Report for September 2020

Report Date
September 2020

Report compiled by Karen Stirling, DLIB Programme Manager for Kirsty Lingstadt  (Programme Owner), Stephen Roy, Adam Wadee


Section One: Programme Commentary, RAG and Resources Update

Section Two: Projects Not Started

Section Three: Projects In Progress

Section Four: Closed or Withdrawn Projects 

Section One: Programme Commentary, RAG and Resources Update


The Programme Commentary

The programme is 

  • DLIB003 Language Online - Dual Language for Collections - Data successfully migrated to Live environment and UAT of data completed / signed off.
  • DLIB004 Digital Workflows - Goobi Implementation - Issue highlighted during UAT has been investigated and option agreed on how to resolve and take forward
  • DLIB005 Procurement for DAMS (Digital Asset Management System) -  Procurement manager resource now secured and procurement option route agreed (3 Quote Option)
  • DLIB006 Library Databases and Licensed Content - User Discovery and Access Analysis - Business analysis underway

Due to the impact of Coronavirus, SLT review of project priorities has resulted in a stronger focus on this programme of work. As such Programme Owner has submitted blue paper to ISG SLT for additional funding for FY20/21 and extra funding for FY21/22. Funding increase  has still to be confirmed.


Overall Programme RAG: GREEN


Forward Look and RAG



Resource Position




 Section Two: Projects Not Started for 20/21

Project Info Project Manager's Commentary
DLIB007 Access to All Online Collections PM/BA to be requested for project expected to commence in this financial year


Section Three: Projects in Progress


Projects Project Manager's Commentary

DLIB003 Language Online - Dual Language for Collections

Sponsor Funded / Discretionary

Milestone Due Date
Gap Analysis for Archives Space / New Interface Requirements
Delivery of Project Outcomes 16-Oct-2020
Closure 30-Oct-2020


RAG Status :




Report by Alex Ross for September 2020

Achievements in Last Period

  • Migration of Postgres data to live environment (WP1) completed​

  • UAT of migrated data completed​

  • Media file migration to live environment​ nearing completion

  • Initial website design investigation by 3rd party supplier Primate​

  • ArchivesSpace functionality gap analysis (WP3) kicked off


  • No issues identified

Next Steps

  • Complete migration of remaining media files to live environment​

  • Progress ArchivesSpace functionality gap analysis (WP3)​

  • TAD team to liaise with Primate to progress website design


The project status is GREEN



DLIB004 Digital Workflows - Goobi Implementation 

Sponsor Funded / Discretionary

Milestone Due Date
UAT and Acceptance sign off 30-Oct-2020
Delivery of Project Outcomes 13-Nov-2020
Project Closure 20-Nov-2020


RAG Status :





Report by Frankie Quinn for September 2020

Achievements for this Period

  • Configuration work on the work flow has been completed
  • UAT has begun on the workflow


  • During initial UAT issues were discovered with the workflow . This has meant Intranda have had to investigate the issues and are working on proposed solutions. These issues have still not been resolved and we are appraising the impact of the delay to the project timescales

Next steps

  • Intranda to resolve workflow issues
  • PICCL to be raised to amend the Milestone dates and effort required
  • UAT on on configured workflows to be completed
  • Deployment Sign off review
  • Project completion sign off
  • Project Closure report

The project status is AMBER as milestones for UAT , Deployment and Closure to be revised / approved and budget review completed due to UAT issues and proposed solution.



DLIB005 Procurement of Digital Asset Management System (DAMS) 

Sponsor Funded / Discretionary

Milestone Date
End of Planning 14-Oct-2020
Delivery  23-Apr-2021
Project Closure 07-May-2021


RAG Status:



Report by Alex Ross for September 2020

Achievements in Last Period

  • Procurement resource confirmed and on-board

  • 3 Quote Tender procurement route agreed

  • New planning milestone date (Oct 14) confirmed by WIS​

  • Further investigation of ResourceSpace including hands-on demo by library team


  • Clarity required around the project budget as it relates to accounting rules for on-going costs 

Next Steps

  • Submit project brief and project plan to WIS for approval​

  • Decide on list of suppliers to solicit quotes from​

  • Complete Invitation to Quote (ITQ) document and send to suppliers


The project status is GREEN



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

Sponsor Funded / Discretionary


Hard drive resources analysis


As-is assessment of current state of how resources are used in digital research


Use cases


Recommendations for improvements


Delivery complete





RAG Status :




Report by Sue Woodger for September 2020

Achievements in last period

  • Business lead identified the resources to be used in the use cases 
  • Meetings set up with 


  • Due to annual leave of both project manager and business lead there has not been much work completed this month but that was taken into consideration in the planning of the project and the resultant milestones

Next Steps

  • Meetings with subject matter experts
  • Consolidate information needed for use cases 
  • Set up weekly meeting between PM and Business lead


The project current status is  GREEN


Section Four: Closed or Withdrawn Projects

Project Info Project Managers Commentary


Programme Status
RAG Status
Has formal escalation taken place?