X4L Phase 2 Project Management Guidelines and Start-up Information

1. X4L Phase 2Project Management Guidelinesand Start-up Information Susan Eales 23rd March 2005

2. Agenda • About JISC • X4L background • Programme support • Project Management Guidelines • Other relevant JISC activity • Key dates

3. JISC’s Mission To provide world-class leadership in the innovative use of ICT to support education and research

4. JISC’s Vision Ubiquitous and reliable access to an information and communication environment, so that users are able to enjoy world-class technologies in support of their work and study

5. JISC’s Role JISC will build on its existing activities of providing a world-class infrastructure and promoting innovation through development programmes

6. Strategic Aims • To develop solutions to help the UK education and research communities to keep their activities world class through the innovative use of ICT . • To provide advice to institutions enabling them to make economic, efficient and legally compliant use of ICT respecting individual and corporate rights and responsibilities. • To help the sector provide positive, personalised user learning experiences and aid student progression. • To develop mutually advantageous relationships with organisations in the UK and abroad. • To advise, inform and help implement the strategies of government, funding councils and Research Councils.

7. Priorities for 2004-6 • Maintain and develop a world class network infrastructure • Create and maintain sustainable procurement and delivery services for online content • Develop a common, integrated information and communications environment • Create MLEs, linking VLEs with MIS • Provide cost effective and user-led advisory and support services. • Improve information and feedback mechanisms between JISC and its target audiences. • Ensure ICT is embedded within post 16 and higher education

8. Prioirities for 2004-6Cont’d • Develop eResearch infrastructure and use • Help institutions manage investments in ICT • Provide a technology observatory role and robust evidence base of the benefits of ICT • Engage with appropriate national and international organisations • Improve the effectiveness of JISC to carry out its operations • Enhance JISC’s role to support widening participation

9. F U N D E R S H i g h e r E d u c a t i o n F u n d i n g C o u n c i l f o r E n g l a n d n L e a r n i n g + S k i l l s C o u n c i l n S c o t t i s h F u n d i n g C o u n c i l s n H i g h e r E d u c a t i o n F u n d i n g C o u n c i l f o r W a l e s n E d u c a t i o n a n d L e a r n i n g W a l P A R T N E R S n e s D e p a r t m e n t f o r E m p l o y m e n t a n d L e a r n i n g n Research Councils and DfES n U S E R S Higher Education n N A T I O N A L E D U C A T I O N Further Education n P R O F E S S I O N A L O T H E R N A T I O N A L I N T E R N A T I O N A L Research & R E S E A R C H n A S S I A T I O B O D I E S A E E O C N S G N C I S e g B E C T a n e g e g e g R C s n U U K N H S N S F H E A c a d e m i e s n n n n U C I S A R e s o u r c e S U R F – L e a d e r s h i p A n n n N I L T A B r i t i s h L i b r a r y I n t e r n e t 2 n n n c a d e m y S C N C N O O L I n n – H E A c a d e m y A L T I M S n n R L N E C n n JISC AND THE COMMUNITY

10. POST 16 AND HIGHER EDUCATION FUNDING COUNCILS J I S C E X E C U T I V E J I S C E X E C U T I V E JISC SUB-COMMITTEES DEVELOPMENT PROGRAMMES SERVICES (Content services Advisory services) COMMUNICATIONS & OUTREACH

11. JISC Committee Structure JISC committee for Outreach & Support (JOS) JISC committee for Learning & Teaching (JLT) JISC JISC committee for the Network (JN) JISC committee for Supporting Research (JSR) JISC committee for Content Services (JCS) JISC Committee for the Integrated Information Environment (JIIE)

12. JISC committee for the Integrated Information Environment (JIIE) Middleware CIE Shared services Digital libraries in the Classroom Repositories Preservation Portals & presentation Content Submission & Disclosure Virtual Research Environments and E-Science FAIR and X4L

13. JISC INFORMATION ENVIRONMENT ARCHITECTURE external content providers JISC-funded content providers institutional content providers authentication/authorisation (Athens) JISC IE service registry user preferences services brokers aggregators catalogues indexes metadata schema registries OpenURL resolvers institutional preferences services media-specific portals institutional portals subject portals fusion learning management systems presentation end-user Desktop /browser shared infrastructure

14. The X4L Context • X4L is part of the Information Environment Development • The Information Environment needs to be a place where learning materials and ideas about learning materials can be shared • Strong links with other programmes • Pedagogy • Distributed e-Learning • Preservation • New repositories programme

15. The Context X4L was funded by JISC because • There is a lot of existing digital content which could be re-used for learning • We wanted the community to experiment with re-purposing digital content, i.e. see how it can be used again in a different way • What is a different way? For different curriculum/subject areas, different levels within a subject, independent learning and project work etc

16. X4L is about… • Cultural change • Using imagination/thinking out of the box • Developing communities of interest/expertise • Getting more project work happening in the community

17. How? • By producing case studies of how easy or difficult it is to re-use content and why • looking at methods for tagging existing digital content to enable re-purposing and defining learning objects • looking at sharing the results of projects by adding work to a repository for others to access

18. Aims • use and develop the best available tools to explore whether repurposing content can become a popular, sustainable way of producing e-learning materials for the future.

19. Aims 2. Increase the numbers of people in institutions with the necessary skills to repurpose learning objects.

20. Aims 3. Expose and begin to tackle the challenges associated with repurposing learning objects.

21. Aims 4.Begin to populate a national repository with “repurposable” learning materials, case studies and exemplars.

22. Outline • Phase 1 - 26 Projects • Over 100 institutions involved • 23 repurposing projects • 3 tools projects • +£4 million over 3 years – June 2002 to July 2005 • Phase 2 - 5 projects • £1 million from February 2005 to July 2006

23. Tools • Content packaging tool • RELOAD • www.reload.ac.uk • Assessment creation tool plus results database • TOIA • www.toia.ac.uk • Learning materials repository • JORUM • www.jorum.ac.uk

24. Supporting Studies • Evaluation support • http://www.cerlim.ac.uk/projects/efx/index.html • IBIS – assessment item bank study • Metadata quality workflow study • X4L Review • Accessibility and learning materials • Staff Development “Cookbook”

25. Highlights • Initiating/building communities of practice • Empowering teachers • Colleges and Universities working together • IT support, librarians, teachers working together • Testing available tools

26. Issues/Challenges • Resource discovery • IPR • Embedding

27. Programme Manager Susan M Eales BSc.Econ FRSA Programme Manager - X4L & Digital Libraries in the Classroom JISC - 3rd Floor Strand Bridge House 138-142 The Strand LONDON. WC2R 1HH Tel: 020 7848 2513 Fax: 020 7848 2939 E-mail: s.eales@jisc.ac.uk Mobile: 07973 429132

28. Programme Manager Responsibilities • The main responsibilities are: monitor projects and prepare detailed reports on progress. Commission supporting studies. Financial – monitor and report on expenditure. Project Support – provide advice and support.

29. Programme Manager Responsibilities Cont’d.. Coordination – promote synergy between projects. Support dissemination and evaluation activities. Representation – presentations at conferences etc. Strategy – contribute to the strategic development of JISC activities

30. Programme Support Officer - CETIS Mark Power CETIS (Centre for Educational Technology Interoperability Standards)X4L Support OfficerThe University of BoltonDeane RoadBoltonBL3 5AB 01204 90384207815 067133 www.cetis.ac.ukwww.bolton.ac.uk

31. JISC Support Services • Techdis • www.techdis.ac.uk • JISC Legal Information Service • www.jisclegal.ac.uk • Regional Support Centres • Netskills • www.netskills.ac.uk

32. JISC Programme Meetings These are bi-annual and attendance is mandatory. They enable us to share knowledge within and across programmes, and you to: Get out of the office and network Strut your stuff See how your work and results fit into the programme See how to maximise success in the community

33. Project Management Guidelines • Guidelines in 3 Sections:I. JISC Development Programmes-JISC Strategy, its development programmes and guiding principles behind themII. Programme Management – How JISC Programmes are managed, what support projects can expect from the programme and what the programme Manager expects from the projectsIII. Project Planning – The project management framework that projects put in place and detailed instructions for developing the project plan

34. Core Project Documents

35. Consortium Agreements • They are essential & must be signed by all project partners • How do funds get managed? • What happens if ? • Success? • Failure? • Partner leaves? • Equipment - who owns what? • IPR – ownership of outputs

36. Quality Assurance Plan • Explain QA Procedures – comply with JISC standards: - Fitness for purpose - Best Practice processes, technical development - Specifications - Standards (general) - Accessibility (web sites) QA Focus - at UKOLN and AHDS offer a self assessment approach to compliance www.ukoln.ac.uk/qa-focus TASI – Technical Advisory Services for Images www.tasi.ac.uk/advise/creating/qassurance.html

37. Dissemination Plan • Explain how projects will share outcomes and learning with stakeholders and the community • Raise Awareness –let other know what you are doing • Inform – educate the community • Engage – get input/feedback from the community • Promote – “sell” your outputs and results

38. Dissemination Plan • Key messages - different messages for different audiences • Timing • Methods • Evaluate Success • Project Web Site • And don’t forget to promote within your institution!

39. JISC Branding • JISC Logo http://www.jisc.ac.uk/toolkits_production_logos.html

40. Exit/Sustainability Plan • Exit – The planning needed to complete the project and get the best value from the work that has been funded • Sustainability – An assessment of which project outputs should be sustained after the project ends, how and by whom

41. Exit/Sustainability Plan Action for take up: • What embedding is needed for the change you envisage? • Your project outputs may also include models, guidelines, methods, case studies, knowledge or recommendations – dissemination will be important to inform the community about your work which will aid sustainability.

42. Exit/Sustainability Plan Variety of routes: -JORUM -Continued institutional support -Other Partnerships -Other project funding

43. Risk Analysis • What could possibly go wrong? • What is the likelihood of it happening? • How will it affect the project? • What can be done about it?

44. Risk Analysis • Staffing • Organisational • Technical • External Suppliers • Legal

45. Project Plan • Workpackages • JORUM • Working across the programme • Programme Manager Feedback • Live working document • updates • Programme Manager needs to know if major changes occur

46. Other Relevant JISC Development Activity • CETIS SIGs • Educational content • Pedagogy • Metadata • Accessibility • Assessment • www.cetis.ac.uk

47. Other Relevant JISC Development Activity Cont’d.. • Pedagogy Programme • Distributed e-Learning Programme (DeL) • E-learning tools • Regional pilots • HE Academy subject centre projects • Transition projects in Scotland (managed by JISC)

48. Key Dates so Far • Project plan • 30th April 2005 • Consortium agreement • 31st May 2005 • Project web site • 31st May 2005 • Joint Development Programmes Meeting • 7th & 8th July 2005 • Biannual report • 31st August 2005 • Biannual report • 28th February 2006

49. Finally • You are not alone. Use the JISC community • X4LPROJECTS Mailing list • Programme support officer at CETIS • Other projects • Programme Management • JISC Advisory Services • CETIS SIGs • Work hard and have fun