Project Life Cycle
Conversion projects, if not managed closely, can move in an endless circle without actually reaching completion. It’s important to define phases and revision cycles within the project that fit within the agreed upon timeline.
If the different phases of the project are clearly defined, then once you complete all tasks of one phase, there should be few exceptions in moving backward.
Key Takeaways
Helpful tips to manage workflows:
- Clearly identify the different project phases
- Mark where you are in each phase as your work proceeds. You can do this with a Word or Excel document. But there are also free project management software packages that work well for conversions (Asana, Trello and Wunderlist to name a few).
- Know when a stage is over and try not to move backwards!
Open Textbook Workflow Examples
| Name | Section/Column | Assignee | Assignee Email | 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 creator and both sign off | Charter | |||||
| Assemble team for Conversion stage | Charter | |||||
| Provide creator 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 | |||||
| Provide creator 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 | |||||
| Provide creator 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 | |||||
| Provide creator 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 | |||||
| Provide creator 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 | |||||
| Provide creator with an update | Post Conversion/Development | |||||
| Calculate costs | Evaluation | |||||
| Lessons learned | Evaluation |
