Report for August 2020

DLIB003 Language Online - Dual Language for Collections

Sponsor Funded / Discretionary

RAG Status :

GREEN

Report by Alex Ross for August 2020

Achievements in Last Period

• Test environment populated and initial testing complete
• Live migration plan and timeline agreed (WP1)
• Media file migration proof-of-concept complete (WP2)
• Draft user guide created

Issues

• Project team member annual leave meant migration to live environment was pushed back 2 weeks
• ArchivesSpace upload speed issues meant test migration was slower than expected

Next Steps

• Perform metadata migration to live environment
• UAT testing of migrated metadata
• Begin migration of media files (once metadata is successfully migrated)
• Begin ArchivesSpace functionality gap analysis (WP3)

The status of this project is GREEN.

DLIB004 Digital Workflows - Goobi Implementation 

Sponsor Funded / Discretionary

RAG Status :

GREEN

Report by Frankie Quinn for August 2020

Achievements for this Period

• Continued work on the Workflow configuration 
• Change request to change the project completion date 

Issues

• The work on configuring the workflows has proved to be more complex and time consuming than expected. This was compounded by the supplier  having reduced resources available due to staff vacation then subsequent COVID-19 Quarantine 

Next steps

• Intranda to complete configuration of workflows due by 4th September
• UAT on on configured workflows 
• Deployment Sign off review
• Project completion sign off
• Project Closure report 

The project current status is GREEN

DLIB005 Procurement of Digital Asset Management System (DAMS) 

Sponsor Funded / Discretionary

RAG Status:

RED

Report by Alex Ross for August 2020

Achievements in Last Period

• Successful PM handover from Robert Hamilton to Alex Ross

• Draft business requirements completed and currently awaiting final sign-off​

• Draft project brief completed and to be sent for review once procurement decision has been finalised

Issues

• Current procurement officer is likely to be deployed to People & Money project, and the procurement team have indicated that due to internal resource constraints they lack the available resource to replace him

• Due to the Business Lead leaving the University in August, project is awaiting assignment of new Business Lead

• Final procurement route decision has yet to be finalised. The project brief cannot be submitted to WIS until this decision has been made, and therefore the planning milestone is likely to be delayed (currently still within +/- 10 day tolerance)

Next Steps

• Procurement resource to be confirmed

• Procurement approach to be agreed with senior stakeholders​ once project team has completed further analysis

• Business requirements to be signed off by programme manager

• Project Brief and Plan to be submitted to IS governance body WIS  for approval

• PICCL to be submitted to WIS to increase project priority from normal to higher​

The current status of this project is RED  due to current procurement officer likely being deployed to People & Money project, while the procurement team are still establishing suitable replacement resource. This represents a significant risk to the project as until a suitable replacement procurement manager can be assigned, the project brief cannot be signed off, meaning project progress will be stalled and the ability of the project to be delivered on time will be impacted. This would have a significant impact on the overall Digital library Programme and also delivering digital content to students, researchers and staff.

This issue has been escalated to the project sponsor who will work to ensure that an appropriate replacement procurement resource can be secured

DLIB006 Library Databases and Licensed Content - User Discovery and Access Analysis

Sponsor Funded / Discretionary

Milestones

RAG Status : GREEN

Report by Sue Woodger for August 2020

Achievements in last period

• Project brief approved by wis Aug 20
• Analysis meetings scheduled for when Alex Forrest returns from leave

Issues

• None this month

Next Steps

• Meetings with subject matter experts
• Identify resources and expected use cases

The project current status is GREEN