Report for December 2020

Report Date
December 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Section Four: Closed or Withdrawn Projects 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

 

Programme Commentary

The programme is progressing well - 

  • DLIB004 Digital Workflows - Goobi Implementation - Closure report completed and closure approved
  • DLIB005 Procurement for DAMS (Digital Asset Management System) -  Suppliers have provided requirement feedback and quotes ready for evaluation
  • DLIB006 Library Databases and Licensed Content - User Discovery and Access Analysis -  business analysis complete and recommendations report available
  • DLIB011 Automation of Digital Preservation Workflow for Digitisation- project planning and brief submitted and approved, project activity underway
  • DLIB012 Digital Preservation System Upgrade - project initiation approved and planning underway

Additional project proposals being discussed : Collections@edac.uk Front End development / Online Exhibitions

Programme Owner has to submit proposal to ISG planning round for additional funding for FY21/22, no additional funding for 20/21 has been confirmed. The programme is currently showing an overspend of £25K which we are looking at ways to reduce this. Additional funding may be available from CRC to support collections@ed.ac.uk front end development. The programme current status is AMBER in relation to budget constraints.

ISG Planning round activity during Jan - Mar high level view drafted for DLIB programme.

DLIB Programme has been asked to present at a future ISG SLT projects meeting currently targeting March Meeting as it is being presented to Library Committee early February.

Overall Programme RAG: AMBER

 

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 to be assigned in Feb, this proposal to look at Presentation, Middleware Layer - APIs
DLIB008 DAMS Implementation PM provisionally assigned form Feb for project to be initiated
DLIB014 Collections@ed.ac.uk Front End Design New project proposal being reviewed

 

Section Three: Projects in Progress

 

Projects Project Manager's Commentary

 

DLIB004 Digital Workflows - Goobi Implementation 

Sponsor Funded / Discretionary

Milestone Due Date
Project Closure 04-Dec-2020

 

RAG Status :

BLUE

Report by Frankie Quinn for December 2020

Achievements for Last Period 

  • Closure Report
  • Project Closed

Issues

none

Next steps

N/A

The project status is BLUE

 

DLIB005 Procurement of Digital Asset Management System (DAMS) 

Sponsor Funded / Discretionary

Milestone Date  
Supplier Selected

29-Jan-2021

 
 
Product Evaluation Complete

29-Jan-2021

 
Implementation Plan Agreed
05-Feb-2021  
 
Contract Awarded 05-Feb-2021  
Closure 05-Mar-2021  

 

RAG Status: GREEN

Report by Alex Ross for December 2020

Achievements in Last Period

  • List of clarifications sent to suppliers

  • Responses and quotes received from all 4 suppliers before cut-off date

  • Evaluation and scoring plan agreed to and sessions scheduled

Issues

  • No issues identified at this stage

Next Steps

  • Project team to evaluate and score supplier responses over the course of 4 dedicated sessions

  • Wider team to review scores, discuss supplier quotes and agree on final selection of winning supplier

  • Suppliers notified of results

  • Implementation plan and contract negotiated with winning supplier

The project status is GREEN

 

 

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

Sponsor Funded / Discretionary

Milestones

Recommendations for improvements

18-Dec-2020

Delivery complete

18-Dec-2020

Closure

15-Jan-2021

 

RAG Status : GREEN

Report by Alex Ross for December 2020

Achievements in last period

  • Remaining meetings with subject matter experts and students held
  • Analysis work completed
  • Recommendations document completed
  • Project budget reduced and time returned to Digital Library programme

Issues

  • No issues have been identified at this stage 

Next Steps

  • Recommendations document to be signed off by programme manager and project sponsor
  • Closure report to be completed and signed-off
  • Project team to present recommendations to Digital Library Programme Board

The project status is GREEN

 

DLIB011 Automation of Digital Preservation Workflows for Digitisation

Sponsor Funded / Discretionary

Milestones

WP1: Proof-of-concept for new content 19-Feb-2021
WP2: Proof-of-concept for legacy content 26-Mar-2021
WP3: Documentation and training complete 07-Apr-2021
Delivery of Project Outcomes 09-Apr-2021
Deployment Sign Off Review (DSOR) 12-Apr-2021
Closure 16-Apr-2021

 

RAG Status : GREEN

 

Report by Alex Ross for December 2020

Achievements in last period

  • Project brief and project plan completed and approved by WIS
  • Introductory session to Archivematica and Digital Preservation held for wider team
  • Initial discussion around Archivematica configuration settings held
  • Documentation created to record information relating to metadata requirements and AIP content and structure 

Issues

  • No issues identified at this stage

Next Steps

  • Finalise Archivematica configuration settings
  • Begin work to configure Goobi to output correct JSON metadata files
  • Activate hot folder

The project current status is GREEN

 

DLIB012 Digital Preservation System Upgrade 

Sponsor Funded / Discretionary

Milestones

Project planning complete 22-Jan-2021
Delivery 31-May-2021
Closure 30-Jun-2021

 

RAG Status :GREEN

Report by Alex Ross for December 2020

Achievements in last period

  • Project initiation proposal approved by WIS
  • Project manager assigned
  • Projects website page set up

Issues

  • No issues identified at this stage

Next Steps

  • Hold kick-off meeting with project team
  • Determine stakeholders, work packages and milestones
  • Create project plan and project brief and submit to WIS for approval

The project current status is GREEN

 

Section Four: Closed or Withdrawn Projects

Project Info Project Managers Commentary
DLIB003 Language Online - Dual Language for Collections 

Report completed by Alex Ross  dated 27/11/2020

Project Closure Closure Report | Project Management (ed.ac.uk)                                                                                                     

DLIB004 Digital Workflows - Goobi Implementation

Report completed by Frankie Quinn dated 04/12/2020

Project Closure Closure Report | Project Management (ed.ac.uk)

   
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Programme Manager and Project Sponsor
RAG Commentary
The programme is AMBER reflects the budget constraints for the projects due to be initiated.