Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007

Project Document Cover Sheet

Before completing this template please note: This template is for completion by JISC funded project managers Text in italics is explanatory and should be deleted in completed documents. Please check with your programme manager before completing this form whether they would like to use a specially adapted template specific to your project. Please see Project Management Guidelines for information about assigning version numbers. Project Information Project Acronym Project Title Start Date Lead Institution Project Director Project Manager & contact details PRERAPHAEL Pre-Raphaelite Resource Site April 2007 End Date February 2009 Birmingham Museums & Art Gallery Jane Arthur, Head of Collections Services (Project Sponsor) Linda Spurdle Birmingham Museums & Art Gallery Chamberlain Square Birmingham B3 3DH 0121 3031610 linda.spurdle@birmingham.gov.uk

Partner Institutions Project Web URL Programme Name (and number) Programme Manager DIGAD002 Paola Marchionni

Document Name Document Title Reporting Period Author(s) & project role Date URL Access Project and JISC internal Document History Version Page 1 of 22
Document title: JISC Project Plan Last updated: September 2007

Project Plan Linda Spurdle, Project Manager 31 May 2007 Filename PRERAPHAEL plan 2007 General dissemination

Date

Comments

Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007

JISC Project Plan

Overview of Project
1. Background
1.1 Introduction This is a two year project to digitise Birmingham Museums & Art Gallerys Pre-Raphaelite collection and to create a Pre-Raphaelite online resource that is fully accessible to the education community. The general public will also have access to the site but the intended audience is students, lecturers, historians, art librarians and other members of the education community. The nature of the material is of global academic interest crossing media and subject areas, e.g. history, literature, theatre, costume, art and design courses as well as the history of art. The creation of a Pre-Raphaelite online resource will allow for both an extraordinary overview and an in-depth analysis of the subject area by crossing media boundaries and collating new visual and metadata material. The Pre Raphaelite collection does not have copyright issues, and one of the chief aims of this project is to encourage staff and students in further and higher education to use and re-use the images and other information within this resource for educational purposes. This is in keeping with Birmingham Museums & Art Gallerys long-established commitment to free access to its collections. Birmingham Museums & Art Gallery has the support of the University of Birmingham in the development of this project, but it is acknowledged that it is a new undertaking for Birmingham Museums & Art Gallery to produce online content specifically for further and higher education. The Academic Advisory Group will be of particular importance in providing advice on suitable content and developing teaching exemplars, and audience research will be carried out with the education community in order to establish how users are likely to want to access, search and use PreRaphaelite collection.

1.2 Pre-Raphaelitism Pre-Raphaelitism was Britains most significant and influential 19th-century art movement. Founded in 1848, it centred on a group of three young artists: William Holman Hunt, Dante Gabriel Rossetti and John Everett Millais. These artists sought to revive English art by radically turning away from the old studio tradition and bringing painting into direct contact with nature. With an eye for absolute accuracy, every detail was now to have intense realist as well as symbolic meaning. Literary subjects,
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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 landscape and modern-life and medieval scenes were just some of the themes promoted by the PreRaphaelites and their extensive number of associates during the 1850s. The second phase or wave of Pre-Raphaelitism was instigated by the friendship of William Morris and Edward Burne-Jones, and the meeting with Rossetti that lead to the painting of murals in 1857 in the Oxford Union. The launching of the manufacturing firm of Morris, Marshall, Faulkner and Co in 1861 saw the absorption of fine artists into the world of the decorative arts. Birmingham Museums and Art Gallerys collection is unique in representing each phase of the movement in depth. The range of work spans painting on canvas, works on paper, sculpture, designs for stained glass, textiles, and tiles, as well as printed books by such key associates as Arthur Hughes, Simeon Solomon, Walter Deverell, Frederick Sandys and Ford Madox Brown. A small and unpublished archive of artists and associates letters (e.g. from Edward and Philip Burne-Jones) and notebooks relating to major patrons of the Birmingham Museums & Art Gallery Collection, notably J R Holliday and Charles Fairfax Murray, and a rare photographic archive by Frederick Hollyer of the stained glass produced by Burne-Jones and others for Morris & Co, will also be digitised.

1.3 The Significance of the Birmingham Museums & Art Gallery Collection The 19th-Century Collection at Birmingham Museums & Art Gallery is of national and international importance as reflected in the active working contact with a wide range of academics and students and in a continuous programme of loans throughout the UK and abroad. Over the last three years this has amounted to some 160 Pre-Raphaelite loans, and in the next few years this will be a representation of Birmingham Museums & Art Gallerys paintings and works on paper at the Millais exhibition at Tate, the Holman Hunt exhibition at the Art Gallery of Ontario, and the Observation and Imagination in British Art 1750-1950 at the Museum of Fine Art, Ghent to name but three venues. This established structure for promoting the art collections is supported by the academic expertise of its curators. Stephen Wildman, now Curator of the Ruskin Library at the University of Lancaster, curated Visions of Love and Life, which profiled Birminghams Pre-Raphaelite Collection and toured to four venues in America in 1995-96, and in 1998 he curated Edward Burne-Jones Visionary ArtistDreamer. This was shown at the Metropolitan Museum of Art, New York and the Muse dOrsay, Paris. The two current curators of Prints and Drawings at Birmingham Museums & Art Gallery, Tessa Sidey and Victoria Osborne, have respectively co-curated John Everett Millais: Illustrator and Narrator (2004) and Simeon Solomon and the Pre-Raphaelites (2005-6), with tours in each case to Leighton House, London and Museum Villa Stuck, Munich. before touring to the William Morris Gallery, London. Hidden Burne-Jones: Works on Paper from Birmingham Museums and Art Gallery opened in Birmingham Museums & Art Gallery in May 2007

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 1.4 Previous work Birmingham Museums & Art Gallery is in a unique position regarding the depth and diversity of its collections which includes: 1187 works by Edward Burne-Jones, 237 by John Everett Millais, over 300 by Dante Gabriel Rossetti, 47 by Henry Holman Hunt, 16 by Arthur Hughes, 322 by Frederick Sandys and 187 by Ford Madox Brown. To date only a relatively small percentage of these collections are documented through exhibitions and their accompanying specialist catalogues, these being what are typically regarded as the key works. A modest number of the most familiar paintings and drawings can be found the Birmingham Museums & Art Gallery collections online website (www.bmagic.org.uk). A catalogue website has been created in 2007 to accompany the Hidden Burne-Jones exhibition (http://bmag.onlinegalleries.com). Metadata for this website was created by the PhD student Elisa Korb who worked with Birmingham Museums & Art Gallerys Prints and Drawings Department to catalogue 1300 works on paper. The commercial company On Line Galleries sponsored the Hidden Burne-Jones website by supplying the web design and hosting In October 2005 collaborative PhD programme with the University of Birmingham was awarded to Laura McCulloch for three years. This is facilitating the documentation of the Ford Madox Brown drawings collection. Both of these research projects are already in place and working towards the high level of research and visual exposure at the core of this JISC application. Birmingham Museums & Art Gallery is involved with the National Inventory of Old Master Collections, but this is quite distinctive project from the proposed Pre-Raphaelite online resource. It has been devised as an inventory of pre-1900 paintings which crucially excludes the Pre-Raphaelite works on paper which forms over ninety recent of the Birmingham Museums & Art Gallery Collections. It will be finally realised as a publication rather than a web resource, but any future links with this resource will however be investigated if they emerge.

2. Aims and Objectives

2.1 Aims To create a high quality Pre-Raphaelite research online resource. To offer comprehensive access to Birmingham Museums & Art Gallerys Pre-Raphaelite Collection to the Further & Higher Education community. To create linkages with the Further & Higher Education community.

2.2 Objectives To digitise Birmingham Museums & Art Gallerys entire Pre-Raphaelite collection To create over 3,000 files with new metadata

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 To create over 3,000 high quality images To provide the education community with images relevant to their needs, easy to find, easy to use and customisable. To create teaching exemplars that will show how this digital collection of images can be used in the teaching of several subjects. To encourage the education community to add material and self-tag images in a way that is beneficial to other users. To establish web links to appropriate Pre-Raphaelite websites, learning repository websites, and HE & FE websites. To promote and enhance the Print Room Service and to encourage users to visit Birmingham Museums & Art Gallery. To work with the University of Birmingham to create 4 teaching exemplars by the end of October 2008. To form strong and mutually beneficial links with JORUM the repository service for all FE & HE institutions in the UK. To create links with FE & HE institutions that teach and research Pre-Raphaelite Art or subjects that includes Pre-Raphaelite Art in teaching and research. To effectively market the website to the education community. To sustain the Pre-Raphaelite resource for a minimum of 3 years beyond the completion of the project To look for future funding to continue to develop and improve the resource.

3. Overall Approach
In order to achieve the objectives outlined above a project management team has been set up. The project is being broken down into manageable sized pieces, each of which has someone to take the responsibility for that part of the project. The project will also be broken down into manageable stages. These may overlap (for instance, marketing opportunities may come up at any stage of the project), but with the exception of the project manager no one should be responsible for more than one component of the project at any one time. The project plan and work packages will plan out the work that needs to be completed, responsibilities, timescales, milestones and budget. These are to be agreed by the project management team. The people on this team have other aspects to their job, so it is important that time is managed well.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 The components of the project plan (objectives, risk management, budget, etc) and the work packages will be regularly reviewed so that any problems can be flagged up and addressed at an early stage. The project team will meet monthly and brief management reports will be produced as a result of these meetings. All components of the project will be documented. The Academic Advisory Group will meet twice a year. The advisory group will be kept informed about the progress of the project, and will give advice on the academic content of the Pre-Raphaelite resource and on the teaching exemplars. The scope of the project takes in several distinct areas: 3.1 Digitisation The Pre-Raphaelite collection will be photographed. This element of the project will be managed by photographer David Rowan. A freelance photographer will be engaged to do the majority of the photography. This will begin in September- October 2007 and will take 1 year to complete. David Rowan will be responsible for quality checking.

3.2 Metadata Research Although much research has been done on the Pre-Raphaelite collection and is recorded on the MINISIS database some research is needed in order to create rich metadata for the entire PreRaphaelite collection. This work will be conducted by the Pre-Raphaelite Researcher and supervised by curator Tessa Sidey. This work will begin in September 2007 and will take 1 year to complete. Tessa Sidey will be responsible for quality checking.

3.3 Metadata Documentation Although much of the Pre-Raphaelite collection is recorded on the MINISIS database work needs to be done to ensure that consistent metadata is recorded for the entire Pre-Raphaelite collection. This work will be conducted by the Pre-Raphaelite Researcher and managed by Systems Manager Rachel Cockett. This work will begin in September 2007 and will take 1 year to complete. Rachel Cockett and Lucy Adams will be responsible for quality checking. The project is using Dublin Core but will also explore the use of MODS.

3.4 Audience Research Audience Research will be conducted in the first year of the project in order to find out what the education community would like to see in a Pre-Raphaelite Resource and they would use it. An external consultant will be engaged to do this work and this element of the project will be managed by project manager Linda Spurdle. The Audience Research is scheduled for October November 2007.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 3.5 Development of Teaching Exemplars Four teaching exemplars will be developed between March 2008 and October 2008. External consultant will be engaged to do this work and this element of the project will be managed by project manager Linda Spurdle. Teaching exemplars will be evaluated by the academic advisory group. The UK Learning Object Metadata Core may be adopted if appropriate for metadata to describe the teaching exemplars. The project cannot attempt to cover every academic subject that may include a topic related to PreRaphaelitism. It is hoped that more themes and teaching exemplars be developed in the future, but in this project we will concentrate on producing a small amount of high quality themed resources and teaching exemplars following the advice of the Academic Advisory Group.

3.6 Web Build The web resource will be developed between July 2008 and November 2008. An external web company will be engaged to do this work and this element of the project will be managed by project manager Linda Spurdle. The website will be tested for usability and developed to meet recommendations. It will also be evaluated by the academic advisory group.

3.7 Usability Research Usability testing will be conducted on the web resource in October 2008. An external consultant will be engaged to do this work and this element of the project will be managed by project manager Linda Spurdle. The research will focus on usability and accessibility, and recommendations will be implemented.

3.8 Evaluation Evaluation of the web resource will be ongoing through the project as a result of audience research, user testing and evaluation by the academic advisory group. Linda Spurdle is responsible for evaluation and will produce a case study at the close of the project.

3.9 Marketing The project will work with JISC in promoting the Pre-Raphaelite Resource and other JISC funded digitisation projects. The marketing budget will be used to promote the resource once it has been completed via printed material. Press releases and written articles will also be developed at this stage. Throughout the lifetime of the project the profile of the Pre-Raphaelite Resource will also be raised at conferences, seminars, etc.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 3.10 Project Administration Project Administration is vital the project and includes arranging team meetings and advisory group meetings, internal and external reporting, good communication and the recording of decision making. Linda Spurdle is responsible for project administration. This is an on-going feature of the project.

3.11 Exit & Sustainability Digital preservation is important to the future of the resource and the images and metadata created. Digital preservation methods currently in use will be used during the course of the project, and a digital preservation strategy will be researched and implemented during the lifetime of the project. Digital preservation metadata will be researched and may be adopted. Linda Spurdle and Rachel Cockett will be responsible for this element of the project. The Pre-Raphaelite resource will allow students, lecturers, etc to upload resources to the website, so there is the potential that the resource will continue to develop and grow. New partners and further funding will be sought in order to continue to add objects and learning resources to the Pre-Raphaelite Resource. Linda Spurdle and Tessa Sidey will be responsible for this work. The critical success factors in this project are: Good project management Quality control of images and metadata. Organisational commitment to the project. The project has the full support of Birmingham Museums & Art Gallerys senior management and work on the project has been built into relevant staff work packages for 2007 2009. The Academic Advisory Groups impact on the project. Audience research to identify what sort of website / content the education community would like to see and how they would be likely to use it. Accessibility and usability of the web resource. Effective marketing to the education community.

4. Project Outputs
4.1 Deliverables Creation of over 3,000 files with new metadata. Creation of over 3,000 high quality images. Creation of back up files on server and disk. Population of MINISIS collections management system with metadata and image files. Creation of Pre-Raphaelite web resource. Creation of 4 teaching exemplars.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 Content management system that allows user uploads and tagging of objects. Documents o o o o o o Project Plan Bi-annual reports to JISC Final report to JISC Case study for MLA Audience Research document Web Site User Research document

4.2 Knowledge and Experience Knowledge of the Pre-Raphaelites. Knowledge of how the Pre-Raphaelite collection can be used to support teaching in different subject areas e.g. history, literature, theatre, costume, art and design courses as well as the history of art. Being funded by and working with JISC will share with the museum community. Producing teaching exemplars for the online resource will share within Birmingham. Museums & Art Gallery and the wider museum community. Audience Research will share with the museum and education communities. Web Site User Research will share with the museum and education communities. Digitisation to high technical specification will share with the museum community. Digital preservation - will share with the museum community.

5. Project Outcomes
Images and information about the Pre-Raphaelites will be easily found. The online resource is easy to navigate and use. This is important in ensuring that this resource becomes well used. The use and re-use of the Pre-Raphaelite resource or images/information from the resource by the education community, e.g. in teaching, research and study. The use or adapted use of the teaching exemplars. The ability of users to add their own teaching exemplars or other suitable content will encourage the sharing of information and resources. The ability of users to tag images. This will allow people who have used an image or images in a different way or in a different subject area than was envisaged to flag this up to other users. This has the potential to encourage both a greater and a wider use of the resource. The website will become the best source of information on the Pre-Raphaelites. Web links with suitable websites that have Pre-Raphaelite works on-line, and to the websites of the PreRaphaelite Society and the Victorian Society. Appropriate links will also be made with HE and
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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 FE institutions that have online resources related to using the Pre-Raphaelites in their teaching. Increased public awareness and knowledge of the Pre-Raphaelites.

6. Stakeholder Analysis
Stakeholder INTERNAL Head of Collections Services Birmingham City Council Interest / stake Project sponsor Approves recruitment and contracts and is the approved IT equipment supplier Project Advisors Project Partner User Group User Group Funding Body Importance High High

EXTERNAL Academic Advisory Group University of Birmingham HE Institutions FE Institutions JISC

High High High High High

7. Risk Analysis
Risk Staffing 1. Loss of staff Probability (1-5) 3 Severity (1-5) 3 Score (P x S) 9 Action to Prevent/Manage Risk Enforcement of notice period. Comprehensive documentation. Project included in museum work programme so that other staff members will temporarily work on project until the recruitment process has taken place. Spread load of work by dividing project management work between two members of the team the current Project Manager and the Systems Manager. Regular reviews of budget. A contingency period has been build into planning of scheduled tasks, and the project has a realistic time scale to reflect other work commitments. Regular review of objectives Workflow and methodology will be documented and monitored. Objects that are scheduled to go out on loan will be prioritised to ensure that they are photographed

2. Project Manager is unable to spend sufficient amount of time on the project due to work overload. Organisational 1. Cost over-run 2. Schedule over-run.

12

2 3

3 3

6 9

3. Project scope creep. 4. Insufficient documentation. 5. Objects are not available to be photographed.
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2 2 1

3 5 5

6 10 5

Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 before they leave Birmingham. Technical 1. Poor quality metadata 2 5 10 Metadata guidelines will be developed. These will be based on Dublin Core and SPECTRUM. Samples of metadata will have regular quality checks. 2. Loss of digital images 3. Digital preservation: Inappropriate storage / media / file formats. 2 2 5 5 10 10 Ensure that all images are backed up sufficiently. All the metadata recorded on the Minisis system will be backed up every day on tape. The TIFF images will be stored on a server and on archival quality CD-Rs. The CD-Rs will be stored in an off site location. BMAG is committed to the preservation of its digital assets, and digital preservation metadata will be recorded for this project. The technical specifications will be clearly laid out and a small number of images will be reviewed at regular intervals to ensure quality. A contract will be drawn up with the photographer to complete the work. The quantity of work will be monitored. If it becomes clear that there the work will not be completed by the freelance photographer working alone then the museum photographer will add some of the project work to his own workload. Objects that have not been photographed will take priority over objects that have been photographed in the order of what is to be photographed. The aim is to take high quality images of all 3,000 plus objects, but if the project falls short during the timescale of the project then existing images will be used on the website. However, the remaining objects will be re-photographed at the earliest opportunity. The project plan has accounted for the possibility of some slippage. Legal 1. IP issues related to the
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External suppliers 1. Photographer fails to adhere to the technical guidelines. 2. Photographer fails to complete work.

10

Carry out IP Audit.

Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 external production of teaching exemplars 2. IP issues related to the ability of users to add their own content to the site. Outputs 1. The completed resource does not meet the needs of the education community.

Carry out IP Audit.

10

Audience research and the advice of the Academic Advisory Group should ensure that the completed resource does meet the needs of the education community. The web resource will encourage feedback and enable users to upload resources. This will allow the Pre-Raphaelite resource the flexibility to adapt and change. The web company will be contracted to fulfil the brief for the website, this will include meeting accessibility standards. The web company will be contracted to make changes to the website as a result of usability testing.

2. Website fails to meet accessibility standards. 3. The completed resource is difficult to navigate and to use.

10

10

8. Standards
8.1 Content Capture Standards Images will be produced as high resolution TIFF files with a resolution of 600 dots per inch and bit depth of 24-bit colour. This is an average dpi as the dpi will depend on the size of the image, but the intention is to create very high quality images with optimum resolution. Images on the website will be presented as jpegs (486 x 322pixels), and thumbnail images will be gifs (100 x 100 pixels). Text based content will be developed using XHTML 1.0.

8.2 Metadata Standards Metadata will be recorded using the Dublin Core Metadata Element Set (DCMES). This has been mapped to the UK Museum Documentation Standard SPECTRUM. All objects will be recorded to the SPECTRUM standard. SPECTRUM is the industry standard for documentation practice. This project will consult with the Centre for Educational Technology Standards (CETIS) to ensure that the standards and specifications that are set do allow materials to be effectively categorised, searched for, located and accessed. The UK Learning Object Metadata Core may be adopted if appropriate for metadata to describe the teaching exemplars.
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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 8.3 Terminology and Controlled Vocabulary Standards The Arts & Architecture Thesaurus may be used as the controlled vocabulary for writing metadata about the object. The academic steering group will be asked to look at the Arts & Architecture Thesaurus in comparison with the controlled vocabulary that is already in use on Minisis and give advice on which should be adopted for this project. Previous research and recommendations by AHDS Visual Arts will also be taken into consideration (e.g. Creating Digital Resources for the Visual Arts: Standards and Good Practice).

8.4 Accessibility Standards The website will aim to aim to meet level AA compliance with the World Wide Web Consortium (W3C) Web Accessibility Initiative Recommendations (WAI). Cascading Style Sheets (CSS 2) will be used to develop the site. Following recommendations from TechDis it is recognised that the development of e-learning resources (the teaching exemplars) needs to focus on users, and that what is accessible for one user may be an inaccessible resource for another user. Learning resources created will follow TechDis advice on making learning resources accessible and using images effectively.

9. Technical Development
9.1 Digitisation A workflow is already in place for the capture of images of objects at Birmingham Museums & Art Gallery. A list of the objects to be photographed and the order in which they are to be photographed has been produced. Photography and lighting equipment used is for the sole purpose of this project and will be set up and maintained in one place without interruption. Operational specifications of file size and formats have been set for the project. Colour management will be instigated at the capture stage of digitisation through the objective capture of images. In this process digital images can be objectively measured and compared against the original work. Basic image metadata is recorded at the time of capture. The image will be immediately saved on capture. Each file is given a unique file name based on its unique object number on the collections management system. Images will be produced as high resolution TIFF files with a resolution of 600 dots per inch and bit depth of 24-bit colour. They will be saved in an uncompressed TIFF format. A working copy of the image from the master archive file will be created for image editing. The master archive image will not be manipulated or changed. This file will be named to connect it
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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 to the original and also show that it is a new working copy of the original image. Images will be cropped, re-sized, compressed and saved as jpgs for the web. 9.2 Metadata A workflow is already in place for documenting objects on the MINISIS database. Metadata will be recorded using the Dublin Core Metadata Element Set (DCMES). This has been mapped to the UK Museum Documentation Standard SPECTRUM. All objects will be recorded to the SPECTRUM standard. Minisis has standardised conventions for names, dates and places, and it uses a standardised vocabulary for the majority of fields. Regular quality assurance checks will be performed on the metadata. A fault-reporting system will be introduced into workflow so that faults can be quickly identified. Approximately 5% of every 100 files will be checked in this way to double check for accuracy and consistency. There will be a signing off of recorded metadata once a double check has been completed. A list of what Metadata should be recorded and by whom will be made clear to the project team. Image capture metadata will be recorded by the photographer. Provenance metadata, descriptive metadata, linkage metadata and digital rights management metadata will be recorded by the documentation team who work on Minisis. METS will be explored as an option for creating metadata for preservation.

9.3 Digital Preservation All the metadata recorded on the MINISIS system will be backed up every day on tape. The TIFF images will be stored on a server and on archival quality CD-Rs. Images will be backed up onto CD-Rs daily. The CD-Rs will be stored in an off site location. Component parts of the online resource will be saved on a server and backed up monthly on archival quality CD-Rs. Documentation on the project will also be saved on a server and backed up monthly on archival quality CD-Rs. Two copies of archival quality CD-Rs will be kept. One of the CD-R copies will be retained as a master copy. The matching CD-R copy will be viewed at yearly intervals to ensure that is readable.

10. Intellectual Property Rights

The Pre Raphaelite collection is no longer in copyright, but all images taken by Birmingham Museums & Art Gallery in the course of this project, previously, or in the future, will be the
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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 copyright of Birmingham Museums & Art Gallery. No commercial use of these images can be made without permission. Copyright of the teaching exemplars will remain with the authors, Birmingham Museums & Art Gallery will be given permission to use and disseminate this material in perpetuity. Users who contribute online to the web resource will be asked to sign an agreement allowing others to use and disseminate this material in perpetuity. The copyright will remain with the author.

Project Resources
11. Project Partners
11.1 Subcontractors Photography - to be appointed Audience Research - to be appointed Web build - to be appointed Usability Research - to be appointed

11.2 Partners Academic Advisory Group Dr Jan Marsh University of Birmingham, Barber Institute of Fine Arts - Dr Paul Spencer-Longhurst

12. Project Management

12.1 Project Team and Roles Name Linda Spurdle Project Role Project Manager Responsible for project management and financial management. The project manager also works on other projects, so 20% of her time will be spent on this project. Project Sponsor Strategic leadership. Responsible for ensuring that the project receives the support of Birmingham Museums & Art Gallery and Birmingham City Council. Systems Manager Manager of Pre-Raphaelite Researcher and Documentation Office. Responsible for the MINISIS database and for checking the quality of the metadata. Curator Responsible for curatorial expertise and liaison with the Academic Advisory Contact Details 0121 3031610 linda.spurdle@birmingham.gov.uk

Jane Arthur

0121 3034510 jane.arthur@birmingham.gov.uk

Rachel Cockett

0121 3031679 rachel.cockett@birmingham.gov.uk

Tessa Sidey

0121 3034585 tessa.sidey@birmingham.gov.uk

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 Group and the University of Birmingham. She will manage any volunteers that may work on this project. She will be responsible to the project manager for this project. Photography Manager Responsible for purchasing photography equipment, managing photographer and ensuring that technical standards are met. He will be responsible to the project manager for this project. Documentation Officer Will give advice and support on documentation. She will be responsible to the Systems Manager. Pre-Raphaelite Researcher Will be responsible to the Systems Manager. Photographer Will be responsible to the Photography Manager.

David Rowan

0121 4641516 david.rowan@birmingham.gov.uk

Lucy Adams

0121 4640844 lucy.adams@birmingham.gov.uk amelia.yeates@birmingham.gov.uk

Amelia Yeates To be appointed

The project team will meet monthly. Brief management reports will be produced as a result of these meetings. This project will be advised and supported by the Academic Advisory Group. This group will meet twice a year. The Academic Advisory Group met for the first time on 20/03/07 and will focus on themes and teaching exemplars. Meeting notes will be documented.

The Academic Advisory Group is made up of the following members: o o o o Dr Jan Marsh Dr Richard Clay Dr Colin Cruise Dr Paul Spencer-Longhurst

12.2 Project Reporting There will be monthly reports from the project manager to the project sponsor and project team. This will include. o o o o o Budget status Schedule status This months activities Next months activities Other issues

Bi-annual reports to JISC Bi-annual reports to The Academic Advisory Group Work package detail plans Work package completion and quality assurance reports.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007

13. Programme Support

Training would be welcomed in the following areas: Metadata for learning resources & for digital preservation. Producing accessible on-line resources. Producing teaching exemplars / learning resources for the education community.

14. Budget
The total grant awarded to this project by JISC is 166,963.

Detailed Project Planning

15. Workpackages
See Appendix B.

16. Evaluation Plan

Timing Ongoing Ongoing December 2009 Factor to Evaluate Creation of high quality images Creation of relevant, detailed metadata Creation of accessible website Questions to Address Image quality Quality of metadata Is the website accessible? Method(s) Quota checking Quota checking Automated and manual testing. Measure of Success 100% of images meet the required quality. 100% of documentation meets the required quality. The website meets level AA compliance with the World Wide Web Consortium (W3C) Web Accessibility Initiative Recommendations (WAI). Positive evaluation from academic steering group. Take up by users. Take up by users.

July 2008 - Nov 2009 July 2008 - Nov 2009 June 2008 Sept 2008 Ongoing / February 2009.

Creation of website that meets the needs of users Content management system that allows user uploads and tagging of objects. Evaluation of Teaching Exemplars Production of case study and dissemination of information about the project.

Does it meet user needs? Does it allow users to contribute to the site?

Evaluation & feedback. User Testing, Evaluation & feedback. Evaluation & feedback Feedback from project sponsor, Academic Advisory

Are the teaching exemplars fit for purpose? Full documentation, good quality documentation.

Positive evaluation from academic steering group. Take up by users. Understanding and satisfaction reported.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 Group, JISC and project team.

17. Quality Plan

Output Timing Ongoing Ongoing Quality criteria Metadata standards Accuracy and quality of descriptive metadata Content capture standards Accessibility standards Usability standards Quality of teaching exemplars Quality of website content QA method(s) Quota checking. Quota checking. Evidence of compliance Reporting Reporting Quality responsibilities Rachel Cockett Tessa Sidey Quality tools (if applicable)

Ongoing Ongoing October 2008 June 2008 Sept 2008 August 2008 January 2009.

Quota checking. Automated and manual testing. Usability testing Academic Advisory Group feedback, Evaluation Academic Advisory Group feedback, Evaluation

Reporting Reporting Reporting Reporting

David Rowan Linda Spurdle Linda Spurdle Linda Spurdle

Reporting

Linda Spurdle

18. Dissemination Plan

Timing March 2008, March 2009 September 2008 Dissemination Activity Poster session / demonstration Workshop Audience JISC conference Purpose Raise awareness of resource. Raise awareness of resource and disseminate information about producing learning resources for the education community. Key Message Basic information

Museums Elearning Group

Producing learning resources for FE & HE.

January 2009

Website

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 January 2009 January 2009 January 2009 Press release Press release Victorian Society website Birmingham local community National Interested in preRaphaelites. Raise awareness of resource. Raise awareness of resource. Raise awareness of resource. Access to PreRaphaelite resource Access to PreRaphaelite resource Access to PreRaphaelite resource. Appeal for contribution to site. Access to PreRaphaelite resource. Appeal for contribution to site. Access to PreRaphaelite resource Basic information about the project. Basic info & producing learning resources for FE & HE.

January 2009

Pre-Raphaelite Society website

Interested in preRaphaelites.

Raise awareness of resource.

January 2009 January 2009 March 2009

24 Hour Museum Society website Presentation / Demonstration Museums Journal / Museums Practice

Public with interest in museums & art galleries Museums Computer Group Users. Museum Professionals.

Raise awareness of resource. Raise awareness of resource. Raise awareness of resource and disseminate information about producing learning resources for the education community. Raise awareness of resource and disseminate information about producing learning resources for the education community. Raise awareness of resource and disseminate information about producing learning resources for the education community. Raise awareness of resource.

April 2009

Presentation / Demonstration

Museums & the Web Conference, USA.

Basic info & producing learning resources for FE & HE.

June 2009

Presentation / Demonstration

Museums & the Web Conference, UK

Basic info & producing learning resources for FE & HE.

June 2009

Presentation / Demonstration

Supporting ELearning in Art & Design workshop /conference.

July 2009
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EVA conference

Raise awareness

Basic information and information about the interactive nature of the online resource. Basic information

Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 of resource and information about the interactive nature of the online resource. Basic information and information about the interactive nature of the online resource.

September 2009

Presentation / Demonstration

Digital Resources in the Humanities & the Arts conference.

Raise awareness of resource.

19. Exit and Sustainability Plans

Project Outputs Pre-Raphaelite online resource Pre-Raphaelite online resource Digitised images Action for Take-up & Embedding Ensure that the online resource is marketed. Ensure that the online resource is accessible. Ensure all images meet current standards, and that they are backed up on the server and on archival quality CD-Rs. Ensure metadata meets standards & that it is incorporated into the MINISIS database. Ensure content management system meets needs, that in-house users are sufficiently trained in how to use it and that a user manual and support are in place. Ensure all procedures, technical standards, reports, etc are clearly documented. Ensure that teaching exemplars are fit for purpose, and that the academic community is encouraged to share the teaching resources they create using the Pre-Raphaelite resource. Action for Exit Continued effort to raise the profile of the website and attract users. Continued manual and automated testing. Ensure that a digital preservation strategy is in place for Birmingham Museums & Art Gallery.

Metadata Content management system

Continued development and improvement of CMS (if open source). Training, user manual, support. Case study. Preservation of documentation. Continued effort to raise the profile of the website and attract users.

Documentation Teaching exemplars

Project Outputs Producing teaching exemplars, working and consulting with the academic community.

Why Sustainable It is believed that the forging of partnerships within the education community will ensure the development of further content and guarantee continued

Scenarios for Taking Forward Users will be encouraged to sign up to an enewsletter or to a RSS news feed on their website.

Issues to Address Ensure that the web site has all the features required. If possible use open source software CMS that can be upgraded and improved at little or no cost.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007 interest in this growing resource. This resource will be built as a community model where users can invest in the site by contributing content. CMS that allows user uploads and tagging of objects. Users can tag images, make comments and suggestions, and upload their own material. This will further enhance the resource and improve access to the education community. The website will not remain static but will continue to develop and grow. It is a long term aim to further develop this resource by encouraging other museums and universities that have PreRaphaelite collections to add their images and information to this resource. Continuing building of links to appropriate online resources. Quality checks. Website moderation.

Creation of a high quality PreRaphaelite online resource

Future funding will need to be sourced for this development.

Creation of a high quality PreRaphaelite online resource

Web links will be made with suitable websites that have Pre-Raphaelite works on-line, and to the websites of the PreRaphaelite Society and the Victorian Society. Appropriate links will also be made with HE and FE institutions that have online resources related to using the PreRaphaelites in their teaching. Metadata is very important to the sustainability of the resource. The education community must be able to easily find and use this resource.

Keeping links up to date.

Metadata

Metadata will be updated and enhanced as new additions are added to the resource.

Commitment to adding and updating the resource beyond 3 years.

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Project Acronym: PRERAPHAEL Version: 4 Contact: Linda Spurdle Date: October 2007

Appendixes
Appendix A. Project Budget Appendix B. Workpackages

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