Gilmore Music Library Avalon Implementation Project

There were no specific dates written for most of the major project milestones, the start and end dates, and none of the testing plans. There were also no reported scales of likelihood vs impact in the Known Risk section.

The other project sponsor is Michael Bell

Project Manager: 
Cindy Greenspun
Project Sponsor: 
Ruthann McTyre
Project Review Date: 
Friday, July 15, 2016
Library goal(s): 
Complete project approved by the LPRC: Collaborate with the Music Library to select and implement an audio streaming solution to replace the legacy Variations service
Project Purpose: 

To meet the Music Library’s need to provide a tool for Yale Music Faculty to be able to share digital audio content with their students as part of course reserves.  

Project Objective: 

To install, test and deploy a local instance of Avalon, an open source product specifically designed to provide audio and video streaming access to collection materials.  Avalon is a follow-up project to Variations which is no longer suitable for what the Music Library needs. 

Project Audience: 

·        Music Library staff who will serve as liaisons’ between LIT and Yale Music Faculty

·        Yale Music Faculty members who will use Avalon to provide digital and/or audio contents for students through course reserves

  • Students who will view the contents needed for course work
Roles and Responsibilities: 
Role: 
Project Manager/Business Analysis
Name: 
Cindy Greenspun
% Time: 
5-10
Responsibility: 
To serve as project manager; work with stakeholder/s on requirements and acceptance.
Role: 
Service Lead
Name: 
George Oullette
% Time: 
1
Responsibility: 
Application administrator
Role: 
LDAP integration – Login/CAS
Name: 
Eric James
% Time: 
20
Responsibility: 
Configure and/or develop customization application to work with CAS.
Role: 
Theme & UI Design
Name: 
Tracy MacMath
% Time: 
75
Responsibility: 
Tracy can make the Avalon interface (3 views) to look/feel like Quicksearch/FindIT and therefore take advantage of usability and accessibility standards used in both of hose interfaces. (needs to focus on this early April)
Role: 
Usibility Review
Name: 
Jenn Nolte
% Time: 
10
Role: 
System Admin Lead
Name: 
Steve DiSobro
% Time: 
20
Role: 
Preliminary Application Configuration
Name: 
George Ouellette and/or Jonathan Manton
% Time: 
10
Responsibility: 
George Ouellette will be given the ‘Administrator’ profile and Jonathan Manton will be assigned in the ‘Manager’ profile. Avalon roles and permissions
Role: 
Content Administrator
Name: 
George Ouellette
% Time: 
1
Responsibility: 
Digitization processes – ongoing role
Role: 
Testing Coordinator
Name: 
Cindy Greenspun
% Time: 
2-4
Responsibility: 
Coordinate testing in consultation with Jonathan Manton
Role: 
Acceptance Testing
Name: 
Jonathan Manton
% Time: 
5
Responsibility: 
Will test workflows in Avalon and sign off on whether it is working satisfactorily.
Role: 
Source Code Manager
Name: 
Eric James
% Time: 
20
Responsibility: 
*Note: the 20 hour estimate is combined with his other task/role for CAS integration
Stakeholders: 
Name: 
Jonathan Manton, Music Librarian for Access Services
Relationship: 
Is the person who submitted a request for Avalon to be implemented.
Impact: 
Positive
Name: 
Music Library Staff
Relationship: 
Will use Avalon to ingest audio content for course reserves
Impact: 
Positive
Name: 
Yale Music Faculty
Relationship: 
Will make requests to provide audio content available to students as part of a course
Impact: 
Positive – will be able to provide audio as part of course teachings
Name: 
Yale Students
Relationship: 
May be required to listen to audio content as part of a course
Impact: 
Positive – will be able to listen to required audio contents
Name: 
Kissinger/Findit Group
Project Cost Estimate: 
Item: 
Avalon Software
Cost: 
n/a
Proposed Source(s): 
http://www.avalonmediasystem.org/
Item: 
Servers
Item: 
Storage
Proposed Source(s): 
Up to 1TB
Project Assumptions: 

Avalon will work as out of the box manner without modifications to its code base. 

The content to be used in Avalon is audio. 

LIT will standup version 4.0.1 and upgrade its next release 5 as part of this project after customization of 4.0.1 is completed.  Release 5 is scheduled to for release on May/June 2016. 

Library IT will provide one production server and one test/development server as well as network and storage space

That Library IT will be able to use some, if not all of the grant money ($8,500) allocated for this project.

Style of Avalon will Quicksearch/FindIT which has already undergone accessibility testing and will match compliance.  The primary assumption is that the viewer for streaming a/v content is compliant as part of the out of the box installation. 

Avalon, out-of-the-box, works as advertised and does not have bugs of functional issues that impeded successful use. 

Project Scope: 

Avalon will be used in a ‘out of the box’ manner.  There will be customizations made to the web interface.

This is intended to be a service for Yale Music Faculty to be able to provide audio streaming course reserve contents.  Any other materials are considered out of scope. 

This is intended for use by Yale students taking a course offered by Yale Music Faculty that offers audio streaming content.

Major Functional Requirements: 

Avalon needs to be able to handle the load created by the anticipated usage.

Avalon is restricted to Yale community members through authentication.

Major Project Milestones: 
Date: 
Saturday, February 27, 2016
Milestone: 
Request of Servers for Avalon (production & development)
Date: 
Thursday, January 11, 2018
Milestone: 
Server build/cloning [of old servers]
Date: 
Thursday, January 11, 2018
Milestone: 
Clear out old data
Date: 
Thursday, January 11, 2018
Milestone: 
Upgrade Avalon v 3.2.1 to v 4.0.1
Date: 
Thursday, January 11, 2018
Milestone: 
Point data source to S@Y
Date: 
Thursday, January 11, 2018
Milestone: 
Data dump from Variations to Avalon
Date: 
Thursday, January 11, 2018
Milestone: 
Branding/colors/usability/accessibility
Date: 
Thursday, January 11, 2018
Milestone: 
LDAP integration Login/CAS
Date: 
Thursday, January 11, 2018
Milestone: 
ITS Security Design Review (SDR)
Date: 
Thursday, January 11, 2018
Milestone: 
Target end date/hand off to Music Library staff
Date: 
Thursday, January 11, 2018
Milestone: 
Upgrade to version 5
Testing Plan: 
Date: 
Thursday, January 11, 2018
Type of test: 
Test of uploads, ingest, interface
Tester(s): 
Music Library staff
Date: 
Thursday, January 11, 2018
Type of test: 
Usability Testing
Tester(s): 
LIT/Usability
Date: 
Thursday, January 11, 2018
Type of test: 
Accessibility Testing
Tester(s): 
LIT/Usability
Date: 
Thursday, January 11, 2018
Type of test: 
ITS Load Stress Testing
Tester(s): 
Music Library staff, Yale faculty
Known Risks: 
Risk: 
Will CAS work with latest version of Avalon?
Mitigation Strategy: 
[Accept, Avoid, Control, Monitor, Transfer]
Risk: 
Will the servers and Avalon be ready for Eric and Tracy to perform their work?
Mitigation Strategy: 
Control
Risk: 
Systems performance (since we’ve not stood this product up and decisions related to the streaming software to be used have not been made or tested)
Mitigation Strategy: 
Control
Risk: 
Staff being reassigned to other work.
Mitigation Strategy: 
Control
Risk: 
Lack of testers
Mitigation Strategy: 
Accept
Communication Strategy: 

Set up Avalon Implementation Team/Group
Communicate via email and weekly meetings
Project timeline in Wrike
Once the product is ready for launch, LIT news item, YULIB, presentations at Schools/Dept/ISM (JM)
Tech Talk

Maintenance and Operation: 

TBD – Cindy Greenspun will work with George Ouellette and Ray Frohlich on details in April/May

Roles and Responsibilities: Maintenance and Operation: 
Role: 
Accessibility review
Name: 
Usibility
Role: 
Content Administrator
Name: 
George Ouellette
Complete: 
Completion Date: 
Thursday, January 11, 2018
Project Start and End Date: 
Thursday, January 11, 2018