in their education.
There is the opportunity to improve the offerings of commercial bibliographic management systems by
working with the vendor. In particular, RefWorks is planning to explore integration with Moodle, and
this project will contribute to and enhance this work.
Outcomes and outstanding issues from the JISC DiVLE Programme will be taken forward. The project
will also respond to recent challenges highlighted in the JISC and SCONUL Library Management
Systems Study and the JISC-funded MUSIC study by demonstrating good practice in integrating
library services and resources into the learning and teaching workflow using latest Web 2.0
technologies in a setting in which use of the TEL environment is mainstreamed and ubiquitous.
The service usage model (SUM)6, as part of the JISC e-Framework for Education and Research, will
describe this integrated workflow as a reference for other institutions, including non-Moodle users,
seeking effective solutions for Library and TEL systems integration. This work could also complement
the SUMs being developed as part of the JISC/SCONUL-funded TILE project7.
6
www.jisc.ac.uk/media/documents/programmes/capital/eframework_domain_process_and_service_models_briefing.pdf and Generic SUM diagram:
http://www.e-framework.org/Default.aspx?tabid=760
7
http://www.sero.co.uk/jisc-tile.html
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6.
Stakeholder Analysis
Stakeholder
Interest / stake
Importance
Users:
OU Students;
User of resources and
services.
High
OU Course and Programme teams in the
faculties.
Creators of course websites
using structured authoring
tools.
High
Service Providers:
OU Learning Innovation Office and OU Learning
and Teaching Solutions (LTS) Unit;
Responsible for developing the High
OUVLE.
Responsible for mainstreaming
and maintaining the OUVLE
offering, including project
TELSTAR system.
OU Student Services;
Responsible for student
support and assessment.
High
OU Library Services;
Work with course teams to
provide course content at an
appropriate level.
Subscribes to and makes
available RefWorks.
High
RefWorks.
Provide a commercial
bibliographic management
system used at the OU.
High
3rd Party Library content providers
Provision of persistent object
identifiers to their resources.
Medium
Community Stakeholders:
JISC;
Funders.
High
Related projects in the Innovation Programme
and others within the JISC community;
Opportunities for sharing
experiences and outcomes.
Medium
HE and FE Community and Moodle Community.
Using outputs.
Medium
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Date: 2008-10-03
7.
Risk Analysis
Risk
Probability
Severity
Score
Action to Prevent/Manage Risk
(1-5)
(1-5)
(P x S)
Recruitment delays;
5
3
15
Realistic project timescales will be
set to allow for recruitment. Expert
staff who led the work already
done are permanent and will be
involved in this project throughout
its duration and beyond. They will
lead and manage the project set up
until a project manager is recruited.
OU Library Services has been
successful on a number of
previous occasions in attracting
secondments from staff in other
OU units.
Recruiting appropriate
technical staff;
3
3
9
There are technical staff at the OU
who can be given the opportunity
to work on this project. Work will be
overseen by permanent expert
staff.
Loss of key staff during the
project.
3
5
15
Working collaboratively between
the Library and other OU units, we
can spread the development load
and risks. We will ensure that
documentation is kept up to date
for handover.
Lack of senior management
Engagement;
1
5
5
Director of Learning Innovation
Unit is Chair of the project Steering
Group and will take part in
programme events and meetings.
This post reports directly to the
PVC Learning & Teaching.
Lack of buy-in from OU
staff, students and
researchers.
2
5
10
Has been minimised through the
identification of a need to replace
MyOpenLibrary.
Staffing:
Organisational
Run workshops to inform courses
of the project’s aims and the
potential that the tool has. Listen to
and address concerns.
Encourage students and
researchers to participate by
providing incentives for testing the
tool.
Identify ‘champions’ within the user
group and enlist their support in
engaging the others.
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The OU decides not to
support further
developments in MyStuff.
4
3
12
Investigate the use of alternative
ePortfolio systems, SocialLearn
and other spaces to replace
MyStuff for WP3.
Flexible Application Programming
Interfaces (API’s) to enable
integration within a variety of
learning environments.
Technical
Lack of opportunity to test
and evaluate the tool with
courses;
2
5
10
Lack of time to get enough
feedback on the software
and investigate change
management issues before
the end of the project.
An audit of appropriate courses
has already been done (see
Appendix C). An academic adviser
is involved in the project. Intensive
liaison between learning &
teaching support librarians and
course teams will be undertaken.
Iterative prototyping, testing and
reviewing will be scheduled into the
plan. Evaluation start date
scheduled in the plan to coincide
with the beta release.
External suppliers
RefWorks are unable to
provide support.
1
5
5
Test the usability and scalability of
integrating a freely available Web
service (e.g. CiteULike, Zotero etc)
with Moodle and the current
ePortfolio system to replace the
MyLibrary system.
3
5
15
Produce and promote guidelines
on the use and storage content
and on copyright and Intellectual
Property considerations.
Legal
Storage and/or sharing of
resources and resource
metadata contravenes
copyright/IP legislation.
RefWorks accounts will be
relinquished once the student is no
longer studying with the OU.
Resource metadata will persist
within the ePortfolio system, or be
exportable to other applications.
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8.
Standards
Name of standard or
specification
Version
RIS file format
Notes
RIS is a standardized tag format developed
by Research Information Systems, to enable
citation programs to exchange data.
The RIS file format -- two letters, two spaces
and a dash -- is a tagged format for
expressing bibliographic citations. It is
supported by a number of reference
management systems. 8
U&I Programme Development
Model
JISC’s Users and Innovation Programme
Development Model to increase user
engagement
XML
The OU Structured Content system is an
approach based on eXtended Markup
Language (XML)-based content.
XSL
eXtensible Style Language
XSLT
eXtensible Stylesheet Language
Transformations: a programming language
for transformation of XML documents
RSS
RSS 2.0 specification. RSS is a format to
share data defined in XML 1.0.
OPML; DOI; OpenURL;
Standards for Persistent identifiers.
SOAP
Simple Object Access Protocol: An XMLbased messaging protocol useful to perform
Remote Procedure Calls and develop
distributed applications
Evolving e-portfolio standards;
bibliographic management
standards and protocols.
9.
Technical Development
The project will employ a cycle of prototyping, testing and reviewing the tool in conjunction with user
groups prior to their implementation. Appropriate standards and the JISC guidelines on best practice
will be adhered to throughout.
10. Intellectual Property Rights
An appropriate open source license will be used for the release of any software developed by the
project. RefWorks is proprietary software9. We will not be releasing any code internal to the
RefWorks system.
8
http://en.wikipedia.org/wiki/RIS_(file_format).
9
For Open Source Reference management systems see
http://en.wikipedia.org/wiki/Comparison_of_reference_management_software
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The project will consult with JISC's open source software advisory service OSS Watch and the Open
Middleware Infrastructure Institute UK on matters relating to open source software development as
appropriate. The project will ensure its compliance with JISC's Policy on Open Source Software for
JISC Projects and Services.
The project’s non-software deliverables will not contain any IPR restrictions and they will be shared
widely within the education community.
Project Resources
11. Project Partners
Partner
Role
Main Contact
Email
Telephone
Open
University
Lead Partner
Gill Needham
(Project
Director)
g.needham@open.ac.uk
01908 858 369
RefWorks
Partner
Nick Barber
(European
Sales
Manager)
nick.barber@refworkscos.com
+33 (0)1 40 30 14 05
The Project’s Consortium Agreement (based on the JISC template) is being prepared and is due to be
signed by the 31st January 2009.
The Open University will lead the project and will:










Provide project management and financial management
Identify user requirements and appropriate tools
Implement the tools including RefWorks at the OU
Involve representative sample of students and researchers
Map fit with formal enterprise-wide systems
Lead the development of Case Studies
Provide project direction and management, convene steering group
Provide evaluation and dissemination (including the report on the pilot)
Prepare final report and completion report
Organise dissemination activities including workshops
RefWorks will:


Support the OU in their integration of RefWorks with Moodle and the current ePortfolio system
as a solution for replacing the current MyOpenLibrary system for students.
Attend joint steering group meetings.
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12. Project Management
12.1 Framework
The project will be managed by the Open University Library and will be executed in line with the JISC
Project Management Guidelines.
The Project Steering Group will be responsible for monitoring the project and ensuring that work is
carried out to schedule and on budget. The membership of the Steering Group will be provided within
the Consortium Agreement.
The Project Director will direct the project from a technical and methodological perspective, as well
as undertake Project Quality Assurance. The project director will a) resolve strategic issues that may
emerge; b) Sign off deliverables; c) Sign off quarterly reports; d) Authorise deviations and changes
from Project Plan.
The Project Manager will coordinate and manage project work to ensure that project outputs and
milestones are delivered on time and within budget. The project manager will meet regularly with the
project director and work package leaders to monitor progress and identify issues promptly.
Work package leaders will be in charge of managing the work of their respective work package
ensuring milestones and deliverables are met.
12.2 Team roles and contact details
Core Project Team
Name
Institution
Recruitment in progress
Open
(Interim project contact - Non University,
Scantlebury)
Library
Recruitment in progress
Open
(Interim project contact: Non University,
Scantlebury)
Library
Recruitment in progress
Open
(Interim project contact University,
Ross Mackenzie)
LTS
Recruitment in progress
Open
(Interim project contact
University,
Ross Mackenzie)
LTS
Role
Time Email
Project Manager
1 fte
Project
Administrative
Support
Lead Technical
Developer
Technical
Developer
n.l.scantlebury@open.ac.uk
n.l.scantlebury@open.ac.uk
0.4fte
1 fte
r.a.mackenzie@open.ac.uk
1 fte
r.a.mackenzie@open.ac.uk
Project Consultants and Advisors
Name
Institution
Role
Time Email
Gill Needham
Project Director
6
days
6
days
g.needham@open.ac.uk
18
days
j.s.stanley@open.ac.uk
Open University,
Library
Niall Sclater
Open University,
Director of Learning
Innovation
Jeanette Stanley Open University,
Library
Document title: JISC Project Plan
Steering Group Chair
Project Support/Control
Officer
n.l.sclater@open.ac.uk
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Judy
Thomas/Nicola
Dowson
Open University,
Library
To be decided.
Open University,
Library
Non Scantlebury Open University,
Library
Currently
recruiting
Open University
Library
Jill Gravestock
Open University,
Library
Open University,
Library
Open University,
LTS
Hassan Sheikh
Geoff Aldridge
Ross
MacKenzie
Open University,
LTS
Rachel Hawkins Open University,
Student Services
Shailey Minocha Open University,
Faculty of
Mathematics,
Computing and
Technology,
James McNulty Open University,
Library
To be allocated
Robin
Goodfellow
Christine Capen
Norman Kenney
Open University,
IET
RefWorks Director
Technical Services
RefWorks
Technology
Manager
Susan Eales
Document title: JISC Project Plan
Learning & Teaching
Support Librarians
Team Leader (pilot
faculty liaison)
Learning & Teaching
Support Librarian (pilot
course team liaison)
Head of Library
Research and
Innovation (project
management support
and advice)
Digital Libraries
Programme Manager
(project co-ordinator
and line manger of
project team lead in
library)
Electronic Services
Development Officer
Head of Systems
Development
Strategic Development
Manager (Business
Systems)
20
days
j.m.thomas@open.ac.uk
n.dowson@open.ac.uk
0.2
fte
0.2
fte
n.l.scantlebury@open.ac.uk
10
days
tbc
20
days
10
days
10
days
j.d.gravestock@open.ac.uk
Strategic Development
Manager (Learning &
Teaching Systems)
Assistant Director
(Learning Design and
Technology)
Academic Adviser
20
days
r.a.mackenzie@open.ac.uk
4
days
r.a.hawkins@open.ac.uk
4
days
s.minocha@open.ac.uk
MyOpenLibrary
Consultant
Copyright and licensing
Consultant
Evaluation Consultant
3
days
2
days
10
days
6
days
j.c.mcnulty@open.ac.uk
RefWorks Consultant
m.u.h.sheikh@open.ac.uk
g.aldridge@open.ac.uk
r.goodfellow@open.ac.uk
christine.capen@refworkscos.com
norman.kenney@refworkscos.com
Independent Consultant 10
to deliver workpackage days
5 the SUM for JISC e-
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framework.
12.3 Training needs
The gaining of direct experience in use of RefWorks and other Bibliographic Management
technologies involved and in the issues associated with managing and maintaining Personal and
shared bibliographies are important elements of the project. Training needs (during the life of the
project) will be met from within the resources of the project.
13. Programme Support
The project would like the JISC Programme to facilitate the identification of areas of synergy with
other projects, specifically to enable the sharing of experience and knowledge with relevant other
projects.
14. Budget
The Project budget is attached as Appendix A.
There have been some changes from the budget in the agreed project proposal. Salaries have been
adjusted following the annual pay-rise.
Document title: JISC Project Plan
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Detailed Project Planning
15. Workpackages
The work packages are attached as Appendix B.
16. Evaluation Plan
Timing
Timing to
fit with
WP2+3
Factor to Evaluate
Ease of adoption
Questions to Address


Timing to
fit with
WP2+3
Timing to
fit with
WP2+3
Timing to
fit with
WP2+3
Level of adoption
(Staff and learner
take up)

How much change
management is
necessary?
How easy is it for
users to adopt the
modelled solution?
Method(s)
Surveys,
focus group
meetings.
Issues
logging.
Measure of Success
1. Staff and learner
buy-in and use of the
model to replace or
enhance previous
practice.
Statistics (e.g. 1. Staff and learner
RefWorks and
buy-in and use of the
VLE/ePortfolio
solution to replace or
statistics),
enhance previous
surveys, focus
practice.
group
2. Creation of a shared
meetings.
repository of
references with
onward use.
3. Learners creating
and sharing
references within the
solution.
User satisfaction
Usability
1. 80% of users wish to
 Does the solution
(Staff and Student
continue to use the
satisfy user needs? evaluation,
satisfaction)
solution.
 What improvements usage
statistics,
2.
Users feel engaged
or enhancements
surveys,
focus
to
provide
would
group
suggestions for
increase/improve
improvement.
their experience so meetings.
far?
 Would users find
benefit in having the
solution available
within their other
personal spaces
(e.g. iGoogle)?
Technical
What lessons can be
Technical
1. Full interoperability of
robustness,
learnt from the
testing,
the solution with
interoperability with
implementation of the
analysis of
existing OU systems.
existing OU systems solution?
user requests 2. Interoperability with
and with reference
Is the solution
for technical
RefWorks.
management
interoperable with
support (incl.
3. Technology fit with
systems including
RefWorks?
outcomes),
the requirements of
RefWorks.
Is the solution
interviews with staff and learners.
transferable to other
technical
reference management
developers.
systems (e.g. CiteULike)
Document title: JISC Project Plan
How many people
have adopted or are
aiming to adopt the
model produced?
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Timing to
fit with
WP2+3
Long-term future of
the solution
developed by the
project and its
sustainability.
and learning
environments?
Is the solution scalable to Interviews with
all OU courses?
a range of
users and with
technical
developers.
Tracking of
system use.
1. Effective use of the
solution and user
interest and enthusiasm
to continue using it and
input to its
development.
2. Continued
institutional support for
the project and interest
in the solution from the
wider community.
17. Quality Plan
The Steering Group and the Project Manager will be responsible for ensuring that the project
deliverables (see Section 4) meet the quality expectations and acceptance criteria.
Output
Timing
Within a
month of
starting
the
project
Output
Timing
All
through
project
life cycle
Project Plan to Make sure that all participants have the same understanding of the Project
and of its critical elements.
Quality
QA method(s)
Evidence of
Quality
Quality tools (if
criteria
compliance
responsibilities
applicable)
Project plan Second readings Project plan
All stakeholders /
JISC project Plan
signed off by Describe project,
written and
Project owner
template
all
purposes, context, agreed / Signed
Feedback comments.
stakeholders. history, constrains, off
risks, deliverables,
check points,
responsibilities.
Involvement of the customer or end-user is critical for the success or failure of the project.
Quality
QA method(s)
Evidence of
Quality
Quality tools
criteria
compliance
responsibilities
(if applicable)
Users feel Document the
Documentation
Steering group
User feedback forms
engaged
current
Project Manager
with
procedures
Specification Sign
project.
Validate the
off by Project
detailed
Mgmt
specifications
Evaluation reports
Evaluation of
prototypes
Modify, correct or
adapt the internal
procedures
Write user
guides.
Output Options appraisal of potential Workflows e.g. RefWorks + OU Structured Content complement.
Timing Quality criteria
QA method(s)
Evidence of
Quality
Quality tools
compliance
responsibilities
(if applicable)
Jan
All options
Cost-benefit
Options
Project steering
Document title: JISC Project Plan
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2009
available
appraised on
cost and
benefits study,
pros and cons.
Recommendatio
ns based on
ease of use
principles.
analysis
Evaluation of
resources
required for
each option
and costs
User centred
Time limit
appraisal
Document
Output
Timing
Review of current e-production process
Quality criteria QA method(s)
Evidence of
compliance
Feb 2009 Pros and cons
Pros and cons
All fields in
documented.
study
Record
Areas for
Evaluation of
completed
improvement
resources and
documented.
costs
Time limit
Output
Timing
Scalability of RefWorks report
Quality criteria QA method(s)
Issues and
challenges
documented.
Output
Timing
Quality
responsibilities
Project Manager
Quality tools
(if applicable)
Quality
Quality tools
responsibilities
(if applicable)
Lead Tech
Scalability issues
developer
reporting
Project Manager
Persistent identifiers - Deep linking options appraisal (e.g. SFX, libezproxy, DOIs)
Quality criteria QA method(s)
Evidence of
Quality
Quality tools
compliance
responsibilities
(if applicable)
All options
available
appraised on
cost and
benefits study,
pros and cons.
Recomms
based on
availability
principles.
Output
Timing
Issues
recorded in
Scalability
report
Evidence of
compliance
Scalability report
group
Project
management
Availability of
Options appraisal Project steering
different PID
Document
group
systems among
Project manager
3rd party library
content
providers.
Cost-benefit
analysis.
Evaluation of
resources
required for each
option and costs.
Time limit.
User requirements specification
Quality criteria QA method(s)
Feb 2009 User-centred
based
recomms.
Document title: JISC Project Plan
Agreed
specification
endorsed by
Steering group
Evidence of
compliance
Requirements
specification
document
Quality
responsibilities
Steering Group
Quality tools
(if applicable)
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Output
Timing
RefWorks folder structure prototype
Quality criteria QA method(s)
Module, unit,
course, award,
qualification
folders can be
embedded
within each
other to sum up
to the next level.
Output
Timing
March
2009
Output
Timing
Quality
responsibilities
PM
Faculty RefWorks training + training in new production process
Quality criteria QA method(s)
Evidence of
Quality
compliance
responsibilities
Feb 2009 Faculty feels
confident of
creating
bibliographies.
Output
Timing
Working
prototype
Evidence of
compliance
Issues recorded
Faculty
feedback
Workshops run
Positive
feedback from
faculty
RefWorks – ePortfolio system integration – plug-in – workflow specification
Quality criteria QA method(s)
Evidence of
Quality
compliance
responsibilities
All parties
Analysis of
Documentation
PM
involved have
different
input.
workflows
RefWorks usage in eProduction - Pilot evaluation
Quality criteria QA method(s)
Evidence of
compliance
Aug 2009
Feedback from
CTs
Document title: JISC Project Plan
Quality tools
(if applicable)
Work package
leader
Solution prototypes – paper prototyping / working prototype
Quality criteria QA method(s)
Evidence of
Quality
compliance
responsibilities
Solutions
Solution Paper Prototypes
PM
integrate
prototyping
Usability
graciously with
approval by
evaluation
current systems
user
within specified
Solution
timeframe for
working
courses
prototype
identified –
Usability
March 2009.
evaluation
Output
Timing
Quality tools
(if applicable)
Quality
responsibilities
Quality tools
(if applicable)
Quality tools
(if applicable)
Quality tools
(if applicable)
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18. Dissemination Plan
A comprehensive dissemination plan, including both internal and external dissemination, will be
developed as part of the project plan. Internal dissemination will be integrated into the plans already in
place for communication of the OUVLE programme, which includes the OU’s annual Making
Connections conference, faculty e-learning staff development seminars and sessions in the popular
Library seminars programme. External dissemination will build on good practice developed in the
JISC-funded PROWE project (led by OU Library Services) and include working with other related
projects on a programme of road show events held around the UK.
Members of the project team, including the project director and Chair of the Steering Group, are very
keen to work in partnership with JISC on programme-level dissemination and evaluation activities,
including the synthesis and benefits realisation projects, and attend programme events. As with the
PROWE project, we will plan a variety of innovative methods and vehicles to make the outputs of the
project available beyond the funding period, such as ‘how to…’ guides, models and toolkits as well as
working towards an approved Service Usage Model as part of the JISC e-Framework. We are also
strongly committed to seeking opportunities for producing papers for conferences and publication
beyond the funding period.
Timing
November
2008
November
2008
As appropriate
As appropriate
As appropriate
As per JISC
calendar
As appropriate
As appropriate
Dissemination
Activity
Set up and maintain
project website. To
include project
documentation/report
s and links to journal
articles.
Project Flyer (print
and electronic
version).
Audience
Purpose
Key Message
The wider
education and
research
community.
Awareness
Inform
Engage
Promote
Project information, invitation
to get in touch and share
experience/ knowledge.
The wider
education and
research
community.
Awareness
Internal newsletters
and seminars.
Staff development
events and Course
Team meetings.
OU Community
Workshops and
demonstrations.
OU
Staff/Students/Re
searchers.
Awareness
Inform
Awareness
Inform
Engage
Promote
Engage
Obtain
feedback
Project information, invitation
to get in touch and share
experience/knowledge, list of
related projects, articles, wiki
and weblogs relevant to
Higher Education.
Project information.
Programme / cluster
meetings
(presentations,
demonstrations,
workshop
participation etc.)
Conference
Papers/Presentations
and posters.
Online discussion
Document title: JISC Project Plan
OU Staff
Wider OU
community.
The JISC, other
projects.
The wider
education and
research
community.
The wider
Project information.
Project information,
demonstrate tools.
Inform
Engage
Promote
Project information, sharing
of knowledge and
experience.
Engage
Promote
Project information, sharing
of knowledge and
experience.
Awareness
Project information, sharing
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lists.
As appropriate
Towards the
end of the
project
Journal article in DLib and/or Ariadne;
towards the end of
the project at least
one article in a peerreviewed Journal.
Case Study.
education and
research
community.
The wider
education and
research
community.
Inform
Engage.
of knowledge and
experience.
Inform
Project information.
The wider
education and
research
community.
Inform
Project information, sharing
of knowledge and
experience.
19. Exit and Sustainability Plans
The project will work over a 17 month period to replace the MyOpenLibrary system with a more robust
integrated technical solution for managing library content within the VLE workflow. The solution
developed by the project will need to be sustainable, supporting eProduction and eLearning practices,
processes and systems and enabling their long term development and growth. The project will build
on existing eProduction processes and workflows to deliver potentially significant benefits for the OU
and the wider education community. The results of the evaluation will be incorporated into future
development of the prototype solution and the SUM. The project will disseminate its outputs and
outcomes widely.
The Project Steering Group will schedule a special meeting towards the end of the project for the
Exit/Sustainability Plan. If deemed appropriate, a Business Case for continuing and expanding the
solution will be presented to the appropriate decision making committee at the OU.
Project Outputs
Action for Take-up & Embedding
Action for Exit
Project Website
Effective dissemination with JISC
and the education community.
Maintain for at least 5 years
Case Study
Effective dissemination with JISC
and the education community.
Ensure final version is on the
Project Website.
Evaluation report including
a critical examination of
the tools and the user
experience; and the
change management
issues require to embed
system and procedures
within institutional practice.
Effective dissemination with JISC
and the education community.
Ensure final version is on the
Project Website.
Sustainability model
(service plan).
Effective dissemination with JISC
and the education community.
Ensure final version is on the
Project Website.
A contribution to the eFramework for Education
and Research Service
Usage Models
development.
Effective dissemination with JISC
and the education community.
Ensure final version is on the
Project Website.
Project outputs which may have the potential to live on after the project ends are:
Document title: JISC Project Plan
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Project Outputs
Project prototypes
Why Sustainable
Scenarios for Taking
Forward
Have the potential to
replace the existing
MOL system.
If successful roll-out
across the solution across
all courses currently in
MOL and more widely
within the Open University.
Have the potential to
be of use to the wider
HE community.
Issues to Address
Make the solution
available via the project
website. Disseminate
widely.
Form a community of
interest using an
appropriate social network
(e.g. Ning).
SUM
Has the potential to
inform the JISC eFramework for
Education and
Research.
Document title: JISC Project Plan
Dissemination to the JISC
and the wider community.
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Appendix A. Budget
Document title: JISC Project Plan
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Appendix B. Workpackages
2008
WORKPACKAGES
Month
1
2
2009
3
4
5
6
7
8
9
2010
10
11
12
13
14
15
1: Project Management
1.1 Recruit Project Staff.
1.2 Set up project and steering group meetings.
1.3 Agree and implement the Project Plan.
1.4 Write Consortium Agreement.
1.5 Project Progress Monitoring and Reporting.
1.6 Participation in Programme-level meetings.
1.7 Liaison with relevant projects and site visits.
1.8 Input to JISC synthesis and benefits realisation projects.
1.9 Final Report
1.10 Completion report
2: Using RefWorks, present bibliographies on the
appropriate areas of the VLE (Moodle) and enable export
(e.g. to personal MyLibrary areas within the current
ePortfolio system)
2.1 Identify courses and user groups for pilot.
2.2 User requirements specification.
2.4 Architecture and workflow investigation and implementation.
2.3, 2.5, 2.6 Prototype investigations and Technical
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2008
WORKPACKAGES
Month
1
2
2009
3
4
5
6
7
8
9
2010
10
11
12
13
14
15
Documentation, including:
 Report on scalability of RefWorks;
 Report on the impact of the proposed solution on existing
Library database systems and service models;
 Libezproxy and URL authentication report;
 Deep linking with Persistent Identifiers appraisal;
 RefWorks folder structure prototype;
 Installation and user guides.
2.7 Train faculty in RefWorks/Cite as you write.
2.8, 2.9, 2.10, 2.11, 2.14, 2.15 Solution prototype building.
2.12 Review and make any changes to the eProduction process.
2.13 Technical and copyright issues investigation around storage
of materials.
2.16 Produce statistics.
2.17 Sustainability Plan/Exit Strategy.
3: Specify RefWorks plug-in for the current ePortfolio system
+ Create prototype
3.1 Feasibility testing.
3.2 + 3.3 Prototype investigations, functional specification and
workflow appraisal and implementations.
3.4, 3.5, 3.7 Solution prototype building.
3.6 Explore role, performance and scalability of incorporating
freely available open source web services e.g. CiteULike.
3.8 Investigate sharing and interaction with other social
networking spaces.
3.9 Sustainability plan/exit strategy.
4 : Project evaluation
4.1 Case study.
Document title: JISC Project Plan
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2008
WORKPACKAGES
Month
1
2
2009
3
4
5
6
7
8
9
2010
10
11
12
13
14
15
16
4.2 Evaluation (see section 16 for Evaluation plan).
4.3. Summative project evaluation report
5: Service Usage Model development
5.1 Research work on the TILE SUM.
5.2 Develop proposal for submission to the e-framework editor.
5.3 Map, record, collate and analyse the processes, workflows
and architectures required.
5.4, 5.5 + 5.6 Develop, publish and promote the SUM.
6: Dissemination
6.1 Provide content for project webpage on JISC site.
6.2 Design and build the project website.
6.3 Other dissemination activities (see section 18 for
dissemination plan).
Project start date: November 2008
Project completion date: February 2009
Duration: 16 months
Workpackage and activity
Earliest
start date
Nov 2008
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
Feb 2010
WORKPACKAGE 1: Project Management
Document title: JISC Project Plan
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Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
Objectives:
project Management, planning and progress
reporting;
programme-level engagement and input into the
synthesis and benefits realisation projects.
1.1 Recruit Project Manager, Project Support Officer,
Lead Technical Officer and Technical Officer.
Nov 2008
1.2 Set up Project Team and Steering Group
Meetings.
Nov 2008
Feb 2009
1.3 Agree and implement the Project Plan.
Project Plan (including an evaluation
plan, QA plan, Dissemination Plan and
Exit/Sustainability Plan) submitted in early
November 2008. Tasks to be continually
reviewed and up-dated throughout the
project.
Nov 2008
Jan 2009
1.4 Write the Consortium Agreement.
Dec 2008
Jan 2009
Consortium Agreement signed by both
partners.
1.5 Progress monitoring and reporting.
Nov 2008
Feb 2010
Monthly progress reports (internal)
1st Interim report to the JISC (including
financial statement)
2nd Interim report to the JISC (including
financial statement)
3rd Interim report to the JISC (including
financial statement)
Document title: JISC Project Plan
PM
PM
Apr 2009
Sept 2009
Jan 2010
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Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
1.6 Participation in Programme-level meetings.
Responsibility
PM, NS, GN,
NLS
1.7 Liaison with relevant projects and site visits.
Nov 2008
May 2009
PM, LTD, TD
1.8 Input to JISC synthesis and benefits realisation
projects.
Nov 2009
Feb 2010
PM
1.9 Final Report to the JISC (draft to the JISC 1
month before end date)
Dec 2009
Feb 2009
Final Report
Feb 2010
PM
1.10 Completion Report to the JISC (including
financial statement)
Jan 2010
Feb 2010
Completion Report
Feb 2010
PM
Nov 2008
Feb 2010
WORKPACKAGE 2: Using RefWorks, present
bibliographies on the appropriate areas of the VLE
(Moodle) and enable export (e.g. to personal
MyLibrary areas within the ePortfolio system).
Objectives:
specify the options available for developing unit,
module, course, award and programme-based
bibliographies and the associated workflow for eproduction;
review and make any necessary amendments to
the e-production process;
test the usability and scalability of integrating the
bibliographies created with RefWorks within the
Document title: JISC Project Plan
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Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
JT
appropriate areas of the VLE (Moodle);
test the performance and scalability of
incorporating the Library’s SFX direct resource
linking tool, Digital Object Identifiers (DOIs) and
other persistent linking technologies within the
broader bibliographic management solution;
enable the bibliographies created as part of the eproduction process to be reused by students as
they wish (for example exported to and
manipulated within their MyLibrary area in the
ePortfolio system).
2.1 Identify courses and user groups for pilot.
Early Nov
2008
Late Dec
2008
Faculty liaison (Health and Social Care
and Arts)
Dec 2008
2.2 Identify user requirements in conjunction with the
Course Teams (and Programmes, where relevant),
and Learning and Teaching Librarians (re resource
selection)
Late Dec
2008
February
2009
Interviews and/or focus groups.
Feb 2009
2.3 Explore RefWorks system folder structure and
decide on the most appropriate structure, e.g. ideal
would be that each item (reference) only exists in one
place, whilst allowing Programme, award, module,
course and unit level views of resources.
Early Jan
2009
End of
March 2009
Folder structure specified and created
within RefWorks.
2.4 Investigate and implement the most appropriate
architecture and workflows for the integration of
Library resource metadata (and DOIs) within the
RefWorks bibliographies.
Early Jan
2009
Document title: JISC Project Plan
ND
User Requirements Specification
(including Bibliographic Software –
ePortfolio system integration).
JT, AG
ND, NLS/MR
Mar 2009
PM, LTD, TD
End of
Mar 2009
PM, JG, HS
RefWorks folder structure prototype
Work on this task will feed into the report
on the scalability of RefWorks.
End of
March 2009
Documented (and implemented)
architecture and workflows for resource
metadata and DOI integration within
RefWorks (including feasibility of different
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Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
RefWorks integration paths). To be
documented within the Workflows
Options Appraisal.
Milestone
(s)
Report on the impact of the proposed
solution on existing Library database
systems and service models.
End of Jun
2009
Responsibility
2.5 Investigate issues of Libezproxy and URL
authentication for links to library materials included in
bibliographies.
April 2009
May 2009
Documented (and implemented if
possible) authentication for links;
Libezproxy and URL authentication
report to be included within the
Prototype Technical Documentation.
May 2009
JG, HS, CC,
NK
2.6 Test the performance and scalability of
incorporating the Library’s SFX direct resource linking
tool, DOIs and other persistent linking technologies
within the broader bibliographic management solution.
April 2009
June 2009
Documented performance and scalability.
Persistent linking technologies
implemented within the bibliographic
management solution (if possible); Deep
linking with Persistent Identifiers report
to be included within the Prototype
Technical Documentation.
Jun 2009
LTD, TD, JG,
HS
2.7 Train Faculty Staff in RefWorks/Cite as you write.
Early Feb
2009
Late Feb
2009
Report on referencing skills required /
training provided.
Late Jan
2009
Learning +
Teaching
Librarian
2.8 Within RefWorks, create Library resource
metadata (using rss) and add DOIs (where relevant).
(The manual creation of resource metadata records
may be required at article level.)
Early Feb
2009
Late March
2009
RefWorks folder structure containing
course related resource metadata and
DOIs. Documented within the RefWorks
folder structure prototype
Late Mar
2009
LTD, TD,
JMcN, Learning
+ Teaching
Librarian,
Faculty Staff
2.9 Within RefWorks, allocate (manually) resources to
units/modules/courses/awards/programmes/ (within
Early March
2009
Late March
2009
Late Mar
2009
Learning +
Teaching
Document title: JISC Project Plan
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Project Acronym: TELSTAR
Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
the folder structure and possibly by ‘tagging’).
Librarian
2.10 Integrate bibliography of course resources
(contained in RefWorks – RIS file) within course
materials.
Early March
2009
Late March
2009
2.11 Check that the Structured Authoring System
formats appropriately the bibliography added from
RefWorks into the appropriate areas of the VLE (e.g.
course materials contained on course websites).
March 2009
March 2009
2.12 Review and make any necessary changes to the
e-production process.
April 2009
2.13 Investigate technical and copyright issues around
course storage of journal articles and course materials
in RefWorks plus student personal storage of selffound materials.
2.14 Using RefWorks, present bibliographies on the
appropriate areas of the VLE (Moodle) and enable
export (e.g. to personal MyLibrary areas within the
Document title: JISC Project Plan
Responsibility
Late Mar
2009
TD (in liaison
with Faculty
Staff and the
Learning +
Teaching
Librarian)
Course materials (online and hard copy)
contain appropriately formatted RefWorks
citations, references and bibliographies.
Mar 2009
TD (in liaison
with Faculty
Staff and the
Learning +
Teaching
Librarian)
April 2009
Review of existing eProduction
procedures and New eProduction
procedures documentation (including
relevant workflows).
Apr 2009
GA, RM (in
liaison with
Faculty Staff
and the
Learning +
Teaching
Librarian)
April 2009
May 2009
Guidelines for storage and use of
resources and materials, including
Good Practice, IPR and fair use.
Documented issues to also feed into: the
Prototype Technical Documentation
and the e-production procedures.
May 2009
TD, Copyright
and Licensing
Consultant, PM
Feb 2009
Nov 2009
Prototypes 1 & 2 (to be made publicly
available depending on IPR and licensing
agreements)
Apr 2009
LTD, TD
Jul 2009
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Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
ePortfolio system).
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Prototype Technical Documentation
including installation and user guides.
Prototyping
Prototype 1
Outputs
Responsibility
LTD, TD, JG
PM
Feb 2009
April 2009
May 2009
July 2009
2.15 Work with the VLE Search Project to enable
search of databases within course website plus export
of Library Federated search results into RefWorks and
the ePortfolio system.
Jan 2009
March 2009
Liaison with the VLE Search Project (work
will be carried out within the VLE Search
Project).
Mar 2009
PM
2.16 Produce Statistics, including:
April 2009
Sept 2009
Monthly statistical reports. These will
inform Library collections and systems
strategies. (Statistics to be included within
the evaluation report).
Sept 2009
LTD, TD, HS
Jan 2010
Feb 2010
Sustainability Model (Service Plan).
Feb 2010
PM
Feb 2009
Feb 2010
Prototype 2
Piloting
Prototype evaluation to be included within
the Evaluation Report
RG, PM
Review / evaluate
Use of references
Use of digital objects
Use of RefWorks references on course
website
Use of RefWorks references in the ePortfolio
system
2.17 Write the sustainability Plan/exit strategy
WORKPACKAGE 3: Specify RefWorks plug-in
for the current ePortfolio system + Create
prototype
Document title: JISC Project Plan
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Project Acronym: TELSTAR
Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
Mar 2009
LTD, TD
Objectives:
test the feasibility of integrating a RefWorks
application within the current ePortfolio system
and specify functionality (e.g. reference and
bibliography creation, storage, import/export,
tagging, commenting, sharing) and end-user
workflow required for creating, editing and
manipulating bibliographic data within the
ePortfolio system;
explore the role, performance and scalability of
incorporating freely available web-based
bibliographic services, such as CiteULike and
Zotero within the model.
3.1 Test the feasibility of integrating a RefWorks
application within the ePortfolio system.
Mar 2009
March 2009
Report on the Feasibility of integrating
a RefWorks application within the
ePortfolio system.
3.2 Investigate required RefWorks fields. Review and
up-date MyOpenLibrary requirements in conjunction
with the course teams and Learning and Teaching
Librarians. Specify functionality for RefWorks
ePortfolio system plug-in.
Late Dec
2008
Feb 2009
RefWorks ePortfolio system plug-in
functional specification (to be included
within User Requirements
Specification).
3.3 Specify end-user workflow required for creating,
editing and manipulating bibliographic data within the
current ePortfolio system.
Jan 2009
Feb 2009
Document workflow for creating, editing
and manipulating bibliographic data within
the ePortfolio system within the
Workflows options appraisal.
Implement the workflow.
Document title: JISC Project Plan
PM, ND
Feb 2009
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Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
3.4 Creation of MyLibrary area within the current
ePortfolio system.
Feb 2009
Feb 2009
3.5 Creation of prototype RefWorks plug-in for the
current ePortfolio system.
Feb 2009
Nov 2009
Prototyping
Prototype 1
Feb 2009
April 2009
May 2009
July 2009
Outputs
(clearly indicate deliverables & reports
in bold)
Prototypes 1 & 2 (to be made publicly
available, depending on IPR and licensing
agreements)
Milestone
(s)
Responsibility
Feb 2009
LTD, TD
Apr 2009
LTD, TD
Jul 2009
LTD, TD, JG
Prototype Technical Documentation
including installation and user guides
PM
Prototype 2
RG, PM
Piloting
Prototype evaluation to be included within
the Evaluation Report.
Review / evaluate
3.6 Explore the role, performance and scalability of
incorporating freely available open source web
services, such as CiteULike and Zotero (export/import
of references between RefWorks and open source
bibliographic management tools, development of plugins for these other tools for the ePortfolio system).
Feb 2009
3.7 Enable import of bibliographies contained within
the VLE (created as part of the e-production process)
to the MyLibrary area in the ePortfolio system.
April 2009
3.8 Investigate sharing and interaction with other
social networking spaces (e.g. Facebook, MySpace,
Ning). Also an api for use within personal start pages
e.g. iGoogle??
3.9 Sustainability plan/exit strategy
Document title: JISC Project Plan
July 2009
Liason with Open Source systems
suppliers regarding prototype
development.
Jul 2009
LTD, TD
May 2009
May 2009
LTD, TD
July 2009
Nov 2009
Nov 2009
LTD, TD
Jan 2010
Feb 2010
Feb 2010
PM
If possible, incorporation of freely
available web-based bibliographic
services, such as CiteULike and Zotero
within the model.
Sustainability Model/Exit
Strategy/Service Plan.
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Workpackage and activity
WORKPACKAGE 4: Project Evaluation
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
Sept 2009
Feb 2010
4.1 Case study
Sept 2009
Dec 2009
Case Study
Dec 2009
RG, PM
4.2 Evaluation report including a critical examination
of the tools, the user experience and the change
management issues required to embed the system
and procedures within institutional practice. See
section 16 for the Evaluation Plan.
Jan 2009
Feb 2010
Evaluation Report
Feb 2010
RG, PM
4.3 Summative project evaluation report.
Dec 2009
Feb 2010
Feb 2010
PM
WORKPACKAGE 5: Service Usage Model
development
Jan 2009
Mar 2010
Objectives:
evaluate the experience of staff (involved in eproduction and in e-learning delivery and support)
and assess their change management
requirements in producing and managing
bibliographic references situated within a range of
e-learning contexts;
evaluate students, researchers and other endusers experience of the solution and assess its
impact including users’ change management
requirements.
The evaluations will feed into the report
on the scalability of RefWorks.
Summative Project Evaluation Report
Objective: work towards a Service Usage Model
Document title: JISC Project Plan
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Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
Milestone
(s)
Responsibility
(SUM) as part of the JISC e-Framework for
Education and Research.
5.1 Research work done on TILE SUM.
Jun 2009
Jun 2009
SE
5.2 Develop a proposal for submission to the eFramework editor.
Jul 2009
Jul 2009
SE
5.3 Map, record, collate and analyse the processes,
workflows and architectures required to underpin the
implementation of the bibliographic management
solution.
Jul 2009
Jul 2009
SE
5.4 Develop the SUM, which will describe the
integrated learning and teaching workflow as a
reference for other institutions, including non-Moodle
users, seeking effective solutions for Library and TEL
systems integration.
Aug 2009
Aug 2009
SE
5.5 Publish SUM in accordance with e-Framework
requirements, if approved
Aug 2009
Aug 2009
5.6 Promote SUM, our approach and lessons learned
Aug 2009
onwards
Aug 2009
onwards
November
2008
March 2010
and
beyond
WORKPACKAGE 6: Dissemination
A contribution to the e-Framework for
Education and Research Service
Usage Models Development.
Aug 2009
SE
SE
Objective: Disseminate the project outputs and
outcomes to the JISC and the wider education
community.
Document title: JISC Project Plan
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Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Workpackage and activity
Earliest
start date
Latest
completion
date
Outputs
(clearly indicate deliverables & reports
in bold)
6.1 Provide content for project webpage on JISC site
Project webpage on JISC site
6.2 Design and build project website
Project website
Milestone
(s)
Responsibility
Nov 2008
AG
Dec
AG, MR
2008
6.3 Dissemination activities
See the dissemination plan (section 18
within the project plan).
From Jan
2009
PM and others
as appropriate.
Members of Project Team:
AG Anne Gambles
CC Christine Capen
GA Geoff Aldridge
JT Judy Thomas
JMcN James McNulty
HS Hassan Sheikh
MR Mariano Rico
ND Nicola Dowson
NK Norman Kenney
NLS Non Scantlebury
NS Niall Sclater
PM Project Manager
RG Robin Goodfellow
RM Ross MacKenzie
Document title: JISC Project Plan
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Date: 2008-10-03
SE Susan Eales (External Consultant)
LTD Lead Technical Developer
TD Technical Developer
[e.g. JB =Joe Bloggs]
Document title: JISC Project Plan
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Date: 2008-10-03
Appendix C. Work already done
Discussions have taken place with stakeholders in an attempt to specify user requirements for Library
integration work. Much of the work has centred around appraising the current MyOpenLibrary
solution,

Initial and ongoing exploratory discussions with LTS regarding potential technical integration
with existing Structured Authoring tools.

Workshops held with librarians and MyStuff User Group to determine user requirements for
essential features and functionalities.

An audit of courses known to include as a requirement the demonstration of bibliographic
management skills and knowledge of output and styles (Appendix 1 within the Bid).
N.B. By integrating these products more closely with the course authoring process students
would already be familiar with these requirements as their embedded course references
would already be formatted in these styles.

A review of current tools functionality within RefWorks which meet current user requirements
above and beyond what is currently supported with MyOpenLibrary (Appendix 2 within the
Bid).

A diagram and accompanying scenarios depicting the vision for potential integration using
external vendor product with OUVLE tools and spaces (see below).

Student focus groups held. Feedback suggested that if students could store course-derived
and personal references in an integrated way it would enable a better online study
environment, especially if the bibliography could be carried with them throughout their study
with the OU and beyond.

Development of an RSS feed tool that delivers course and programme related resources to
blocks or weeks of study in course websites. Groups of resources are delivered using the
OPML standard.

Initial and ongoing exploratory discussions between Library Services and the units
responsible for a) student support and b) development of course materials, regarding
potential technical integration with Moodle and MyStuff.

Workshops held with learning and teaching support librarians and the MyStuff User Group
and others to determine user requirements for essential features and functionalities of the
MyOpenLibrary replacement solution.

Consultation with faculty stakeholders where it was stated that ideally, all MA courses in Arts
will need to use bibliographic management services integrated into an e-portfolio in November
2009.

An audit of courses that include as a requirement the demonstration of bibliographic
management skills and knowledge of output and styles. 12 courses were identified that can
be used to evaluate solutions.
Document title: JISC Project Plan
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Version: 0.1
Contact: Non Scantlebury
Date: 2008-10-03
Document title: JISC Project Plan
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