Project Initiation Document for Our Future Catalogue Project, National Archives, Study notes of Business

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PROJECT INITIATION DOCUMENT (PID)

Project name Our Future Catalogue - Phase 1

Release Release 1.

Date: 17-July-

Authors:

Owner: Oliver Morley

Client: The National Archives

Document History

Document Hard copy versions of this document are only valid on the day that Location they are printed This document can be accessed here:

Project Initiation Document (PID).obr

The Objective file path for this document is: File Plan\Strategic Development\Projects\Our Future Catalogue\Management products\Project Initiation Document (PID)

Revision History

Date of next revision:

Revision

1.

Previous revision none

Summary of Changes

First release

Changes marked n/a

Approvals This document requires approvals from the following individuals or groups. A description of the type of approval and location of evidence of that approval appears below:

Name

Project Board Membership

Role

Project Board

Form of Approval Project Minutes

Version

Location

Refer to Document Location

Distribution This document is stored in Objective with the following see, open and edit privileges: All users SOCED An Objective link to this document has been sent to the following individuals or groups.

Name Title Role^ Date of Issue

Version

Purpose

Content

To define the Project, to form the basis for its management and the assessment of overall success.

This publication contains the following topics:

Section

Document History Document Location Revision History Approvals Distribution Purpose Content Background Project Definition Objectives Method of Approach Milestones Scope Deliverables Exclusions Constraints Interfaces Assumptions Project Organisation Structure Reporting structure Project management team structure Communications Plan Project Quality Plan Quality controls Change management Configuration management Acceptance criteria Project Tolerances Project Controls Attachments Business Case Benefits Realisation Project Plan Risk Register Issue Log

Page

Communications Plan Requirements Catalogue Stakeholders Databases and applications in scope

National Archives Our Future Catalogue Project PIID

creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints. We will augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost. The project will of course include a business impact analyst, business change management and communications management

• How do we propose to break it up: The current perceived scope of the project is such that it will be delivered in discrete phases, each of which will be segmented into stages. These are currently tentatively identified as: o By end of May 2010 Phase 1 - Creation of a new data structure which allows for bulk upload of data from other catalogues, including both TNA data and other archives' data. Transition of the Catalogue data to this new structure. Data structure 'pushed' through the existing editorial process, into the new Catalogue. The Presentation service at the end of Phase 1 will remain the same for the current Catalogue. o By end of March 2011- Phase 2 - Move all catalogue metadata (paper and electronic, Your Archives) into new catalogue data structure, which includes a sub item layer. Provide access to content DocumentsOnLine (DoL) and Your Archives, and the ability to purchase such content through a single shopping basket. Provide content which can be repurposed for customised short life span publications such as exhibitions/tutorials or syndication o By the end of March 2012 - Phase 3 - Move other database content into new Catalogue. Present Census images for access/commercial delivery, possibly in addition to Commercial partner delivery. Option to provide opportunity for users to add contextualisation at image level. Other archives' databases to commence being integrated into new Catalogue database This PID focuses on the first phase of the Project.
• How we are proposing to do it For Phase 1 o Stage 1 - Project Initiation

This covers the review and preparation of:

• Project roles

• Project Board
• Initial stakeholder assessment
• Scoping
• Business case
• PID
• Project governance documentation o Stage 2 - Design the new digital online repository This covers:
• Appointment of an Information Architect to: D Perform a discovery review of all TNA digital repositories D Identify all existing repositories (databases and applications) that should be in scope D Perform an AS-IS analysis of all in scope repositories
• Design a logical data model (LDM) for the new online repository D Assess the business impact of the proposed LDM
• Develop a suppliers' requirements specification for implementing the proposed LDM as a solution
• A review of potential suppliers and work being undertaken by TNA peer organisations.
• A Requirements Catalogue will be developed
• Since online presentation to users at the end of Phase 1 will remain the same, detailed external user consultation will commence during Phase 2. However, in order to inform Phase 1 a user expectations research exercise will be undertaken. o Stage 3 - Procurement for Phase 1 If possible, a commercial (possible open source) off the shelf (COTS) application or service for the new digital repository o Stage 4 - Implementation of Phase 1 Implementation possibly subject to a proof of concept exercise Subsequent Phases will provide a new presentation service and the integration of TNA remaining online repositories.

National Archives Our Future Catalogue Project PJ[)

Catalogue structure In order to achieve the above the scope in the Phase 1 of the Project is limited to:

• Creating a new digital repository
• Population of the new digital repository with the content of TNA current digital Catalogue

Deliverables The deliverables of the Project for Phase 1are:

• Agreement on which current databases and applications are within scope of the new digital repository and which are not
• Design of a logical data model (LDM) for the digital repository, which will eventually contain the metadata and presentation copies of records held in the databases and applications identified as in scope
• A review of potential suppliers of services and software for a new digital repository based on the new LDM
• A review of what TNA peer organisations are currently undertaking, or intending to undertake, in this area of interest
• A review of TNA user experience expectations to inform the sort of presentation interface that they require
• A Requirements Catalogue for the deliverables in scope
• A high level requirements for the back office data management and editorial requirements for TNA future digital repository
• An Invitation to Tender (ITT) for a new digital repository
• Procurement of a new digital repository
• Implementation of a new digital repository
• Population of the new digital repository with the content of TNA current digital Catalogue Subsequent Phases of the project, which will be subject to separate PID(s), will deliver:
• A new one stop, intuitive and unambiguous online presentation service
• Transfer the remaining existing digital repositories identified as in scope to the new digital repository

Exclusions This Project excludes:

• The new repository will be limited to storing and presenting descriptive, catalogue metadata about TNA records and, where made available, presentation copies of original records. It will not store or preserve original records, such as digitally born records. TNA has a separate system to service these needs.

National Archives Our Future Catalogue Project PIID

• Those existing databases and applications that will be identified and agreed as not in scope
• Detailed back office data management and editorial requirements for the new digital repository. This is a remit of a separate project (as yet undeclared). However this Project will take the high level TNA requirements of these into consideration when procuring a new digital repository so that should it have provision for such services TNA requirements for these will be supported
• Will not include development of any content work - i.e. addition of new content or technical methods for gathering said content. However ranges of standards of image quality needs to feed into the image delivery mechanism and may impact on the charging mechanism
• Development of a decision model for deciding whether content should be published by TNA or an external commercial partner
• Review of TNA online charging model(s)
• Business process changes to the editorial administration process, accept possibly the interface to add metadata in current structure to the 'new' catalogue.

Constraints The constraints on the Project are:

• Availability of funding
• Availability of TNA resources to undertake the work
• Time. The present time frames for Phase 1 have been set very aggressively.

Interfaces The Project will interface with the following:

• Stakeholders of each of the services affected by the Project
• User expectations
• Usability and accessibility
• TNA Information and Communications Technology Department (ICTD) and environment
• TNA System Development Department (SDD)
• TNA marketing services
• TNA customer service teams (e.g. Contact Centre, ARK)
• TNA Catalogue team
• Third party supplier by-in, including: o Autonomy
• TNA Finance Department

The SRO is a TNA Director and will report directly to the Management Board

• The Project Board The Project has its own Project Board The Project Board will be responsible for authorising and agreeing the Project initiation and key documents, business plan, stage boundaries, key milestones, costs against agreed budgets, risk management and highlight reports for the Project. The Project Board membership is:

Name Louise Craven

Oliver Morley

Chris Owens

Alison Webster

Position Archival Catalogue Programme Manager Senior Project Manager Director, Customer & Business Development Head of Projects

Head of Customer Experience Head of Knowledge Transfer Head of Strategic Development

Role Senior Supplier and User Project Manager

Senior Responsible Officer (SRO) TNA Business Representative Senior Supplier

Senior User

Project Director

• The Project Team membership

The Project Team undertakes the day-to-day work of the Project The Project Team membership is:

Name Louise Craven

Position Archival Catalogue Programme Manager Senior Archivist, Catalogue Manager Database Administrator Customer Research Manager Senior Archivist - Access Contractor

Project Manager Internal Communications

Project Role Catalogue Team Catalogue Team Database Administrator User experience

Desk research

Information Architect Project Manager Communication s - internal

Chris Owens

Officer Head of Development Services Head of Customer Experience

communications TNA Business Representative

User experience

• The Project Technology Advisory Group (TAG)

The TAG provides the Project with functional and technical expertise assurance. Membership is drawn both from within TNA and externally and represents the diverse spectrum of interests the Project covers. TAG members: o Have a keen interest in the project as a whole o Have a more detailed interest and possibly skill in one or more aspects of the project o Contribute knowledge and skills where appropriate o Make the Project Board and Team aware of what colleagues outside other organisations are up to o Question areas that are uncertain and/or require clarification The TAG membership is:

Name Louise Craven

Tim Gollins

Caroline Kimbell Chris Mumby

Position Archival Catalogue Programme Manager Website Designer Developer Database Administrator Head of Digital Preservation SGML/XML Manager

Head of Licensing Head of Commercial Delivery Technical Lead Co- ordinator, Digital Continuity

Head of e Services, Public Sector Information Archives and Manuscripts Catalogue Integration Manager at the British Library

Role Catalogue Team Web technology

Database Administrator TNA Digital Records System Cataloguing and taxonomy knowledge Licensing Commercial Delivery Information and data architecture knowledge Semantic web knowledge

External critical friend

Project Quality Plan

^ Quality controls will be through: controls y^ y

• The Project will be managed in accordance with PRINCE methodology and quality review
• Quality will be measured and controlled through reviews at the appropriate levels through the Project Team and the Project and Board
• Quality acceptance procedures will be adopted under the guidance of the Project Board
• The Project Assurance: Project Assurance is provided and managed through the Project Board and TAG, whose individual members will be asked to assure specific areas of the project including but not necessarily limited to: o Project governance o Capture of TNA functional and technical requirements o Satisfaction of the procured solution
• The project will be subject to Gateway reviews, currently agreed as 2/3 (combined fit procurement and verification of choice of right supplier), 4 (fit for purpose) and 5 (post project review) The components of the quality plan are:
• Brief competent Information Architect and work up appropriate Logical Data Model to be approved by the TAG, Project Board and TNA Executive
• Develop a Requirements Catalogue for the new online repository to be approved by the TAG and Project Board
• Procure a suitable system or service based on Proof-of- Concept and agreed test scripts and processes
• Solicit and respond to feedback where appropriate from key stakeholders, user focus groups and internal panels

Change • PRINCE2 Change technique will be adopted to manage management change. All changes will be logged as issues and escalated through to resolution using agreed tolerances for managing the changes.

on iguration (^) # A | ( p (^) r o j (^) e c t p r o c | (^) u c t (^) s w j | | be subject to dated version control management J^ K^ J

• All Project documentation is stored in Objective in folder:

Our Future Catalogue.obr or: File Plan\Strategic Development\Projects\Our Future Catalogue

ccep ance Detailed acceptance criteria for Project products will be defined once en ena (^) t h e p r o c | (^) u c t requirements and specifications have been developed. They will be based on:

• Functionality
• Technical solution
• Accuracy
• Interfaces with other systems
• Usability
• Accessibility
• Coverage / scope Subject to the system procured it may be procured on an initial Proof- of-Concept basis.

Project Tolerances

These are:

• The timescale tolerance level for the Project is set at two weeks for each milestone
• 10% of the developed budget will be allowed for contingency costs, which will be the overall cost tolerance on the Project.
• The Project Manger will raise exception reports with the Project Board if costs and/or timescales for an approved stage plan are expected to exceed the agreed tolerance levels set for the Project.

Project Controls

• The Project will adopt PRINCE2 Control processes
• Checkpoint meetings with the Project Team chaired by the Project Manager will be held regularly to monitor progress and manage arising issues. Any issues and/or risks updated in the

Attachments

Business Case

The business case is held in folder:

Business Case.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue \Management Products\Business Case

Benefits Realisation The Benefits Realisation is held in folder:

Benefits Realisation.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue
Management Products\Benefits Realisation

Project Plan (^) J h e p r o j e c t p | a n fo|der.

Project Plan.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue \Management Products\Project Plan

Risk Register (^) T h e r j s k R e g i s t e r i s h e | (^) d i n f o | (^) d e r :

Risk Register.obr or: File Plan\Strategic Development\Projects\Our Future Catalogue \Management Products\Risk Log

Issue Log (^) T h e j s s u e | o g j s h e | d j n fo|der.

Issue Log.obr or:

National Archives Our Future Catalogue Project PIID

File Plan\Strategic Development\Projects\Our Future Catalogue \Management ProductsMssue Log

ommunica i (^) T h e communications Plan and associated communication ons nan documentation is held in folder:

CommunJcations.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue
Management Products\Cornmunications

Requirements (^) J h e Requirements Catalogue is held in folder: Catalogue y

Requirements Catalogue.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue
Specialist Products\requirements Catalogue

Stakeholders (^) T h e s t a k e h o | (^) d e r Hst j s h e | (^) d j n f o | (^) d e r :

Stakeholders.obr

or: File Plan\Strategic Development\Projects\Our Future Catalogue \Specialist Products\Roles\Stakeholders

Databases (^) T h e |j s t o f d a t (^) a b (^) a s e s a n d applications in scope is held in folder: and applications in scope IA Scoping & Status.obr or: File Plan\Strategic Development\Projects\Our Future Catalogue \Specialist ProductsMnformation Architecture\ IA Scoping & Status