Link to this page: go.osu.edu/dpaDPA-workflowWorkflow-analysisAnalysis

Introduction

The DP&A's initial project is to identify our existing workflows that affect born digital acquisitions and processing, digitization, providing access to digital materials and the preservation thereof. Answering the question, “What are the intersections, gaps, redundancies and areas for improvement?”

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Once you complete a SIPOC, it can be reviewed with project sponsor(s), champion(s) and other involved stakeholders for verification.

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Link to this section: go.osu.edu/dpaDPA-brainwritingBrainwriting

The RACI is an important bridge to the brainwriting process. It helps us identify who needs to be in the proverbial room for the brainwriting exercise.

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Google Jamboard

(downloadable PDF version)

Jamboard is an easy and simple tool that provides us with the ability to utilize “sticky notes” and free style drawings to create details, to build up the activities that occur within each process step of our SIPOCs. The goal is to conduct an activity that combines Brainwriting and Affinity Mapping/Diagramming. In a nutshell:

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• Go to jamboard.google.com
• Click the + in the orange circle located in the lower right corner of the screen
• Select the background if you like (I like the dotted style so I can keep things neat and nicely aligned)
• You have the following options in the vertical menu:

Image RemovedImage Added

• Start by naming the Jamboard to coincide with appropriate SIPOC.
• Next,  SIPOC process steps can be added as top categories. All participants can now  add their sticky notes, identifying microprocess steps along with connecting lines and/or other supporting details.
• Depending upon the nature of the SIPOC, the number of microprocesses identified could begin to overcrowd a frame; in this situation, a frame could be used for each process step, as opposed to trying to fit all steps on a single frame.
• When we complete a Jamboard, it can be exported to a PDF (export example of diagram below).

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Link to this section: go.osu.edu/dpaDPA-workflowWorkflow-analysisAnalysis-statusStatus

Link to detailed Project Status page: go.osu.edu/dpaDPA-workflowWorkflow-analysisAnalysis-statusStatus-detailDetail

Recommendations

DRAFT 2021.05.06

As we begin to see the workflow analysis project and the work on prioritization and governance coming to completion we can begin to see the gaps and opportunities, and cab=n begin to draft recommendations.

Project Management

One of the most significant gaps that we have been able to identify is the lack of a cohesive approach to project management throughout the University Libraries. We have many capable people within the University Libraries who understand their roles and duties, but may not be trained in effective and consistent project management techniques. Further, we lack a common, robust (yet accessible) set of project management tools to provide organization visibility or work in progress. We recommend:

• The acquisition and deployment of consistent project management tools, preferably integrated with the ensuing Intranet
• Development of standardized project management templates
• Project management training for key individuals; additionally, providing training and tools around systems thinking vs silos thinking.
• Establishing a position of a project management coordinator for the University Libraries

Documentation

The University Libraries has has pieces of documentation that articulate standard operating procedures, standards and guidelines in regards to digitization, digital preservation and providing access to our digital assets; however there is no central repository or portal for making these transparently available throughout the organization. We recommend:

• In conjunction with the Intranet project, a place be established for the deposit of digitization, digital preservation and digital objects processing standard operating procedures, standards, guidelines and other pertinent documentation.

Processing Gaps

Audiovisual Preservation & Access

With the loss of our temporary audiovisual (AV) specialists our AV preservation and access program has come to screeching halt, unless there are local funds and a specific patron request to be dealt with. We recommend:

• The University Libraries needs to develop a sustainable strategy for to preserve, convert and provide access to the audiovisual assets within the Libraries collections.
• The University Libraries needs a full-time media specialist to oversee not only the inventory and conversion activities for AV materials, but for the inventory of digital media within collections.

Born Digital Processing Workflow

With no defined workflows or capacity for the processing of born digital records, the University Libraries has historically accessioned materials without fully understanding the mount and extent of the digital materials acquired. Further, the Libraries does not have staff with the dedicated skills or time to routinely process our born digital acquisition for preservation and access. We recommend:

• The University Libraries needs a full-time digital processing archivist.
• The University Libraries needs a full-time media specialist to oversee not only the inventory and conversion activities for AV materials, but for the inventory of digital media within collections.
• Coordinated training for the University Libraries' archival and curatorial staff/faculty in basic digital preservation theory and techniques.

Resource Allocation

Prioritization & Governance

Initial Recommendations (2021)

In the Fall of 2021, based upon the discussion both within the DP&A and externally through the workflow documentation process, the DP&A developed and presented to its sponsors and initial set of five (5) key organizational gaps, their implications and recommendations to remediate and ameliorate these conditions. These five areas included:

• Processing of materials

• Prioritization and governance: this recommendation was additionally informed by the Digital Projects Planning, Priorities and Transparency project noted below; and has been actively worked on, since November of 2020 via the Digital Content Policy/Governance project linked below.

• Process management
• Resources
• Documentation

The report is completed with a discussion the categorization of the recommendations as immediate impact and long-term impact projects. A full accounting of the recommendations can be found in the Initial Recommendations document or on the Initial Recommendations (2021) wiki page.

Topical Resources

• University Libraries:
  
  • SIPOC/RACI/BW Template or go.osu.edu/ulLIB-sipocSIPOC-templateTemplate
  • SIPOC, RACI & Brainwriting: An Introduction to Exposing the University Libraries’ Digital Preservation & Access Workflows: PDF| Recorded Zoom (mp4 - 15 minutes)
• External:
  • SIPOC in Wikipedia: https://en.wikipedia.org/wiki/SIPOC
  • Lean Six Sigma Technique Tips – SIPOC by Pyzdek Institute: https://www.youtube.com/watch?v=AlN7eNOBPzg (7 minutes)
  • How to complete the SIPOC Diagram by Six Sigma Development Solutions Inc: https://youtu.be/x8_I19PJBY8 (1 minute)
  • SIPOC by LeanOhio: https://www.youtube.com/watch?v=_2_Ijfg4EVk (4 minutes)
  • SIPOC Diagram explained (with example) by Bzhwen A Kadir: https://www.youtube.com/watch?v=j9oWnnbtkOo (7 minutes)

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