Closure Report
Project Summary
This project was concerned with the design of the front end of the Digital Collections Platform (Archipelago), specifically the look and feel of the platform and how it meets the needs and requirements of its users. It culminated in the soft launch of University of Edinburgh Digital Collections (EDC) https://digital.collections.ed.ac.uk/
| Stage | Milestone | Due Date | Previous Date | Complete | |
|---|---|---|---|---|---|
| Initiate | Project Initiation complete | 28-Feb-2025 | No date available | Yes | |
| Execute | Release 1 Requirements complete | 31-Mar-2025 | No date available | Yes | |
| Execute | UX Approach agreed | 31-Mar-2025 | No date available | Yes | |
| Plan | Project Brief submitted to Planning Review | 18-Apr-2025 | No date available | Yes | |
| Execute | Release 1 Development complete | 13-Jun-2025 | 31-May-2025 | Yes | |
| Execute | Release 1 Usability Testing complete | 18-Jul-2025 | No date available | Yes | |
| Execute | Release 2 Requirements complete | 31-Jul-2025 | No date available | Yes | |
| Execute | Release 2 Development complete | 02-Oct-2025 | 19-Sep-2025 | Yes | |
| Execute | UAT complete | 02-Oct-2025 | 14-Sep-2025 | Yes | |
| Deliver | Deployment Review | 02-Oct-2025 | 11-Sep-2025 | Yes | |
| Deliver | Platform soft launched | 07-Oct-2025 | 30-Sep-2025 | Yes | |
| Close | Project closure | 30-Nov-2025 | 31-Oct-2025 | No (Planned) |
Objectives and Deliverables Achieved
|
No |
Objectives / Deliverables |
MOSCOW |
RESPONSIBILTY |
Achieved? |
|
O1 |
To soft launch the new Digital Collections Platform |
|
|
|
|
D1 |
Digital Collections Platform website |
Must |
Project Manager |
Yes |
|
O2 |
To ensure the new platform meets the main usability requirements of its core user groups |
|
|
|
|
D2 |
UX Approach document |
Must |
Project Manager |
Yes |
|
D3 |
Release 1 (R1) Requirements document |
Must |
Technical Lead |
Yes |
|
D4 |
R1 technical development |
Must |
Technical Lead |
Yes |
|
D5 |
Usability Testing plan |
Must |
Project Manager |
Yes |
|
D6 |
R1 Usability Testing script |
Must |
Project Manager |
Yes |
|
D7 |
R1 Usability testing schedule |
Must |
Project Manager |
Yes |
|
D8 |
R1 Usability testing feedback document |
Must |
Project Manager |
Yes |
|
D9 |
Release 2 (R2) Requirements document |
Must |
Technical Lead |
Yes |
|
D10 |
R2 technical development |
Must |
Technical Lead |
Yes |
|
D11 |
UAT document |
Must |
Technical Lead |
Yes |
|
O3 |
To propose an approach for continuous iterative development and improvement of the the platform, as well as ongoing user engagement |
|
|
|
|
D12 |
Proposal for ongoing iterative development and UX activity |
Must |
Project Manager |
Yes |
|
O4 |
To produce a plan for accessibility testing post project |
|
|
|
|
D13 |
Plan for accessibility testing post soft launch |
Must |
Technical Lead |
Yes |
|
O5 |
To implement an appropriate project management approach |
|
|
|
|
D14 |
Project Homepage has been created on ISG's Projects Website |
Must |
Project Manager |
Yes |
|
D15 |
Channel on MS Teams |
Must |
Project Manager |
Yes |
|
D16 |
Teams folder structure |
Must |
Project Manager |
Yes |
|
D17 |
WBS |
Must |
Project Manager |
Yes |
|
D18 |
Project Brief |
Must |
Project Manager |
Yes |
|
D19 |
Closure Report |
Must |
Project Manager |
Yes (this document) |
Analysis of Resource Usage:
Not Applicable
Explanation for Variance
Not Applicable
Outcome
The new Digital Collections Platform was successfully soft launched in October 2025, with a plan in place for ongoing iterative development and media uploads
|
Benefit |
Recipient(s) |
Timeline for Realisation |
Owner |
Achieved? |
|
Improved user experience for accessing digital collections |
Users |
Project end |
Rebecca Hirsch |
Yes |
|
Defined roles and responsibilities for the management and access of digital collections |
Digital Library team |
Project end |
Rebecca Hirsch |
Yes |
|
Platform feels part of the wider Library digital estate, through consistent adherence to library visual identity guidance
|
Digital Library team |
Project end |
Rebecca Hirsch |
Yes |
|
Digital Collections Platform adheres to web accessibility guidelines |
Digital Library team |
Project end |
Rebecca Hirsch |
Not yet, planned |
Key Learning Points
| Ref | Date | Title | Impact | Theme | Stage | |
|---|---|---|---|---|---|---|
| 1 | 13-Nov-2025 | Too much usability testing | Should implement as good practice | Resourcing | Execute | |
| 2 | 13-Nov-2025 | Not enough time to complete all development work | Should implement as good practice | Technology | Execute | |
| 3 | 13-Nov-2025 | Unneccessary use of both MS Planner and JIRA | Should implement as good practice | Technology | Execute | |
| 4 | 13-Nov-2025 | Project ran well despite lack of PMO resource | Should implement as good practice | Management of a Project | Execute | |
| 5 | 13-Nov-2025 | Underestimated time commitment of project team | Should implement as good practice | Resourcing | Execute | |
| 6 | 13-Nov-2025 | Accessibility Testing not complete at soft launch | Should implement as good practice | Technology | Deliver | |
| 7 | 13-Nov-2025 | Over reliance on one developer, whose time was split across two projects | Was detrimental | Resourcing | Execute | |
| 8 | 13-Nov-2025 | Did not include Comms Plan in Project Brief | Should implement as good practice | Management of a Project | Execute |
Outstanding Issues
There are some oustanding issues on JIRA, which will be migrated to the Digital Collectons Project product team and included as BAU work