WHUS Music Library
David Freeburg
Final Project
ILS 530 S70 Fall 2006
Chang Suk Kim, Ph.D.
December 4, 2006
Part 1: Defining and Understanding
The System
Description:
The system analyzed in this project is the WHUS Radio music library system. WHUS is
the radio station of the University of Connecticut, located in Storrs, CT. The station is a
student organization managed and maintained by a combination of students and
community members. The WHUS Radio music library system is the set of processes by
which music is acquired, processed, organized, made available for WHUS staff, and
included in reports to the Collegiate Music Journal (CMJ).
Organizational Chart:
Goals and Objectives:
1.
New music is to be obtained from record companies.
2.
New music is to be sorted, reviewed and processed.
3.
New music is to be quickly made accessible to disc jockeys (DJs).
4.
Accurate playlist reports, listing which albums a DJ played during their weekly
show, are to be submitted, by the DJs, to the music director
5. Lists of music releases most often played are to be compiled and submitted, by
the Music or Genre Directors, to Collegiate Music Journal (CMJ) each week.
Operations Checklist:
1.
Functional Requirements

New music must be made available within one week of its arrival.

50% of music played by disc jockeys must be less than 3 months old.

Accurate playlist reports must be created and given to the music director.

CMJ reports must be created and submitted on a weekly basis.
2. Non-Functional Requirements

Music library must be kept organized.

Music must be assigned to particular genres consistently.

Music labelling should include staff reviews.
3. Constraints

The physical space of the music library is limited, requiring regular
“culling” of older, less often played music.

The process of receiving and processing music takes time, limiting the
amount of releases that can be handled each week.

Problems such as theft and misfiled music complicate the process of music
organization.
The People
Descriptions and Goals/Objectives:
Music Director
Description
The Music Director is ultimately responsible for the acquisition of new
music, the processing and organization of that new music, making new
music accessible to DJs, collecting DJ playlists, and creating reports to
submit to CMJ. The Music Director deals personally with the “alternative
rock” music genre, and delegates the work of other genres to Genre
Directors.
Goals/Objectives:
The Music Director supplies music to the station in an organized and
timely manner. The Music Director also creates reports of most often
played music and submits them to CMJ.
Genre Directors
Description:
Genre Directors share the same duties as the Music Director, but apply
their work to only one particular genre of music. WHUS has Genre
Directors in the following genres: hip hop, blues, folk, jazz, metal,
world/reggae, soul/funk, electronic, polka & classical.
Goals/Objectives:
The goals and objectives of the Genre Directors mirror those of the Music
Director but are applied to a single genre of music.
Disc Jockeys
Description:
Disc Jockeys, or DJs, are responsible for the performance of a weekly
program. Programs vary in length from 1 to 3 hours. DJs may choose to
program a particular genre of music, or a blend of genres. DJs obtain the
music they will play from the WHUS music library. DJs create playlists
of their program to submit to the Music Director or Genre Director.
Goals/Objectives:
DJs attempt to create interesting programs that are comprised of 50% new
music (less than 3 months old).
The Work:
Description:
The system should facilitate the process of obtaining, processing,
organizing, supplying, and reporting of new music at WHUS in a timely
and efficient manner.
Goals/Objectives:

Processes should be performed accurately and quickly.

New music should be readily available and easy to find.

DJ playlists and CMJ reports should be accurate.
The Environment
Description
Mail Room:
New packages are first received here.
Music Directors Office:
Music is distributed to correct Genre Directors, reviewed and processed
here. This room is locked and accessible only to the Music and Genre
Directors (as well as the General and Operations Managers.)
Studio A:
New music is organized and stored in Studio A. There is section for each
genre of music. Each section contains a small “push file” containing the
newest music. There is also a general push file shared by all genres. DJs
perform their programs in this studio.
Music Library:
Music older than 3-6 months is moved to the Music Library and stored
alphabetically by genre.
Goals/Objectives

Music should be stored in a well organized manner to facilitate easy access by
DJs.

The Music Director’s office should contain appropriate storage/shelving for the
handling of several hundred new releases.

Volunteer music reviewers should be able to easily pick up and return releases.
Part 2: Gathering the Data
System Steps
1. Request music from record companies
2. Receive new music
3. Label music as WHUS property
4. Assign genre to album
5. Review music and adhere review to cd
6. Place music in library organized by genre
7. Play music during radio program
8. Record each play on DJ playlist
9. Submit playlist to Music Director
10. Assemble lists of music most often played for each genre
11. Submit lists to CMJ
Personnel Responsible

Steps 1-2: The Music Director, or Genre Director, obtains new music

Steps 3-5: Labelling, assigning genre, and reviewing music is either
completed by the Music/Genre Director or by a DJ as a volunteer work
assignment

Step 6: The Music/Genre Director places music in the library

Steps 7-9: Music is played by DJs who submit playlists each week

Steps 10-11: The Music/Genre Directors compile play data, produce lists,
and submit lists to Collegiate Music Journal (CMJ)
Calendar of Events During Study:
Part 3: Analyzing the Present System
Data Flow Diagram:
Entity Diagrams:
Part 4: Designing an Improved System
Recommendations

Develop MP3 based storage system to combat theft, to increase the total amount
of music able to be stored, and to allow for automation of other processes.
Database should allow for storage of music files, genre information, and reviews.
Volunteer reviewers should be able to access new music remotely with password
access. The station should use redundant storage, backing up all music for the
purpose of preservation.

Implement a software system capable of searching music, playing music, and
reporting playlists. Many DJs neglect to create playlists. Automatic playlist
generation would ensure that a playlist is created for each show. Examples of
software programs include LiveDJPro (http://www.filedudes.com/liveDJprodownload-40813.html ) and Audio Enhance DPS
(http://www.audioenhancedps.co.uk/ ).

Design and implement a software tool that can query weekly playlists and create
user defined lists of the releases most often played in each genre.
Part 5: Evaluation
Ethnographic Observation:

Digital storage of music is a drastic change for seasoned DJs accustomed to CDs
and records. Some DJs will have a hard time adjusting to such a system.
Observation may help to determine the extent to which DJs are uncomfortable and
whether, over time, most DJs learn to adjust to the new format. DJs can be
observed during their radio shows, though some DJs might become
uncomfortable and be more likely to make errors. Therefore, observation should
be casual.
Surveys

DJs should be surveyed to determine their comfort level with the new system. An
open ended survey should be used to allow DJs to freely describe their likes and
dislikes regarding the new system. DJs should also be able to recommend
changes or updates to the system.

Music and Genre Directors should be surveyed to determine whether the new
system makes their jobs easier.
Conclusion
The system currently in place at WHUS is almost entirely non-digital. WHUS regularly
experiences lack of storage space, theft, misfiled music, missing playlists, and inaccurate
CMJ reporting. A searchable MP3 based music storage database that creates playlists
would virtually eliminate all of these problems. However, the change may prove to be
very difficult for seasoned DJs. WHUS is currently beginning the transition stage
towards digital music storage. With regular feedback from WHUS members, this
transition should prove to be a smooth one.