Everything 4 Everyone

Project Plan

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We created a work break down structure to outline the scope, deliverables, and tasks for implementing our open-source catalog system and hopefully make this process a little bit easier for the next guy. It includes a checklist for staff/volunteers to track progress.

1. Project Planning & Assessment

Deliverable: Documented project plan with timelines, roles, and software selection.

Conduct a needs assessment (survey staff/researchers).
Compare FOSS tools (Koha vs. TIND vs. Omeka) and finalize selections.
Draft a data migration strategy (prioritize collections for digitization).
Secure volunteer/staff commitments.




2. System Setup & Configuration

Deliverable: Functional software installed and tested.

Set up a dedicated server or cloud hosting. (We use Apache on a local server)
Install and configure:
Koha (basic cataloging, circulation rules).
DSpace (metadata schema, upload workflows).
Omeka (theme customization, exhibit templates).
Test integrations (e.g., Koha-DSpace linking).
Create user accounts for staff and volunteers.




3. Data Migration & Cataloging

Deliverable: Fully searchable catalog with legacy records imported.

Clean existing data with OpenRefine to fix duplicates and standardize fields.
Digitize priority items (start with 10% of the collection each month).
Import records into Koha (MARC or CSV templates).
Upload digital surrogates to DSpace(with Dublin Core metadata).
Build Omeka exhibits for public-facing highlights.




4. Training & Documentation

Deliverable: Staff/volunteers confidently use the system.

Host 2 training workshops (Koha data entry & DSpace uploads).
Record video tutorials for future reference.
Create a shared operations manual (we use SharePoint).
Assign “super users” for troubleshooting.




5. Launch & Outreach

Deliverable: Public catalog promoted to researchers and visitors.

Soft launch with researchers and gather their feedback.
Announce via museum website/social media.
Print guides for the physical collections.
Track usage metrics



6. Maintenance & Growth

Deliverable: Sustainable, scalable system.

Schedul monthly backups (test restoration annually).
Monitor FOSS updates/security patches.
Apply for grants to expand digitization.
Yearly user satisfaction survey.

Staff/Volunteer Checklist

• Pre-Launch:



Needs assessment completed.
Software installed/tested.
First batch of records migrated.
Training sessions held.




• Post-Launch:



Public catalog launched.
SBackup system verified.
Feedback collected (adjust as needed).