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A view of a portion of the overall visual course production template, on which the timeline is auto-populated by entering course start date and number of modules. Using this template, which includes all key project planning tasks, means that each team is consistent with their approach, while being able to adjust for their specific circumstance as needed.

Spreadsheet for organizing production status of course videos. Target due dates for recording and editing are auto-filled by entering course start date and number of modules. Sources of media objects in the videos (images or video clips) are tracked on a separate spreadsheet, when necessary.

Template course task list tracked in Basecamp project management software (basecamp.com). Project leads make a copy of the template for each project. Course team members enter due dates (master tracking spreadsheet can be used as a guide) and assign tasks to the responsible individual.

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Hours  

Week  0  =  Start  of  Course  

Academic  Technology  Consultant  (ATC)  Ame  per  project,  for  9  projects  

Project  A   Project  B   Project  C   Project  D   Project  E   Project  F   Project  G   Project  H   Project  I  

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~5  hours  ~10  hours  

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Week  0  =  Start  of  Course  

Online  Course  Builder  (OCB)  Ame  per  project,  for  9  projects  

Project  A   Project  B   Project  C   Project  D   Project  E   Project  F   Project  G   Project  H   Project  I  

+   ~40  hours  Effort  build  up  

Online PrOjects: july 2012 – February 2015

Organizing and visualizing timelines and staffing assignments for projects

Tools for Managing online ProjecTs

courses developed

The charts to the right show the total hours a staff member worked each week on a project, for a total of 9 projects.

Academic Technology Consultants (ATCs; provide consulting on pedagogical design, manage project) appear to have a “long tail” of effort early on (~5 hours weekly) and then their effort often builds up to ~10 hours weekly 6 – 8 weeks before the course and during the course.

Online Course Builders (OCB; build the course site, serve as an online teaching assistant) often have an effort build-up 2 months before the course starts and remains close to 40 hours a week immediately before and during the course.

the challenge: KeePing tracK OF PrOjects and staFFing

1. How many projects can our team manage at any one time?

2. How do we standardize course development processes and procedures across projects?

3. How do we allocate resources efficiently across varied projects?

This view highlights times when our staff capacity is fully used and when we may be able to take on additional projects.

This view can help highlight which staff may be available to support new projects.

Here is a Gantt chart where each row lists a project, the project’s support team, and a project timeline. For each timeline, green indicates a course’s expected development period and blue represents the actual run of the course.

MS Access allows us to represent project info in different ways. For example, this Gantt chart takes the same information as the other chart but organizes it by staff member instead of by project team.

enabling consistent processes across teams

collecting survey data to improve budgeting of staff time for projects

Quentin Ruiz-Esparza, Project Coordinator, Duke University Online Education InitiativesAmy Kenyon, Assistant Director, Duke University Center for Instructional Technology

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JJJsessions taught

support staff (10 – 11 FTE)

To view this poster online, visit online.duke.edu/coursera-conference-2015 Duke University, Durham, North Carolina, USA