Z. Digital Transformation - Digital Library (Closed)
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Report for April 2021

Report Date
April 2021

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Section Four: Closed or Withdrawn Projects 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 - 

  • DLIB005 Procurement for DAMS (Digital Asset Management System) -  New supplier agreed and contract signed off, project closure underway
  • DLIB007 Access to All : GLAM Data & API Service - Planning in progress and project brief drafted
  • DLIB008 DAMS Implementation - Project Initiation approved
  • DLIB011 Automation of Digital Preservation Workflow for Digitisation - all in scope deliverables completed and closure underway
  • DLIB012 Digital Preservation System Upgrade - web development form in progress
  • DLIB014 Collections@ed Redesign - UX personas and audience insight analysis completed and draft sitemap reviewed 
  • DLIB015 Online Exhibitions - Work progressed on prioritisation of development backlog items
  • DLIB016 - Library Databases and Licensed Content Improvements - Workshop held to agree scope of project and potential resource requirements

Programme Owner submitted proposal to ISG planning round in May 2020 for additional funding for FY21/22 and FY 22/23, no additional funding for 20/21 was confirmed. 

IS Applications 3 Year Planning - proposals submitted awaiting additional funding update expected c. 18th May 2021.

The programme has reviewed project positions post July 2021 should additional funding not be approved and how these can be taken forward within the Digital Library team. Also review of Programme and Project Manager resource fixed term resource position and how projects can be managed going forward.

 

Overall Programme RAG: GREEN (concerns around funding means movement towards AMBER potentially for next reporting)

 

Forward Look and RAG

 

 

Resource Position

 

 

 

 Section Two: Projects Not Started for 20/21

Project Info Project Manager's Commentary
DLIB009 Digital Capacity for Staff Project initiation - Early May 2021
DLIB010 Digital Library Target Operating Model Project initiation - August 2021
DLIB016 Library Databases and Licences Content Improvements Project Proposal to be initiated from early May 2021 - workshop with key LUC contacts to be arranged for end of April
DLIB017 Collections@ed Website Implementation (TBC) Project proposal to be initiated later in calendar year  FY21/22 as follow on from DLIB014
DLIB018 Digital Library Storage Capacity Review New project proposal for consideration FY21/22

 

Section Three: Projects in Progress

 

Projects Project Manager's Commentary

 

DLIB005 Procurement of Digital Asset Management System (DAMS) 

Sponsor Funded / Discretionary

Milestone Date  
Closure 07-May-2021  

 

RAG Status: GREEN

Report by Alex Ross for April 2021

Achievements in Last Period​

  • Contract awarded and signed, purchase order raised

  • Payment schedule and terms & conditions agreed with supplier

  • Implementation plan and start date agreed with supplier

  • Unsuccessful suppliers notified of decision

Issues​

  • None identified at this stage

Next Steps​

  • Complete closure report and submit to WIS for approval

 

The project status is GREEN

 

DLIB007 Access to All : GLAM Data and API Service

Sponsor Funded / Discretionary

Milestone Date  
Planning 30-Apr-2021  
Design Complete 31-Jul-2021  
Delivery 30-Nov-2022  
Closure 23-Dec-2022  

 

RAG Status :

GREEN

Report by Karen Stirling for April 2021

Achievements in last period​

  • Initial planning meeting held regular project team meetings scheduled

  • Project brief ​drafted

  • Project overview created to detail phases and potential work packages as part of planning

  • JIRA Account created

  • Teams Group set up 

​Issues​

  • Project is more complex then originally planned therefore extend planning completion milestone to end of May as a number of project team on leave during May,

Next Steps​

  • Create lower-level plan​ / tasks 

  • Estimation of developer and PM/BA effort​

  • Stakeholder mapping and communication planning

  • Project brief submission for approval

  • Consultation with Data Stewards and Academics

The project status is GREEN

 

DLIB008 DAMS Implementation

Sponsor Funded / Discretionary

Milestone Date  
Start Date

23-Apr-2021

  
 
Planning Date 21-May-2021  
Delivery Date 17-Sep-2021  
Closure Date 15-Oct-2021  

 

RAG Status: GREEN

 

Report by Alex Ross for April 2021

Achievements in last period

  • Project initiation approved by WIS on 23/04/2021

​Issues​

  • No issues have been identified at this stage

Next Steps​

  • Commence project planning and produce project brief and plan

 

The project status is GREEN

 

DLIB011 Automation of Digital Preservation Workflows for Digitisation

Sponsor Funded / Discretionary

Milestones

Closure 16-Apr-2021

 

RAG Status : GREEN

Report by Alex Ross for April 2021

Achievements in last period

  • Proof-of-concept for automation of new content completed and signed-off
  • Documentation updated and signed-off
  • Training plan agreed and final sessions scheduled for June

Issues

  • No issues have been identified at this stage

  • Previous issue has been resolved - change of project scope to remove legacy content was approved by WIS on 16/04/2021. (See issues log for further details)

Next Steps

  • Complete closure report and submit to WIS for approval

 

The project current status is GREEN

 

DLIB012 Digital Preservation System Upgrade 

Sponsor Funded / Discretionary

Milestones

Create Web-Form 21-May-2021
Test and Deploy Web-Form 21-May-2021
Scalability Review 21-May-2021
Delivery of Project Outcomes 21-May-2021
Delivery Sign-off Review (DSOR)
02-Jun-2021
Closure  18-Jun-2021

 

RAG Status : GREEN

 

Report by Alex Ross for April 2021

Achievements in last period

  • New developer assigned for web-form development
  • Web-form development work kicked off
  • Scalability review work kicked-off

Issues

  • No issues identified at this stage

Next Steps

  • Continue development work on front-end web form, including launch and testing
  • Complete scalability review now that Archivematica has been successfully upgraded, including establishing baseline of current performance

 

The project current status is GREEN

 

DLIB014 Collections@ed Redesign

Sponsor Funded / Discretionary

Milestones

Initial design options draft approved  04-Jun-2021
Initial style-guide design draft provided to Cogapp 04-Jun-2021
Finished design assets and templates delivered for testing 30-Jun-2021
Testing completed 09-Jul-2021
Delivery of project outcomes 16-Jul-2021
Sign-off and handover of final assets completed 16-Jul-2021
Closure 30-Jul-2021

 

RAG Status : GREEN

 

Report by Alex Ross for April 2021

 

Achievements in last period

  • UX personas and audience insight analysis completed and signed-off
  • Site map review session held with Subject Matter Experts
  • Draft site map review completed and feedback from stakeholders gathered and returned to Lewis

Issues

  • No issues have been identified at this stage

Next Steps

  • Contribute to Lewis' initial design phase, including reviewing and testing draft templates as they are delivered

 

The project status is GREEN

DLIB015 Online Exhibitions Platform

Sponsor Funded / Discretionary

Milestones

Interface design direction agreed (end of sprint 1)  05-Mar-2021
Initial style-guide design draft from Lewis available 04-Jun-2021
Development sprints completed  25-Jun-2021
Testing completed 09-Jul-2021
Delivery of project outcomes 14-Jul-2021
Deployment and sign-off completed 14-Jul-2021
Delivery Sign-off Review (DSOR) 21-Jul-2021
Closure 30-Jul-2021

 

RAG Status : GREEN

 

Report by Alex Ross for April 2021

 

Achievements in last period

  • Shared project plan documentation agreed and signed-off
  • Conversations on further background technical information and requirements progressed
  • Sprint Demo meetings scheduled
  • Work progressed on prioritisation of development backlog items
  • Decision on Storiiies implementation reached

Issues

  • No issues have been identified at this stage

Next Steps

  • Continue feeding in to MVP Wireframe design, sign-off when complete
  • Continue to facilitate the sharing of design direction information between Lewis and Cogapp
  • Attend Sprint Demos and continue to feed into sprint planning and project backlog prioritisation

 

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)
DLIB006 Library Databases & Licensed Content - User Discovery and Access analysis

Report completed by Alex Ross dated 15/01/2021

Project Closure Closure Report | Project Management (ed.ac.uk)
AttachmentSize
Image icon dlib_resource_apr_2021.jpg183.5 KB
Image icon dlib_forward_look_apr_2021.jpg138.9 KB
Programme Status
RAG Status
Overall
GREEN
Has formal escalation taken place?
No
RAG Commentary
Programme is GREEN from a delivery perspective - awaiting confirmation of funding for FY21/22 for those projects expected to continue
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Programme Info

Programme
Z. Digital Transformation - Digital Library (Closed)
Programme Manager
Karen Stirling
Programme Owner
Rebecca Hirsch
Status
Closed
Management Office
ISG PMO

Session 13/14

Documentation