Grant Writing 2012 Grant Writing for Digital Projects September 2012 IODE Project Office IODE Project Office Oostende, Belgium Oostende, Belgium Developing Partnerships Pauline Simpson Cayman Islands/IODE GE-MIM

Grant Writing 2012 Exercise How did the idea of your project evolve: 1. By yourself? 2. With a friend? 3. With an existing partner? 4. In a group?

Grant Writing 2012

Partnerships / Collaboration Can be defined as a formal (or informal) set of relationships between individuals and organizations in a development process that exists through the cycle of idea formulation and design, implementation, testing and evaluation.

Grant Writing 2012 Partnership A successful partnership will help to secure strategic outcomes of the project – Using partnerships for the project to work more effectively Increase expertise – extend core competencies Minimize risks Leverage resources Develop hardware and software solutions – Increasing the credibility of the project – Communication of more effective ways of working by using Partnership Organizations – Ensuring a coordinated approach to working – Deliver better outputs and maximizing outreach

Grant Writing 2012 Partnerships - sharing Shared Risk: Each partner bears a fair and appropriate share of the risk in the alliance. No partner has a disproportionate level of risk. Shared Resources: Each partner commits an appropriate proportion of the resources, whether they are capital, people, knowledge, technology or other. Shared Rewards: Each partner shares appropriately in the rewards, the partners work together to create mutual wins. Shared Vision: The partners share a common view of the objectives, results and outcomes of the alliance. They share a common vision of the importance of the project. Shared Values: They share common value systems and complementary cultures. This shared value system is the bedrock of the relationship, providing the means, motivation and commitment to resolve problems and to growing the relationship.

Grant Writing 2012 – The range of possible partnerships can encompass from one product/one time project partnerships to complex project relationships that develop successive products or technologies or services over a period of years – Relies on a significant input of human energy, resources and commitment over a sustained period of time.

Grant Writing 2012 Exercise List likely partnerships you will build for a: 1. Digital Project within your organization 2. Digital Project within your country or international

Grant Writing 2012 Stakeholders - Internal Management - organization; library committee Library – library staff, cataloger/data input, archive staff Scanning skills – library staff - training? Researchers – focus groups – surveys Library Users – researchers, students, public Interdepartmental

Grant Writing 2012 Internal Partnerships Interdepartmental – Contracts – grant proposal – Finance – budget; project finance management – IT – systems, web design, maintenance, preservation – Photography/Digital Unit – scanning specifications and process – Media and Communications – outreach & advocacy

Grant Writing 2012 Stakeholders – External Other potential partners in the digital project International Organizations and Libraries National /University Libraries Government Departments Professional/Trade eg. – Digital Curation Centre – Library Association – Digitization Vendors Commercial Partners – Library/industry Funding Agencies

Grant Writing 2012 Digital Project Steering Group DIGITIZATION STEERING GROUP – Project Director/Manager – Members from each participating partner – Interdepartmental representatives – need multi skilled team. – PLANNING: 1. Goals, Objectives, and Scope of the Project 2. Determining the Audience 3. Analysis of Collection Materials 4. Needs Analysis 5. Cost Analysis and Impact on Institution 6. Adoption of Standards and Processes 7. Documentation 8. Evaluation MANAGEMENT – Goals and objectives, – Establish a working staff/team, – Agree on a plan of action (Project Plan) – Agree on a timetable and end product, – Monitor project process, – Re-assess and revise goals as unforeseen situations develop – Control the process and the outcomes – Assess the outcomes/results. – Advocacy

Grant Writing 2012 Partners Input Digitization Steering Group Needs Analysis Selection Criteria Copyright Image Specifications Metadata Staff Hardware Software Storage Medium Online Presentation Grant Proposal - Funding Agency may have specific requirements

Grant Writing 2012 Advocacy – pre project Power of persuasion – Presentations to management, partners and interest groups – Leaflet or poster or visualizations – Project Plan/Outline – Researcher – advocates – Partner - advocates

Grant Writing 2012

Visualization of Workflow

Grant Writing 2012 Visualization of Workflow

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Online Presence Mock Up of Digital Collection Web Site – Coming soon to a web page near you!!

Grant Writing 2012

Exercise There are many benefits to partnerships What problems might there be?

Grant Writing 2012 Ocean Teacher Academy