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This wiki space contains archival documentation of Project Bamboo, April 2008 - March 2013.

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WORK IN PROGRESS

This is an outline for Phase 1 (24 months) of a Bamboo Implementation Proposal.

The purpose of this document is to provide information to institutions and organizations participating in the Bamboo Planning Process so that they can help determine (1) the long term future of Bamboo and (2) define what activities Bamboo will carry out in its first implementation phase. The intent of this document is to solicit community input toward the ongoing development and revision of the implementation proposal. As this is an early draft, it is not yet a commitment to carry out all or any of this work.

Please note that we are updating this document frequently based on wide ranging input from the Bamboo community. These updates will occur periodically and will be indicated as ".1", ".2", ".3", etc updates. In addition, we will occasionally make major document revisions. These are noted as "1.X", "2.X", and so forth. Between major document revisions there may be some inconsistencies in language used between the sections of the document.

5 - Project Management and Governance

Table of Contents:

The major areas of work reflect the ideas and outputs of individuals who work together across boundaries to enhance arts and humanities instruction, practice, research and scholarship. The collective effort in these areas are bound together by the scope defined in this proposal, which in turn, contributes directly to the long-term program for Bamboo.

The proposal outlines a scope composed of multiple elements that are a subset of a larger program of work. In its governance, Bamboo then both needs to focus the work through its initial implementation phase and align community effort along a path to achieve its 10-year vision. Further complicating matters is the fact that the Bamboo Implementation Proposal consists of several interconnected yet parallel efforts. Therefore, there is an added layer of complexity around coordinating activity across the different major areas of work. This reality points toward a three tier model for Bamboo governance and management:

  1. project management within each major area of work so that individual efforts can move ahead as quickly as possible,
  2. coordination of work across all areas outlined in the implementation proposal to deliver services and capabilities in a timely and efficient manner, and
  3. strategic leadership and steering of the Bamboo Program.

Bamboo is much more than a cyberinfrastructure, e-research, or e-infrastructure initiative; it represents a range of interlinked activities, individual projects, and related endeavors that form an ecosystem of collaborative effort. It exists within an even larger macro-ecology of academic disciplines, professional fields, and technical environments and as such, it is critical that Bamboo strives to fit in wherever possible.

As an ecosystem, Bamboo will inevitably be affected by forces both within and external to the environment and at times, beyond its control even within this first phase of implementation. Resource availability, disciplinary interest, the financial climate, member participation, agency investment, and community readiness are some of the myriad forces that may be in play within the Bamboo ecosystem at any given time. Because of this, the organization must be flexible enough to react quickly when forces shift, yet solid enough to withstand a major change without collapsing. To accomplish this, the community shall adhere to a common set of principles to guide Bamboo's growth and maturity. Bamboo shall:

  1. promote innovation through sharing and collaboration,
  2. respect the diversity of its members,
  3. seek consensus,
  4. implement solutions for the common good, and
  5. evolve as needs and interests change.


5.1 Membership

Bamboo incorporates a number of interlinked layers of activity from a wide range of individuals, projects, and organizations. It can reflect the work of a single scholarly endeavor, share the collective energy of a global community, do both or present something in between. Each of these layers can be characterized by a level of engagement and defines the membership model that underpins Bamboo.


5.1.1 Bamboo Community

The Bamboo Community consists of individuals, groups, organizations, and institutions that have expressed interest in staying connected with Bamboo or using freely available services and resources delivered by Bamboo or its members. Under this definition, anyone who subscribes to a Bamboo mailing list, stays connected through an RSS feed or Facebook group, or chooses to consume a service delivered through the Bamboo Services Platform would be a member of the Bamboo Community. Through taking intentional action to connect with Bamboo, one expresses their material interest in Bamboo and as such, joins the community.

Community participants who are not Members or Affiliates do not possess voting privileges and may not hold leadership positions with Bamboo. Participants may, however, take part in major areas of work, assist with community activities, etc. Community participants can serve in an advisory capacity to Bamboo, and take part in polls and other non-binding activities.


5.1.2 Bamboo Members

A Bamboo Member is a project, group, organization, or institution that is active in the Bamboo Community and formally commits resources toward the growth and development of Bamboo. In brief, members:

  • coordinate activities within the community,
  • initiate and lead projects,
  • lead major areas of work and related efforts,
  • liaise with other organizations,
  • promote Bamboo-wide initiatives, and ultimately
  • shape and refine the scope and direction of Bamboo.

Aside from shaping the future of Bamboo, members gain access to the breadth of expertise within the community, are able to take advantage of liaison relationships as they are established, and once the Bamboo Service Platform is operational, shall be able to contribute candidate services that may be incorporated into the platform for community-wide support and adoption. In time we envision that Bamboo Members will be able to take part in shared access and licensing arrangements, gain access to a broader range of brokered cloud-based services, etc.

Members possess voting privileges and may hold leadership positions within Bamboo, including taking part in both the Leadership Council and Project Executive Committee. Members can also seek Bamboo collaboration, endorsement, sponsorship of related activities that may be affiliated or intersect with the ongoing work of Bamboo.


5.1.3 Bamboo Affiliates

A Bamboo Affiliate is a commercial organization or entity that has a material interest in Bamboo, its vision, scope, and program, and is willing to participate in Bamboo as a member.

Affiliates possess voting privileges and may hold leadership positions within Bamboo, including taking part in both the Leadership Council and Project Executive Committee. Affiliates can also seek Bamboo collaboration of related activities that may be affiliated or intersect with the ongoing work of Bamboo.


5.2 Organization

The organizing model for Project Bamboo traces several ideas to:

  • community source projects such as Kuali and Sakai;
  • crowd-sourcing approaches common to Wikipedia and Shutterstock;
  • formal standardization and specification bodies such as the IEEE Learning Technology Standards Committee and the IMS Global Learning Consortium; and
  • open-source activities such as Apache and Mozilla.

Not unlike the major areas of work that fall within the scope of the Bamboo Implementation Proposal, each of the larger organizations listed above have smaller communities within them that focus on particular projects, tasks, or dimensions that contribute directly to the greater effort. For example, in Wikipedia a small team may work together to manage a set of content pages that contribute to the larger community and are bound by community rules of editorial control. What is important to note in this example is that Wikipedia plays an organizing and administrative role whereas the smaller group focuses on managing the actual work that needs to be done in a manner that best suits the group of participants.

Like Wikipedia, Apache, and myriad other projects and initiatives, Bamboo functions at the larger level by establishing and maintaining a community of individuals, projects and institutions that are interested in working together to achieve the long-term vision of Bamboo.

Within Bamboo, the major areas of work outlined in this proposal represent the initial set of activities where community input and effort will be focused for the first 12-24 months. Over time these areas will evolve, new ones will be added, and others transformed and as such, it is the overarching role of Bamboo is to shape and coordinate the efforts of the community to achieve its common vision of enhancing arts and humanities teaching, learning, and research through shared technology services.


5.2.1 Bamboo Working Groups

Formal work within Project Bamboo is structured around a set of interrelated and parallel Bamboo Working Groups. For the initial proposal, each of the major areas of work outlined in section 4 represents a Bamboo Working Group. A working group is staffed by Bamboo members, affiliates and community participants who are both committed to and invested in the successful completion of the working group's activity. How work is completed within the working group is largely determined by its participants. That said, each working group across Bamboo shall have a similar leadership structure and a set of responsibilities.

Leadership of a working group comes from two lead institutions and/or organizations of either Member or Affiliate status. Each lead institution/organization shall appoint an individual who who shall act as a joint leader of the working group, and together distribute the work load and collaborate on managing the activity of the working group. The working group leadership shall be known as the Bamboo Working Group Co-Chairs and as such, the Co-Chairs shall, in the context of the working group:

  • organize explore, plan, and build efforts;
  • lead individual working group activities and operations;
  • provide project management oversight;
  • call, set the agenda for, and chair working group meetings;
  • communicate and report the work of the working group;
  • coordinate work across working groups as appropriate;
  • represent the working group on the Project Executive Committee and in other venues, events, and activities; and
  • be responsible for the working group's deliverables.

Because the work of each Bamboo Working Group is different, the Co-Chairs shall define and establish an appropriate project management process to ensure the working group meets its milestones and delivery deadlines.

Support to each Bamboo Working Group, including funds for working group activities, shall be coordinated through the Project Bamboo Office and Co-Chairs.


5.2.2 Project Executive Committee

The Project Executive Committee (PEC) is the leadership committee that organizes and advances the work of Bamboo. The responsibilities of the Project Executive Committee shall be to:

  1. ensure Bamboo delivers on its intended goals and outcomes;
  2. act on behalf of Bamboo, perform program-related duties, and represent Bamboo to other organizations and entities;
  3. provide managerial oversight of Bamboo;
  4. formally establish Bamboo Liaisons and oversee liaison activities;
  5. oversee and coordinate the activities of all Bamboo Working Groups; and
  6. recommend potential Bamboo Working Group activities to the Leadership Council for review and consideration.

The PEC shall consist of the Co-Chairs of the Bamboo Working Groups as well as the Executive Director of Project Bamboo. The Program Manager of Project Bamboo shall participate in the PEC in an ex officio capacity.

The Executive Director of Project Bamboo shall be the Chair of the PEC. In addition, the PEC shall select from its membership on an annual basis a Vice-Chair who will work closely with the Executive Director.

The PEC shall hold regular monthly meetings. Meetings may be held face-to-face or via video or teleconference.


5.2.3 Leadership Council

The Leadership Council provides strategic oversight and direction for Bamboo. As was the case for the Bamboo Planning Project, the Leadership Council shall guide activities and keep Bamboo focused on its long-term programmatic goals. In addition, the Council shall review proposed Bamboo Working Group activities suggested by the PEC and, provide recommendations for future action, and establish guidelines and policies for Project Bamboo.

For implementation, the Leadership Council shall be recast to reflect Bamboo membership and include:

  • the Principal Investigators;
  • the Executive Director for Project Bamboo;
  • the Vice-Chair of the Project Executive Committee;
  • two additional representatives of the Project Executive Committee selected by the PEC membership; and
  • five Bamboo Members-at-Large, three of whom must hold faculty status.

The Executive Director of Project Bamboo shall act as the Chair of the Leadership Council and in the event of the Executive Director's absence, the Vice-Chair of the PEC shall assume the Chair's duties.

The Leadership Council shall hold regular meetings on a quarterly basis. Meetings may be held face-to-face or via video or teleconference.


5.2.4 Bamboo Liaisons

An important aspect of Bamboo is its ability to formally liaise with other organizations, consortia, projects and initiatives in order to share ideas, minimize duplication of effort, and promote the use of already established standards, specifications, and practices. Although numerous informal connections undoubtedly exist between participants in the Bamboo Community, formal liaison relationships are necessary to connect Bamboo activities with the work of other groups.

A Bamboo Liaison is a special role for a Bamboo Member where the member assumes the formal representative relationship with a specific organization on behalf of Bamboo, its members and the community. Formal communication between the organization and Bamboo is passed through the liaison to ensure that Bamboo adheres to the processes and procedures of the other organization, and that issues raised by other organizations are officially heard and potentially acted upon by Bamboo. For example, an organization may require three months advance notice along with supporting documentation for a topic to be raised at a scheduled meeting. The Bamboo Project Executive Committee may not be aware of such a requirement, but because a member is the designated Bamboo Liaison, she can ensure that the proper steps are taken to add an item to the other organization's agenda. When the time comes, she could present on Bamboo's behalf if necessary or lead a larger Bamboo team in a joint dialogue.

Bamboo Liaisons shall be formally recognized and authorized by the Project Executive Committee. All formal liaison relationships shall be openly communicated to the Bamboo Community.


5.2.5 Project Bamboo Office

One Member institution shall administer the business-related activities of Bamboo and appoint an Executive Director to be responsible for those activities. Such work may include (but not be limited to) managing the finances for the organization; planning and coordinating community-wide events; assisting with regional activities; coordinating programs and initiatives; handling community development, marketing, and communications; assisting with grants and initiatives that want to engage with Bamboo; planning Bamboo conferences and workshops; and providing day-to-day Bamboo program management and resource assistance.

The Project Bamboo Office shall be minimally staffed, relying largely on the contributions of its Members and the work of outsourced partners as appropriate. Therefore, the Office shall consist of the following positions:

  • Executive Director (part-time)
  • Bamboo Program Director (full-time)
  • Bamboo Community & Outreach Coordinator (part-time)

The Executive Director along with the Vice-Chair of the Project Executive Committee shall formally represent Bamboo when needed, speak on behalf of the community, and chair both the Project Executive Committee and the Leadership Council as appropriate.


5.3 Investment

A breadth of expertise and resources are needed to enable Bamboo to build connections across the community, foster joint projects, and sustain efforts and activities over time. Therefore, an ongoing investment in Bamboo is essential to sustaining the community and ecosystem around it.

There are four dimensions to investment: membership fees, equivalent resource investment (ERI), leadership contribution and leadership ERI. A membership takes the form of annual membership fees whereas an equivalent resource investment can take a number of forms that include (but are not limited to):

  • financial (beyond initial membership),
  • project-specific staffing,
  • technical investment such as hosting,
  • community coordination, and/or
  • an annual donation of access to content for Bamboo Members or the community at large.

An equivalent resource investment is expressed as a financial equivalent of either a specific resource or faculty or staff time. As an example, a member may contribute server virtualization capacity to Bamboo as part of the implementation and operation of the Bamboo Service Platform or Bamboo Atlas. That contribution would be expressed as equivalent dollars over the membership period. Another member may contribute a portion of a faculty member's time and some developer resources to lead and work on a major area of work. In the case of an individual's time, that amount would be expressed as a full time equivalent (FTE) rounded to the nearest single decimal (tenth).

Leadership in Bamboo requires additional investment and commitment above the membership fees and ERI. The Leadership Contribution is a financial investment in Bamboo that shall be used to offset the coordination and operating costs of the community. The Leadership Equivalent Resource Investment (Leadership ERI) represents an additional commitment by those members and affiliates who choose to lead a Bamboo Working Group or assume a formal leadership role in Bamboo such as heading the Project Bamboo Office.

For both Bamboo Members and Affiliates, a combination of a financial and resource investment is required for membership.


5.3.1 Bamboo Community

To participate at the community level, no resource commitment beyond an individual's personal interest is required.


5.3.2 Bamboo Members

Annual fees for Bamboo Members shall be:

 

Membership Fee

Equivalent Resource Investment

Institutions of an annual enrollment of 3500 students or less

$6,000 USD

$9,000 USD

Institutions of an annual enrollment of greater than 3500 students

$8,000 USD

$12,000 USD

The Equivalent Resource Investment represents a minimum contribution (or FTE equivalent) in faculty or staff time, technology, access, etc. is required in order to continue as a Bamboo Member.

Members shall appoint a Bamboo representative who will formally represent the institution or organization on matters requiring input from the membership and affiliates; actively participate in Bamboo activities; and take part in meetings, events, and workshops as appropriate. Members shall minimally send one representative to the annual Bamboo conference.


5.3.3 Bamboo Affiliates

Annual fees for Bamboo Affiliates shall be:

 

Membership Fee

Equivalent Resource Investment

Non-Profit Organization

$6,000 USD

$9,000 USD

Commercial, For-Profit with annual revenues of $2.5M USD or less

$8,000 USD

$12,000 USD

Commercial, For-Profit with annual revenues of greater than $2.5M USD

$10,000 USD

$15,000 USD

The Equivalent Resource Investment represents a minimum contribution (or FTE equivalent) of staff time, technology, access, etc. is required in order to continue as a Bamboo Affiliate.

Affiliates shall appoint a Bamboo representative who will formally represent the organization on matters requiring input from the membership and affiliates; actively participate in Bamboo activities; and take part in meetings, events, and workshops as appropriate. Affiliates shall minimally send one representative to the annual Bamboo conference.


5.3.4 Bamboo Leadership

Annual commitment for leading portions of Bamboo shall be:

 

Leadership Contribution

Leadership ERI

Institutions of an annual enrollment of 3500 students or less

$TBD USD

$TBD USD

Institutions of an annual enrollment of greater than 3500 students

$TBD USD

$TBD USD

Non-Profit Organization

$TBD USD

$TBD USD

Commercial, For-Profit with annual revenues of $2.5M USD or less

$TBD USD

$TBD USD

Commercial, For-Profit with annual revenues of greater than $2.5M USD

$TBD USD

$TBD USD


5.4 Policies and Procedures


5.4.1 Parliamentary Procedures

On questions of parliamentary procedure within the Project Executive Committee, Bamboo Working Groups, or other areas within Bamboo where such processed are needed and not covered in this section, Roberts Rules of Order (revised) may be used to expedite due process.

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