ArchivesSpace Container Management Project Charter

Directions: Copy and use this charter and related resources prior to a new project kickoff. Some information may be filled in at the kickoff meeting. Additional HUIT resources and templates.

I. Problem/Value Statement

Problem Statement: Archives and special collections in the Harvard Library have logistical challenges in collection management of physical holdings that are not supported by standard library systems. Some repositories have gone without adequate inventory support while others, including the Harvard University Archives, Baker Library Special Collections, and Schlesinger Library, have developed local solutions in the form of custom databases to meet these challenges. These bespoke systems require management and duplicative data entry, and they are not integrated with patron functionality. In the case of University Archives, LTS built and manages such a system that has now reached end of life and must be decommissioned. Units with local solutions would like to replace them with a common, centrally-managed solution that provides critical collection management functionality to Harvard’s archives and special collections.

Business Value: A central system will enhance collection security and support a host of "one-Library" outcomes. For example, researchers using HOLLIS Special Request would experience more consistency; University-wide assessment, analysis, and planning around archival and special collections physical holdings would be possible; and common workflows could be developed. It will eliminate the need for custom applications and duplicative data entry, increasing staff efficiencies.

II. Vision and Approach

Describe the solution: ArchivesSpace, the home of much archival and special collections metadata, could meet these needs with enhancement of its data model and functionality. Accordingly, this project will begin by developing functional requirements related to such enhancement and continue by vetting those requirements with the ArchivesSpace community. Using ArchivesSpace for container management will allow for a more efficient and seamless fulfillment/circulation workflow from the point at which the patron initiates a request through staff circulation of materials from storage to deliver to the patron.

Deliverables/Work Products:   

1. Functional requirements for and definition of enhancements for existing ArchivesSpace functionality for location management, container management, and archival instances.

2. Implementation of those requirements identified as essential for adoption by repositories.

3. Migration of data from existing bespoke local systems into ArchivesSpace.

Define how to measure “done”:

1. Agreed-upon specifications developed based on the scope of the approved ITAG proposal are implemented, tested, and released to production.

2. Data from local repository management systems is migrated.

3. Relevant non-Harvard specific code is made available for inclusion in ArchivesSpace core code.

In Scope:

• Migration of local repository data into ArchivesSpace for the following repositories: ART, DIV, DES, HOU, HUH, MED, LAW, FAL, MUS, SCH

Out of Scope (for medium and large projects):

• In the event that ArchivesSpace does not meet the requirements for University Archives' inventory control, disposition and replacement of HA would be handled separately.
  

III. Stakeholders and Project Team

Glossary

Stakeholders

Who is sponsoring the work? Who is funding the work? Who will accept the work? What organizations, departments, or people will benefit from this work (for medium and large projects)? Link to /wiki/spaces/librarymeetings/overview where relevant.

Project Team

Roles: Project Manager, Business Analyst, Quality Assurance Analyst, Architect, Software Engineer, Systems Engineer, UI Designer, Metadata Analyst, Subject Matter Expert

IV. Cost and Schedule

Define the resource commitment, project phases with their associated activities, deliverables and milestones. Include a plan for transitioning to a stabilization phase, if needed, and then operations and maintenance.

Fall 2018: Analysis and proposal development for community, planning reports to support migration

December 2018: Approval from ASpace community

Spring 2019: Work on reports, data prep for migration by units, initial migration development and testing process

Summer and Fall 2019: Development phase for functional requirements identified (these have been added to JIRA)

Performance (and other) testing phase

Task Force has been charged through end of calendar 2019.

IV. Key tasks and outcomes

VI. Assumptions, Risks, and Constraints

Constraints:

• Scope
• Time: The Working Group has been charged to complete the work by the end of calendar 2019.
• Cost

Assumptions:

• Stakeholders have identified the appropriate subject matter experts to participate in the Task Force and who can accurately and completely define the business requirements for the project
• Stakeholders will have made available the time required to participate in project activities and to complete tasks as requested
• Project sponsor and other stakeholders are empowered to make the decision required for the project to be a success
• Project sponsor will provide written approval to move forward with system development when requested as part of incremental/iterative system demonstrations

Dependencies:

Risks (description, plan, impact, owner):