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Kete Horowhenua : 1st report July - Sept 2006.

The first three monthly report to Department of Internal Affairs on progess made on the Kete Horowhenua Project funded with a grant from the Community Partnership Fund. Prepared by Joann Ransom, Horowhenua Library Trust, 30th October 2006.

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Kete Horowhenua

3 Month Report #1

July – September 2006

The first three monthly report on progress

made on the Kete Horowhenua project.

prepared by Jo Ransom 30^st October 2006.

Kete Horowhenua

Horowhenua Basket of Knowledge

Natasha Mackie

Local Government & Community Branch

Department of Internal Affairs

P.O Box 805

Wellington.

Monday 30^th October 2007.

Dear Natasha,

Horowhenua Library Trust is pleased to submit our first three-month report on progress made on the Kete Horowhenua project.

Progress as been as per plan with budgets, timelines and deliverables all on track despite seriously underestimating the time required to define exactly how the software would work.

This initial ‘thinking’ work has been a steep but valuable learning curve for the staff involved. When we blithely made our application to build Kete we had not realised just how ‘cutting edge’ this was in terms of Library 2.0 – which has been all the buzz at New Zealand Library Conference held in Wellington last week. We have had to thoroughly investigate Web 2.0 technologies and determine how best to utilize them in Kete. All very exciting, and we are confident that the extra time spent on researching new uses of the internet, thinking through the processes in detail and creating data flow diagrams will make a more robust piece of software.

Yours faithfully,

Joann Ransom.

Project manager

Contents.

1. Expenditure: invoices (19 pages)

email re variation to quote detail. (1 page)

2. Kete Subcommittee of Horowhenua Library Trust

:agendas, progress reports & minutes. (14 pages)

3. 2006 National Digital Forum programme

4. Data flow diagrams for Kete software

5. The Legal Stakes of Web 2.0 Regarding the Kete Project

1. Income and Expenditure.

KETE INCOME & EXPENDITURE for the period July - September 2006.
Budget Item	Invoice details	Invoice amount	Total this 1/4	CPF funding
Income: Project establishment payment	DIA / CPF	$31,578		$94,732
Income: HDC contribution	HDC:	$10,000	$41,578

Software development	Katipo Comms	$6,333
	Katipo Comms	$6,297
	Cobb&Co	$95	$12,725	$27,938
Setting up webserver with software, and populating database via import			0	$7,031
Project Coordinator	HLT - internal charge		$5,580	$8,430
Promotion, Recruitment and Training	HLT - internal charge		$1,615	$11,242
Administrative support	HLT - internal charge		$1,984	$5,460
Digitising audio and visual material	WL Clark	$60
	Paper Plus	$164
	Video photographer	$30	$254	$915
Loan equipment for community groups	Noel Leeming	$100
	Noel Leeming	$130	$230	$14,059
Travel (eg petrol)	TranzScenic	$128
	Petrol	$233	$361	$720
Web server	Katipo Comms	$3,996	$3,996	$9,000
Monthly hosting: incl traffic, telehousing			0	$3,375
Beta testing and ongoing software development			0	$6,563
			$26,746	$94,732

The server has come in under budget, and we have reallocated the surplus to software development. The elements now read as: Hosting $3,000.00, Server $3,549.33, Development $47,700.67. The Katipo Communications quote total remains $54,250.00 ex GST. [Invoices and email: attachment 1.]2. Project Deliverables.

Progress on project deliverables has been steady and sound.

Project Deliverables	Due Date	Progress to date / date completed
Deliverable 1: Completed scoping document for open source available	31 August 2006	31 August 2006
Deliverable 2: Software has been written and tested	31 December 2006	Paper prototype and primary data structures have been identified, basic demonstration prototype has been created, detailed data flow diagrams have been completed. The program core has been identified, plus a number of highly desirable elements which we wish to incorporate depending on how the money holds out. A further set of features will need to wait for a second development stage. Research has been carried out into Web 2.0 technologies and their application in the concept of Library 2.0, both here and overseas. The risks and opportunities of including these new technologies into Kete have been assessed and mitigation measures incorporated into the project. Writing of the programme has commenced. Metadata standards are being researched and decisions are being made with regard to metadata requirements.
Deliverable 3: Hardware and network are set up	31 December 2006	An analysis of server requirements has been completed based on contract deliverables and projected high growth over the next twelve months. A backup management procedure has been devised. The new server and RAM have arrived at Katipo Communications and the server is being built ready to be partitioned for development, testing and live ‘virtual’ servers.
Deliverable 4: Software is installed on webserver and ready for training	30 January 2007
Deliverable 5: 5 people have been trained and are able to train volunteers	28 February 2007
Deliverable 6: 20 volunteers are available to create digital content	28 February 2007	A Project Manager for Content has been appointed to coordinate the collection and creation of digital content. A small team of volunteers have commenced work digitizing content in readiness for uploading prior to launch date. We have a list of 14 more volunteers ready and willing to create digital content now that we have a Project Manager to coordinate the work. National Archives have given permission for the first 5 minute books of the Otaki sitting of the Maori Land Court to be digitized and included in Kete Horowhenua. Alexander Turnbull Library have agreed that we may download and include any relevant images and metadata from the Timeframes collection.
Deliverable 7: 15 volunteers are fully competent in creating digital content online	30 March 2007	A Project Manager for Content has been appointed and her duties include the management and training of volunteers.
Deliverable 8: 1000 photos, 10 biographies, 1 oral history, 2 local artists, 1 exhibition, 5 archive documents, I film clip and 1 sound recording have been loaded into the database	30 March 2007	A content analysis of the proof of concept collections has been carried out. This has identified 10 core collections which together will: span the arts, cultural and heritage sectors. include image, documents, audio & video files, weblinks and ‘topic pages’ (think wikipedia or encyclopedia articles). Ensure that we meet the metrics as set out in our project deliverables.
Deliverable 9: 30 contributor, 5 digital equipment and 3 staff manuals are printed	30 March 2007
Deliverable 10: A further 10 collections have been digitised	31 May 2007
Deliverable 11: Database now has at least 5000 photos, 30 biographies, 3 oral histories, 4 local artists, 3 exhibitions, 20 archive documents, 5 film clip and 5 sound recordings	30 June 2007
Deliverable *12:* Evaluation report is produced.	30 September 2007	Sustainability. The Kete Horowhenua Subcommittee have discussed the issue of ongoing funding of the Kete project. The software development team are investigating ways to generate ongoing funding for the Kete project via the Kete website. The Library Trust also support the concept of active fundraising via grants and other means, and that any monies raised for funding of Kete 2007 onwards is not to be spent on any other purpose. See attached paper on Financial Sustainability.

3. Changes to the Project Deliverables.

Deliverable 12 requires the evaluation report be submitted by 30^th September 2007, including audited annual accounts for the project.

Horowhenua Library Trust is audited by Audit NZ annually; the audit must be completed by 30^th September 2007. It usually takes another 10–14 days before we receive the Auditors report. Would it be acceptable to supply the Project Completion Report on 30^th September (deliverable 12) with a provisional set of financial statements, followed 2–3 weeks later by the Audited Accounts?

4. Achievements

The most gratifying achievement is the high level of community interest and support for his project. We have 14 volunteers either working for us already, or poised ready for the next step. We have also been fortunate to secure the services of 2 extraordinary volunteers. Pascal Krajewski, a Masters student from France, who has volunteered 3 months of labour in a research role, and Pippa Coard, a former university level lecturer in IT, who has come on board for 2-3 days a week. The open source nature of this project has been instrumental in securing this fantastic level of experienced support.

At a community level, we have been overwhelmed by the interest and support our project has received. We have been invited to address Rotary, Probus, and 2 Seniornet gatherings about the Kete Project, the Mayor proudly mentioned us in a press release on exciting and significant events in the district, and we have been gifted a video camera, a scanner, and a brand new PC (to our specifications) to help the volunteers create content.

5. Risk monitoring and management

A governance subcommittee of Horowhenua Library Trust has been established to oversee the Kete Project. Membership comprised as follows:

George Sue – HLT

David Clapperton – HDC

Errol Burnham – Seniornet

Heather Birrell – HLT & Chartered Accountant

Rosalie Blake – Head of Libraries

Joann Ransom – Project Coordinator

The purpose of the subcommittee is to monitor progress on the Kete project on a monthly basis to ensure it is completed on time, within budget and as per the Funding Agreement with DIA. The subcommittee meets monthly and have had three meetings to date; agendas, progress reports and minutes attached. [attachment 2].

It has become apparent over the last month that this project is operating to an extremely tight timeframe, and requires a greater investment of time working ‘on’ the project as well as ‘in’ it. The Project Coordinator simply does not have time to project manage Kete Horowhenua as well as work with the developers on the software itself. Funding does not allow for hiring a paid project coordinator. As discussed in point 4 above, two experienced volunteers have stepped in and eased pressure considerably.

6. Key learnings

Kete Horowhenua started out as just another idea some bright spark had in the shower … and it seemed oh so easy to do! We would just ask people to fill in a form and upload their photos - just like they do on Trade me - and hey presto, a virtual library of Horowhenua Resources!

We have quickly learnt that there is a lot more to it than meets the eye – and that there are labels for this clever stuff: Web 2.0, wikis, blogs, RSS feeds etc, and that Library 2.0 is the philosophy which includes the stuff we are trying to do. Great we thought – someone else must be doing it already! Wrong. So we have had to come up to speed really quickly with all the stuff that is happening out there in the big world, and then decide which bits we could employ to make Kete fly, and then decide how it would all work together and then draw it up and explain it to the programmers! Phew .. and I thought being a librarian would be easy! Anyway we are there now. What started out as a simple idea is actually really, really cool.

Kete Horowhenua is cutting edge in terms of utilizing current digital technologies to connect with communities, and let the community shape the end result. We have learnt that explaining and describing a software project is critical for its success and that actually writing it is the quicker part!

7. Summary update

Kete Horowhenua is progressing nicely. A lot of research and thought has been invested in determining exactly how we want Kete to function and what we actually want to achieve for the stakeholders. We have invested time in developing a vision of what Kete could be in the future, and have then worked back to identify which bits we can and will achieve now, while ensuring the foundations are solid for future development.

8. Collaboration / Sharing Learning.

We have discussed the project with Kapiti Library technical staff who are very interested in the project development, visited Puke Ariki to identify any commonalities or cross overs in our relative projects, and participated in two workshops held by Te Papa who are developing an online collection management system for museums and local history organisations.

We have been invited to present Kete Horowhenua at the 2006 National Digital Forum being held at Te Papa at the end of November. We will be sharing a session on emerging web / online trends. We will be sharing the session with Sebastian Chan from the Powerhouse Museum in Sydney and Susan Chun from the Metropolitan Museum of Art in New York. [attachment 3 : NDF 2006 programme]

We are also in the initial stages of creating a blog which will announce the Kete project to the digital community and feature regular progress updates. The proposed url is: www.open-digitalarchive2.blogspot.com

9. Resources

We have produced 2 useful pieces of work:

a. Kete Horowhenua : Data Flow Diagrams by Joann Ransom.

A set of data flow diagrams created to determine how we wanted the software to function. This helped us determine which functions formed the Kete core, and thus would be programmed first, and which desirable functions could be developed next. We also identified a further set of functions which would be terrific to have, but which we could not afford now and would thus be a second development phase. [Attachment 4.]

b. The Legal Stakes of Web 2.0 Regarding the Kete Project by Pascal Krajewski.

We were fortunate to have attracted the interest of a French Library student requiring an intern position for his Masters in Library Science. He was initially attracted by Koha, but has been researching the risks and opportunities Web 2.0 technologies make available to the Kete project. He has researched how the internet is being used in different ways due to new technologies, how other libraries and digital projects are incorporating these new web 2.0 technologies, and what mitigation measures we must take to protect the integrity and longevity of Kete Horowhenua. English is his second language, so despite some unusual phraseology, the report is a sound piece of very relevant research and has helped shaped how we have designed Kete. [Attachment 5].

10. Progress on the Evaluation Report

Kete Horowhenua is still very much in the development phase. Our application identified four measures for evaluating the success of Kete Horowhenua. None of these can be applied at this stage of the project.

Report prepared by

Joann Ransom

Project Coordinator