Closure Report

Closure Report 

 

Project Summary 

 

Background 

The findings of two previous library analysis projects highlighted the need for the procurement of a Digital Asset Management System (DAMS) for the IS Library & University Collections Digital Library team.   

The ISG012 Digitisation (Library) Process Analysis project which was completed in 2018, explored opportunities to digitally transform from manual systems to electronic systems in the areas of ordering, image processing workflow and asset discovery. Its findings laid the groundwork for future developments and potential procurements.  

The DLIB001 Digitised Library Workflow Options Appraisal 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 the provision of digitised items to students, academics and the public. One of the key findings was the need for the procurement of a DAMS. 

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, sound, video and 3d assets in both publicly available & private collections, as well as born digital items.  

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

  

This project is a prerequisite to DLIB007 Access to All: GLAM data and API service.  

 

Scope 

  1. The scope of the project was to procure (and implement under a separate project) a new DAMS  

  1. The procurement followed a 3 Quote Tender procedure 

  1. The procurement phase defined 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 has been agreed, the implementation itself will be undertaken under the DLIB008 project.   

 

 Objectives & Deliverables 

Ref 

Description 

MoSCoW 

Delivered? 

Reason for not delivering? 

Output 

O1 

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

 

 

 

 

D1 

Review the current process  

Yes 

 

 

D2 

Gather business requirements  

Yes 

 

Specification Document for Suppliers 

D3 

Gather data requirements  

Yes 

 

Specification Document for Suppliers 

D4 

Establish the project governance arrangements  

Yes 

 

 

D5 

Approve the procurement strategy  

Yes 

 

 

O2 

Select preferred supplier upon completion of evaluation  

 

 

 

 

D6 

Agree on list of suppliers to solicit quotes from  

Yes 

 

 

D7 

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

Yes 

 

ITQ document 

D8 

Complete evaluation of supplier responses and quotes  

Yes 

 

 

D9 

Record justification/evidence of reasoning  

Yes 

 

Evaluation Sheet 

D10 

Select preferred supplier 

Yes 

 

 

O3 

Complete terms and conditions and award contract  

 

 

 

 

D11 

Agree ongoing support and maintenance arrangements  

Yes 

 

Proposal 

D12 

Agree credible implementation plan with Supplier (linked to payment schedule in contract) 

Yes 

 

Proposal

Payment Schedule 

D13 

Award contract to successful supplier 

Yes 

 

Purchase Order 

 

Success Criteria  

Success Criteria as in Project Brief  

Delivered?

How delivered?

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

Yes 

Stakeholders have contributed positively to the Specification Document for Suppliers

New DAMS procured after undertaking a comprehensive evaluation 

Yes 

Contract has been agreed with supplier and Purchase Order has been raised 

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

Yes 

Agreed price is within approved budget and meets the mandatory requirements as listed in the Specification Document for Suppliers 

Contract awarded to successful supplier 

Yes 

Contract has been agreed with supplier and Purchase Order has been raised 

Robust support & maintenance agreement and contract with supplier

Yes 

Details have been specified and agreed between parties, contained in the Proposal and Purchase Order 

Implementation plan defined and agreed with supplier 

Yes 

Details have been specified and agreed between parties, contained in the Proposal 

 

Benefits

Benefit as stated in project brief  

Delivered?

How delivered?

Improved search functionality for digital assets   

To be delivered after implementation 

 

Improved image management efficiency 

To be delivered after implementation 

 

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

To be delivered after implementation 

 

Increased systems integrations 

To be delivered after implementation 

 

Enabler for future library analytics to be built 

To be delivered after implementation 

 

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

To be delivered after implementation 

 

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

To be delivered after implementation 

 

Persistent URLs allowing easier referencing of content 

To be delivered after implementation 

 

Increased engagement of digital content 

To be delivered after implementation 

 

Improved user satisfaction 

To be delivered after implementation 

 

Support for wider variety of file types 

To be delivered after implementation 

 

Formalised procurement and contract arrangement with supplier 

Yes 

Formal procurement process has been undertaken and contract details have been agreed with supplier and documented 

 

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

 

Analysis of Resource Usage 

Cost  

  

19/20  

20/21  

Total  

Project Brief estimated costs  

5d 

55d 

60d  

Changes to costs  

0.4d  

5.6d  

6.0d  

Actual Cost   

5.4d  

60.6d 

66d  

 

 Note: project budget increase from 60d to 67d was approved by WIS on 30/04/21 

 

Variances  

  • Due to the evaluation of supplier quotes and the final awarding of winning supplier taking longer than initially anticipated, a request to move back the delivery and closure milestones was submitted to and approved by WIS on 30/03/21. The evaluation phase of the project was extended due to the two preferred suppliers returning bids that fell outside the project's budget. The project team was therefore required to perform additional analysis in order to prioritise the custom development elements contained within each quote and work with each supplier to reformulate their proposals to ensure they remained within the available budget and under the procurement threshold 
  • During the course of the project, the project team decided to request to raise the priority of the project due to existing pressures on ISG resources from COVID-19, People & Money, and other priority projects. This helped to ensure that appropriate resources continue to be aligned to the project and were not diverted to other projects. This change of priority was approved by WIS on 30/10/20 

  •  During the planning phase, a request to push the planning milestone date back was submitted to and approved by WIS on 11/09/21 due to delays caused by the originally assigned Procurement Manager no longer being available, the project’s original Business Lead leaving the University, and Project Manager annual leave 

 

Key Learning Points  

  1. Increased cross-team collaboration between LUC Digital Library & Project Services 

  1. The project team worked well and effectively particularly with the significant impact of COVID19 remote working  

  1.  The project team noted that throughout the project it became clear that there were slight differences in people’s understanding of ‘what constitutes a DAMS’. The team felt that for future projects, there should be a focus on taking additional time early on to clearly establish and define this type of question in order to avoid misunderstandings and to ensure everyone is on the same page 

  1. Due to the complex nature of the system being procured in this particular project, the team felt that in retrospect a slightly larger project team with additional stakeholders from a wider range of areas may have proved helpful when it came to ensuring everything had been captured correctly in the requirements 

  1. The use of the 3-quote tender was seen as an effective procurement route, and as preferable to an open procurement that attracts all-comers in this type of scenario, where a small number of high-quality contenders have been identified up front and are known to exist 

  1. It was felt that Procurement’s high level of engagement and the close collaboration between the procurement manager and the project team was a key contributor to the success of this project 

  

Outstanding Issues  

  • No outstanding issues specifically related to the procurement have been identified. Any outstanding issues related to the implementation will taken forward into the DLIB008 implementation project

 

Next Steps 

  • The implementation of the DAMS will take place under DLIB008, beginning in June 2021. The initiation of the DLIB008 project has been approved by WIS and planning has commenced in collaboration with the third-party supplier

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

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