Project Management Workflow Checklist
A workflow or checklist can dramatically change how successful your project can be. It allows you to see who is doing what task, where bottlenecks might occur, and how to improve your processes. It can help you identify phases and easily point out the critical tasks.
The following is an example of an open textbook publishing workflow/checklist. Within the Asana program, it is clean and easy to follow.
There are 7 identified stages for this project:
- Charter Stage
- Conversion Prep Stage
- Conversion Stage
- LaTeX Formula Stage
- Technical Read and Copy Edit
- Post Conversion/Development
- Project Evaluation
Stage 1: Charter
This stage is meant to establish the expectations that surround the project, get it in writing and have all those involved agree to it!
- Publishing team receives conversion application through their online form
- Publishing team establishes a project lead
- Project lead contacts creator to discuss project; completes Charter draft during conversation
- Shares Charter with creator and sign off
- Project lead creates Asana project for book
- Assemble team for conversion stage
- Provide creator with an update
Stage 2: Conversion Prep Stage
Before conversion begins, assess what might be at hand. Spending some time looking at the source documents might help you decide on different paths in the stages ahead.
- Review team members for conversion and assign specific tasks
- Receive original files
- Establish common file directory
- Perform technical read to initially assess work ahead (noting images, graphs, tables, etc)
- Create convertible format of master document if required (i.e. Pages to word, PDF to word)
- Provide creator with an update
Stage 3: Conversion Stage
Only on the third stage does conversion begin!
- Create resource shell in PressBooks
- Receive original files for Import
- Tidy up chapters within the framework
- Apply style guide where possible – exercises, takeways, examples etc.
- Images – sweep the text for images making sure they are copyright free, and all meta data is included
- Provide creator with an update
Stage 4: LaTeX Formulas
Identifying where all the possibilities for LaTeX occurs makes it easier for more than one person to work in the text. It can also help you see whether the project is on task and on time.
- Identify where LaTeX is required and mark it in the Pressbook
- Complete LaTeX equations where possible
- Identify complete equations
- Determine and confirm estimate of work to be done by external contractor
- Establish timeline with external contractor
- Have external resources complete LaTeX if required.
- Provide creator with an update
Stage 5: Technical Read and Copy Edit
Type your examples here.
- Copyedit (this may happen earlier, even in the pre conversion stage)
- Accessibility check
- Review style guide application throughout book
- Add custom book cover image
- Final edits
- Provide creator with an update
Stage 6: Post Conversion/Development
Type your examples here.
- Confirm/complete book meta data
- Add ISBN’s
- Add to Institutional Repository
- Add to Library catalogue
- Publicize internally & externally
- Export for PoD
- Consider for suggeston to BCcampus Open Textbook Collection
- Provide creator with an update
Stage 7: Evaluation
Type your examples here.
- Finalize costs
- Lessons learned
| Name | Section/Column | Assignee | Start Date | Due Date | Notes |
|---|---|---|---|---|---|
| OPUS team receives Pressbooks form | Charter | ||||
| OPUS team establishes a project lead | Charter | ||||
| Project lead contacts faculty member | Charter | ||||
| Initial conversation with author | Charter | ||||
| OPUS team creates Project Charter | Charter | ||||
| Review charter with faculty member and both sign off | Charter | ||||
| Assemble team for Conversion stage | Charter | ||||
| Engage with Faculty member with an update | Charter | ||||
| Review team members for conversion and assign tasks | Conversion Prep Stage | ||||
| Receive original files | Conversion Prep Stage | ||||
| Technical read to initially assess work ahead (formulas, images, graphs, tables etc) | Conversion Prep Stage | ||||
| Establish common file directory | Conversion Prep Stage | ||||
| Create convertible format of master document if required - i.e. Pages to Word, PDF to Word | Conversion Prep Stage | ||||
| Engage with faculty member with an update | Conversion Prep Stage | ||||
| Assess native document for best conversion approach | Conversion Prep Stage | ||||
| Conversion | Conversion Prep Stage | ||||
| Clean up of text/code | Conversion Prep Stage | ||||
| Prepare outline in Pressbooks | Conversion Prep Stage | ||||
| Populate chapters and sections in Pressbooks | Conversion Prep Stage | ||||
| Create resource shell in Pressbooks | Conversion Stage | ||||
| Import | Conversion Stage | ||||
| Tidy up chapters within framework | Conversion Stage | ||||
| Apply format for exercises, takeaways, examples | Conversion Stage | ||||
| Images - complete all meta data | Conversion Stage | ||||
| Engage with faculty member with an update | Conversion Stage | ||||
| Identify where LaTeX is required - mark in Pressbook | LaTeX Formulas | ||||
| Complete LaTeX equations where possible | LaTeX Formulas | ||||
| Identify complex LaTeX equations | LaTeX Formulas | ||||
| Have external resources complete LaTeX if required | LaTeX Formulas | ||||
| Confirm estimate of work to be done by external contractor | LaTeX Formulas | ||||
| Establish timelines with contractor for check in | LaTeX Formulas | ||||
| Engage with faculty member with an update | LaTeX Formulas | ||||
| Add custom book cover image | Technical Read and Copy Edit | ||||
| Copyediting | Technical Read and Copy Edit | ||||
| Accessibility check | Technical Read and Copy Edit | ||||
| Apply KPU style sheet - modify as needed | Technical Read and Copy Edit | ||||
| Establish project workflow document for technical read and copy edit | Technical Read and Copy Edit | ||||
| Accessibility check | Technical Read and Copy Edit | ||||
| Cover image | Technical Read and Copy Edit | ||||
| Final edits | Technical Read and Copy Edit | ||||
| Engage with faculty member with an update | Technical Read and Copy Edit | ||||
| Confirm/complete book meta data | Post Conversion/Development | ||||
| Add ISBNs | Post Conversion/Development | ||||
| Import to KPU Pressbooks if not native to that platform | Post Conversion/Development | ||||
| Add to KORA | Post Conversion/Development | ||||
| Add to Library Catalogue | Post Conversion/Development | ||||
| Add to KPU Pressbooks catalogue | Post Conversion/Development | ||||
| Publicize internally & externally | Post Conversion/Development | ||||
| Export for PoD | Post Conversion/Development | ||||
| Engage with faculty member with an update | Post Conversion/Development | ||||
| Calculate costs | Evaluation | ||||
| Lessons learned | Evaluation |
