Overview

Overview 

 

Background 

 

The following projects which predate this project have set the groundwork highlighting the need for the procurement of a Digital Asset Management System (DAMS) for the IS Library & University Collections Digital Library team.  

ISG012 Digitisation (Library) Process Analysis - The analysis work covered in this project in 2018 identified many issues with the current processes and highlighted the benefits / opportunities to digitally transform from manual systems and paper usage to electronic format. It also identified an opportunity to improve digitised workflows and set foundations for future developments and potential procurements.  

It was clear however, from the analysis in ISG012, that multiple systems would be required to cover the end-to-end process as no one product was likely to cover the process in its entirety. Three distinct areas of the end-to-end process were identified as: 

  • Ordering (including order forms, processing and payment) 

  • Image processing workflow 

  • Asset discovery 

 

DLIB001 Digitised Library Workflow Options Appraisal - this project was initiated in 2019 to follow on from the analysis completed under ISG012. Its remit was to consider what solutions may be available to support the end-to-end process from ordering of digitisation to provision of digitised items to students, academics and the public. 

Under this project the Library Subject Matter Expert (SME) team investigated what products were available to support these process areas and their findings from supplier demonstrations highlighted what suppliers/products matched the Library’s high-level requirements. 

 

A new DAMS will support discovery of digital assets the improvement  of which is key in order to enable teaching staff to find content they can use in their courses as well as enabling students to utilise original content for their dissertations. The DAMs will also allow the Digitisation & DLT teams to manage image collections, both publicly available & private collections, as well as born digital items. 

Overall, this project will support both the hybrid teaching model as well as digital research. This project is also aligned to the ART workstream through Research, Estates & Digital Infrastructure, Reshaping, and Students.

Additionally, a procurement is required as the existing system LUNA has been in place for over 10 years, and University procurement has requested a review of the existing arrangements takes place. 

 

This project is a prerequisite to DLIB007 Access to All. 

 

Scope 

 

  • The scope of the project is to procure (and implement under a separate project) a new DAMS 

  • The procurement will follow a 3 Quote Tender procedure. 

  • The procurement phase will define the high-level implementation plan in agreement with the successful supplier. 

  

Out of scope 

 

  • Implementation of the new DAMS is out of scope of this project. While an implementation plan will be agreed, the implementation itself will be undertaken under as a separate project.  

  

The areas within Library & University taking part in the procurement are:

  • Digital Imaging Unit 

  • Digital Library Development and Systems Team 

  • Library Meta Data Team 

  • Centre of Research Collections 

  • CRC Reference Services 

  • Curators 

  • Academic Support Librarians 

  • Digital Preservation Project Team 

 

Objectives and Deliverables 

 

The deliverables are prioritised using the MoSCoW prioritisation method: 

M=Must Have; S=Should Have; C=Could Have; W=Want 

  • (M= must be satisfied for the final solution to be acceptable in terms of delivery dates, compliance, viability etc. 

  • S= high-priority requirement that should be included if possible, workarounds may be available 

  • C= a nice-to-have requirement 

  • W= want but will not be part of this project) 

 

Objectives & Deliverables

Priority MoSCoW 

Owner 

O1 To investigate the current processes and gather business requirements to enable the procurement a new DAMS 

  

  

D1. Review the current process 

Business Analyst 

D2. Gather business requirements 

Business Analyst 

D3. Gather data requirements 

Business Analyst 

D4. Establish the project governance arrangements 

Project Manager 

D5. Approve the procurement strategy 

Project Team 

O2 Select preferred supplier upon completion of evaluation 

 

D6. Agree on list of suppliers to solicit quotes from 

Business Lead 

D7. Complete Invitation to Quote (ITQ) document and send to suppliers 

Project Manager 

D8. Complete evaluation of supplier responses and quotes 

Project Team 

D9.Record justification/evidence of reasoning 

Project Manager 

D10.Select preferred supplier

Project Sponsor 

O3 Complete terms and conditions and award contract 

 

D.11 Agree ongoing support and maintenance arrangements 

Project Team 

D.12 Agree credible implementation plan with Supplier (linked to payment schedule in contract) M Project Team
D.13 Update Risk Profile for implementation M Project Team
D.14. Complete Contract Checklist M Project Team
D.15 Award contract to successful supplier M Project Sponsor

  

 

Benefits 

 

  • Improved search functionality for digital assets  

  • Reduced effort in comparison to current DAMS  

  • Improved image management efficiency 

  • Better management of public and private images, as well as born digital items 

  • Increased systems integrations 

  • Enabler for future library analytics to be built 

  • Easier to source digital resources/assets in comparison to current DAMS 

  • More clarity on the copyright status of items in comparison to current DAMS 

  • Persistent URLs allowing easier referencing of content 

  • Increased engagement of digital content 

  • Improved user satisfaction 

  • Support for wider variety of file types 

  • Formalised procurement and contract arrangement with supplier 

 

Note: Benefits above take into account procurement as well as successful implementation of the new DAMS. 

 

Success Criteria 

 

  • Engaged stakeholder groups that have contributed to the production of the requirements and are committed to assisting with the delivery of the new system 

  • New DAMS procured after undertaking a comprehensive evaluation 

  • New DAMS software procured in line with the approved budget and business requirements 

  • Contract awarded to successful supplier 

  • Robust support & maintenance agreement and contract with supplier

  • Implementation plan defined and agreed with supplier 

 

 

Project Milestones 

 

Stage           

Milestone                                             

Due Date 

Previous Date           

Complete 

Initiate 

Project Initiation 

26-Jun-2020            

No date available 

Yes 

Plan 

Planning Complete 

14-Oct-2020 

28-Aug-2020 

Yes 

Procure 

Short List Confirmed 

23-Oct-2020 

No date available 

No 

Procure 

Product Evaluation Complete 

27-Nov-2020 

No date available 

No 

Procure 

Supplier Selected

27-Nov-2020 

No date available 

No 

Procure 

Implementation Plan Agreed 

29-Jan-2021 

No date available 

No 

Deliver 

Contract Awarded 

5-Feb-2021 

No date available 

No 

Close 

Closure 

5-Mar-2021 

No date available 

No 

 

Project Plan

The DLIB005 Project Plan can be found on the projects website.

Project Info

Project
Procurement of DAMS (Digital Asset Management System)
Code
DLIB005
Programme
Digital Transformation - Digital Library
Management Office
ISG PMO
Project Manager
Alex Ross
Project Sponsor
Kirsty Lingstadt
Current Stage
Close
Status
Closed
Project Classification
Grow
Start Date
06-Apr-2020
Planning Date
14-Oct-2020
Delivery Date
30-Apr-2021
Close Date
07-May-2021
Programme Priority
3
Overall Priority
Higher
Category
Discretionary

Documentation

Plan