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:

33

 

Report Date:

31 Jan 2001

 

 

 

 

 

 

 

 

 

 

 

 

Covering Period:

Dec 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.

See annex 2 for update on special conditions.

The minutes of the Project Board held in December are attached at Annex 3.

The Project Performance Information is now held on the accompanying spreadsheet.

 

 

 

 

 

 

 

 

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

£113,618

£312,349

Dec 2002

GSU

£703,785

£328,366

£375,419

Dec 2002

 

 

 

 

 

 

£1,129,752

£441,984

£687,768

Dec 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

£1,786,052

£1,786,052

£1,242,825

£-543,227

£543,227

Internet Server

£449,700

£  412,225

£  412,225

£  183,069

£-229,156

£229,156

Communication

£51,222

£    41,018

£  41,018

£    36,400

£   - 4,618

£    4,618

Digitisation

£349,191

£217,500

£217,500

£  256,845

£   39,345

£ -39,345

Other

£543,500

£477,600

£477,600

£  337,447

£-140,153

£140,153

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contingency

£2,631,805

£135,506

£135,506

 

£-135,506

£135,506

VAT

N/A

 

 

 

 

 

 

 

 

 

 

 

 

Totals

£6,196,307

£3,069,901

£3,069,901

£2,056,586

£-1,013,315

£1,013,315

 

 

                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

£2,056,586

 

 

 

 

 

 

£3,069,901

Other source (1)

 

 

 

 

 

 

 

 

Other source (2)

 

 

 

 

 

 

 

 

Other source (3)

 

 

 

 

 

 

 

 

Total Funding (to equal Expenditure of Approved Cost)

£2,056,586

 

 

 

 

 

 

 

 

£3,069,901

 

 

 

 

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

21/10/01

20/10/02

Computer Insurance

 

21/10/01

21/10/02

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

 

21/10/01

21/10/02

 

 

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 2                          

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name of Grantee: Scottish Archive Network

 

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

 

 

Signed for Grantee: …Rob Mildren……………………………………………………..

 

Date:                                       31/01/02………………………….


 

Annex 1

 

Sub Project Reports

 

1.         Online Catalogues project

 

Progress:

Work on collection description creation continued in the following archives:

 

Heriot-Watt was a new start; and the work, essentially migrating data created for the Archives Hub project, was completed.  The initial draft of Stirling University’s data was completed.

 

Editing work took place on

 

Alan Borthwick visited the Archdiocese of Glasgow Archives to assess the possibility of their becoming a participating archive, 12 December.  The Archdiocese Archives should be able to contribute collection level description data in a reasonable form for our purposes.

 

Training and Outreach:

Alan Borthwick attended the first NANURG review meeting, London, 5 December; and one session of the Edinburgh equivalent, 13 December.  Jenny Cutts also attended one session of the latter meeting.  Alan also attended the Archives Hub bid evaluation meeting, London, 4 December, at which applications for funds from the Hub were reviewed.  He spoke to two students and their supervisor from the HATII M.Phil course in Digital Preservation, University of Glasgow, on 10 December.

 

Caroline Brown and Helen Kemp attended an in-house seminar on the development appraisal part of the new Scottish Executive performance management system, 13 December.

 

 

 

 

 

 

 

2.         Internet Resources project

 

Progress:

 

Joanna Baird and Robin Urquhart compiled a list of NAS docs requiring to be digitised for the SCAN website. This was submitted to NAS conservation department on Friday 21st December for consideration.

 

Addition of the early NAS Parliamentary Volumes (PA5/1 and PA5/2) to the Stair Society website was completed on 18th December. NAS staff were informed of the work. It is planned to publicise the new material when the required domain name has been transferred to the SCAN server in January 2002. Work continued on selection of emigration material for the website in preparation for addition to the live site.

 

Joanna drafted a list of criteria for digitisation which might be used to invite material from participating archives for Local History Week 2002.

 

John Malden begun work on the editing of burgh entries in preparation for loading them on the Knowledge Base in 2002.

 

Preparation for the NANURG meetings continued at the beginning of December. Some time was spent by Robin and Joanna preparing the required paperwork in time for the HLF Annual Review on 14th January.

 

Joanna posted a document outlining progress on the Knowledge Base, created by Robin, into html pages and added a link to them from the Users Group and Participating Archives discussion inviting comment and feedback.

 

Training and Outreach:

 

Joanna attended both sessions of the NANURG evaluation day in Manchester on 11 December. Robin attended one NANURG evaluation session in Edinburgh on 13th December.

 

There were two meetings ( 12 and 18 December) with Chris Elvery of Lothian e-Enabling Enterprise to discuss the setting up of a website for marketing the testaments images.

 

Joanna Baird attended a meeting of the VisitScotland genealogy steering group on 19th December which was followed by a meeting with Ian Galbraith of Scots Origins.

 

Robin Urquhart visited General Register House and West Register House for research.


Digitisation

 

3.         Testaments Project

 

Progress:

 

Digital capture:

 

Digitising of the following series with the Atmel cameras continues:

 

Digitising of the following series with the Kodak cameras continues:

 

Registers in the following commissariot have also been captured this month:

 

On 12 December the controller box of one of the Atmel cameras broke down. It was sent to IKM in Germany for repair and is due for return early in the New Year. As a result, the camera has been out of production. In view of the disruption caused by this breakdown it was decided to order an extra controller box for use in emergencies. Extra server capacity was successfully installed on 21 December.

 

 

Conservation:

 

Dagmar and Ann continued with preparation of the registers of

 

NAS conservators completed work on the Edinburgh registers, in accordance with the plan agreed in October. GSU volunteers are now paginating these registers.

 

Editorial:

 

Work on index/image linking by the GSU volunteers of the Edinburgh Inventories (SC70/1/1-176) was complete up to volume 111 by the end of the month 

Jane and Margaret continued the linking of images and index entries (and recording variants of surname and forename spellings) for the St Andrews Testaments registers (CC20/4).

Hazel began quality control of index/image linking of the Edinburgh Inventories.

Nicola Mills compiled lists of occupations (with variant spellings) from the pre-1800 indexes.

 

Staff, training and outreach:

 

The following visits took place during the month:

 

Hazel attended an inaugural meeting for the proposed British Surnames Thesaurus Project at the Public Record Office on 4 December. She also attended the morning session of the NANURG evaluation day in Edinburgh on 13 December.

There were two meetings ( 12 and 18 December) with Chris Elvery of Lothian e-Enabling Enterprise to discuss the setting up of a website for marketing the testaments images.

 

Five enquiries about wills were received and answered during the month (four from Historical Search Room colleagues, and one directly from a reader).

 Annex 2

 

HLF Special Conditions

 

 

1.1

Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence.  Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes.  Any material divergence from such terms requires the Approval of NHMF.

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

1.2

Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence.  Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes.  Any material divergence from such terms requires the Approval of NHMF.

 

1.3

NHMF may reduce the Grant by such amount as it thinks fit up to an amount which bears the same proportion to the difference between the lowest tender price and the price of the tender accepted by the Grantee as the Grant bore to the original cost of the Approved Purposes if NHMF, in its absolute discretion, disagrees with the reason given by the Grantee for not accepting the lowest tender.

 

1.4

The Grantee agrees that it shall only accept tenders that it believes in good faith will result in the Approved Purposes being carried out to the standard prescribed by Special Conditions 2 and 9 of this Contract.

 

2.

The Grantee shall carry out the Works or shall procure that the Works are carried out in a professional manner in accordance with currently accepted best practice in the Information Technology industry.  The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application, design, testing, documentation, installation and maintenance and in the area of the preservation of digital materials.

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

3.

Prior to commencing the Works the Grantee shall secure to NHMF’s satisfaction all necessary planning permissions building consents and statutory approvals.

Fulfilled

4.

Prior to commencing the Works the Grantee shall prepare a detailed cost plan for carrying out the Approved Purposes in a format which has been agreed in advance by NHMF and shall submit the same to NHMF for Approval.  Thereafter the Grantee shall spend the Grant and other funds provided for the Approved Purposes only in accordance with the Approved cost plan (“the Cost Plan”).  The Grantee must obtain prior written Approval for any changes in expenditure which are not in accordance with the details of the Cost Plan and in particular for movement of funds between the various elements of the Cost Plan.

Detailed cost plan submitted and agreed with the HLF.  No changes in expenditure have been made without prior written approval. The budget has been updated following the PID review and a report detailing the variations form the original budget estimates has also been submitted for discussion with the HLF at our next quarterly meeting

 

5.

Prior to commencing the Works the Grantee shall prepare a draft monthly project report form and a draft monthly cash flow report form and shall submit the same to NHME for Approval.  Thereafter the Grantee shall submit signed monthly reports in the Approved forms to NHMF until the Approved Purposes have been fulfilled.

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

6.

Prior to commencing the Works the Grantee shall submit to NHMF for Approval a revised and updated programme for the Project.  For the avoidance of doubt the Programme shall contain details of the works to be carried out at the development stage.  The Grantee shall only carry out the Works in accordance with the Approved programme (“the Programme”) or any modification thereof Approved by NHMF.

The Project Initiation Document (PID) was submitted to the HLF as requested. The revised PID has also been submitted and discussed with the HLF

7.

The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance of the project on terms which note the interest of and are Approved by NHMF.

Insurance has been obtained and full details given to the HLF. Any renewal notices will automatically be dealt with by SCAN

8.

Prior to issuing invitations to tender the grantee shall prepare a report on the information and communication technology to be installed at the Property pursuant to the Approved Purposes and without prejudice to the generality of the foregoing the report shall include:-

An ICT report was prepared and the tendering process undertaken as agreed. The ICT infrastructure is now in place and has been paid in full. The next requirement will be to increase the data storage capacity as the digital imaging workflow increases

8.1       

a feasibility report

 

 

8.2

the specification for the Digital Deliverables

 

 

8.3

the design of the system which shall in particular include details of all interactives

 

 

8.4

the proposals for the purchase of network infrastructure.

 

 

On receipt of Approval for the report (“the ICT Report”) the Grantee shall prepare invitations to tender and tender evaluation criteria for such works and shall submit the same to NHMF for Approval.  Thereafter the Grantee shall issue invitations to tender in accordance with the Approved tender invitations and evaluation criteria.

 

9.

The Grantee shall carry out the information and communication technology works in accordance with currently accepted best practice in the Information Technology industry.  The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application specification, design testing, user and system documentation, installation and maintenance and in the areas of the preservation of digital materials.

 

SCAN believes it has fulfilled and is fulfilling this condition

10.

The Grantee shall submit to NHMF for Approval details of the standards that the Grantee intends to implement.

SCAN has submitted to the HLF its draft cataloguing standards

11.1     

Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report for the safeguarding and enhancement of, and public access to, the Property including without limitation its proposals for:

 

 

 

a)             such testing as may be necessary to demonstrate that the Digital Deliverables and capable of fulfilling the Approved Purposes

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)            such evaluation as may be necessary to demonstrate that the Digital Deliverables are capable of fulfilling the Approved Purposes

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)             the preservation and security of all data and other material collected or created  in the course of carrying out the Approved Purposes by the keeping of back-up                              copies of the Digital Deliverables and otherwise;

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

 

 April 2001

 

 

 

 

 

Uncompressed TIFF images are written to DLT and stored locally

November 2000 (and ongoing)

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

November 2000 (and ongoing)

 

d)            the form of licence(s) to be used by the Grantee permitting third party exploitation of the Intellectual Property;

This was included as part of the contract negotiations with the Genealogical Society of Utah. The HLF have a copy of this document July 1999

 

e)             the form(s) of assignment(s) consent(s) waiver(s) licence(s) or permission(s) to be used by the Grantee for the securing of third party rights in the Intellectual Property;

 

 

f)             error correction, maintenance and updating of the Digital Deliverables

Data flow diagram of the digitisation process available May 2001

 

Proposed data flow for the maintenance of distributed data for the online catalogues available from May 2001

 

g)            user manuals or instructions and interfaces for the Digital Deliverables and its use.

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. ser manual produced in association with the GSU for the installation, maintenance and delivery of digital imaging in June 2000

 

Guidelines for capture of fonds level descriptions produced by SCAN in September 2000

 

Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters.  The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports

 

11.2     

On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.

 

 

12.1

Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report on the hardware technology to be used with the Digital Deliverables (“the Hardware”) including without limitation its proposals for:

 

(a)           such testing as may be necessary to demonstrate that the Hardware is capable                                   of fulfilling the Approved Purposes;

 

(b)           such evaluation as may be necessary to demonstrate that the Hardware is     capable of fulfilling the Approved Purposes;

 

(c)           error correction, maintenance and updating of the Hardware; and

 

(d)           user manuals and instructions for the Hardware and its use.

 

Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters.  On receipt of Approval of the said monthly reports the Grantee shall implement the reports in carrying out the Approved Purposes.  The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports.

 

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

12.2

On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.

 

 

13.       

The Grantee shall enter into a deposit agreement with a third party Approved by NHMF for all Digital Deliverables and any associated or necessary software and applications and shall thereafter deposit escrow copies of the said Digital Deliverables on a basis to be agreed with NHMF.

 

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

Early discussions held with NCC

Follow Up Required

14.       

The Grantee shall ensure that all applications and software necessary to access use or present the digital deliverables are transferable to a third party.

 

Escrow discussed for deposit of any software packages

Early discussions held with NCC

Follow Up Required

15

The Grantee agrees that it shall take all reasonable steps to mitigate to NHMF’s satisfaction the amount of VAT payable upon, or to recover the VAT payable upon, or to recover the VAT attributable to, the cost of fulfilling the Approved Purposes.  The Grant shall be reduced by an amount which bears the same proportion to the VAT not payable or recovered as the Grant, prior to such decrease, bore to the original costs of the Approved Purposes.

 

 

SCAN has fulfilled this condition: VAT is fully recovered.

 

16

At the end of Year 1 the Grantee is to produce a policy statement to support the extensibility of membership of Scottish Archive Network Limited with no financial implications.

 

SCAN supports the extensibility of membership of the Scottish Archive Network with no financial implications. Currently there is an interest shown by the Roman Catholic Archdiocese of Glasgow Archives for inclusion

17

The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance for the Project on terms which note the interest of and are Approved by NHMF.

 

SCAN has fulfilled this condition

18

The documents required to be submitted or provided to NHMF under these special conditions, are required to be submitted or provided by the Grantee only for NHMF’s own purposes in connection with the Grant and NHMF’s approval or acceptance of such documents cannot be taken as approval or acceptance for any other purpose.

 

This is accepted by SCAN

 

19.           [Clause to go in here annexing contracts between a Scottish Archive Network Ltd and others]

 

 

 

20

The Grantee shall take account of any representations which NHMF may make with regard to the carrying out of the Approved Purposes in accordance with the Programme, Design, specification, Cost Plan, ICT Report and the contracts referred to in special conditions 1.1.  In particular the Grantee shall take account of any representations which NHMF may make prior to the issue of a certificate of practical completion of the Works and shall pass such representations on to the person authorised to sign a certificate of practical completion.

 

 

This is accepted by SCAN

21

Without prejudice to the generality of Clause 13.2 of this Contract NHMF may at any time appoint by notice in writing to the Grantee a third party (“the Lead Monitor”) to monitor the progress of the Approved Purposes and additional monitors to advise on specialist matters arising from the implementations regarding the Approved Purposes the Grantee shall take such reasonable steps as may be necessary to comply with the recommendations.

 

 

This is accepted by SCAN

22

Prior to commencing the Works the Grantee shall secure to the satisfaction of NHMF all the additional funding required to complete the Approved Purposes.

 

The additional funding required by the HLF was secured. Budget projections supplied to HLF in March 2001 indicate that the project will complete within budget and with the agreed percentage of partnership funding

 

 

 


Annex 3

 

Project Board – Thomas Thomson House, 20/12/01 @ 14.30

Present: R Mildren (Chair), G Mackenzie, P Anderson, S Low (Minute Taker)

 

Agenda Item

Outcome

Action Officer

By

Completed

Progress

Review

1.0 HLF Annual Review

 

It was noted that the date for the HLF Annual Review had been fixed for Mon 14/01/02 at 09.45 and would last the whole day.

 

 

 

 

 

 

 

 

2.0 Review of Work Plans

2.1 On-Line Catalogues

2.1.1 Review of AP’s

        AP 2.5

 

 

 

It was noted that the issue of SCAN licensing would be discussed at the HLF Annual Review. Stuart to add to Agenda (under the e-Commerce agenda item)

 

 

 

SL/RM

 

 

 

07/01/02

 

 

 

28/12/01

 

AP 2.7

It was noted that the issue of assigning Relationship Managers to groups of Participating Archives would be discussed more fully at the next team meeting on 08/01/02. Stuart to add to agenda.

SL

04/01/02

04/01/02

 

AP 2.8

It was agreed that the proposal for Participating Archives to identify local resources to assist with the process of catalogue conversion would be discussed at the next joint meeting of the PAWG & User Group on 02/02/02. Stuart to add to agenda.

SL

07/01/02

16/01/02

 

AP 2.9

It was noted that the proposed, work traffic manager role might also be undertaken by the Relationship Manager, as referred to at 2.7.

 

 

 

 

AP 2.10

It was agreed that Peter would arrange a joint meeting between Alan Borthwick and John Shaw to draw up a plan for completing the NAS TFLA’s.

PA

07/01/02

 

CF

AP 2.12

It was confirmed that there appears to be a high degree of transferability of data between Arkis and CALM 2000

 

 

 

 

2.1.2

It was noted that Nicola Mills will be working for the Testaments Team from Jan 2002.

 

 

 

 

 

 

 

 

 

 

2.2 Testaments

 

2.2.1 Review of AP’s

 

 

No AP’s for review

 

 

 

 

2.2.2    

It was noted that over 100,000 images equaling over 180,000 pages had been digitized during Nov 01.

 

 

 

 

2.2.3   

It was noted that the Server had failed during Nov, but that the data had been recovered from backup tapes. It was also noted that Morse would be visiting the project to implement a solution to prevent a reoccurrence of this event. Rob to follow up.

RM

21/12/01

21/12/01

 

2.3 Internet Resources

 

2.3.1 Review of AP’s

         AP 2.14

 

 

It was noted that Rob would copy George the extract from the HLF correspondence of 22/11/01, which referred to the educational issues raised. It was also agreed that Stuart would contact Margaret McBryde to discuss the possibility of Joanna attending the quarterly meeting of Institutional Education Officers.

 

 

RM

SL

 

 

21/12/01

07/01/02

 

 

21/12/01

04/01/02

 

2.3.2 Stair Society

It was noted that Rob should now register the Stair Society as a domain name and Stuart should raise an invoice for the work now completed on this project.

RM

SL

20/12/01

21/01/02

20/12/01

 

CF

 

 

 

 

 

 

3.0 Procurement

 

3.1 Review of AP’s

3.1.1 AP 4.1 (Data Storage)

 

 

It was noted that Morse would be implementing the extra storage capacity on the server this week. Rob to follow up.

 

 

RM

 

 

21/12/01

 

 

21/12/01

 

AP2.11 (Cat Software)

It was agreed that negotiations would go ahead for the procurement of CALM 2000 on the basis of securing a package deal for Participating Archives. It was proposed that this would consist of 1 day’s conversion costs, 1 day of training and the licensing agreement. Rob to progress with Niall and George. It was also proposed that this might have to be funded from the 5% contingency within the project budget.

RM/GM

31/01/01

 

CF

 

 

 

 

 

 

4.0 Staffing

 

4.1 Review of AP’s

4.1.1 AP 5.1 (Conservation)

 

   

 

 

It was agreed that George would ask Linda Ramsay to estimate the cost of providing conservation services to the project. It was also agreed that Stuart would reassess the HLF budget for conservation staffing.

 

 

GM

SL

 

 

 

07/02/01

07/02/01

 

 

 

 

07/02/01

 

 

CF

AP 5.2 (Twilight Shift)

It was agreed that Rob would discuss with Bob Phillips the possibility of keeping TTH open to 19.30 to facilitate the employment of a casual twilight shift to help meet the demands of the project.

RM

10/01/02

10/01/02

No longer Required.

 

 

 

 

 

 

5.0 Admin & Finance

 

5.1 Review of AP’s

5.1.1 AP 2.6

 

 

It was proposed that the Grant Expiry Date should be moved to 31/03/03 as a contingency exercise. It was agreed that a revised timetable would be drafted for discussion at the HLF Annual Review on 14/01/02. It was also agreed that this would include confirmation that the project would remain within its agreed budget. Stuart to add to Agenda.

 

 

SL/RM

 

 

07/01/02

 

 

28/12/01

 

AP 2.15

It was noted that Stuart and Bill were working together to produce a semi-public area on the website for both the HLF and the Participating Archives. It was proposed that relevant project documentation would be published here as requested by the HLF. It was also noted that Stuart was in the process of stylizing the format for all minutes etc to introduce corporate consistency across all project documents. It was noted that a prototype site would be available by 14/01/02 for HLF comment.

SL

14/01/02

11/01/02

 

AP 2.16

It was noted that the depreciation periods for writing off capital assets were: Equipment   – 5 Years

                               Website        - 3 Years

                                Furn/Fixings- 5 Years

 

 

 

 

AP 2.17

It was agreed that the depreciation periods for project assets and the implications for this beyond the Grant Expiry Date would be discussed at the HLF Annual Review. Rob and George to consider.

RM/GM

10/01/02

 

CF

AP 2.18

It was noted that George and Rob were still to consider the strategy for integrating the financial and administrative processes of both SCAN and the NAS. Agreed to produce a strategy paper by June 2002 but a position paper for the Annual Review will be required.

RM/GM/SL

June 02

 

CF

AP 6.1 (D/Down)

It was noted that Drawdown 30 had been submitted on 26/11/01 and that Drawdown 31 would be submitted by 31/12/01.

SL

31/12/01

28/12/01

 

AP 6.2 (Rev of D/D %)

It was noted that the HLF had responded to the Advance Drawdown review. Stuart to assess and agree.

SL

31/12/01

28/12/01

 

AP 6.3 (Accounts)

It was noted that Jim Grady had supplied amended figures to be included in SCAN’s draft accounts to better reflect the NAS contribution to the SCAN project. It was noted that this information had been passed onto McCabe’s and that they had requested a letter from the NAS to confirm that the figures supplied were correct. Stuart to follow up with Jim Grady.

 

SL

07/01/02

 

CF

AP 6.4 Budget Review

It was confirmed that an amended budget would be tabled at the HLF Annual Review to reflect the developing project requirements. It was noted that Rob and Stuart would construct a forecast model for presentation.

SL/RM

07/01/02

07/01/02

 

AP6.5 (Insurance)

It was noted that Rob still had to complete the computer insurance proposal form.

RM

31/01/02

11/01/02

 

 

 

 

 

 

 

6.0 Part Archives Meeting

 

6.1 Review of AP’s

6.1.1 AP 7.2 (IT Equip)

 

 

It was noted that 10 applications had now been approved to place IT equipment into participating archives under phase 2 of this exercise. Stuart to liaise with participating archives regarding procurement. It was suggested that details of the SCAN funded IT donations and Training provision be disseminated through both UK List Serve and ScotArc List Serve. Stuart to speak to Alan about this.

 

 

SL

 

 

Ongoing

 

 

 

CF

AP 7.3 (Narrative Report)

It was confirmed that the HLF Narrative report would be included on an extension to website as part of the overall review of project documentation.

SL

14/01/02

 

CF

6.2 SCAN Training

It was proposed that a training course should be run for the participating archives to cover the use of CALM 2000 as a cataloguing tool and also to demonstrate how the project would intend to implement the software across the participating archives. It was suggested that this could be run at Technical Training Ltd in May/June 2001. It was emphasized that any material used should be rigorously prepared and tested. Rob to progress with Alan and Niall.

RM/AB

16/01/02

 

CF

6.3 Date of Next Meeting

 

It was noted that the next joint meeting of the PAWG and SCAN User Group would take place at TTH on 02/02/02.

 

 

 

 

 

 

 

 

 

 

 

 

7.0 User Group Meeting

 

7.1 Review of AP’s

 

 

No Previous AP’s.

 

 

 

 

7.2 Date of Next Meeting

As per point 6.3

 

 

 

 

 

 

 

 

 

 

8.0 NANURG Meeting

 

8.1 Review of AP’s

8.1.1 AP 2.13

 

 

 

It was noted that should the draft NANURG report not be available in time for the HLF Annual Review, the feedback notes could be used to present a summary of the event findings. Stuart to prepare a summary.

 

 

 

SL

 

 

 

07/01/02

 

 

 

07/01/02

 

AP 8.4

It was confirmed that the information packs had been prepared and dispatched in time for both the London and Manchester events.

 

 

 

 

 

8.2 Scottish Evaluation Report

It was reported that the Scottish Event had attracted 17 participants and that the majority of opinions expressed had been both positive and informative. It was also noted that the entire costs of running this event would be borne by Re:source. Stuart to prepare invoice for cost recovery.

SL

10/01/02

16/01/02

 

 

 

 

 

 

 

9.0 Marketing & Publicity

 

9.1 Review of AP’s

9.1.1 AP 2.3

 

 

 

 

It was agreed that Peter would set up a meeting with Rob  to discuss the revised charging structure for copies of NAS documents.

 

 

 

PA

 

 

 

07/01/02

 

 

 

 

CF

AP 2.4

It was noted that the SCAN Marketing Plan, would be tabled at the HLF Annual Review as a source of answering many of the HLF’s marketing queries. Stuart to add to Agenda.

SL/RM

07/01/02

07/01/02

 

AP 9.2 (Marketing Plan)

AP 9.3 (Launch Events)

It was agreed that the Marketing Plan should be revived and that the preparations for the launch of both the Testaments and the On-Line Catalogues should act as the focus for the next phase of the marketing strategy. Stuart to produce framework.

SL

23/01/02

 

CF

9.2 Testaments Launch Event

It was agreed that SCAN should have a presence in New York on 06/04/02 for the Tartan Day Festival. It was also agreed that the event should be publicized in the UK by issuing a press release, holding a photo-opportunity and using both the Scottish Executive & the HLF media agencies. Stuart to formulate into the marketing plan.

SL

23/01/02

 

CF

9.2.1 E-enabling

It was also agreed that Rob would try to re-establish contact with Alan Bain, President of the American Scottish Foundation. It was further agreed that George should be kept informed of progress, as there might be the opportunity to involve John Carlin (NARA) in this process.

RM

09/01/02

 

CF

9.3 OnLine Cats Launch

It was noted that a meeting had been held between SCAN and Chris Elvery (Scottish Enterprise) to discuss E-enabling for export activity. It was noted that Scottish Enterprise could contribute 50% or up to £5000 of the costs of implementing e-business solutions to capitalize on e-commerce export markets. It was confirmed that Chris would contacting Rob for more information to assist him with the drafting of SCAN’s company profile and assessment.

 

As per AP 9.3 discussed under 9.1.1

RM

10/01/02

10/01/02

 

 

 

 

 

 

 

10.0 AOCB

No Other Business

 

 

 

 

 

 

 

 

 

 

11.0 Date of Next Proj Board

Wed 16th January 2002 @ 14.00 - TTH