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SPEC Projects

A SPEC project is an activity or group of related activities that addresses a defined body of objects (or targets) during a specified time period and that produces quantifiable outputs. Project goal(s) describe the desired outcomes and/or motivation for the project. Projects can be grouped explicitly through association of an initiative, or implicitly through grants, activities, targets, time period, repository, outputs, or any project characteristic.

The scope of a project can be determined by any number of factors, but must have a defined start date and completion date time, must be assigned to only one supervisor or program head, and address objects owned by a single repository or division. Projects and project targets should be defined so that each activity addresses all of the targeted objects.

Managing projects serves three purposes:

  1. Create and share prioritized queues for (all) present and future work on special collections.
  2. Tracking the progress of projects as they move through their major phases.
  3. Generating statistics that reflect what has been worked on and the resulting output of that work.

Project tracking does not aim to track all of the tasks and milestones associated with smaller processes associated with any activity or group of activities.

Project Fields

SPEC ID

required, SPEC generated

Status

required, SPEC generated Displays project status. To be added: Link out to project status list/definitions.

Project Title

required, free text Should be as descriptive as possible and differentiate project from other work on same collection.

Department

required, SPEC generated controlled value Department of staff member assigned to project.

Repository

required, SPEC generated controlled value
Owning department of targeted objects. Lists repository abbreviations based on associated objects.

Type

required, single controlled value The type of project. To be added: Link out to project type list/definitions. Selecting a project type will auto-populate certain fields.

Notes

optional, free text

Documentation

optional, file May be used to upload documentation files associated with the project.

Targets

The list of object(s) to be worked on through the course of a single project. Project targets are characterized in five dimensions: 1. object count and list; 2. objects on shelf; 3. object formats; 4. linear feet and 5. acquisition.