Z. Digital Transformation - Digital Library (Closed)
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Report for May 2022

Report Date
May 2022

Report compiled by Stephen Roy DT Portfolio Manager and temporary DLIB Programme Manager for Rebecca Hirsch (Programme Owner),  Adam Wadee

 

Section One: Programme Commentary, RAG and Resources Update

 

Programme Commentary

The programme continues to progress. Programme Manager has been temporarily re-assigned to People and Money. Effort has been made to maximise progress on key elements by raising priority of key projects, assigning portfolio manager to assist in programme management, and suspending non-critical activity. There are still issues on some projects due to availability of resource within the Digital Library teams: 

  • DLIB007 Access to All Online : GLAM Data and API – Developers on boarded and sprints started. Once completed design document will review milestones.

  • DLIB008 DAMS Implementation – ​Looking to close this project soon and move remaining tasks to DLIB020.

  • DLIB009 Digital Capacity for Staff – due to PM being reassigned to P&M until August, agreement to suspend project until then.

  • DLIB010 Digital Library Target Operating Model – Working on project brief and will then seek resources to move forward.

  • DLIB016 Library Databases and Licenced Content Improvements – Tagging work progressing well. Some data issues - team working to resolve.

  • DLIB018 Digital Library Storage Capacity Review – project closure report signed off and closure approved.

  • DLIB020 DAMS Migration Proof of Concept - project brief prepared and being reviewed. Priority raised to secure resources.

  • DLIB021 LUC Website Accessibility Testing – testing underway. Front-loading writing of accessibility statements.

Developer resource are now on board and have started working. 

ISG 5 Year Planning - Funding for FY 2022/23 and FY2023/24  is bring sought to support remaining project activity for developer resource together with programme and project management. We expect to hear whether we have been successful in late May/early June.

 

Overall Programme RAG: AMBER (due to Programme Manager reassigned temporarily to People & Money and awaiting confirmation of funding from ISG 5 Year Planning)

Forward Look and RAG

 

 

Resource Position

 

 

 

 Section Two: Projects Not Started for 20/21

Project Info Project Manager's Commentary
DLIB010 Digital Library Target Operating Model Project initiation - formal initiation expected early April however background information gathering in progress. PM to be assigned due to re-assignment of programme manager to P&M until August 2022
DLIB017 Collections@ed Website Implementation (TBC) Project initiation has been moved to early June to coincide with UoE Website Design expected from Jul 2022.
DLIB019 Vernon System Review Due to programme management resource impacts from P&M this project is being placed on hold until Aug 2022

Section Three: Projects in Progress

 

Projects Project Manager's Commentary

DLIB007 Access to All : GLAM Data and API Service

Sponsor Funded / Discretionary

  Export all milestones

Milestone Due Date
Phase 3 - API and Service Developments Commencement 16-May-2022
Phase 4 - Service Rollout Commencement 30-Jun-2022
Phase 3 - API and Service Developments Completion 15-Oct-2022
Project Delivery complete 30-Oct-2022
Phase 4 - Service Rollout Completion 30-Oct-2022
Project Closure 23-Dec-2022

 

RAG Status : GREEN

 

 

Report by Alan Donald for May 2022

Achievements in last period

  • Sprints started on 4th May

  • First 2 sprints completed with Retrospective and Planning sessions

  • Project Team continuing to engage with Archapelago development team for familiarisation sessions and knowledge transfer

  • Team using Jira to track progress of all work, also encouraged to add items into Jira backlog for consideration for future sprints

  • Project Milestones reviewed at the commencement of Development Sprints

Issues ​

  • SME from Development and Systems Team on long term sick leave, handover sessions have taken place with the Project Team to help with continuity

  • Capture 'Could Have's ' not being taken forward

Next Steps ​

  • Continue Development Sprints

  • Ensure BRD and Design are in alignment following completion of SDS

  • Use estimations/story points in Jira to assist with sprint planning

 

The project status is GREEN

 

 

DLIB008 DAMS Implementation

Sponsor Funded / Discretionary

Milestone Due Date
Phase 3 - Custom development complete 04-Apr-2022
Delivery of Project Outcomes 08-Apr-2022
Closure 22-Apr-2022

 

RAG Status: AMBER

 

 

 

 

 

 

Report by Alan Donald for May 2022

Achievements in last period

  • Developer Admin training from supplier delivered
  • Final Custom Development prioritised and will be delivered during DLIB020
    • IIIF & CORS Manifest Issue
    • Custom Download Sizes
    • Using JP2 as a Service File
  • Closure Report circulated

​Issues​

  • Final custom development item - Grouping and Sharing of Objects - cannot be delivered under this engagement with the Supplier as there are not enough hours left. This will be considered during DLIB020.

Next Steps​

  • Move remaining development into DLIB020
  • Close Project 

DLIB009 Digital Skills Capacity for Library Staff

Sponsor Funded / Discretionary

Milestones

Project Suspension 06-Apr-2022

Un-Suspension 04-Aug-2022

 

RAG Status : 

BLUE (Suspended)

 

 

Report by Karen Stirling for April 2022

Achievements for Last Period

  • Project Suspension approved until 4th August 2022

​Issues ​

  • Project being reinitiated will also be dependent on confirmation of ISG 5 year planning funding approval expected June 2022

  • Change request days to move to FY22/23 complete

​Next Steps ​

  • Complete a review of projects suspended in June 2022

The project status is BLUE

 

Future Milestone :

Un-suspend Project 04- Aug-2022

 

DLIB016 Library Databases and Licenced Content Improvements

Sponsor Funded / Discretionary

Milestones 

 

Milestone Due Date
Improving Metadata - Update Licence Information 29-Apr-2022
Checkpoint Review - Progress & Delivery before end of year 18-May-2022
Interface Development - EdWeb Help pages for Text and Data Mining 27-May-2022
Discovery Group - Test Database Search on Primo-VE 05-Jul-2022
Interface Development - EdWeb A-Z List 05-Ju-2022
UAT - Data Sign off for Alma Metadata 30-Jun-2022
UAT - Interface Sign Off for EdWeb 30-Jun-2022
UAT - Work process sign off (workflows for updating database content) 30-Jun-2022
Delivery Complete 30-Jun-2022
Go Live 15-Jul-2022
Closure 29-Jul-2022

 

RAG Status 

GREEN

 

 

Report  by Alan Donald for May 2022

Achievements in Last Period

  • UI Database search using Primo-VE 
    • Sample data set up and interface configured
    • Demonstrated to DB search and Subject search to Project Team
    • Feedback requested from ASLs, meeting scheduled for 7th June
      • Could this replace A-to-Z subject lists?
      • Does it work well?
      • Any improvements that can be made?
      • Can subjects be assigned easily
  • A-to-Z list on EdWeb
    • Work to create through API output discussed and specified for developer
  • Data
    • Databases are half tagged and retrievable
    • Small sample set have had Subject tags added
    • Information exported from EdWeb to manage Metadata changes easily

Issues

  • N/A

Next Steps

  • Developer to start API creation of A-to-Z list
  • Progress Primo-VE bases on ASL feedback
  • Check all tags needed are covered through the tagging
  • Manual Cataloguing needs to be quantified and scheduled
  • Arrange June/early July team meeting

 

The project status is GREEN

 

DLIB020 DAMS Migration Proof of Concept

Sponsor Funded / Discretionary

Milestones

 

Milestone Due Date
Project Start 24-Mar-2022
End of Planning 14-Apr-2022
Project Delivery 30-Jun-2022
Project Closure 28-Jul-2022

 

RAG Status: AMBER

 

 

Report by Alan Donald for April 2022

 

Achievements in Last Period

  • Weekly Team Meetings underway
  • Collections for Proof of Concept identified
  • Work to migrate first POC Migration underway
  • Items from DLIB008 Custom migration to be monitored in DLIB020 are clear
  • Grouping/Sharing of Objects custom development to be considered in DLIB020
  • Student Intern starting on 6th June, to be included in meetings going forward
  • Project Brief signed off by team, out for wider sign off

Issues

  • SME from Digital Library Systems and Development Team on long term sick leave. Handover sessions with Project Team held to assist with project continuity. Systems and Development Team Manager will provide assistance during this period
  • Archipelago currently being considered for use as DAMS going forward. Progress being monitored by the Programme

Next Steps

  • Complete first manual import into Islandora by 24th June
  • Submission to Apps Review for Approval
  • Automated import progressed

The project status is AMBER

 

DLIB021 LUC Websites Accessibility Testing

Sponsor Funded / Discretionary

Milestones

   

Milestone Due Date
Accessibility Testing as BAU Agreed 17-Jun-2022
Accessibility Testing Completed 30-Jun-2022
Accessibility Statements Signed Off 08-Jul-2022
Delivery Sign Off & Review 15-Jul-2022
Project Closure 29-Jul-2022

 

RAG Status : GREEN

Report by Alan Donald for April 2022

Achievements in last period

  • Manual and Automated Testing underway
  • Testing Reports reviewed by DIO and fed back to testers
  • Project Team using JIRA for monitoring/completion of tasks
  • First Accessibility Statement sent to DIO for review
  • BAU Solution set up with access to be confirmed, will be updated as last step of the process for each site/application

​Issues​

  • Access to testing software for some team members causing minor issues. Under investigation with assistance from Disability Information Officer
  • SME from Digital Library Systems and 

Next Steps​

  • Continue Testing
  • Complete Accessibility Statements
  • Update Sharepoint BAU site

 

The project status is GREEN

 

Section Four: Closed or Withdrawn Projects

Project Info Project Managers Commentary
DLIB012 Digital Preservation System Upgrade

Report completed by Karen Stirling dated 14/09/2021

Project Closure Closure Report | Project Management (ed.ac.uk)
DLIB015 Online Exhibitions Platform

Report completed by Alex Ross / Karen Stirling dated 10/09/2021

Project Closure Closure Report | Project Management (ed.ac.uk)
DLIB018 Digital Library Storage Capacity Review

Report completed by Scott Renton dated 11/03/2022

Project Closure 

 

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Image icon dlib_forward_look_apr_2022.png62.48 KB
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Jeremy Upton, Rebecca Hirsch,Stephen Roy, DLIB Programme Board
RAG Commentary
The programme is progressing although impacted by PM resource being reassigned to P&M. Awaiting confirmation of funding from ISG 5 year planning. New developer resource has come on stream and is now operational. Programme and project management resource constrained due to impacts from P&M, projects have been reviewed and raised in priority or suspended as appropriate. Programme Manager has handed over to Portfolio Manager to aid support of programme whilst programme manager is assigned to P&M Data Migration
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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 23/24

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