Closure Report
For guidance on how to complete the closure report template, please click here.
For staff in Information Services Group (ISG), please click here for guidance on how to complete the Closure Report following ISG guidelines.
Project Summary
The scope of this project was to
- Review of current Resourcing Model within Digital Library including current and/or revised role profiles, where relevant
- Using proposals put forward as part of Digitisation as a Service Strategy, explore options to move to a future Resourcing Model
- Engagement and collaboration with other ISG areas to understand if there are any similar approaches and economies of scale that can be incorporated into future Resourcing Model
- Provide a Resourcing Model recommendation report for review and agreement.
- Recommended option to be passed to Digital Library for implementation and future management.
The Development and Systems area of the Digital Library is the priority area to look at first.
An initial exercise is required to understand the current position in terms of what the teams currently support so decisions can be taken on the future model.
Deemed out of scope
The project did not cover the UCreate Team due to change in Team Manager at end of September 2022. As a new manager recruitment is currently underway, a future exercise will be carried out separately once they are in role within the Digital Library.
This project therefore only looked at resourcing for the Development and Systems team and the Cultural and Heritage Digitisation Service team.
Analysis of Resource Usage:
Staff Usage Estimate: 20 days
Staff Usage Actual: 3 days
Explanation for Variance
The variance in effort was due to the majority of the project activity being carried out by Head of Digital Library and Team Managers of Development Systems and Cultural and Heritage Digitisation Service with project manager involvement limited to monthly reporting and planning / closure activity.
A change was raised to reduce from 20 days to 10 days 04/11/2022 as the majority of project activity had been undertaken by Digital Library Senior Team. We therefore agreed to reduce the effort for project management down from 20 days to 10 days. The days were returned back to the DLIB Programme.
A further change will be raised as part of project closure to reduce budget from 10 days to 3 days with these being returned back to DLIB programme.
Outcome
|
Objectives and Deliverables |
Priority MoSCoW |
Owner |
Achieved |
|
O1. Produce current service resourcing. |
|
|
|
|
01.D1. Clear high-level description and key information of all the systems/services provided/supported by the Digital Library. Specify what key information should be provided for each system/service.
|
M |
Ianthe Sutherland |
Yes, information available in the Digital Library Resourcing Model DLRM.xlsx (sharepoint.com) |
|
O1.D2. Systems diagrams documenting current system architecture for areas supported by the Digital Library. Specify the contents of the systems diagrams. Start with discovery on what systems diagrams currently exist and then identify gaps.
|
S |
Ianthe Sutherland |
Partial - Living document being updated as part of DLIB007 project |
|
01.D3. Current resources for current systems/support. Identify resource currently used to provide current systems/support. Identify high level resource profiles and level of resource. Break down by system/service.
|
M |
Section Heads within Digital Library |
Yes, information available in the Digital Library Resourcing Model DLRM.xlsx (sharepoint.com) |
|
O2. Produce Target Service Resourcing |
|
|
|
|
O2.D1. Target resources for current systems/support. Identify the resources that should be used in the future to provide the current systems/support. Identify high level resource profiles and level of resource. Break down by system/service.
|
M |
Section Heads within Digital Library |
Yes, information available in the Digital Library Resourcing Model DLRM.xlsx (sharepoint.com) |
|
O2.D2. Report as output from exercise to identify other ISG areas to where there may be similar approaches and economies of scale opportunities. Identify if any of these opportunities could be incorporated into future Resourcing Model.
|
C |
Business Analyst Resource |
No - not required as Library deemed a niche area and not comparable with e.g., Applications Development Services team. |
|
O3. Produce recommendations |
|
|
|
|
O3.D1. Resourcing Model recommendation report. This report should package the detail from the other deliverables in this project and summarise for the programme board the Resourcing Model recommendation. The report should include a high-level plan on how to implement the Resourcing Model that can be passed to business as usual or a follow-on project to implement.
|
M |
Rebecca Hirsch |
Yes. A one-page summary document is available here Report on outcomes of DLIB010 Target Operating Resource project2 (sharepoint.com). A more extensive presentation has been submitted to LUC SMT Planning in November by Head of Digital Library. As this document contains restructure information and staffing details, we will not be attaching this to the closure report. This document will be used to support Digital Library request for funding as part of ISG 5 Year Planning submission. |
Benefits
|
Benefit |
Recipient(s) |
How Measured |
Owner |
|
Digital Library will understand their future operating model and be able to use this in future bids for funding and in organising the delivery of services. |
Rebecca Hirsch |
Rebecca’s satisfaction with the target resourcing model and if it is useful for the planning process. |
Rebecca Hirsch |
Success criteria
- Digital Library Staff feel they have been consulted during the process of designing the Resourcing Operating Model.
- Digital Library management have a strong handle on the current resourcing model and the future resourcing model and have concrete plans on how to implement the target resourcing model.
- The Resourcing Model plan is communicated to LUC and any other areas identified.
Key Learning Points
- Overall teams' activities captured in one document e.g., DLRM that can be used in future resourcing for Digital Library
- If new structure is not fully funded, via ISG planning then this exercise has provided an alternate interim structure for Digital Library team to support their business activities
- Services supported don’t map well to services listed in Service Catalogue, which provides a challenge for reporting, etc. As capacity allows, Digital Library will work to have the services it runs better represented in the Service Catalogue
Outstanding Issues
- The review of uCreate team, which was descoped due to the Team Manager moving to another role in the University. This will be picked up internally within Digital Library once a new team manager has been appointed and in role.
- The need for funding for resource from the FY23/24 planning round in order to be able to implement some of the changes identified as necessary. This will be taken forward within Digital Library and L&UC
- Services supported don’t map well to services listed in Service Catalogue, which provides a challenge for reporting, etc. As capacity allows, Digital Library will work to have the services it runs better represented in the Service Catalogue
- In October 2023 it was brought to the Project Sponsor’s attention that the spreadsheet titled “DLRM,” which was one of the outputs of this project, does not fully represent the range of services supported by the Information Systems Team. The Development & Systems Team will do a piece of work to more fully document these. If there are any queries about the outcome of this work, please contact the Project Sponsor.