EMu sighted on Tyneside Stories from the latest UK implementation
Mel WhewellPrincipal Officer Collections Management
Tyne & Wear Archives & Museums
9th European EMu Conference 2012
Outline
• An Introduction to TWAM
• About the CMP Project
• What now?
9th European EMu Conference 2012
So where is Tyne & Wear?
Tyne and Wear
(population: c.1.1 million)
North East England
(population: c.2.5 million)
Tyne & Wear
Tyne & Wear Archives & Museums
• Joint Museums Service of 12 Museums and County Archives
• Funded by 5 local authorities, Newcastle University, the DCMS and the MoD
• National funding through Renaissance
Key Collection Groups
• Archaeology• Natural Sciences• Art• Ethnography• History• Archives
Our Mission & Venues…
To help people determine their place in the
world and define their identities, so
enhancing their self-respect and their
respect for others
Archives
We Mak ‘Em
Settle Down Cafe
Dirk Bogarde
Discovery Museum, Newcastle
Siege and StormPainting the ToonIn the Limelight
Laing Art Gallery, Newcastle
John Martin
Mervyn Peake
Paul Noble
Great North Museum: Hancock
Great North Museum:Hatton Gallery
Revolution on Paper
W.G. Lough
Athletes and Olympians
Christmas Present
Shipley Art Gallery, Gateshead
Segedunum, North Tyneside
Stephenson Railway Museum, North Tyneside
South Shields Museum & Art Gallery
Crossing the Tyne
In the Long Run
Hajj
Jax Styler
South TynesideArbeia
10th Anniversary
Dinosaur bone
The Truth about Faeries
Sunderland Museum and Winter Gardens
Monkwearmouth Washington F Pit
TWM Archaeology
Regional Working• Renaissance
• Creative Partnerships
• Culture Shock
• Late Shows
• Gospels
• Hadrian’s Wall
• Siege and Storm
• Cultural Olympiad
Recent Achievements
• 2 million visitors• 87,000 school visitors• 655 volunteers contributed their time• Opening of a BFI Mediatheque in the
Archives • Opening Northern Spirit at the Laing Art
Gallery, celebrating artists who lived in, worked in or were inspired by the North East.
Performance: Virtual Visits
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
Web Visits 532,346 892,015 1,006,250
2008/09 2009/10 2010/11
The budget
Some Good News
Major Partner Museum funding - worth just over £5 million over the next three years
Arts Council Goals
1. Excellence is thriving and celebrated in museums A: Innovative exhibitions B: Research and collections
2. More people experience and are inspired by museums
3. Museums are sustainable, resilient and innovative
4. The leadership and workforce are diverse and highly skilled
5. Every child and young person has opportunity to experience the richness of museums
CMP Project - The Business Case
Why change?
The existing system, used for over 20 years, no longer met the needs of a major museum service such as TWAM
South TynesideSouth Shields
Museum &Arbeia
GatesheadShipley
University of Newcastle
GNM:HancockGNM: Hatton
North Tyneside
SRM &Segedunum
SunderlandMuseum,
Monkwearmouth Station & ‘F’ Pit
NewcastleLaing,
Discovery, GNM Resource
Centre +Archives
TWAM Outline Structure
Director
JAMC
Collections Management
Team
Communications Team
Senior Management Team
Development & Trading Team
Finance & Governance
HR & Training Team
Learning, & Communities Team
NE Regional Museums
Hub
Design & Technical
CMP Project - The Challenge
To achieve funding for, procure and implement a system that is user-centric and will provide a future-proofed, supportable, electronic infrastructure
To improve collections management
To ensure that everyone can readily and easily access collections internally and via the web
CMP Project - Timeline
2006 New job2007 Project Implementation - PRINCE22008 Peer Survey(2009 5months out spent working on GNM)Dec 2009 OJEU + PQQ e-distributedNov 2010 KE Software selected as supplierNov 2011 EMu goes live at TWAM
…..its just the start
Operational Environment
14 sites across Tyne & Wear (and County Durham)1. Great North Museum Newcastle University2. Hatton Gallery Newcastle University3. Segedunum North Tyneside Council4. Stephenson Railway Museum North Tyneside Council5. Arbeia Roman Fort South Tyneside Council6. South Shields Museum & Art Gallery South Tyneside Council7. Sunderland Museum & Winter Gardens Sunderland City Council8. Monkwearmouth Station Museum Sunderland City Council9. Shipley Art Gallery Gateshead Council10. Discovery Museum Newcastle City Council11. Laing Art Gallery Newcastle City Council12. Beamish (TWAM collections based at) Beamish & TWAM13. MOD Barracks (some collections based at Discovery) MoD14. Tyne & Wear Archive Service (based at Discovery) Gateshead Council
Project Management Structure
Project Board
ExecutiveSenior User(s) Senior Supplier
Project Manager
Team Managers
Project Assurance
PRINCE2 - Stages
Creating a controlled project environment…
Stage 1 - Start up and InitiationStage 2 - Research and CostingStage 3 - ProcurementStage 4 - ImplementationStage 5 - Post Implementation & Web
PRINCE2 – Work Packages
Work Package 1 Active Database SoftwareWork Package 2 Active IT InfrastructureWork Package 3 Approved & Used Policies
and ProceduresWork Package 4 Migrated Data Set Work Package 5 Trained Users
Work Package 6 External Resources Secured
0.New Collections Management Process
1. Active Data Base Software 3. Approved & Used Policies & Procedures
2. Active IT Infrastructure
*Procurement Grouping 1.10
SMT Approve Funding for selected business areas 1.7
Prepare & submit matrix of costs and options paper to SMT 1.5
Brief +System Spec 1.9
Outline SW Systems Research Report Prepared 1.4
Network Connected 2.7
Rolled-out User Interface:PCs/Handheld 2.9
Project Servers Installed 2.6
Backed-up data + software 2.8
LAN
WAN
Web
New CM Procedures 3.11
New CM Policies 3.10
ExistingProcedures 3.2
CM Policy & procedures Report Prepared 3.7
TWAM - CMP Product Breakdown Structure (PBS) – V4 @ 12th August 2008
Detailed IT Infrastructure Plan 2.4
Existing System 1.1
Detailed SW Systems Research Report 1.8
Software Installed /tested 1.12
Software Developed 1.11
IT InfrastructureSystems Research Complete 2.2
Policies & Procedures (CM) Research Complete 3.6
*Procurement Grouping 2.5
SW Systems Research Complete 1.3
Outline ITInfrastructure Plan Prepared 2.3
Approved Policies & Procedures 3.12
Existing Systems 2.1
Existing Policies 3.1
SMT ApprovedFunding 3.9
Costs Analysed 3.8
External Advice 1..2
External Factors PNDS 3.0
SMT agree prioritisation of business areas 1.6
Corporate (Collections Management) Objectives Reviewed 3.3
Consultation with potential users complete 3.4
Business areas potentially supported by new system defined 3.5
Initial TWM Approved Field Map 4.9
Completed Data Clean 4.12
Existing Data Set 4.1
Outline Migration Plan 4.5
Training Material Prepared 5.7
Detailed Training Plan Prepared 5.6
Dataset co-dependencies analysed 4.2
Training Research Complete 5.2
5. Trained Users
Detailed Migration Plan 4.8
Training Activity Undertaken 5.8
Outline Training Plan Prepared 5.3
Existing Training Programmes 5.1
Data Quality Review Assessment 4.11
SMT ApprovedFunding 4.7
Costs Analysed 4.6
Linked TWM/ Supplier Field Map 4.10
Costs Analysed 5.4
SMT ApprovedFunding 5.5
0.New Collections Management Process
4. Migrated Data Set
Dataset format, size & usage analysed 4.3
Dataset & functional dependencies analysed 4.4
6. External Resources
Secured
Existing TWM Investment 6.1
Funding Research Complete 6.2
Initial approaches made to funders 6.3
Formal approach made to funders 6.4
Formal applicationmade to funders 6.5
Funders inform TWM of decision 6.6
Grants allocated to project (or back to 6.3) 6.6
S. Tyneside Council
Discovery
SeggieSRM
GNM
Laing
Hatton
SSMAG
MWMSM&WG
Regiment
Shipley
N.Tyneside Council
Sunderland
Newcastle Uni
MOD
Newcastle City
Gateshead
Arbeia
‘F’ Pit
TWM-CMP-WP2-PD 2.1 [Existing Systems]
TWM NetworkConnection Map@ 9th Dec 08
TWM Collections stored at…
Beamish
Civic Centre Hub
ADSL link
ADSL link
Link not needed?
Provide editor access via web?
Provide editor access via web?
Telewest leased
10Mb line in 08/09Telewest
leased 10Mb line in 08/09
100Mb link
10Mb Link to be installed
2Mb link until upgrade is possible
TWAS
Own server +100mb link to Gateshead
Civic and another server
Stores
Workshop
Our Issues 6 months in…
• Managing significant change• Enriching TWAM data on EMu• Reviewing policies & procedures• FRS 30 - Heritage Assets• Training and building user confidence• External IT provider …• ….Getting enough server space• Uploading data to the web
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