Reusable Containers Tracking Project

Project Name

Reusable containers tracking

Project Goals

• Use Alma to circulate reusable take-out dining services containers.
• Supports environmental/green initiatives and leverages existing technology (Alma).

In Scope/Out of Scope

In Scope

           Determining how to set up circulation of reusable containers in Alma including: creating records for the containers, determining circulation privileges an approach needed, designing a pilot for testing. There are about 5000 of these containers to track.

LTS

• How will the items circulate (self-check vs. Alma)?
  • Will investigate MeeScan
  • Contact: 

    https://meescan.com/
    Rachel Woloshyn <rachel.woloshyn@meescan.com>

  • Need to purchase iPad and stand
  • Once procured, I will provide necessary settings/config to MeeScan to connect to our system (Alma)
  • Once set up, students will be able to check containers out and back in via MeeScan
• Will staff need training/privileges?
  • TBD on whether we need direct Alma circ privs
• Grant or fund to pilot this?
  • Pilot in freshman dining hall
  • 200 containers
  • Will still bill during pilot phase

Alma Config (KY)

• Lending period:  2 week lending period- reminder goes out as normal 7 days before due date.
• New item policy?
  • Yes, TBD by Kara
• New Library/location
  • Dining Services (code HUDS); location name: Reusable Containers 
• Billing
  • No fines for overdue
  • Fine if they are lost
    • We normally charge $45, can also charge additional based on item replacement fee
    • Every container costs $5 
  • Need codes:
    • Termbill: set up debits and credits 
    • AR: we need billing code

HUDS

• Barcode labeling
  • Will investigate barcodes and give Kara a list of items to create item records for each container
  • Suggested convention: HUDS######
  • Probably want a convention which includes room for growth (assuming 5000 items now, probably want a convention with at least 5 numbers after HUDS, possibly 6)?
  • Will start with 300 this summer
• Decision on self-check
  • Will investigate MeeScan
• Grant program
  • Meeting next week to cover specifics

Out of Scope

Deliverables and Work Products

Key Tasks and Outcomes

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? Link to /wiki/spaces/librarymeetings/overview where relevant.)

Sponsored by dining services, HUIT, LTS.

Dining services/students will benefit from a streamlined approach to managing a sustainable initiative. 

Project Team

(Roles include: Product Owner, Project Manager, Scrum Master, Business Analyst, Quality Assurance Analyst, Architect, Software Engineer, Systems Engineer, UI Designer, Metadata Analyst, Subject Matter Expert, Release Coordinator)

Cost and Estimated 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. This section may not be relevant for projects for which schedule/date-based information is not available at the time the charter is being written. In that case, be sure to document the schedule, milestones, and deliverable dates in other ways with stakeholders and be transparent about accomplishing them.)

Assumptions, Constraints, Dependencies, and Risks

Project Assumptions

• • Stakeholders have identified the appropriate subject matter experts to participate in the Working Group 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

Project Constraints

• • Scope
  • Time
  • Cost

Project Dependencies

Project Risks

Acceptance

Accepted by <Project Sponsor Name>, <Date>

Prepared by <Project Manager Name>

Effective Date: <Date>