Report for May 2021

Report Date
May 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Section Four: Closed or Withdrawn Projects 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  with a further two projects now completed: 

  • DLIB005 Procurement for DAMS (Digital Asset Management System) -  Project closed
  • DLIB007 Access to All : GLAM Data & API Service - Planning in progress and project brief drafted, stakeholder consultations being planned
  • DLIB008 DAMS Implementation - Planning in progress and project brief drafted
  • DLIB011 Automation of Digital Preservation Workflow for Digitisation - Project closed
  • DLIB012 Digital Preservation System Upgrade - Additional progress has been made on web-form development, Scalability review is underway
  • DLIB014 Collections@ed Redesign - Final version of site map has been completed and signed-off
  • DLIB015 Online Exhibitions - Sprint Demos attended and IIF integration has been delivered

 

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

A review of Programme and Project Manager resource fixed term resource position has been completed and how projects can be managed going forward.

 

Overall Programme RAG: GREEN (confirmation of next FY funding is expected , if not approved means movement towards AMBER 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 June 2021 reviewing proposal with other LUC areas for potential inclusion
DLIB010 Digital Library Target Operating Model Project initiation - August 2021, meeting held with Mike Boyd as Business Lead to start thinking process around this project
DLIB016 Library Databases and Licences Content Improvements Project Proposal to be initiated from June 2021 - workshop with key LUC contacts was held end of April, need to agree scope of project to allow initiation to be approved
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

RAG Status: BLUE

Report by Alex Ross for May 2021

Achievements in Last Period​

  • Closure report submitted and approved by WIS

 

The project status is CLOSED

 

DLIB007 Access to All : GLAM Data and API Service

Sponsor Funded / Discretionary

Milestone Date  
Planning 04-Jun-2021  
Design Complete 31-Jul-2021  
Delivery 30-Nov-2022  
Closure 23-Dec-2022  

 

RAG Status :

GREEN

 

Report by Karen Stirling for May 2021

Achievements in last period​

  • Project brief out for review and comment

  • High level plan created for Project Phases

  • Lower-level plan​ / tasks in progress

  • Stakeholders identified for communication planning and consultation

​Issues​

  • Project is more complex then originally planned therefore planning completion milestone has been extended to 4th June as a number of project team on leave during May
  • Digital Library developer resource assigned to priority ITI server work to complete before end of May

Next Steps​

  • Estimation of developer and PM/BA effort​

  • Project brief submission for approval

  • Consultation with Data Stewards and Academics

  • Project brief submission for approval

 

The project status is GREEN

 

DLIB008 DAMS Implementation

Sponsor Funded / Discretionary

Milestone Date

Phase 1 - Discovery and Planning complete 

25-Jun-2021 

Phase 2 - ISLE and Islandora Build, Theme Branding & Ingest Prep complete 

30-Jul-2021 

Phase 3 - Custom development complete 

30-Sep-2021 

Testing complete 

15-Oct-2021 

Delivery of Project Outcomes 

22-Oct-2021 

Closure 

10-Nov-2021 

 

RAG Status: GREEN

 

Report by Alex Ross for May 2021

Achievements in last period

  • Project planning has been completed. Project brief and project plan have been drafted and are currently under final review by the project team. These will be submitted to project governance board WIS for approval during the first week of June
  • Kick-off meeting with third-party supplier has been scheduled for first week of June
  • Preparatory documentation for discovery phase of the project has been provided by third-party supplier and has been reviewed by project team

​Issues​

  • No issues have been identified at this stage

Next Steps​

  • Submit project brief and plan to WIS for approval
  • Attend kick-off meeting with third-party supplier
  • Attend technical meeting with third-party supplier
  • Work with third-party supplier to refine and document full specifications and to agree and sign-off shared project plan documentation

 

The project status is GREEN

 

DLIB011 Automation of Digital Preservation Workflows for Digitisation

Sponsor Funded / Discretionary

RAG Status : BLUE

Report by Alex Ross for May 2021

Achievements in last period

  • Closure report submitted and approved by WIS 

 

The project current status is CLOSED

 

DLIB012 Digital Preservation System Upgrade 

Sponsor Funded / Discretionary

Milestones

Milestone Date
Create Web-Form 02-Jun-2021
Delivery Sign-off Review (DSOR) 02-Jun-2021
Scalability Review 11-Jun-2021
Delivery of Project Outcomes 11-Jun-2021
Test and Deploy Web-Form 11-Jun-2021
Closure  18-Jun-2021

 

RAG Status : GREEN

 

Report by Alex Ross for May 2021

Achievements in last period

  • Additional progress has been made on web-form development
  • Scalability review is underway, including the processing of larger example files through Archivematica in order to better establish baseline performance

Issues

  • Lack of developer availability over May has meant that the deadline for the completion of the web-form development has been moved back slightly. Developer has indicated that they now have the necessary capacity to complete this work as per the new agreed dates

Next Steps

  • Complete development work on front-end web form, including launch and testing
  • Complete scalability review now that larger test files have been processed through Archivematica, 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 May 2021

 

Achievements in Last Period

  • Final version of site map has been completed and signed-off
  • Initial feedback from project team and SMEs on wireframes has been collated and returned to third-party supplier for implementation

Issues

  • No issues have been identified at this stage

Next Steps

  • Complete final review and sign-off of wireframes
  • Contribute to Lewis' styleguide design, including reviewing and testing draft templates as they are delivered

 

The project status is GREEN

DLIB015 Online Exhibitions Platform

Sponsor Funded / Discretionary

Milestones

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 May 2021

 

Achievements in Last Period

  • Sprint Demos attended and prioritisation of backlog and icebox development items clarified
  • Multiple development items delivered, including exhibition highlight colours, navigation, body and caption text design, and image grid functionality
  • IIIF integration has been delivered

 

Issues

  • No issues have been identified at this stage

 

Next Steps

  • Continue feeding in to final wireframe designs, sign-off when complete
  • Continue to test and provide feedback on delivered development elements
  • Continue to facilitate the sharing of design direction information between Lewis and Cogapp
  • Attend remaining Sprint Demos and continue to feed into sprint planning and project backlog prioritisation

 

The project 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)

DLIB005 Procurement of Digital Asset Management System (DAMS)

Report completed by Alex Ross dated 07/07/2021

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

DLIB011 Automation of Digital Preservation Workflows for Digitisation

Report completed by Alex Ross dated 14/05/2021

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

 

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