4. Plan of Work--Project Administration


Texas: Texas A&M University
 Rob McGeachin, Agriculture Reference Librarian
 Suzanne Gyeszly, Social Sciences Collection Development Librarian
 and Preservation Librarian

4.2.3 Project Financial Administration

The Project Director and Project Coordinator will review progress as outlined in the project timetable
below to ensure that the project is conducted in a timely manner and that project goals are met for quality
and productivity. The Project Coordinator will work with the institutional Project Managers to establish
institutional benchmarks during the first six months. Benchmarks for the preservation stage of the
project will be fully established for each participating library after the completion of the bibliographic
analysis and selection stage (see below) and will be based on the number of volumes to be preserved and
titles cataloged throughout the project.

All costs attendant to the identification, selection, and preservation of the target materials are included in
the project budget for each participating institution in Section 5, Preservation Profiles and Project Staff.
TABLE 2 provides a Project Overview, for each participant and for the project as a whole, including: the
total number of titles and volumes to be identified and preserved, the per volume reimbursed cost, and the
total project cost. On file with project administrative staff are even more detailed budgets for each
participant. See Appendix E for two examples of detailed project budgets: one for a state that is
preserving materials selected in phase 1 and a second for a state that is identifying and selecting materials.
See Section 7, Budget Narrative for more budget detail.

According to a formal Memorandum of Agreement, participating libraries that are identifying and
selecting only (Arizona, Arkansas, Iowa, and Minnesota) will be paid 50% of the total project cost in
advance, and 50% upon completion of the ranked bibliography. Participating libraries that are
preserving materials selected in phase 1 (California, Florida, Nebraska, and Texas) will be reimbursed
according to their cost-per-volume rate on a quarterly basis--up to the total project cost submitted by
each participant. The two libraries (Hawai'i and Montana) that are identifying, selecting, and preserving
materials in phase 2 will also be reimbursed according to their per-volume rate on a quarterly basis. A
quarterly report from the institutional Project Manager to the Project Coordinator (certifying the number
of volumes preserved and titles cataloged) will initiate reimbursement by Cornell University.

Because reimbursement will be based on work completed, those participating institutions preserving
materials in phase 2 will be required to spend institutional funds up front in the first stages of the project
to complete bibliographic work and get production started.

As project sponsor, Cornell has received from each participating institution letters of intent to collaborate
in this project. These letters, included as Appendix F, indicate institutional commitment to participation
and to waive of indirect cost recovery as cost share contribution and show indirect cost recovery rates.

Cornell University will be reimbursed for the partial costs of administering and coordinating the project
including a one-half-time salary and benefits for the Project Coordinator; travel to the two project
meetings by the Project Director and Project Coordinator; expenses for telecommunications, postage, and
duplication associated with coordinating the work of the ten participating institutions; and indirect costs at
Cornell's negotiated rate for non-research projects. Cornell will contribute 10% of Sam Demas' time as
Project Director and the wages of a part-time student assistant to help with maintaining project records
and clerical tasks.