Canada's Digital Collections: Typical Project Cycle

A TYPICAL PROJECT CYCLE

The following information is intended to help you, as the potential contractor, to understand what a contract with Canada’s Digital Collections (CDC) program involves.

1. The Adjudication Process

When we receive your on-line proposal, it is processed, entered into the CDC database and a hard copy is printed for our files. You will automatically receive an e-mail message confirming receipt. You should keep a copy of this message and a copy of your application for your files.

Once all submissions have been processed, CDC staff group them according to the type of material that will be digitized, i.e., archival, library or museum, and send them to our adjudication committees. These are comprised of professionals in the archival, library and museum communities. The assessors rank-order the proposals and send us their evaluation scores. CDC staff average the scores. Then, starting from the proposals with the highest score, Industry Canada staff allocate funds to the projects until all funds allotted to the competition are depleted. At this point proposed budgets are reviewed in detail and adjustments made.

On the day designated for the announcement of competition results, notifications are sent via e-mail and faxed to all applicants. Projects chosen for funding receive a budget that Industry Canada (IC) is prepared to support. Industry Canada reserves the right to adjust project time lines and will fund only one "senior" youth per contract.

2. The Contracting Process

You are given one week to send written confirmation by e-mail or fax agreeing to the budget and time line proposed by Industry Canada. You can expect to receive your contract within two to three weeks after sending CDC your written confirmation.

Realistically, your project could start, at the earliest, six weeks after the competition deadline. For example, if you submit a proposal for the April 1 deadline, with results being announced on May 3, your project cannot begin earlier than May 17.

You will receive five copies of the contract. Sign all of them, keep the "contractor" copy for your files and return the other four copies to Industry Canada by courier. The package also includes a checklist to guide you through the administrative steps of the project, and invoice forms.

3. The Hiring Process

You are required to consult the Campus WorkLink:NGR at http://www.WorkLinkNGR.com when hiring youth and are expected to hire the number of youth requested in your proposal and funded by Industry Canada. Youth hired for the projects should be registered under Canada’s Digital Collections program of the Youth Employment Strategy (YES) on the NGR.

When hiring youth you may wish to consider employing young people with complementary skill sets. It is always useful to have a person with good graphics/art skills as well as someone with good writing/editing skills.

4. Orientation Session

It is a good idea to hold orientation sessions for the team members, explaining the work place, material to be digitized, handling of material, work expectations, procedures, etc. At this point it is also useful to include information on the CDC program. This will enable the team to understand the wider context in which they are working.

5. The Project

You should aim to produce a product of publication quality. Achieving this standard demands time and effort. Many contractors underestimate the time required for final edit. Often, corrections are still required after the work team has disbanded. In many cases, it is then difficult to find someone who is able to finish the product. It is, therefore, paramount to conduct spell-checks of all texts and editing as the project progresses. Approximately 50% of all errors can be avoided by regular and thorough spell-checks.

The orthographic guideline for English-language collections is the Canadian English spelling practice as defined by Gage Canadian Dictionary.

Similarly, the orthographic guideline for French-language collections is the Canadian French spelling practice as defined by Le Nouveau Petit Robert.

Also, use an editing guide for punctuation, capitalization, dates, numbers, quotations, how to cite works, etc. One of the most important things in good writing is consistency in spelling and punctuation (for dictionaries and editing guides, see attached bibliography or visit http://termiumplus.translationbureau.gc.ca/index-e.htm).

Furthermore, you should verify all links, graphics and images before transferring your files to the development server for technical sign-off.

6. Payment

You will receive your contract payments in three instalments. No advance payments will be made.

20% of the contract value (plus 7% GST, if applicable) based upon at least two weeks of work, contingent upon the submission of youth entry surveys, a storyboard and the receipt of an interim invoice.
40% of the contract value (plus 7% GST, if applicable) at the half-way mark, contingent upon the submission of a contractor interim report, receipt of an interim invoice, and production of a homepage.
40% of the contract value (plus 7% GST, if applicable) upon delivery of a fully edited digital product, submission of youth exit surveys, and a contractor final report, and upon receipt of a final invoice.

Payment is contingent upon receipt of the mentioned deliverables. Invoices must be signed and all deliverables received before an invoice can be processed. The turnaround for payment is approximately 30 days from the day the invoice is processed at CDC. CDC project officers will be available to assist with any questions about the invoicing process.

7. Deliverables

You are expected to deliver the following documents and products:

On-line proposal submission. It is in your own interest to describe the project as clearly and precisely as possible. You can continue to type beyond the end of the boxes on your screen. The text will automatically scroll down.

Covering letter, on company letterhead, confirming the submission of your proposal.

Certifications. The covering letter is to include all certifications (cf. Call for Proposals, para. 4). Copyright must be cleared before embarking on a project.

A report on contributions from other sources may be required.

A detailed storyboard and time line will help you design your site and organize your work.

Youth Initial Surveys. All youths (aged 15–30) hired with IC funds must complete and submit on-line surveys in the first two weeks of the contract.

Youth Exit Surveys. All youths (aged 15–30) hired with IC funds must complete and submit on-line surveys upon completion of the project.

Contractor Survey and Interim Progress Report. You are required to submit an on-line report using report formats provided by IC half-way through the project.

Contractor Exit Survey and Final Report. You are required to submit an on-line report using report formats provided by IC upon completion of the project.

Two (2) interim invoices. You are requested to complete the interim invoice forms provided by CDC.

One (1) final invoice. You are requested to complete the final invoice form provided by CDC.

A fully edited, publication-quality digital collection, as proposed.

8. Project Sign-Off

The sign-off process is threefold. In most cases this is the most tedious and time-consuming part of the project because it involves much detail. Do not underestimate the time required in this last step!

When you and the team deem the project to be 100% complete, you must ask

the custodian of the material for sign-off. When all necessary changes have been made to the satisfaction of the custodian, you must ask the

Technical Support Group for technical sign-off. When all necessary changes have been made to the satisfaction of the Technical Support Group, you must ask

Industry Canada, i.e., your contact at Canada’s Digital Collections, for sign-off. The CDC project officer will review the site and check all links again. When all necessary changes have been made to the satisfaction of IC/CDC, the site will be signed off by IC and recommended for posting on the Canada’s Digital Collections server.

This document was last updated on October 16th, 2000.