Archival Sound Recordings

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E-delivery of audio from the holdings of the Sound Archive will facilitate the New York Library in making an exceptional contribution to the latest training setting for NY higher education, and will offer pointers to the enormous unexploited resources that lie beyond the very minute but convincing collection of tapes to be integrated in this project, hence contributing to the New York Library vision of assisting individuals in advancing knowledge with a view of enriching lives.

Project objective

The ASRP will offer unlimited access, at the level of provision, to the program contents for the higher education industries in the United States. Access will as well be offered to American library facilities. Free access will in addition be provided over the e-site to a percentage of the content theme based on eligibility status. The ASRP will offer 10 Content Products representing an expansive variety of Sound Record holdings.

Project scope

Included in the scope	Comment
Archival contents of agreed material resources
e-copies for streaming and access to agreed material resources
Extranet access to the agree material results to the higher education community
Resource identification and procedural services
Excluded from the scope
Website model	The model will be developed at project position. The ASRP will, however, update the strategies.
Web-hosting and user interface	This will be determined at program position, with contribution from the program.

Project deliverable

Project phase	Deliverable	comment	Expected date
Project Brief
Project start	Project documentation		02.10.2012
Project start	Business case	Revise regularly	05.10.2012
Project start + Digital production phase	Project	The project will be revised when suppliers are selected	12.10.2012
Project start	Risk log		7-day updates
Project start	Quality plan	To be revised during negotiation with the suppliers	Updated regularly
Project start	Dissemination plan	For both intrinsic and extrinsic purposes	15.10.2012
Project closure	Project assessment report	To Joint Information system Committee and the NY Library	12.02.2013
Technical brief
Project start	Sample guideline (website strategy brief)	Record progress in website register	23.12.2012
Digital production phase	Digitization register (comprises IPR authorization controlling matrix)	As described in the project plan	23.12.2012
Digital production phase	Digitization template (comprises updates on authorization agreement)	As described in the project plan	23.12.2012
Digital production phase	Quality assurance register	Approved by the project committee	22.10.2012
Web delivery phase	Web-hosting and delivery solution for the final audio contents (website model brief)	To be determined at program position	28.10.2012

Organizational impact

The ASRP requires input from the following departments of the NY library:

NY library department	Input
Audio recording	Project administration, preventive guideline, technical requirement, and usage guideline for sound transmitters.
Website service delivery department	Project website contents, interface services, website strategy brief and audio domain specifications.
CPU	Acquisition direction and negotiation
CPO	Program administration support
Finance/corporate inputs	Budgetary allocation support
Selection and description	New York library application model
Content acquisition	Handling policies for non-sound aspects in transmission-streams.

This ASRP’s packages will have a functional influence on the following sections:

NY library section	Impact
The NYL audio record’s technical service	On the administration of digitization agreements
The audio record	The program will update organizational strategy creation for maintenance and access.
EIS	Digital Content Administration Model (DCAM) program. The project will update DCAM as to the specifications for digital sound storage.
EIS	Digitization approach
Scholarship & collection	The creation of new electronic specifications for sound-based data and the encoding of sound contents.

Dependencies

Dependencies	Remarks
NY library project team	The final web-hosting feedback for this program and in the future the sustainability of a NY library system.
The Joint Information System Committee’s user specification register	The processes are planned to be finished by 20 February 2013.
The NY library’s system to deal with user specifications.	It ought to be recognized that the NY library is still shaping its thinking concerning how far to pursue the idea of offering informative package, in support of a specific digital product. Generally the library is in the idea of provision of timely digital content.
The incorporation of digital system in the NY library.	This will influence long-lived sustainability.
NY library website system	Cross-functionality concerns (NY library)

Project approach

Substantial study has been carried out with a view of proposing solution to the JISC for selection and for the purpose of developing a proposal for financing from the JISC and for the content collection procedure.
Content has been approved by a team of professionals and the Verification Template approved by the SRO. The final selection of content (i.e. ten Content Products – 5 from 15 by NY Library and five from the remaining ten by the higher education community) will be submitted to the Program Panel for approval.
A sample will allow response on the provision of recorded content over the e-site and will result in the establishment of user interfaces. The trial product is to be financed through The JISC under a separate allotment of financing and will be administered at Digitization Program position with inputs from the Archival Audio Recordings Project (Public Procurement Directorate, 2008).
During the Program Initiation phase the Program Team will be requested to approve the Program Document and the Program Initiation Brief. The two documents to be evaluated by CPO.
The sample digitization assignment will be conducted by the program group and will appear as 600 second prototypes across all the content products. Such packages will be examined through a Beta interface framework which will be based on usability tests. This procedure is to be recorded in the e-site register.
The verification of the e-site is subject to acceptance by the board. Suggestions for validation will be forwarded to the Program Team for approval.
During the Audio Processing phase, the Program Team will be requested to approve an Audio Template. This matrix will be utilized in communicating the development of content to the Program Team. It ought to be approved at the closure of the program by the Program Manager and will indicate that all agreed materials have been digitized.
The e-site register ought to as well be verified at the end of this phase demonstrating that all e-site deliverables are integrated based on the strategy outlined in the Website Strategy Brief.
The program’s results will be communicated to the Sponsor as per the original dissemination plan. The final brief will be determined by the NY Library and the Sponsor once the suppliers have been selected and a final implementation timetable written (Islam & Bhuiyan, 2011). Program assessment will be carried out by a self-governing evaluator. The report to be finalized one month prior to end of the program to enable remedial actions if necessary.

Fit with Organizational Strategic Plan

The New York Library was approached by the JISC to tender for financing for digitization programs as part of the Joint Information System Committee availability and archiving strategic plan. This chance emerged from an intrinsic JISC financing avenue known as the Comprehensive Spending Review (CSR).

This program is one of five programs being financed via the CSR Digitization program. The project as well involves the NY Library’s 19^th century magazine program. Joint Information System Committee’s choice of the Audio Archiving proposal indicates the increasing attention to digital content from the United States educational community.

This solution was adopted by the NY Library as an excellent fit with its expansion plan for the electronic archiving of its library materials.

Anticipated benefits

The ASR program will make an important contribution to the adoption of the New York Library’s goal of increasing access to its materials. It In addition reacts to the demands from the U.S. higher education sector, articulated via the Joint Information System Committee, for the access of the digital content with a view of supporting schooling. The project will attain this by allowing:

Unlimited access to an assortment of audio tapes and related pictures characterized by 10 content products derived from the selections of the NY Library Audio Records, comprising verbal history consultations, different genres of literature, radio adverts and music. The collections will be authorized for learning purposes and delivered to educational consumers as primary study material.
Unlimited access to an extensive variety of exceptional training and/or learning resources previously handy only in UK-based classrooms.
The capability of integrating corresponding and explicit academic data stored in the form of electronic records along with the collection of reference materials usually accessible for research, training and e-learning.
In the future the lessons learned from this program will facilitate the Audio Record to enhance availability of its contents and to deliver on major organization objectives.

Cost estimates/cost benefit analysis

Action	Hrs	Days (8 hour/day)	Costs ($1500/day)	Remark (s)
Development
global	40	5	7500
Template & parts	600	75	112500
Customer	-200	-25	-37500
Subtotal/day	440	55	82500
HMTL incorporation (+15%)	66	8.25	12375
Multi-language ability (+15%)	66	8.25	12375
Subtotal	572	71.5	107250
OS service	48	6	9000
migration instruments	48	6	9000
Subtotal	668	83.5	125250
prototype testing/QA	100.2	21.53	18788
Clarification during establishment	57.85	7.45	12300
Documentation (+5%)	33	4	6325
Total development	859.05	116.48	162663

Testing
Basic test (user)
Functional test	80	9	14780
Debugging (=15%*development)	128.86	17.47	24399.45
Total testing	208.8575	26.472	39179.45

Deployment	8.45	2	1600
system requirement	8.45	2	1600
system tool	8.45	2	1600
testing environment	8.45	2	1600
processing environment	8.45	2	1600
website server/installation	8.45	2	1600
user definition	8.45	2	1600
Total Deployment	59.15	14	11200

Summary
Subtotal (development/test/deployment)	1127.058	156.952	213042.45
Program administration (+20%)	225.4115	31.3904	42608.49
Total	1352.47	188.34	255650.94
Tax (+15%)	270.49	37.67	51130.19
Total	1622.96	226.01	255650.94

Special fund sources

The Joint Information System Committee has given simply over a million pounds to The NY Library for the ASR project and budget allocations have been approved. Any additional item requires authorization by the project committee that this addition is important.
NY Library responsibility systems to be utilized for intrinsic monetary controls. Any deliverable agreed between the Joint Information System Committee and the Library is to be delivered as per the timescale.
Six monthly financial reports to be submitted to the Joint Information System Committee indicating expenditure alongside estimated budget.
All program group economic spending to be documented by the program assistant staff and checked by the program group head and program manager. Program manager to offer an exemption report to the program committee in case of an estimate of expected budget exemptions.

Risks

The preservation of the risk record is the role of the program leader and its analysis that of the program committee. The rise of risks is to be carried out in consultation between the program committee and the program leader. Input from the program group will be dealt with firstly via the revising of the Issue Record.

Any fresh risk or emerging concerns will then be integrated into the Risk Record for analysis by the program board and the project committee. As identified risks my turn out to be issues, the issue record, in turn, will be revised with a view of reflecting these risks (Islam & Bhuiyan, 2011).

The major risks comprise erroneous cost approximations at the proposal level, ambiguity at program initiation period about website-hosting options and expected costs, judicious approval of content collection, and the challenges and cost of IP authorization. The administration of such uncertainties is supported by an inclusive risk record, occasionally handled by exemption to the program committee for corrective measure where required (“Project Origination”, 2001).

Summary of program schedule

The program begins with the program manager on the ground at the beginning of October 2012, and will continue for the next 2 years until the end of October 2014, at which point the electronic-based services will be working with all ten audio products available.

Constraints and assumptions

Constraint 1	The project budgetary allocation is approved by the NY library and the Joint Information System Committee and is not likely to be adjusted
Constraint 2	The project completion date is 30 November 2012
Constraint 3	Access is mainly to higher education community
Constraint 4	Joint Information System Committee usability testing will prevent the establishment of the user platform
Constraint 5	NY library accessibility policies will be followed as required by the JISC
Constraint 6	The acquisition of digitization services is subject to U.S. practices enacted in U.S. regulation and procurement will be subject to a Negotiated Process (“Project Initiation”, 2001).
Assumption 1	That a right is attainable for all chosen content products.
Assumption 2	Access to any library sound content will be available in electronic form on NY Library facilities provided this is program budget-based. If it is not then this requirement will be beyond the scope of this program.
Assumption 3	All suppliers can account for approximately 85% of the work in 2 years.
Assumption 4	Any production work will be carried out by the program group and will only make minimum challenges to the technical team.

Organizational structure

Job title	Role
Program Board	Approval of the program deliverable
Top Responsible Officer	General accountability for the effective completion of the program
Program Director	Daily program administration. Reporting to the program board and the Joint Information System Committee
Program team Manager	Daily administration of the program team comprising quality assurance and negotiation concerning IP issues. Reporting to the program director
Program Team	Processing and advancement of chosen sound package and integration of chosen information aspects.
JISC Person	The project leader representing Joint Information System Committee on the program panel
Higher Education Representative	Offers HE user contribution, participating in program board activities as necessary
NY Library Digitization Program Manager	Offers leadership on NY library digitization program concerns and general administration support to the program.
Corporate Program Officer	Offers consultation comprising NY library program administration techniques.
Procurement Department	Accountable for the implementation of U.S. procurement practices (Public Procurement Directorate, 2008).
Website Service Provision Department	Accountable for the provision of the consumer platform to package. Updates the website approach for the program.

Communication plan

Stakeholder analysis

Stakeholder	Interest	Communication need
NY library management	All New York library schedule of work	Progress report.
JISC	Program completion	Weekly consultation with the program director and project management report.
Director of scholarships and collection	Program sponsor	Progress report and program communication.
Head of New York collection	Program completion	Program board representative. Needs Progress report and program management report.
NY Library digitization project manager	Project completion	Program board representative. Needs Progress report and program management report.

Communication strategy

Negotiations based on timetabling of project activities with the suppliers will automatically update the extrinsic communication of information concerning major deliverables and extrinsic communication plans will be agreed once the suppliers have been selected. The completion date for such selection is 18/10/2012.

It is proposed that November would be an excellent period for since there are frequently breaks in press releases worthy legends at such period (CHUA, 2001).
The program committee comprises all NY Library units with stakes in the program and the Joint Information System Committee via their member and the higher education representative.
Regular bulletins will as well guarantee that development is communicated more broadly in the NY Library and to the Joint Information System Committee.
A printed timetable of actions and events will be developed alongside the Joint Information System Committee Dissemination Strategy (Islam & Bhuiyan, 2011).

Project quality administration strategy

Quality will be determined against NY Library audio record specifications for digital storage and as well against all other specifications agreed with the suppliers.
Data will be certified by sampling for any error and lacking explanations alongside the NY Library Plan.
Agreement on any standard will update the discussion with the suppliers and this will lead to a cycle of benchmarking process alongside which quality will be determined via sampling by the program group.
Quality concerns are to be integrated in the program team’s standard report to the program committee.
Completion of quality assurance schedules to be disseminated to the program committee via the digitization template (Islam & Bhuiyan, 2011).

Acceptance criteria

The functional surrender of the website and hosting criteria will be submitted to the New York Library thirty six months after the program closure. In the provisional functional administration will be carried out by an independent supplier based on an administration SLA.

Deliverable	Acceptance criteria	Remark
Program documentation	Consistency for purpose	Documentation managed by JISC
10 packages	Tested alongside quality assurance specifications captured in digitization template
Over 12 thousand access and printable documents	Tested alongside quality assurance specifications captured in digitization template
The preservation and provision alternative	Tested at program stage alongside U.S. specifications

Sustainability plan

Any documentary copy will be treated as a component of audio record holdings before final integration into DCAM.
All available documents will be attached to the agreed web-hosting platform.
Function and preservation will be the role of the NY facility for thirty six months from November 2014. An Entire Service Administration Agreement will be integrated with a view of ensuring this.
Fresh Service Level Agreements will then be integrated and form the foundation of the agreement for continuing website service for this program. This will be preserved for the thirty six months after project closure.
A sustainability strategy will be developed for the integration of the contents into the NY Facility DCAM by 2013.

References

CHUA, P. (2001). The initiation, organization and logistics of part-time final-year projects. International Journal of Engineering Education, 17(3), 248-254.

Islam, S. & Bhuiyan, U. (2011). The association between project success and project initiation phase: A study on some selected projects in Bangladesh. European Journal of Business and Management, 3(12), 60-68.

Public Procurement Directorate. (2008). Public procurement best practice guide (no. 1.1). Canberra, Australia: Author.

Project Initiation. (2001). In D. Chan (Ed.) NYS Project Management Guidebook (pp. 51-126). New York: Information Technology Press.

Project Origination. (2001). In D. Chan (Ed.) NYS Project Management Guidebook (pp. 21-45). New York: Information Technology Press.

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