International Journal of Open Educational Resources Volume 2, Issue 1, Fall 2019/Winter 2020 | Page 174

International Journal of Open Educational Resources
success both for the team and the university.
Capturing the workflow
& assessment schedule
A team located across different departments
and physical locations requires a
portable and accessible tool to capture
the workflow in its entirety. Teamwork
PM, project management software
utilized by the library, allows for the
creation and curation of documents,
notebooks, custom tagging, artifact
assignment, and timeline tracking for
teams. The software was extended to
the instructional design group as a new
portal for program workflow. The newly
adopted team workflow document
was uploaded to the site as a living document.
Teamwork PM allows the group
to document their work throughout the
process captured in the workflow map.
Upon acceptance of an applicant to the
OER program, the Electronic Resources
& Copyright Librarian, as program
manager, uploads the application and
any feedback provided to the faculty at
this stage. The faculty members going
through the program are then assigned
via tag to a single instructional designer.
Additionally, each course conversion
is assigned a notebook that includes
thoughts on the process from beginning
to completion.
Though some reporting elements
existed in the program already (i.e.,
student surveys, savings data, course
numbers) there was no defined review
timeline for the program content or
delivery. The Electronic Resources &
Copyright Librarian felt an assessment
cycle for program content and delivery
should be established for the program
to ensure that the initiative remains relevant
and that the workflow functions
in its most effective form possible for
all involved. Program content is to be
reviewed on a tri-annual basis, with
links and other embedded elements
assessed for quality once an academic
year in the summer. The workflow itself
will remain in use and adjust flexibly
as institutional and departmental aims
dictate. Changes to the workflow must
be captured in the workflow map document.
Finally, courses that go through
the conversion process will have an
added “check in” at the four semester
delivery mark to see if faculty are still
achieving their learning goals or if they
need additional support in identifying
new materials. Overall the inclusion of
two different professional lenses to view
the program (Instructional Design and
Librarianship) further strengthens the
program and provides greater support
for faculty throughout and beyond the
program.
Next Steps and Conclusions
After the departure of the institution’s
OER administrator, the
Electronic Resources & Copyright
Librarian had to acclimate quickly
to provide expert consulting on OER.
As part of that process, the librarian led
the reexamination and redesign of the
OER conversion process, strengthened
cross-campus partnerships for success,
and identified workflow strategies that
provide greater efficiencies for the program.
While several critical issues were
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