OER Publishing Style Guide

Project management

OER projects are highly variable and require an adaptable approach to project management. Projects can range in size and complexity and each differs in its goals and expected outcomes. OER projects can include:

• An author publishing an open textbook or creating ancillary materials for an existing book
• Adopting a text
• Creating a new course using open pedagogy
• Introducing renewable assessment.

Each of these projects is very different and requires different time and resourcing commitments. Using some project management techniques and tools can contribute to a smooth resource development within your expected timeframe. 

OER project workflow

This project management workflow empowers educators with the essential tools and guidance needed to effectively initiate, implement, and manage OER projects within Deakin University. The following OER project workflow can assist with the planning and delivery of your project.

Step 1: Project initiation

At the commencement of the project, consider the resource you wish to produce. It can help to review existing resources and previous projects to scope out opportunities, inspiration and challenges:

• Review successful open projects - Deakin has funded OER projects since 2021, review them for ideas and to assist decision making. 
• Apply for a grant - Submit your application or contact the Open Education Team to discuss your ideas and check funding availablity.
• Application - The application asks faculty for specific information for the grant. If you would like to see an exemplar, please contact the Open Education Team. 

Step 2: Project kick-off and capabilities

Set aside time to meet with the project team to consider, discuss, and agree on timelines, roles and accountabilities. Establishing these records keep the project running efficiently, effectively and on-schedule. There are 5 structured elements to this step:

• Project team formation: Consider a project team. What roles and skills do you need on your project? ​You may wish to use the Project team formation resource
• Project summary template: Use a project summary template to manage expectations e.g. textbook creation​, video creation, develop or adopt open materials for high enrolment courses, using open assessment practices in your unit, using open co-creation practices in your unit, etc.
• Memorandum of Understanding (MOU): The MOU lays out the contributor expectations, licensing information, and other conditions of participation. Contact the Open Education Team for the current OER projects MOU document.
• Clarification of expectations:
  • Discuss MOU expectations with the team
  • Identify and address skill gaps
  • Discuss accessibility standards
  • Discuss licencing requirements
• Identification of training needs: Training varies depending on the team member’s background in creating OER
• Keep good records: Take careful note of where you source materials from (e.g. images and other re-used content) from the start, so it's easier during the attribution stages

Step 3: Project development

Depending on project size, you may need to set up a team to achieve the results you are after. A project plan can help establish and record various roles in the project, ensuring that the team understands the OER and project aims.

Step 4: Peer review and quality control

To ensure the quality and consistency of an OER, it is essential to run though the list of reviewers and critical friends to ensure the resource not only has approval but is accurate, error free, accessible, copyright compliant, complete and high-quality. Ideally, consult the copyright team and two reviewers, these may be subject matter experts, learning desigers or a librarian, who will:

1. Conduct individual reviews of the OER ​- review the OER Standards checklist (covers accessibility, licensing, attribution checks), check-in with the Copyright Manager, and explore options for peer review 
2. Corroborate evidence and findings 
3. Share results with the broader project team

Step 5: Review, deliver and launch 

During the review, delivery and launch phase, you will work through some check points to ensure resources are complete, files are in order, stakeholders are informed of progress, necessary approvals are granted, outputs are findable and appropriately visible and, finally, plans are in place for the proceeding stages of reporting, assessment and evaluation.

Some basic points to consider during a final review include:

Step 6: Post publication: reporting, assessment and evaluation

To assist in the reporting process, you can complete the Quarterly Progress Reporting Template as a shared and rotating task among team members to distribute the workload. You may also find using the Budget Tracking Tool, a communication log and the Grant Management Tool will help with accurate reporting. 

Explore the below points which provide some considerations for assessment and evaluation.

Visit the After publication page for further details and suggestions.

Attribution

This content adapted from Deakin University OER project management workflow for Educators by Frank Ponte. Previously adapted from: The Comprehensive OER Initiative Toolkit for Educators and Managers in addition to this poster called, “Project Management Workflow for Open Textbooks for Rural Arizona Project at Coconino Community College: A Tailored Pathway Approach” was created by Linda Neff, Colleen Carscallen, Giovanna Macry, and Luke Owens, Teaching and Learning Center at Coconino Community College, licensed under a CC BY 4.0 International License.​

Additional resources

There are many resources for project management and for specifically OER Project management. These include:

• The OER Starter kit by Abbey Elder, particularly the section Creating OER CC BY 4.0 International
• The CAUL OER Collective Publishing Workflow - great for textbooks but useful for smaller projects as well CC BY 4.0.

Image from Open Educational Resources Collective Workflow by Council of Australians University Librarians is licensed under CC BY 4.0