Form PM3 (                           Interim Report2:

 

 

 

 

FORMAT OF PROGRESS REPORT

 

 

 

 

(To be submitted by Grantee with each grant drawdown application, or at intervals no greater than 3 months)

 

 

                                                                            Form PM3(Part 2-Capital)

 

 

 

 

 

Project Title:

Scottish Archive Network

 

Project Ref No:

DG-95-05231

 

 

 

 

 

 

 

 

 

Name of Grantee:

Scottish Archive Network

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

As stated in the Monitoring Documents referred to in your Grant Contract, you are required to submit to NHMF a Progress Report with each grant drawdown application, or at maximum intervals of 3 months in the absence of an application,  reporting on how the project is progressing towards meeting the Approved Purposes.

 

The headings and format of the Report, addressing the principal monitoring criteria, are shown below. These headings and format must be followed, but you may prepare your Report using computer software incorporating spreadsheets as appropriate. All sections  (expanded in size as necessary) are to be completed fully on each monthly report. (Use supplementary sheets if necessary).

 

PM forms should be returned in hardcopy and must be completed fully. Failure to do so will delay processing your Grant

 

 

 

 

 

 

 

 

 

 

 

 

 

Report No:

23

 

Report Date:

15 Mar 2001

 

 

 

 

 

 

 

 

 

 

 

 

Covering Period:

Feb 2001

 

 

 

 

 

 

 

 

1.                   General Progress/ Programme and Project Objectives

Enter summary report on general progress towards achievement of the Approved Purposes identifying any problems or issues to which NHMF’s attention should be drawn. Note any actions proposed in response to problems or particular areas of risk.

               

The project remains within budget and is scheduled to be completed on time.

See annex 1 for detailed progress and throughput reports.

A Project Board was not convened in February as it proved impossible to arrange a convenient meeting date to secure a quorum. A board was held in March.

See annex 2 for update on special conditions

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.             Partnership Funding

Enter progress towards securing partnership funds

 

Source of Funding

Amount expected (A)

Amount received to date (B)

Balance to come A-B)

Date balance expected

NAS

£425,967

£76,875

£349,092

Aug 2002

GSU

£703,785

£136,700

£567,085

Aug 2002

 

 

 

 

 

 

1,129,752

213,575

916,177

Aug 2002

Totals

 

 

 

 

 

 


                Explain any changes to sources of Partnership Funding since the last Progress Report

 

 

 

 

 

 

3.             Change Control

 

Enter requests for any material change to the Approved Purposes  which have been approved by NHMF since the last Report and advise of any potential requests for such change in the future.

 

Description of Change Item

Date of request to NHMF

Date of  NHMF response

Effect on  achievement of Approved Purposes

Effect on Programme

Effect on Costs

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 Note: NHMF Approval is required for any material change to the Approved Purposes

 

                Report on any effect to delivery of the Approved Purposes of any cost transfer between the principal cost elements stated in your “Notification of Grant”. (Note: no such transfer is to be made between capital and revenue elements, or between VAT and any other cost element, without NHMF prior consent ).

               

Amount of cost transfer (£’000)

Cost transfer from (cost element):

Cost transfer to (cost element):

Effect on delivery of Approved Purposes

 

N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.             Review of Design Drawings and Documentation

 

                Enter any design reviews or comments received from NHMF or its Project Monitors since your last report

 

Work element for which Design/Document review has been carried out

Date reviewed

NHMF/Project Monitor’s comments (if any)

N/A

 

 

 

 

 

 

 

 

 

 

 

 

 


5.             Timetable/Programme

 

Enter progress compared with the agreed Timetable/Programme for key activities  

Grant Expiry Date:  

 

Key Activity or milestone

Planned completion date

Actual (or  currently forecast) completion  date

Variance

Comment

 See Annex 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Overall Project Completion 

 

 

 

 

 

 

 

6.             Expenditure on Approved Costs

 

a) Cost Control

Enter expenditure to date against the key items of  Approved Cost (i.e. the costs on which NHMF has agreed to pay the Payment Percentage) compared with that detailed in the pre-commencement documentation. (VAT and Contingencies to be separately identified).

               

Items of  Approved Cost

(Principal cost elements)

Approved  Costs to completion as agreed at award

Out-turn Costs as currently forecast

 

(A)

Planned  costs to date - as submitted with Form PM1

(B)

Actual costs to Date

 

 

(C)

Variance

 

 

 

 

(C-B)

Balance of costs 

 

 

 

 (A- C)

Staff

£2,170,889

£1,217,955

£1,217,955

£728,419

£-489,536

£489,536

Internet Server

£449,700

£412,225

£412,225

£142,848

£-269,377

£269,377

Communication

£51,222

£31,268

£31,268

£15,902

£- 15,366

£15,366

Digitisation

£349,191

£198,750

£198,750

£154,595

£- 44,155

£44,155

Other

£543,500

£383,950

£383,950

£186,805

£-197,145

£197,145

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contingency

£2,631,805

£112,209

£112,209

 

£-112,209

£112,209

VAT

N/A

 

 

 

 

 

 

 

 

 

 

 

 

Totals

£6,196,307

£2,356,357

£2,356,357

£1,228,569

£-1,127,788

£1,127,788

 

 

                Note any significant changes to the apportionment of costs between the principal cost elements prior to their commitment. Note the effect of any such changes and confirm that they will not affect the Approved Purposes including expected quality.

 

Cost transfer from :

Cost transfer to:

Amount (£)

Effect of Transfer

N/A

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                b) Cash Flow

                Enter the expected timing of expenditure of the total Balance (A-C) calculated above and the funding sources to cover the expenditure

 

 


To date

Next  Qtr

2nd Qtr

3rd Qtr

4th Qtr

5th Qtr

Later 

Total to

Completion

Expenditure of Approved Cost

Enter

Total of C above

 

 

 

 

 

 

Enter

Total of A above

Funded by:

 

 

 

 

 

 

 

 

NHMF

£1,228,569

 

 

 

 

 

 

£2,356,357

Other source (1)

 

 

 

 

 

 

 

 

Other source (2)

 

 

 

 

 

 

 

 

Other source (3)

 

 

 

 

 

 

 

 

Total Funding (to equal Expenditure of Approved Cost)

£1,228,569

 

 

 

 

 

 

 

 

£2,356,357

 

 

 

 

 

 

 

 

 

 

 

 

 

7.            Procurement

Enter the current procurement status of any significant goods, works, or services currently being procured for the project, or awarded since the last Report. 

 

Goods/Works/

Services : brief description

Approx Value

EU procurement

Applies?

Yes./No

No of tenderers

Date of tender return

Date of award

Selected Contractor/supplier/

consultant

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

              Identify any goods/works/services not awarded to the lowest tenderer and provide reasons why the selected supplier/consultant/contractor offered best value for money.

 

8.             Property Ownership and Possession

                Note any evidence provided at the request of NHMF or the Project Monitor.

 

Property Description and evidence provided

Date evidence provided to NHMF

 

N/A

 

 

 

 

 

9.             Insurance

 

Enter the insurances you have effected:

 

Cover

Effective From Date

Expiry Date

 

Employer Liability Insurance

21/10/00

20/10/01

Computer Insurance

 

21/10/00

21/10/01

Office Insurance: Including Goods In Transit & Officers Liability Insurance.

 

21/10/00

21/10/01

 

10.          Appointment of  Staff  (Revenue Elements only, if any)

 

List the salaried staff  appointed (applicable to “Revenue” elements of project only) since your last Report and the total number of volunteers currently employed (if any). 

 

a)       Salaried Staff (Note: applicable only to staff whose salaries are included as Eligible Costs in the Approved project.

 

 

Position

Date Appointed

Job Description sent to NHMF (Yes/No)

Media in which advert placed

Employment

Contract to NHMF (Yes/No)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

b)       Volunteer Staff 

The total number of Volunteer staff  employed at present is …………11…… (Details are provided with PM3 (Part1)

 

11.           Statutory Consents

 

Enter the status of the principal statutory consents required to complete the project

 

Consent Required

Granting Authority

Actual or expected date of consent

Planning

 

N/A

 

Listed Building

 

 

 

Scheduled Monument

 

 

 

Others

 

 

 

 

12.          Publicity and Grant Acknowledgement

 

Enter displayed acknowledgement, press releases, or other publicity issued since the last report:

 

Description

Date Issued

Approved by NHMF (Yes/No)

Displayed acknowledgement

 

N/A

 

Press Releases issued

 

 

 

 

 

Publicity issued

 

 

 

 

 

 

 

 

13.          Photographic Records

Y

 
               

Confirm that you are making photographic records of the project                                              Y

 

 

 

 

 

 

14.          Special Conditions

 

Indicate progress towards satisfying the Special Conditions (if any) noted in the Contract:

 

No

Special Condition

Target Date for  compliance

Current Status

 

See Annex 3                          

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name of Grantee: Scottish Archive Network

 

Address: Thomas Thomson House, 99 Bankhead Crossway North, Edinburgh, EH11 4DX

 

 

Signed for Grantee: …Ishbel Barnes……………………………………………………..

 

Date:                                       16/03/01………………………….


 

Annex 1 Sub Project Reports

 

Online Catalogues project

 

Initial visits were paid to Northern Health Services Archive, Aberdeen (6 February), and to Glasgow Caledonian University (27 February).  Arrangements began to be made for initial visits to the few archives where we have yet to visit, mostly because of the distance from Edinburgh.

 

Work was formally started on the collections description for Northern Health Services Archive, and continued at Dundee City Archives and Aberdeen University Library Special Collections/Archives.

 

The checking of the reviewed data from the Royal College of Physicians and Surgeons, Glasgow, was completed, and some suggestions as to the best means of compiling the data in some awkward cases were made.  The College’s archivist visited on 26 February to discuss the work, and will further consider how best to close off work on this archive very soon.  A visit was paid to the Scottish Theatre Archive in an effort to bring the conclusion of its work closer.

 

Meetings with the recently appointed Fife Council Archivist and the head of a Scottish place-names studies institute were attended.  Alan Borthwick attended as a group member a meeting of the HE Archives Hub Steering Committee in Manchester, 21 February.

 

Three students were interviewed with a view to their undertaking some transfer of data from our old MS Word-based collection description entries to the in-house “Wee Arkis” Access database, which will allow simple transfer in the long run to the ARKIS II system.  It is hoped that we shall be able to start the students on the work in early April.

 

The general staffing position eased further during the month when a 12 March start-date was confirmed for another casual (part-time) member of staff.  As a very experienced archivist it is unlikely that he will require much training before he becomes effective.

 

An important set of comments on the “Collections Description Guidelines” was received on 13 February, which will allow revised “Guidelines” to be issued, perhaps during April.

 

Internet Resources project

Progress

 

It was still not possible to link the SCAN knowledge base to a database/searchable mechanism in February. It is hoped that this will be made available in early March in time for the meeting of the Users Group/Participating Archives working group.

 

The registration process was automated by the designers, but something in the way our server is set up is preventing this information from being automatically added to a database as planned. Therefore registration requests were manually added by Joanna. This should be resolved in March. 

 

More enquiries/points were posted to the Forum. In some cases either Joanna or Robin posted answers to queries. Joanna will ask Bill to look into threading the Forum into a series of themed discussion areas in March. 7 Enquiries were received via the email form and Joanna answered them or forwarded them within a few days of receipt.

 

Joanna added a ‘property’ section to the ‘Virtual Strongroom’ and a ‘GRO(S)’ section to the SCAN ‘Bookshop’.

 

Joanna met with Robin Prior of ADS data services on 28 February to discuss some potential data capture work. Joanna also met with the design company Evolution Design on 27 February, to discuss some redesign work for SCAN publicity material as the existing material is out of date/irrelevant. Joanna drafted new leaflets/publicity material in preparation for the meeting.

 

Joanna emailed all the participating archives on Thursday 15th February to ask for information for various parts of the website. 2 responses were received in February.

 

Joanna liaised with Alec Murdoch to try and agree a schedule for the Users/PAWG meeting on 10 March in the absence of Stuart Low who was on annual leave at the time.

 

Joanna and Robin met with Margaret McBryde of the NAS to discuss the NAS’ plans for educational resources and how best to co-ordinate them with SCAN. Joanna and Robin attended a meeting with Simon Taylor on 14 February re Scottish placenames. Robin Urquhart met with Bruno Longmore of GRO(S) about quality control of Knowledge Base places entries on 23 February. Robin visited the Scottish Life Archive on 26 February to carry out research for the NRM exhibition. Joanna and Robin met with Carol Parry of Royal College of Physicians and Surgeons of Glasgow on Monday 26 February to discuss potential contributions to the Knowledge Base/Research Tools parts of the SCAN site.

 

Training and Outreach

Joanna Baird continued to attend the Scottish Enteprise ‘Marketing Advance Programme’ with Hazel Anderson and Stuart Low.  A meeting was held with the SCAN business manager assigned by Scottish Enterprise – Cathy Black - on Friday 9 February and then Joanna held a further meeting with her on Thursday 22 February. Joanna will draft an interim report outlining current ideas in March.

 

Digitisation

Technical problems continued to trouble the Kontron camera and therefore Joanna asked  the National Library if they could borrow their Kontron camera until the new SCAN one arrives at the end of March. They agreed to this and the NLS camera was in place on Friday 9th February.

 

Testaments Project

Digital capture

Modifications to the 120° book cradle were carried out by IKM at the beginning of February. These enabled the single page capture programme to be started with St Andrews testaments (CC20/7) and a number of Aberdeen warrants (CC1/6)

In accordance with the requirements of the HLF monitors a report on the comparative costing of double page and single page imaging was completed and sent off on 19 February. A report on image quality was sent to the HLF monitors on 7 February.

 

Conservation

Work continued on the Edinburgh testaments volumes (CC8/8) and the Aberdeen warrants (CC1/6). The GSU volunteers drew Peter’s attention to the very poor condition of a Glasgow volume (SC36/48/1), as a result of which he assessed the first 20 volumes of this series. Fortunately, only the first volume was found to be in need of conservation, and this has now been put in hand.

 

Editorial

Nine further commissariots – Elgin, Jedburgh, Kirkcudbright, Linlithgow, Nairn, Peebles, Selkirk, Stornoway, Wick - were indexed and paginated by the GSU volunteers.

 

Margaret continued indexing 19th century registers of Duns and Ayr, as well as selecting pre-1823 Stirling warrants for capture. She also selected wills and wrote captions for dissemination material at Tartan Day.

 

Jane continued compiling a list of occupations from the Edinburgh wills to put on the SCAN website. She was also able to make a start on her main task of linking digital images to their correct index entries.

 

Hazel attended a SCAN meeting with Simon Taylor of St Andrews University, the head of a Scottish place-names studies institute.

 

Liaison with NAS Reader Services

Two requests were received from the public search rooms for Aberdeen warrants (CC1/6) out to SCAN. As a result, 182 images were captured and CD Roms produced for readers. It was decided not to undertake any further ad hoc capture of the warrants, but to start a programme for their capture in April, after the installation of the second 120° book cradle.

 

Publications and Education Branch requested images of 11 pages of Edinburgh testaments.

The work of identification, conservation, digitisation and general administration for all these requests took 45 hours.

 

Hazel also attended a meeting of the Electronic Access for Readers Working Group on 21 February at West Register House.

 

 

 

 

 


Throughput Reports

 

Throughput Report

Internet Resources (For detailed breakdown of stats please see appendix 1 attached)

 

 

February 2001 - predicted

February 2001

- achieved

March 2001 - predicted

Cumulative Totals

Knowledge Base entries – added to site (figures begin from December 2000)

12

20

15

50

Palaeography texts, tips and transcripts added

2

2

2

8

Bookshop entries added

1

1

0

10

 

Virtual Strongroom  Research Tools entries added

0

1

 

4

Featured Documents’ added

2

2

3

64

Images created (inc JPEG copies made for web)

300

225

300

1583

What’s New entries added (figures to begin from December 2000)

1

2

2

N/A

Exhibition entries added (caption and image)

0

0

0

38

Directory entries added (figures begin from November 2000)

1

2

2

 

Press Box content added

0

0

0

2

Visits made/talks given

0

0

4

37

Microsites added/linked

0

1

1

1

Registered users

-

45

-

243

Enquiries received

-

7

 

22

Forum postings

-

25

 

54

Articles written

0

0

 

1

Web statistics

 

 

 

 

Requests

-

63057

 

252054

Pages

-

30359

 

124506

 

Milestones Achieved

No major milestones were achieved during February 2000

 

 

Online Catalogues

 

All figures contained within separate Excel spreadsheet.

Testaments

February 2001

Editorial

 

February 2001  predicted

February 2001  achieved

March 2001

predicted

Cumulative total

Index entries created

17500

18671

18500

137731

Vols/pages numbered

100/70000

166/134622

150/125000

1012/912809

Index/image linking  ß

 

 

 

 

Vols

-

1

3

1

Images

-

479

1400

479

Index entries

-

118

345

118

 

 

Conservation

February 2001 predicted

February 2001  achieved

March 2001

predicted

Cumulative total assessed

Volumes

Assessed/

Paginated

 

20/20

20/10

20/15

222

Volume pages

cleaned

repaired

2500 + 200

3790 + 380

2500 + 200

55797 + 5477

=

61274

Volumes completed

10

6

10

121

Loose documents assessed

0

0

0

26075

Loose documents cleaned/ repaired

500pp

(= 250ff)

482 pp

(= 241 ff)

1100 pp

(= 550 ff)

2704 pp

(= 1352 ff)

 

At 28 February there were 1133 volumes of the total of 2033 volumes ready for digital capture = 55% of the total.

 

These figures break down as follows:

 

Pre-1823 volumes: 121 completed (including conservation) out of 567  = 21%

Post-1823 volumes: 1012 completed out of 1466 = 69%

 

Digital capture

February predicted

February  achieved

March  predicted

Cumulative total

Vols captured

20

36

40

94

Double pages

8000

19199

20000

36847

Single pages

3000

5878

7500

5878

Vols quality checked

15

31

35

74

 

Annex 2

 

HLF Contract Special Conditions

 

  1. Fulfilled. The Scottish Archive Network follows all Scottish Executive procurement rules. This has been verified by Mr J Grady, Chief Procurement Officer NAS.

 

  1. SCAN believes that it is carrying out the Works and procuring the Works in a professional manner in accordance with currently accepted best practice in the Information Technology industry.

 

  1. Fulfilled.

 

  1. Detailed cost plan submitted and agreed with the HLF.  No changes in expenditure have been made without prior written approval.

 

  1. Signed monthly project reports and monthly cash flows are submitted to the HLF.

 

  1. The Project Initiation Document was submitted to the HLF as requested.

 

  1. Insurance has been obtained and full details given to the HLF.

 

  1. An ICT report was prepared and the tendering process undertaken as agreed.

 

  1. SCAN believes it has fulfilled and is fulfilling this condition.

 

  1. SCAN has submitted to the HLF its draft cataloguing standards

 


 

11.1

A

Schedule of Requirements for the Supply of Digital Cameras

October 1999

 

 

Information and Communications Technology Requirements

March 1999

 

 

Information and Communications Technology Tender Document

February 2000

 

 

Test plan submitted for installation of ICT equipment

October 2000

 

 

Data Capture Specification for Indexes

November 1999

 

 

Website design specification

November 1999

 

b)

Evaluation and selection criteria for ICT equipment submitted in evaluation report “SCAN ICT Requirements Tender Report”

April 2000

 

 

Book Cradle Evaluation

July 2000

 

 

Web Site Tender Evaluation

January 2000

 

 

Camera Evaluation for HLF

May 2000

 

 

Resolution Requirements for Testaments

May 2000

 

 

Data Capture Tender Evaluation

December 2000

 

c)

Weekly backups and daily incremental backups take place for all SCAN information (excluding images)

 

Uncompressed TIFF images are written to DLT and stored locally

 

Compressed JPEG images are written to the Internet Server where a backup is taken weekly

 

 

d)

 

 

 

e)

 

 

 

f)

 

 

 

g)

All manuals received for ICT equipment and standard operation of digital cameras

 

Additional operator manual developed with GSU for the use of the digital camera

 

12.1

 

A presentation and report covering the entire ICT requirements for the project was given

May 2000

 

 

Information and Communications Technology Requirements

March 1999

 

 

Information and Communications Technology Tender Document

February 2000

 

 

Test plan submitted for installation of ICT equipment

October 2000

 

 

Data Capture Specification for Indexes

November 1999

13

 

Escrow discussed for deposit of digital images. SCAN has a contract clause with GSU to provide mutual restore and backup of digital images

 

14

 

Not done but there are all such applications to date have been developed, and belong to, Scottish Archive Network

 

 

 

 

  1. SCAN has fulfilled this condition: VAT is fully recovered.

 

  1. SCAN supports the extensibility of membership of the Scottish Archive Network with no financial implications

 

  1. SCAN has fulfilled this condition.

 

  1. This is accepted by SCAN.

 

  1. This is accepted by SCAN.

 

  1. This is accepted by SCAN

 

  1. The additional funding required by the HLF was secured.