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Project Management
Schedules and Timelines
Timelines
The ID sets the timeline for developer deliverables and communicates and monitors all course milestones based on the DevPlan, Online Course Schedule, and Course Copy Dates. When creating the timeline of deliverables, start from the end of the process by determining the final milestone dates. Then, work backward to set the intermittent deadlines for the developer. The (Re)Dev process documentation and Freelance Contract provide recommended durations and review times which are helpful in planning the timeline. Within each particular phase, set reasonable deadlines and adjust as necessary.
Airtable
Online Education uses a tool called Airtable to organize the Development Plan. Airtable includes details for each project, including the assigned developer, ID, PC, ISS, and approver. For each entry, it includes important dates such as kickoff, completion, and other smaller milestones. Individuals will need an Airtable account to access the plan using their .ccis email account.
Each ID should also have their own Airtable database to organize their projects. This database should be created and managed by the ID. A link to the database should be shared with the Director of Operations. The ID should update their database every two weeks and identify any issues.
Review the documentation for more details about how to build your own progress report.
Online Course Schedule
At times, when setting course dates, the ID can refer to the for all session debut dates.
Course Copy Dates
Deadlines, Milestones, and Blockers
While the contract/dev plan provides the major milestone dates for each (re)development, the ID is responsible for setting deadlines and managing those major milestones. Development schedules will be created before the start of Phase 1, then discussed and approved at the initial meeting with the developer. Project management software (See Basecamp) supports these efforts. All blockers must be communicated to the Assistant Director of IDT as soon as possible in order to mitigate potential risks in meeting milestones. It is the responsibility of the ID to notify the Assistant Director of IDT if the developer is consistently not responsive or routinely unable to meet agreed upon deadlines.
Basecamp
, the Online Education project management software, is used to communicate about the project and track tasks, deliverables, and handoffs. The AD of IDT will create the basecamp project with tasks, provide project details, and assign the ID. At that point, it is the responsibility of the ID to manage communication and documentation within Basecamp. This includes the developer in the external project, setting dates, etc. All critical information about the development process is documented via Basecamp for future reference. In general, there are two Basecamp projects per (re)development:
Notifications
Refer to the for tips on changing settings and following and unfollowing projects and project components. The ID may need to share this information with the developer.
Tagging / @mentions
To tag certain individuals when communicating within Basecamp to ensure they receive the message in a timely manner, use the “@” symbol within the basecamp message window and select the name(s).
If you are having trouble tagging someone, it could be that they are not enrolled in the project.
Documents and Files
To avoid issues loading or compressing your files, avoid using very long file names or using special characters such as periods, exclamation marks, or parenthesis in file names.
Document Design
Redevelopment form templates, as indicated above, should always be used. An editable Microsoft Word is the preferred file format for documents requiring review, including a legible font and “normal” (1-inch) margins. Do not publish documents for review to PDF.
Do not use screenshots or photos of text or numbers as revisions cannot be made or tracked. tools are also available within Word.
Track Changes
All changes made to the Course Map after approval must be marked via “Track Changes.” (Note, if significant changes occur that affects grade weights, rigor, etc. this must be communicated to the PC for additional Department Review.)
When communicating revisions to PCs, it is best practice for the ID to share both a ‘marked up’ copy with Track changes and comments still in tact as well as a ‘clean copy’ to be sent to the department. This will help stakeholders see the changes that have been made if needed, while also providing a fresh document for review.
Source Files
At the end of the (re)development, the ID provides all source files for future reference. Full-time IDs should backup these files on the X Drive ( X:\Online Education\Course Redevelopments). Freelance IDs should upload to Basecamp so the director can backup on the server.
File Sharing
File Sharing (Freelance IDs)
Compress the complete “Template-RedevFiles-and-Folders-master” including all source files and upload to the Basecamp internal projects “Docs & Folders” section. Refrain from uploading large or compress files to D2L as this can cause issues during copy.
As mentioned in the process documentation, document all custom multimedia using the Multimedia Tracker (See Process documentation).
File Sharing (Fulltime IDs)
Full-time IDs should copy all development files on the X Drive ( X:\Online Education\Course Redevelopments) in a folder including the template files structure and all development documents.
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