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Nov. 30, 2010 - CQ

1- Discussed Template components:

  • Submitted by 
  • (maybe Department)
  • Date submitted
  • Project description
  • Title or Project Name
  • Suggested project leader who will...
    • make sure project gets done 
    • manage project schedule
    • communicate out about project status 
    • ensure that assessment happens
  • Potential benefit/impact 
    • to MIT Libraries users or staff
    • what problem does this solve or what will it do that is new?
    • why does this matter? 

2-Methods of getting proposal

  • want to go through form
  • keep proposals to few sentences only 
  • make iterative, do via discussion or meetings? 
    • ask questions like:
      • what institutions are already doing this? 
      • what inspired you to get this idea?

3- Revised text to explain the template 

Draft Text to Accompany First Template (11-29-10)

The Project Review Committee is accepting proposals to develop new services, capabilities in the Libraries. We are creating a new process with the goal of making it easier to take good ideas from conception to reality. Proposals are welcomed from any and all members of the staff.

 

Defining a Project:

Projects should meet at least one of the following criteria:

-       It requires input and buy-in beyond the originating unit.

-       The staff time required goes beyond the usual work of affected staff

-       The costs associated with it are beyond what can be supported by existing local or central budget lines.

Project Process

  1. Any member of the staff can submit a simple "pre-proposal" to the PRC (Project Review Committee). Pre-proposals will consist of 1 to 2 pages (template provided). The PRC meets as needed and approves pre-proposals that seem worth further development. Pre-proposals approved by the PRC will be forwarded to Steering Committee.  Pre-proposals not approved will be returned to proposers with the reasons they did not advance and advice on potential changes or alternate routes/approaches.
  2. Pre-proposals which have been approved will then be enlarged to full proposal with a second template.
  3. A small pool of expert staff will be designated to help proposers flesh out their follow-up proposals.
  4. Proposals must be specific about who supports the project (e.g. faculty, donors, senior managers, outside agencies).  Letters of support will be encouraged to demonstrate support for ideas, although they are not required for proposals.
  5. Once completed, full proposals would be re-submitted to the PRC, including a budget, timeline, staffing resources, project and assessment plan. The proposal could be for a one-time project or a new service, but in either case all components would be required.
  6. Proposals approved by the PRC would be forwarded to Steering Committee for final review and funding prioritization.
  7. Funded projects would be overseen by a standard project management process. 

process:

  1. fill out the simple template, get auto-reply
  2. project review committee (PRC) will review submissions, as needed
  3. PRC will respond in a timely fashion
    1. turn down, indicate why
    2. submit as a recommendation
    3. ask for more info, clarification 
    4. refer to other options like grant proposal/funding sources, other groups, etc. 
  4. PRC will list status of proposals on wiki for public viewing 

November 18, 2010

minutes: Nicole
present: Rich, Christine, Barbara, Nicole, Marlene

1. housekeeping:
- We will rotate minutes alphabetically. Nicole is first.
- Yes, we want a wiki. Nicole agreed to set one up. The wiki will be open for all staff to view. If there are specific pages that needs to be protected for some reason, we can protect just those.
- We have meetings scheduled for Nov. 30 and Dec. 16. We agreed to have Julia find open times for us (2 in Jan. and 2 in Feb.)... rather than having a certain day of the month that we meet.
- Marlene will follow up with Keith to see if he created an email list for us.

- Idea: we send out a welcome email to all-lib after our 2nd or 3rd meeting... just to introduce ourselves and let them know we're working on the templates, etc.

2. Templates (short and long)
- We need to draft the short one first.
- Let's look at Harvard Innovation Labs as an example. (CQ will add link)
- There may also be something we could use in our list of how to submit a beta and how to graduate from beta. ((NH will add link)

Brainstormed ideas for the short template:
- what need or problem does it solve?
- what is the impact?
- description of the service?
- why do this?
- potential stakeholders
- time sensitivity

3. To do
1. Rich agreed to draft the first short template and email the group for discussion.
2. Marlene agreed to draft the first bit of explanatory/introductory text to go with it. And to ask Julia to schedule 2 meetings in Jan and 2 in Feb.
3. Nicole agreed to set up the wiki and enter the minutes.

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