The University of Texas

Digital Projects

Continued excellence in UT Library's Digital Contributions

DPOC Project Proposal Process

Stewardship of digital assets is a core service of the University of Texas Libraries (UTL). The Libraries invests significant time and resources in producing, maintaining, delivering and preserving a wide range of high-quality networked information resources for scholars and students at the University of Texas and elsewhere.
The goal of the process described in this document is a formal and transparent framework for proposing, selecting, monitoring, and reviewing digital projects. This Process aims:

  1. to provide UTL with a fair and timely selection process for digital project proposals
  2. to assist in managing and prioritizing project selection while improving overall internal workflow and workload
  3. to facilitate timely grant planning via a predictable project proposal submission process
  4. to provide UTL with a regular assessment and review process of ongoing digital projects.

Process Diagram

DPOC Project Prosal Process

Step 1: Approval From Supervisor and AD

Project proposer takes idea to supervisor and AD. If supervisor and AD approve, then Proposer fills out Proposal Form and obtains Supervisor's and AD's signature. The AD signature is approval that the project is worthy of going through the proposal process.

Step 2: Submit Digital Project Proposal

Proposer submits Digital Project Proposal during the call for proposals. All proposals must be submitted with supervisor(s) and AD signatures.

[ DPOC Proposal Form ]

Step 3: Digital Projects Oversight Committee (DPOC)

  1. All proposals will be vetted initially by DPOC. The DPOC review is a technical evaluation:
    1. Team sorts projects into Operational or Collections categories, depending on the nature of the project.
    2. Team reviews and evaluates project proposals for technical needs, challenges, commitments, etc. using the evaluation matrix.
    3. Using the evaluation matrix, DPOC creates a Project Charter for each project The Project Charter provides a high-level overview of what the project will deliver, why it is needed, and what resources are required.
    4. Technical evaluations and Project Charters for Operational projects are forwarded to the AD Council
    5. Technical evaluations and Project Charters for Collections projects are forwarded to the Digital Projects Review Committee.
  2. This step is expected to take approximately 1-2 months, depending on the volume of proposals submitted.

Step 4: Digital Projects Review Committee (DPRC)

  1. The committee will evaluate Collections projects using the evaluation matrix for the content criteria.
  2. The committee will forward content review and Project Charters to the AD Council.
  3. This step is expected to take approximately 2-4 weeks, depending on the volume of proposals submitted.

Step 5: AD Council

  1. The AD Council will review the DPOC technical evaluations, DPRC content evaluations, and Project Charters and will determine which projects will be selected for implementation, and in what order they should be prioritized.
  2. This step is expected to take approximately 2-4 weeks, depending on the volume of proposals submitted.

Step 6: DPOC Action

DPOC will shape actual implementation schedules based on priorities set by the AD Council, availability of resources, and other constraints.



Perry-Castañeda Library
101 East 21st St.
Austin, TX. 78713

Phone: (512) 495-4250

Connect with UT Libraries

Facebook Twitter Instagram Tumblr Google Plus Flickr Pinterest YouTube

© The University of Texas at Austin 2017   UTDIRECT