Digital Collections Migration: LUNA
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Organisation

Work/Task Breakdown

Phase of work

Objective

Task(s)

Who is involved?
Initiation O1, O2, O3
  • Agree start date and kick off project

Project Team
Planning O1, O2, O3
  • Define scope
  • Produce project brief
  • Create tasks for build work
  • Assess scale of work and testing required against planned release date(s) and prioritise work packages

Project Team

 
Analysis O1
  • Produce initial report outlining number of items in each of the four main categories: items gone through Goobi; item-level catalogued; collection-level catalogued; no information
  • Agree process for HC support in identifying items without information 
  • Produce revised report once no information items located 

Project Manager

Business Analyst
  O2
  • Research options for migrating all material 
  • Present options to project group 
  •  Agree approach for migrating Goobi material 
  • Agree approach for migrating item-level non-Goobi material 
  • Agree approach for migrating non-item-level non-Goobi material 
  • Agree approach for migrating non-D&MS-managed material 

Project Manager

Business Analyst

Technology Lead

Lead Developer
  O3
  • Agree system for ongoing uploads to Archipelago post migration 
 Business Analyst
Build O2
  • Undertake any outstanding pre-migration work for Goobi material 
  • Evaluate ingest workflow for Goobi material against requirements
  • If required, tweak and test ingest workflow to make suitable for the migration of Goobi material
  • Migrate Goobi material

 

  • Undertake any outstanding pre-migration work for item-level non-Goobi material 
  • Evaluate ingest workflow for item-level non-Goobi material against requirements
  • If required, tweak and test ingest workflow to make suitable for the migration of item-level non-Goobi material 
  • Migrate item-level non-Goobi material

 

  • Undertake any outstanding pre-migration work for non-item-level non-Goobi material 
  • Evaluate ingest workflow for non-item-level non-Goobi material against requirements
  • If required, tweak and test ingest workflow to make suitable for the migration of non-item-level non-Goobi material 
  • Migrate non-item-level non-Goobi material 

 

  • Undertake any outstanding pre-migration work for non-D&MS-managed material 
  • Evaluate ingest workflow for non-D&MS-managed material against requirements
  • If required, tweak and test ingest workflow to make suitable for the migration of non-D&MS-managed material 
  • Migrate non-D&MS-managed material 

Lead Developer

Developers

Technology Lead
  O3
  • Discuss and test optimal workflow 
  • Present workflow to project group 
  • Agree workflow 
  • Distribute workflow to HC stakeholders
  
Build Peer Review O2
  • Review accuracy of data post migration 
  • Check accuracy of media and data in Archipelago

Technology Lead

Lead Developer

Developers

SMEs
Test O2
  • User Acceptance Testing (UAT) - details tbc

Technology Lead

Business Lead

SMEs

Project Sponsor
Acceptance O2
  • User Acceptance Testing (UAT) signed off as complete
 tbc
Delivery O2
  • Review and sign off migration complete

Technology Lead

Business Lead

SMEs

Project Sponsor
  O3
  • Confirm workflow LIVE
  
Post-LIVE checks & sign off deployments O1, O2, O3
  • Post-LIVE support

Production

Lead Developer
Closure O1, O2, O3
  • Closure report

Project Manager

Project Team

Resources, Skills and Costs

Name 

Role 

% time on project 

Rebecca Hirsch 

Head of Digital Library (Project Sponsor) 

2.5% 

Gavin Willshaw 

Digital Collections & Making Services Manager (Project Lead) 

20% 

Gabi Migdalska 

Digital Collections Support Officer 

50% 

Scott Renton 

Senior Systems Architect 

10% 

Lucy Pennington 

Digital Developer 

10% 

Susan Pettigrew 

Digitisation Studio Manager 

10% 

Rachel Hosker 

University Archivist & Research Collections Manager 

5% 

Christine Megowan 

Research Collections Discovery & Project Manager 

5% 

IS Apps Project Manager 

IS Apps (Project Manager) 

0.5 days per week

Project Governance

The project team will meet on a fortnightly basis to: 

  • Review progress in relation the project schedule and milestones 

  • Review emerging issues 

  • Review the risk register 

  • Confirm activities for the coming period 

The project will also be reviewed by Apps Review for sign-off of its major milestones.

Project Stakeholders

Name Business Area Role Communication Plan
Christine Megowan Heritage Collections SME

Fortnightly project meetings
Daryl Green Heritage Collections SME

Ad-hoc
Gabi Migdalska (PROJECT TEAM) Digital Collections SME

Fortnightly project meetings
Gavin Willshaw (PROJECT TEAM) Digital Collections & Making Services Business Lead

Regular project team catch-ups
Ianthe Sutherland Digital Library SME

Ad-hoc
Jack Ross (PROJECT TEAM) Project Services Project Manager

Regular project team catch-ups
Jacky McBeath Heritage Collections SME

Ad-hoc
Karen Stirling Project Services Programme Manager

Ad-hoc
Lucy Pennington (PROJECT TEAM) Digital Library Lead Developer

Regular project team catch-ups
Rachel Hosker Heritage Collections SME

Fortnightly project meetings
Rebecca Hirsch Digital Library Project Sponsor

Ad-hoc
Scott Renton (PROJECT TEAM) Digital Library Technology Lead

Regular project team catch-ups
Susan Pettigrew Digital Library SME

Fortnightly project meetings

 

 

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Project Info

Project
Digital Collections Migration: LUNA
Code
LUC074
Programme
Library & Collections - Digital Library BAU (LUCDL)
Management Office
ISG PMO
Project Manager
Jack Ross
Project Sponsor
Rebecca Hirsch
Current Stage
Execute
Status
In Progress
Start Date
19-Jan-2024
Planning Date
05-Mar-2025
Delivery Date
28-Aug-2026
Close Date
30-Sep-2026
Overall Priority
Normal

Documentation

Plan