1. Grant Writing for Digital Projects 17-21 September 2012 IODE Project Office IODE Project Office Oostende, Belgium Oostende, Belgium Sustainability and Exit Strategy Pauline Simpson Cayman Islands/IODE GE-MIM psimpson07@aol.com

2. Conclusion of your project Working with others within an institution and from outside, the project manager must prepare an exit strategy for the conclusion of the project. Projects can be "one-off" (with a clear start and finish date) Or Project workflow can continue to be used without significant ongoing maintenance or finance Or Project has explored innovations/investigations which could lead to a second project (building on the original project) – requiring new funding Grant Writing for Digital Projects 17-21 Sep 2012

3. Questions 1.What provisions have been made to maintain the resources you have created after the project? A decision to be made pre-project 2.Is there potential to add value to the collection/service/process – ie second grant? 3.Perhaps your host institution would like to retain the skills and facilities the project has created by making it an ongoing service? 4. How will the digitized collection be promoted? Grant Writing for Digital Projects 17-21 Sep 2012

4. Answers provided by: - Sustainability Decisions - User Feedback - Outreach and Marketing - Project Post Mortem Grant Writing for Digital Projects 17-21 Sep 2012

5. Sustainability On-going collection or resource maintenance - Allocate resources - Hardware - data and image migration - Software “versioning” or upgrades - On-going technical support Digital Preservation - Archival copies – distributed storage - Project documentation - Perform incremental quality check on sample of archived images and data Grant Writing for Digital Projects 17-21 Sep 2012

6. User Feedback - Evaluation Evaluation Methods (see the OTA Course webpage http://classroom.oceanteacher.org/course/view.php?id=157 ) http://classroom.oceanteacher.org/course/view.php?id=157 – - Observation – - In-house focus group (all partners host) – - User survey (Web form on Web site + – SurveyMonkey) – - “Feedback” email (on Web site) – - Questionaires/Interviews – - Funding Agency requirement Obtaining feedback – - From the target audience – - Ask meaningful questions – - Quantitative and qualitative data – - Review findings to inform future projects Grant Writing for Digital Projects 17-21 Sep 2012

7. Outreach and Marketing Advocacy – before, during and after project Coordinate with your partners -Notify key participants, e.g. content provider, institution staff and administration, funding organization, Management Board etc -Submit collection or resource information to: - appropriate Web sites, listservs, social networks etc -Web search engines (e.g., Google, Yahoo, etc.) -Organize a Launch event -Press release to local, national, international media -Distribute posters, leaflets etc (outreach material) -Conference presentations (during and after project) -Include in your institution’s Web site, online catalog / repository and outreach materials Grant Writing for Digital Projects 17-21 Sep 2012

8. Post Mortem of the Project Evaluation of project process will have been an ongoing exercise by the Steering Group during the Project Post project evaluation  Original project deliverables vs. end product  Resources allocated vs. actual amount spent  Project timeline vs. actual benchmark dates  Record what areas that needed improvement - What happened? - Quick fix during project? - Ideal solutions? Grant Writing for Digital Projects 17-21 Sep 2012

9. Post Project Evaluation At the end of the project, you should make time to evaluate and reflect upon your journey against the project specifications and benchmarks, and to share the story with others : the good, bad and the ugly! – Project Final Report – Conference presentations – Journal articles – If the project has been innovative … Grant Writing for Digital Projects 17-21 Sep 2012

10. Follow on Project Project Outline/Plan Identify Funding Agency with proposal calls Grant Proposal !! Grant Writing for Digital Projects 17-21 Sep 2012

11. Additional Reading for the Course A Framework of Guidance for Building Good Digital Collections (NISO) http://www.niso.org/framework/Framework2.htmlhttp://www.niso.org/framework/Framework2.html Handbook for Digital Projects: A Management Tool for Preservation and Access www.nedcc.org/digital/dighome.htm www.nedcc.org/digital/dighome.htm Building Digital Collections: A Technical Overview Library of Congress American Memory Project http://memory.loc.gov/ammem/about/techIn.html http://memory.loc.gov/ammem/about/techIn.html Digitization Guidelines. North Carolina Exploring Cultural Heritage Online. http://www.ncecho.org/dig/guide_1planning.shtml Grant Writing for Digital Projects 17-21 Sep 2012