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EMu sighted on Tyneside Stories from the latest UK implementation Mel Whewell

EMu sighted on Tyneside Stories from the latest UK implementation Mel Whewell Principal Officer Collections Management Tyne & Wear Archives & Museums. 9 th European EMu Conference 2012. Outline An Introduction to TWAM About the CMP Project What now?. 9 th European EMu Conference 2012.

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EMu sighted on Tyneside Stories from the latest UK implementation Mel Whewell

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  1. EMu sighted on Tyneside Stories from the latest UK implementation Mel Whewell Principal Officer Collections Management Tyne & Wear Archives & Museums 9th European EMu Conference 2012

  2. Outline An Introduction to TWAM About the CMP Project What now? 9th European EMu Conference 2012

  3. So where is Tyne & Wear? Tyne & Wear Tyne and Wear (population: c.1.1 million) North East England (population: c.2.5 million)

  4. 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

  5. Key Collection Groups • Archaeology • Natural Sciences • Art • Ethnography • History • Archives

  6. 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

  7. Archives We Mak ‘Em Settle Down Cafe Dirk Bogarde

  8. Discovery Museum, Newcastle Siege and Storm Painting the Toon In the Limelight

  9. Laing Art Gallery, Newcastle John Martin Mervyn Peake Paul Noble

  10. Great North Museum: Hancock

  11. Great North Museum:Hatton Gallery Revolution on Paper W.G. Lough

  12. Shipley Art Gallery, Gateshead Athletes and Olympians Christmas Present

  13. Segedunum, North Tyneside

  14. Stephenson Railway Museum, North Tyneside

  15. South Shields Museum & Art Gallery Crossing the Tyne In the Long Run Hajj Jax Styler

  16. South TynesideArbeia

  17. Sunderland Museum and Winter Gardens 10th Anniversary Dinosaur bone The Truth about Faeries

  18. Monkwearmouth Washington F Pit

  19. TWM Archaeology

  20. Regional Working • Renaissance • Creative Partnerships • Culture Shock • Late Shows • Gospels • Hadrian’s Wall • Siege and Storm • Cultural Olympiad

  21. 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.

  22. Performance: Virtual Visits

  23. The budget

  24. Some Good News Major Partner Museum funding - worth just over £5 million over the next three years

  25. 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

  26. 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

  27. TWAM Outline Structure JAMC Director Senior Management Team Newcastle Laing, Discovery, GNM Resource Centre + Archives Gateshead Shipley Sunderland Museum, Monkwearmouth Station & ‘F’ Pit South Tyneside South Shields Museum & Arbeia North Tyneside SRM & Segedunum University of Newcastle GNM:Hancock GNM: Hatton NE Regional Museums Hub Finance & Governance Development & Trading Team Learning, & Communities Team Collections Management Team HR & Training Team Communications Team Design & Technical

  28. 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

  29. CMP Project - Timeline • New job • Project Implementation - PRINCE2 • 2008 Peer Survey • (2009 5months out spent working on GNM) • Dec 2009 OJEU + PQQ e-distributed • Nov 2010 KE Software selected as supplier • Nov 2011 EMu goes live at TWAM • …..its just the start

  30. Operational Environment 14 sites across Tyne & Wear (and County Durham) 1. Great North Museum Newcastle University 2. Hatton Gallery Newcastle University 3. Segedunum North Tyneside Council 4. Stephenson Railway Museum North Tyneside Council 5. Arbeia Roman Fort South Tyneside Council 6. South Shields Museum & Art Gallery South Tyneside Council 7. Sunderland Museum & Winter Gardens Sunderland City Council 8. Monkwearmouth Station Museum Sunderland City Council 9. Shipley Art Gallery Gateshead Council 10. Discovery Museum Newcastle City Council 11. Laing Art Gallery Newcastle City Council 12. Beamish (TWAM collections based at) Beamish & TWAM 13. MOD Barracks (some collections based at Discovery) MoD 14. Tyne & Wear Archive Service (based at Discovery) Gateshead Council

  31. Project Management Structure Senior User(s) Executive Senior Supplier Project Manager Project Assurance Team Managers Project Board

  32. PRINCE2 - Stages Creating a controlled project environment… Stage 1 - Start up and Initiation Stage 2 - Research and Costing Stage 3 - Procurement Stage 4 - Implementation Stage 5 - Post Implementation & Web

  33. PRINCE2 – Work Packages Work Package 1 Active Database Software Work Package 2 Active IT Infrastructure Work Package 3 Approved & Used Policies and Procedures Work Package 4 Migrated Data Set Work Package 5 Trained Users Work Package 6 External Resources Secured

  34. TWAM - CMP Product Breakdown Structure (PBS) – V4 @ 12th August 2008 0.New Collections Management Process 3. Approved & Used Policies & Procedures 1. Active Data Base Software 2. Active IT Infrastructure Rolled-out User Interface: PCs/Handheld 2.9 Software Installed /tested 1.12 Approved Policies & Procedures 3.12 Software Developed 1.11 Backed-up data + software 2.8 New CM Procedures 3.11 *Procurement Grouping 1.10 WAN New CM Policies 3.10 Network Connected 2.7 Brief +System Spec 1.9 Web SMT Approved Funding 3.9 Detailed SW Systems Research Report 1.8 LAN Project Servers Installed 2.6 Costs Analysed 3.8 SMT Approve Funding for selected business areas 1.7 CM Policy & procedures Report Prepared 3.7 *Procurement Grouping 2.5 SMT agree prioritisation of business areas 1.6 Policies & Procedures (CM) Research Complete 3.6 Detailed ITInfrastructure Plan 2.4 Business areas potentially supported by new system defined 3.5 Prepare & submit matrix of costs and options paper to SMT 1.5 Outline IT Infrastructure Plan Prepared 2.3 Outline SW Systems Research Report Prepared 1.4 Consultation with potential users complete 3.4 Corporate (Collections Management) Objectives Reviewed 3.3 SW Systems Research Complete 1.3 IT Infrastructure Systems Research Complete 2.2 External Advice 1..2 Existing Procedures 3.2 Existing Policies 3.1 Existing System 1.1 External Factors PNDS 3.0 Existing Systems 2.1

  35. 0.New Collections Management Process 5. Trained Users 6. External Resources Secured 4. Migrated Data Set Training Activity Undertaken 5.8 Completed Data Clean 4.12 Grants allocated to project (or back to 6.3) 6.6 Training Material Prepared 5.7 Data Quality Review Assessment 4.11 Funders inform TWM of decision 6.6 Detailed Training Plan Prepared 5.6 Linked TWM/ Supplier Field Map 4.10 Formal application made to funders 6.5 SMT Approved Funding 5.5 Initial TWM Approved Field Map 4.9 Formal approach made to funders 6.4 Costs Analysed 5.4 Detailed Migration Plan 4.8 Outline Training Plan Prepared 5.3 Initial approaches made to funders 6.3 SMT Approved Funding 4.7 Training Research Complete 5.2 Funding Research Complete 6.2 Costs Analysed 4.6 Existing Training Programmes 5.1 Existing TWM Investment 6.1 Outline Migration Plan 4.5 Dataset & functional dependencies analysed 4.4 Dataset format, size & usage analysed 4.3 Dataset co-dependencies analysed 4.2 Existing Data Set 4.1

  36. TWM-CMP-WP2- PD 2.1 [Existing Systems] TWM Network Connection Map@ 9th Dec 08 Newcastle Uni N.Tyneside Council GNM Seggie Stores SRM Hatton 10Mb Link to be installed Civic Centre Hub ADSL link Telewest leased 10Mb line in 08/09 Provide editor access via web? Newcastle City 100Mb link Discovery Telewest leased 10Mb line in 08/09 S. Tyneside Council Arbeia Laing SSMAG Regiment Gateshead MOD Sunderland Shipley Workshop TWAS Beamish MWM SM&WG TWM Collections stored at… Own server + 100mb link to Gateshead Civic and another server ADSL link ‘F’ Pit Provide editor access via web? 2Mb link until upgrade is possible Link not needed?

  37. 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

  38. The end. Sort of…. www.twmuseums.org.uk mel.whewell@twmuseums.org.uk

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