Using Online Management Systems to Collaboratively Manage and Organize Projects Melanie Church – Content Services Librarian Jennifer Peters – Content Management and Discovery Services Librarian

Rockhurst University Greenlease Library Content Management & Discovery Services Department Jesuit Institution in the heart of Kansas City Approximately 2,400 FTE, 150,000 bibliographic records. CMDS department 2 professionals, 1 paraprofessional, work study student assistants (11-5) Project management with students

Timeline Paper based – Web CT – Google Docs &

What wasn’t working Finding documents and instructions Who does what and when Landing page for all CMDS workers and librarians

Dreaming of a product Easy Set up, use, familiar look and feel for students Access From anywhere, control level of access, import created training & reporting forms Scalability Various projects, project inventory, tracking and reporting tool Cost Free is best, but considered some low cost options

What is Google sites ?Google sites Website builder Levels of access: Owner, Collaborator, Viewer Incorporates Google Drive

Google sites: Organization Understand your needs What we put into it Training materials, Priority lists, Student project assignments, Instructions, Project documents

Outcomes Manage multiple projects efficiently Increase departmental communication on student work and ongoing projects Student arrive and are ready to work and find their tasks and projects Year in review or central storage for student work Increase tracking of student work performance

Pros / Cons Students understand google layout and google docs Revision history on each document Student evaluation tool Auto saving Tied to internet Design and organization of site evolving

Future of our Google Site Post tests integrated into site After training, between semesters Expand use of Announcement feature FAQs, blog on progress updates Project Goal Markers Incorporate recognition and motivation Growth of training and instructional materials

Mid-range to Expensive Options FlowFlow –starting at $19 per month many tiers based on users, workspaces, and storage EPMLive.com Microsoft Project AtlassianAtlassian – 2 main products, Jira = ticket tracker & Confluence = collaboration

Low Cost Options ZohoZoho - free for 3 users, then $12 per user per month AsanaAsana- free up to 30 users (hybrid task & project manager) BasecampBasecamp - free for one project GoplanGoplan - 3 plan levels starting at $10 a month FreedcampFreedcamp – software is free, but storage and backups are not

Free* Options TrelloTrello - basic free forever PodioPodio - free to 100 items WrikeWrike- free to 5 users Pivotaltracker – free for academic institutions RedboothRedbooth– free to 5, 5 projects, 5 GB storage & google drive integration also have premium plans Azendoo Azendoo - free, forever and for unlimited users. Also have premium plans

Questions? Comments? Your Ideas?

The software you choose is simply a tool and cannot compensate for poor planning and organization.

Melanie Church – Content Services Librarian – Jennifer Peters – Content Management and Discovery Services Librarian –