Getting Started: A Checklist

Getting started; a checklist for gathering information needed to write a project proposal.

  • Roles and responsibilities
    • Sponsor -- the person the Project Lead reports to with regard to the project, whose role is to offer support and assist with problem-solving. When a group (committee, working group, etc.) proposes a project, the chair of the group will be the sponsor.
    • Supervisor -- the person the Project Lead or a Project Contributor reports to in the course of his or her regular job duties.
    • Project Lead -- the person who submits the project proposal, approaches and seeks permission from supervisors of all Project Contributors, manages the project, and reports on progress.
    • Project Contributor -- a person who provides expertise, staff time, facilities, equipment, money, or other resources to a project.
  • Create a rough outline of the idea
    • Identify scope
      • Collection(s)/service(s) and/or library locations involved;
      • Estimated item count, e.g. pages / folios / photos / objects (if relevant)
      • Services
      • Departments/units affected
      • Resource requirements; such as, staffing, use of consultants, space, supplies, etc.
    • Consider possible funding sources
    • Identify desired outcomes
      • Identify target audience; Yale faculty and student interest must be described and addressed
  • Discuss with supervisor(s) and get permission to proceed
  • Set timeline for investigation, interviews, and proposal preparation taking into consideration the Library project proposal submission deadline
  • Identify intellectual property issues
  • Digitization projects: conduct a review of titles to determine whether or not digital files exist elsewhere
  • Contact possible participating library units/departments in order to discuss the project
    • Share the outline of the project and its desired outcomes in advance of meetings with potential participating library units/departments
    • Identify their potential needs/participation in terms of space in which to work, skills needed to complete the work, and availability
    • Get their agreement to participate
  • Draw up an initial list of tasks (participating units/departments can help with this) and if possible, at this stage, identify milestones involved in the proposed work.
  • Establish a sustainability plan

The above information will be used in writing the project proposal.