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Using Online Management Systems to Collaboratively Manage and Organize Projects

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

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Using Online Management Systems to Collaboratively Manage and Organize Projects

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

  2. 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

  3. Timeline Paper based – Web CT – Google Docs & Email

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

  5. 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

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

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

  8. 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

  9. 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

  10. 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

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

  12. Low Cost Options Zoho - free for 3 users, then $12 per user per month Asana- free up to 30 users (hybrid task & project manager) Basecamp - free for one project Goplan- 3 plan levels starting at $10 a month Freedcamp – software is free, but storage and backups are not

  13. Free* Options Trello - basic free forever Podio - free to 100 items Wrike- free to 5 users Pivotaltracker – free for academic institutions Redbooth– free to 5, 5 projects, 5 GB storage & google drive integration also have premium plans Azendoo - free, forever and for unlimited users. Also have premium plans

  14. Questions? Comments? Your Ideas?

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

  16. Melanie Church – Content Services Librarian – melanie.church@rockhurst.eduJennifer Peters – Content Management and Discovery Services Librarian – jennifer.peters@rockhurst.edu

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