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Form PM3 ( Interim
Report2:
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FORMAT OF PROGRESS REPORT |
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(To be submitted by Grantee with each grant drawdown application, or at intervals no greater than 3 months) |
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Form PM3(Part 2-Capital)
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Project Title: |
Scottish Archive
Network |
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Project Ref No: |
DG-95-05231 |
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Name of Grantee: |
Scottish Archive
Network |
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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 |
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Report No: |
22 |
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Report Date: |
14 Feb 2001 |
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Covering Period: |
Jan 2001 |
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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.
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The project remains within budget and is scheduled to be
completed on time. |
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See annex 1 for detailed progress and throughput reports. |
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See annex 2 for Project Board Minutes (17-01-01) |
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See annex 3 for update on special conditions |
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See annex 4 for details of participating archives who
have requested installation of PCs. |
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2. Partnership Funding
Enter progress towards securing
partnership funds
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Source of
Funding |
Amount
expected (A) |
Amount
received to date (B) |
Balance
to come A-B) |
Date
balance expected |
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NAS |
£425,967 |
£72,845 |
£353,122 |
Aug 2002 |
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GSU |
£703,785 |
£120,750 |
£583,035 |
Aug 2002 |
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1,129,752 |
193,595 |
936,157 |
Aug 2002 |
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Totals |
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Explain
any changes to sources of Partnership Funding since the last Progress Report
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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.
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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 |
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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 ).
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Amount of cost transfer (£’000) |
Cost transfer from (cost element): |
Cost transfer to (cost element): |
Effect on delivery of Approved Purposes |
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N/A |
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4. Review of Design Drawings and
Documentation
Enter any design reviews or
comments received from NHMF or its Project Monitors since your last report
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Work element for which Design/Document review has been
carried out |
Date reviewed |
NHMF/Project Monitor’s comments (if any) |
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N/A |
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5. Timetable/Programme
Enter progress compared with the
agreed Timetable/Programme for key activities
Grant Expiry Date:
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Key
Activity or milestone |
Planned
completion date |
Actual
(or currently forecast)
completion date |
Variance |
Comment |
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See Annex 1 |
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Overall Project Completion |
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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).
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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) |
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Staff |
£2,170,889 |
£1,034,698 |
£1,034,698 |
£680,320 |
£-354,378 |
£354,378 |
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Internet Server |
£449,700 |
£374,750 |
£374,750 |
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£-374,750 |
£374,750 |
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Communication |
£51,222 |
£28,018 |
£28,018 |
£15,750 |
£-12,268 |
£12,268 |
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Digitisation |
£349,191 |
£198,750 |
£198,750 |
£113,595 |
£-85,155 |
£85,155 |
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Other |
£543,500 |
£336,650 |
£336,650 |
£164,444 |
£-172,206 |
£172,206 |
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Contingency |
£2,631,805 |
£98,645 |
£98,645 |
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£-98,645 |
£98,645 |
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VAT |
N/A |
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Totals |
£6,196,307 |
£2,071,511 |
£2,071,511 |
£974,109 |
£-1,097,402 |
£1,097,402 |
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.
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Cost transfer from : |
Cost transfer to: |
Amount (£) |
Effect of Transfer |
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N/A |
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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
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To date |
Next Qtr |
2nd Qtr |
3rd Qtr |
4th Qtr |
5th Qtr |
Later |
Total to Completion |
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Expenditure
of Approved Cost |
Enter Total of C above |
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Enter Total of
A above |
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Funded
by: |
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NHMF |
£974,109 |
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£2,071,511 |
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Other source (1) |
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Other source (2) |
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Other source (3) |
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Total Funding (to equal Expenditure of Approved Cost) |
£974,109 |
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£2,071,511 |
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.
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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 |
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Digital Cameras x 3 |
£33,000 |
Yes |
3 |
01/01 |
18/01/01 |
IKM |
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Bookcradle/Copystand x 1 |
£11,000 |
Yes |
N/A |
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IKM |
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Computer Equipment |
£11,000 |
Yes |
N/A |
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Computacentre |
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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.
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Property
Description and evidence provided |
Date
evidence provided to NHMF |
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N/A |
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9. Insurance
Enter the insurances you have
effected:
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Cover |
Effective
From Date |
Expiry
Date |
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Employer Liability Insurance |
21/10/00 |
20/10/01 |
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Computer Insurance |
21/10/00 |
21/10/01 |
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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.
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Position |
Date
Appointed |
Job
Description sent to NHMF (Yes/No) |
Media in
which advert placed |
Employment Contract
to NHMF (Yes/No) |
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Curatorial |
08/01/01 |
Yes |
Scottish Exec Recruitment |
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Preservation Asst |
08/01/01 |
Yes |
Scottish Exec Recruitment |
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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
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Consent
Required |
Granting
Authority |
Actual or
expected date of consent |
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Planning |
N/A |
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Listed Building |
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Scheduled Monument |
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Others |
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12. Publicity and Grant Acknowledgement
Enter displayed acknowledgement,
press releases, or other publicity issued since the last report:
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Description |
Date
Issued |
Approved
by NHMF (Yes/No) |
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Displayed acknowledgement |
N/A |
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Press Releases issued |
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Publicity issued |
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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:
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No |
Special Condition |
Target Date for compliance |
Current Status |
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See
Annex 3 |
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Name of Grantee: Scottish Archive Network
Address: Thomas Thomson House, 99 Bankhead Crossway North,
Edinburgh, EH11 4DX
Signed for Grantee: …Ishbel Barnes……………………………………………………..
Date: 14/02/01………………………….
Online Catalogues Project
The month’s main news is the formal start of a new member of staff, Jenny
Cutts, on 8 January. She was given a few
days’ training by Alan Borthwick, and by the end of the month had begun to
create some collection description entries for NAS records, as well as
migrating some of our existing data into the in-house designed “Wee Arkis”
Access database (from which data should be readily migrated to ARKIS). At the end of the month, Jenny also began to
undertake collection description work at Dundee City Archives.
Nicola Mills spent most of the month working in Aberdeen University
Library Special Collections Dept revising collection descriptions started last
year by Rachael Third.
Niall Taylor (IT) spent more time upgrading his “Wee Arkis” database,
including a visit to Sweden to improve his knowledge of ARKIS. This value of this work will be realized when
ARKIS becomes fully available to us.
Niall will also be the main contact for installation of PCs in
participating archives, the deadline for applications for which (for the first
wave of supply) was the end of January.
Alan read over the remainder of the Scottish Theatre Archive collection
descriptions: a small number of queries remain.
About a quarter of data returned after review by the Royal College of
Physicians & Surgeons, Glasgow, was checked over. A response was received from Lothian Health
Services Archive about their collection description data, and further action is
required here.
Alan Borthwick discussed with two likely casual members of staff the
range of SCAN’s work, with a particular emphasis on where these people would
work. At the end of the month these
people had not started work, and for various reasons it is unlikely that they
will have started in February.
Alan Borthwick attended the HE Archives Hub Phase 2 applications
assessment day, as SCAN’s representative, having undertaken some of the
pre-meeting assessment himself. This is
an important networking project for SCAN to keep in touch with, and it is
pleasing that Alan has been invited to sit on the Hub’s Steering Committee. Alan also gave a talk about the work of SCAN
to the Glasgow & West of Scotland Family History Society, 15 January.
Internet
Resources project
Progress
Some work continued on correcting and adding material to the original site design. Most notably, a considerable amount of time was spent by both Robin Urquhart and Joanna Baird resizing the images and pages used in the ‘North by Northwest’ exhibition to make them more visible. The NRM staff approved the changes.
Joanna Baird completed a microsite for Perth and Kinross Council Archives and included a link from the ‘directory’ to the microsite. Perth and Kinross approved of the work done.
It was still not
possible to link the SCAN knowledge base to a database in January. A database
for the ‘places’ part of the Knowledge Base has been constructed but requires
quality checking and testing in February and March before adding to the
website.
5 days were lost
due to illness (3 days to Robin and 2 to Joanna) during the course of January.
In addition, Joanna took the last week of January/beginning of February as
annual leave.
The online contact and registration forms were made to function. Joanna created a temporary database to store the registration information which was manually added by the team for the time being. The designers agreed to automate this process. The discussion forum begun to be increasingly used for the purpose which it was intended. Both the Internet Resources team and Alan Borthwick have spent some time answering forum enquiries were relevant. It should be possible to turn some of the queries there into Knowledge Base entries. It was agreed to leave the Forum open to anyone for the time being though it is intended to make it threaded into separate discussions – accessed by registered users only – in the future. Some 15 enquiries were received via the website form and these were passed to Joanna by Stuart Low. These varied from general comments on the site content and design to specific genealogical and general enquiries. These were all answered within a few days of receipt.
Training and Outreach
Joanna Baird begun attending the Scottish Enteprise ‘Marketing Advance Programme’ with Ishbel Barnes and Stuart Low. Robin Urquhart held a meeting with Mr S Scanlin regarding possible volunteer work for the SCAN knowledge base.
Digitisation
Technical
problems continued to trouble Gary Clelland and more time was spent repairing
the digital camera than imaging. The results of imaging were inconsistent from
day to day and therefore no stock jobs could be undertaken - only a certain
amount of adhoc imaging on demand. The results were not of a high standard. The
curtains were moved in the camera room to allow more room for the new camera
table. This was arranged by Bob Philips of the NAS.
Testaments Project
Modification of
the dCam software and calibration procedures for the cameras led to elimination
of the problems with colour balance.
Accordingly, rather than institute a programme of partial retakes based on the
quality control reports it was decided to recapture all the volumes in their
entirety. This has now been completed. No single pages were captured in
January, as the book cradle and camera could not be operated in conjunction to
produce images at the required level of
resolution. In consultation with the manufacturer of the book cradle
modifications were agreed to produce the desired operating level. These
modifications will be carried out at the beginning of February.
Tenders for the
next camera procurement were received by the reply deadline of 12 January 2001
from BIODETEK GmbH, Karanis Ltd. and IKM Micrographic. After gaining further
information about the type of shutter they recommended, the contract to supply
the cameras was awarded to IKM Micrographic. (See Appendix 1 for tender
report). Another 180° book cradle and copy stand was ordered from IKM for one
of the new cameras. The other camera will be mounted on a new book cradle and
copy stand to be provided by the GSU.
Liaison with NAS Reader Services
Three
requests were received from the public search rooms for testaments currently
out to SCAN. As a result, 22 images were captured and printed copies produced
for readers. The work of identification, digitisation and general
administration for these requests took about 5 hours.
Internet Resources (For detailed breakdown of stats please see the following document
“Internet Resources performance detail 0101” in same folder)
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January 2001 – predicted |
January 2001 |
February 2001 - predicted
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Cumulative Totals |
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Knowledge Base entries – added to site (figures begin from December 2000) |
10 |
10 |
12 |
30 |
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Palaeography texts, tips and transcripts added |
2 |
3 |
2 |
6 |
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Bookshop entries added |
1 |
0 |
1 |
10 |
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Virtual Strongroom Research Tools entries added |
0 |
0 |
0 |
3 |
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‘Featured Documents’ added |
3 |
2 |
2 |
62 |
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Images created (inc JPEG copies made for web) |
350 |
288 |
300 |
1358 |
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What’s New entries added (figures to begin from December 2000) |
3 |
2 |
1 |
N/A |
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Exhibition entries added (caption and image) |
0 |
0 |
0 |
38 |
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Directory entries added (figures begin from November 2000) |
0 |
2 |
1 |
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Press Box content added |
1 |
0 |
0 |
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Visits made/talks given |
0 |
0 |
37 |
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Microsites added/linked |
1 |
0 |
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Registered users |
- |
198 |
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Enquiries received |
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15 |
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Forum postings |
- |
29 |
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Articles written |
0 |
0 |
1 |
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Web statistics |
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Requests
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- |
97043 |
188997 |
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Pages |
- |
48961 |
93147 |
Milestones Achieved
No major milestones were achieved during January 2000
Testaments
Editorial |
January 2001 predicted |
January 2001 achieved |
February predicted |
Cumulative total |
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Index entries created |
12000 |
18668 |
17500 |
119060 |
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Vols/pages numbered |
80/39421 |
103/72315 |
100/70000 |
846/778187 |
Conservation |
January 2001 predicted |
January 2001 achieved |
February 2001 predicted |
Cumulative total assessed |
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Volumes Assessed/ Paginated |
20/20 |
35/8 |
20/20 |
202 |
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Volume pages cleaned repaired |
2500 + 200 |
3054 + 243 |
2500 + 200 |
52007 + 5097 = 57104 |
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Volumes completed |
35 |
14 |
10 |
115 |
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Loose documents assessed |
0 |
0 |
0 |
26075 |
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Loose documents cleaned/ repaired |
500 pp (=250 ff) |
500 pp (= 250 ff) |
500pp (= 250ff) |
2222 pp (= 1111 ff) |
At 31 January there were 961 volumes of the total of 2033
volumes ready for digital capture = 47% of the total.
These figures break down as follows:
Pre-1823 volumes: 115 completed (including conservation) out of 567
= 20%
Post-1823 volumes: 846 completed out of 1466 = 57%
Digital capture |
January predicted |
January achieved |
February predicted |
Cumulative
total |
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Vols
captured |
12 |
16 |
20 |
58 |
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Double
pages |
5000 |
9840 |
8000 |
17648 |
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Single
pages |
3000 |
0 |
3000 |
0 |
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Vols
quality checked |
15/9000 |
15/8302 |
15/12000 |
43/23083 |
Appendix 1
Report on second SCAN Camera Procurement
1.1. After three days of testing at Thomas
Thomson House in November 2000 with a prototype Atmel Camelia 8M camera
supplied by the GSU it was decided to buy three of the cameras for SCAN. Two of
the cameras were required for the Testaments project and the other one for
Internet Services.
1.2 Invitations to tender for
the following equipment were accordingly sent out on Thursday 14 December 2000,
with a submission date of 12 January 2001:
3 x Atmel Camelia 8M, with high grade CCD
3 x Controller
3 x LCD or mechanical shutter to conform with
3 x Schneider enlarging lens with helical mount
Lens: Apo-Componon 4, 0/60
Code
no. 14802
Mount: Code no. 11726
Delivery of the equipment was required by 31 March 2001
