This is an outline of the elements needed by the MESL technical report team in order to produce the MESL Final Report. The outline also attempts to gather some data related to implementation personnel requirements, costs, and experiences needed by the staff of the Mellon grant for their needs. It is intended as a simple mechanism to collect and document the MESL experience from each individual institution. All the reports will appear as is in an Appendix to the MESL Final Report.

There are three basic parts. (1) An institutional profile, (2) A technical implementation overview, and (3) A report on the experience. In order to help us understand the MESL process, please try to be as complete as possible (long is good). Please feel free to add questions, comments, and points. All reports will be made available to members of MESL for their own reporting purposes.

Address questions to <mesl-documentation@ahip.getty.edu >. Questions and answers will be posted to the list and will be available for review through the list's hypermail archive on the MESL Web Site. Robert Yamashita <hydrogn@violet.berkeley.edu> will be the contact person for answering questions and resolving problems. Howard Besser and Christie Stephenson will provide back-up.

  1. Institutional Profile
  2. This section is summary information of the sort you provided in your initial applications. It is intended to provide a brief overview of the institution to those outside the project

    1. Organizational Profile
    2.  

    3. General Description of Computing Environment

This section is summary information of the sort you provided in your initial applications intended to provide a brief overview of your institutional computing environment to those outside the project. For the most part you can just update the information you included in your initial MESL application.

 

    1. User Demographics
    2.  

    3. STAFFING
    4. These questions can help us analyze what organizational/staffing adjustments might be required to move from a demonstration project to a production environment

      1. Organization of MESL Project Team
      2. List roles and responsibilities with respect to MESL, number and level of staff devoted to MESL technical processing, changes, year 1 to year 2, and approximate amount of time spent by each staff person listed

         

        Titles

         

        ROLES

        Tech

        (Y/N)

        approx.
        time or %

         

        yr. 1

             
         

        yr. 2

             
         

        yr. 1

             
         

        yr. 2

             
         

        yr. 1

             
         

        yr. 2

             

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      3. Others in organization that "did the work" of MESL
      4. List roles and responsibilities with respect to MESL, number and level of staff devoted to MESL technical processing, changes, year 1 to year 2, and approximate amount of time spent by each staff person listed

         

        Titles

         

        ROLES

        Tech

        (Y/N)

        approx.
        time or %

         

        yr. 1

             
         

        yr. 2

             
         

        yr. 1

             
         

        yr. 2

             
         

        yr. 1

             
         

        yr. 2

             

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      5. Training needs

      Did you encounter any specific training needs required to perform MESL technical tasks?

       

      Describe how those needs were met.

       

    5. COMMENTS

 

  1. Technical Implementation
    1. Description of the MESL Delivery System
    2. This section is intended to produce an outline of the technical implementation of each campus’ MESL delivery system and procedures.

      1. MESL Integration into Information Services
      2. Describe how your MESL delivery system fit with other campus services. Was it just another offering on an existing menu of information services (and if so, generally describe the set of services, who manages them, and how MESL differs from the others)?

         

        Does your institution view the MESL images as part of a larger body of information resources?

         

      3. System Architecture
        1. Server
          1. Hardware used for MESL server, storage
          2.  

          3. Operating System
          4.  

          5. Server software
          6.  

          7. Server Performance

          Did the "implementation" of MESL result in noticeable degradation of server performance? Was MESL part of a rationalization to upgrade the server (or install a new server) ?

           

        2. Client types
          1. Web browsers supported
          2.  

          3. Other clients

           

        3. Storage
          1. Amount of disk space devoted to MESL data
          2.  

          3. MESL data available only off line (e.g. on distribution CDs)
          4.  

          5. Incremental Storage Requirements

        Did you need to buy new storage for the MESL project? Initially? In the course of the project? If so, approximately how much did it cost?

         

      4. Data Preparation and Loading
        1. General
        2. Was the MESL data incorporated into an existing database application or was it treated as a separate (new?) application?

           

        3. Image Preparation
        4. Did you convert images to other sizes, formats, and resolutions?

           

          If you did convert images to other sizes, formats, etc., please describe the sizes and formats you chose, and indicate for what purpose the images were converted.

           

          If you compressed images as part of the conversion process, what quality setting/compression level did you use?

           

          1. Image Preparation Software
          2. List all the software your project team used to convert the images (including changing sizes and compressing). Note whether you bought the software during the course of the project or just used something already on-hand. For each piece of software note the specific functionalities you used and whether you used this software a little, periodically, or a lot. Give the approximate price of the software.

             

            Software

            acquisition

               
             

            when

            why

            usage

            price

             

            for MESL (Y/N)

            functionality

            hi/low

            approx

                     
                     

            add rows as needed (in MS word: tab at last cell, or table menu insert rows)

            Comments:

            If you could start over today, would you use this software or something else?

             

          3. People, Skills, Time, Cost

          List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish this. Estimate the amount of time each person spent on this phase for each distribution, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

           

          Who/title

          Required Skills

          % D1

          % D2

          level
          (a-f)

                   
                   
                   

          add rows as needed (in MS word: tab at last cell, or table menu insert rows)

          Comments:

        5. Structured Data Preparation
        6. What were the stages you went through to prepare the structured data for mounting on your campus network? Who was involved? when? What software did you use to process the text descriptions? Please describe how you did this.

           

            1. Structured Data Preparation Software
            2. List all the software your project team used to convert the structured text (including parsing, recoding, and renaming fields). Note whether you bought the software during the course of the project or just used something already on-hand. For each piece of software note the specific functionalities you used and whether you used this software a little, periodically, or a lot. Give the approximate price of the software.

               

            Software

            acquisition

               
             

            when

            why

            usage

            price

             

            for MESL (Y/N)

            functionality

            hi/low

            approx

                     
                     

            add rows as needed (in MS word: tab at last cell, or table menu insert rows)

            Comments:

            If you could start over today, would you use this software or something else?

             

          1. People, Skills, Time, Cost

          List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish this. Estimate the amount of time each person spent on this phase for each distribution, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

           

          Who/title

          Required Skills

          % D1

          % D2

          level
          (a-f)

                   
                   
                   

          add rows as needed (in MS word: tab at last cell, or table menu insert rows)

          Comments:

        7. Unstructured Text Preparation
        8. Did you make unstructured texts available? How were they linked to the structured records? Did you perform any additional processing to make them available?

           

          Describe the process of linking the unstructured text to structured data, including difficulties encountered.

           

            1. Unstructured Data Preparation
            2. List any problems you had (such as loading and handling of filenames and storage arrangement) with preparing the unstructured data.

               

              If you provided access to unstructured data via methods other than simple links, please describe.

               

            3. People, Skills, Time, Cost

        List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish this. Estimate the amount of time each person spent on this phase for each distribution, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

         

        Who/title

        Required Skills

        % D1

        % D2

        level
        (a-f)

                 
                 
                 

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      5. Functionality of MESL System
          1. Browsing
          2. Did you provide browsing capability in your MESL implementation? Describe.

             

          3. Searching
          4. Describe the search functionality provided in your MESL implementation.

             

            1. Search engine
            2.  

            3. Fields indexed
            4.  

            5. Display options for search results
            6.  

            7. Modifications to Data Dictionary
            8. Did you change fieldnames from the MESL data dictionary (and if so, why)?

               

            9. Types of searching supported (Boolean, content-based, etc.)

             

          5. Software
          6. What software did you use for these functions? Did you use off-the-shelf applications or build things from scratch yourself?

             

            If you could start over today, would you use this software or something else? Please explain

             

          7. Other functionality
          8. Did you add tools to provide additional functionality? (such as slide-sorting, zoom and overlay functions, templates to aid in building applications, etc.). Were these tool developed in-house or derived from off-the-shelf applications?

             

            What kind of additional tools would help the instructor or student’s use of MESL type data

             

          9. People, Skills, Time, Cost

        List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish these. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

         

        Who/title

        Required Skills

        % D1

        % D2

        level
        (a-f)

                 
                 
                 

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      6. System Security and Authentication
          1. General Security
          2. Describe how you provide security for MESL data to conform to the terms of the cooperative agreement.

             

          3. Authentication
          4. Did you implement a specific authentication scheme? If so, describe.

             

          5. Security
          6. Were your security steps taken specifically for MESL? Did you previously have this type of security? Did MESL provide the rationale for undertaking security measures you think you’ll need to undertake in the future anyway?

             

          7. Software
          8. What software did you use for these functions? Did you use off-the-shelf applications or build things from scratch yourself?

             

            If you could start over today, would you use this software or something else?

             

          9. People, Skills, Time, Cost

        List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish these. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

         

        who/title

        Required Skills

        % D1

        % D2

        level
        (a-f)

                 
                 
                 

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        COMMENTS:

      7. Log Files
      8. Did you maintain log files of the use of MESL data?

         

        Did you perform regular analysis of those files? If so, describe.

         

        Did you produce regular reports at intervals throughout the project.

         

        Please identify contact person for information about log files. (title, email, telephone).

         

          1. Software
          2. If you analyzed log files and/or created reports, what software did you use for these functions? Did you use off-the-shelf applications or build things from scratch yourself?

             

            If you could start over today, would you use this software or something else?

             

          3. People, Skills, Time, Cost

      List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish these. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

       

      Who/title

      Required Skills

      % D1

      % D2

      level
      (a-f)

               
               
               

      add rows as needed (in MS word: tab at last cell, or table menu insert rows)

      Comments:

    3. Current MESL Support
    4. This section is intended to provide insight from the MESL implementation side on requirements for support of MESL. Various user surveys are concurrently being conducted to give us the end-user perception and experience with MESL images.

        1. Outreach
        2. Describe any outreach, publicity or education activities you conducted to encourage the use of MESL at your institution

           

          1. People, Skills, Time, Cost

          List the staff or positions involved in this stage of the project. Make a very short list of events. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

           

        Who/title

        Events

        % T1

        % T2

        level
        (a-f)

                 
                 
                 

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      1. Usage Instruction
      2. What kind of assistance was needed for classroom setup and access, educating instructors on usage, helping students, etc. Please list and describe the kinds of activities.

         

          1. People, Skills, Time, Cost

        List the staff or positions involved in this stage of the project. Make a very short list of events. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

         

        Who/title

        Events

        % T1

        % T2

        level
        (a-f)

                 
                 
                 

        add rows as needed (in MS word: tab at last cell, or table menu insert rows)

        Comments:

      3. Technical Development
      4. Describe the kinds of technical development and support you offered to those using MESL content. Include activities related to the development of new MESL-related tools, incorporating changes into your MESL search or user interface functions, etc.

         

          1. People, Skills, Time, Cost

      List the staff or positions involved in this stage of the project. Make a very short list of skill-sets they needed to effectively accomplish these. Estimate the amount of time each person spent on this phase, and include a "confidence level" to your estimate (Levels ranging from A for a wild guess to F for careful record-keeping).

       

      Who/title

      Required Skills

      % T1

      % T2

      level
      (a-f)

               
               
               

      add rows as needed (in MS word: tab at last cell, or table menu insert rows)

      Comments:

    5. Support for Ongoing Use
    6. This section is intended to provide speculative insight as to future needs in order to continue to support MESL use.

        1. Activity Description
        2. Describe the kind of ongoing outreach, usage instruction, and human technical support you need to offer for those making future usage of MESL content. Include activities and support related to instructional facilities, instructor and student assistance and training, and technical development such as changes into your MESL search or user interface functions, etc.

           

        3. People, Skills, Time, Cost

    List the staff or positions that would be needed for this. Make a very short list of skill-sets they needed to effectively accomplish these. Estimate the amount of time each person might spend.

     

    Who/title

    Required Skills

    %

         
         
         

    add rows as needed (in MS word: tab at last cell, or table menu insert rows)

    Please comments and provide explanations and justifications for each position.

     

  2. Experiences
  3. This section is intended to give participants an opportunity to reflect on the MESL technical experience. What was easy? What was difficult? Specific problems encountered? Questions unanswered? We will probably want to follow-up with structured interviews for this more qualitative portion of the assessment.

    1. Description of MESL development process
    2. Describe how you responded as a project team to accomplishing the MESL technical tasks

       

    3. Design issues
    4. Describe the design process you used in delivering MESL data to users. Did you redesign during the course of the project?

       

    5. Image Processing
    6. What types of problems did you encounter while processing the images? (e.g., missing images, corrupt files, not having the right software to convert the format that you received)

       

      How does the image conversion process from the first year compare with that of the second year?

       

      Can you make any observations, generalizations about image quality based on your MESL experience?

       

    7. Text Processing
    8. What types of problems did you encounter while processing the structured text data? (e.g. character set problems, missing fields, delimiter problems, corrupt files)

       

      How does the text conversion process from the first year compare with that of the second year?

       

    9. Security Issues
    10. Were you aware of any security problems with MESL data during the course of the project?

       

      How did this happen? How did you respond?

       

    11. Physical Infrastructure
    12. Are your campus physical facilities and technological infrastructure robust enough to support teaching with MESL Images?

       

      Please indicate any non-obvious specific functionality that you think is desirable in student labs or classrooms trying to make use of MESL images.

       

      Do your instructors need better access to appropriate workstations – offices, laboratories, classrooms? Please explain.

       

      Do your students need better access to appropriate workstations –laboratories, libraries, classrooms? Please explain.

       

      Does your university have a current upgrade plan or path for MESL capable workstations (both hardware and software, laboratory, libraries, and classrooms)?

       

    13. How Difficult Was This?
    14. How did MESL rank (in terms of difficulty) among other information technology projects your university has undertaken?

       

      Did this project nearly stretch you to your limits?

       

      Would MESL have been much easier to begin 2 years later? Knowing what you do now, would you do this project again?

       

    15. Observations on usage
    16. Do you have any thoughts about MESL usage at your University. This is a chance to discuss the various usage pathways (access to MESL including outreach, workstation setups and locations, etc.) and obstacles to use encountered during your MESL implementation. Offer plausible explanations to patterns given your local implementation (even speculation as to why these patterns occurred – system not available, classrooms not configured, not easily accessible, lack of knowledge, lack of relevant images, etc.). Suggest possible remedies to these issues (if any)

       

    17. Other Observations on MESL
    18.  

    19. Are there individuals on the campus who have had or are having an interesting or insightful experience(s) with using mesl?

Could you provide a short description of activities, projects, and experience – and any other insight. These experiences could range from active users, through frustrations and even complete refusals,

 

If possible, could you provide names, phone number, and email addresses for each individual so we can contact them.

<NOTE. These names will not be released as part of the public final report.>