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

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

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

Tyne & Wear Archives & Museums Joint Museums Service of 12 Museums and County Archives Funded by 5 local authorities, Newcastle University, the DCMS and the MoD National funding through Renaissance

Key Collection Groups Archaeology Natural Sciences Art Ethnography History Archives

Our Mission & Venues… To help people determine their place in the world and define their identities, so enhancing their self-respect and their respect for others

Archives We Mak ‘Em Settle Down Cafe Dirk Bogarde

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

Laing Art Gallery, Newcastle John Martin Mervyn Peake Paul Noble

Great North Museum: Hancock

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

Athletes and Olympians Christmas Present Shipley Art Gallery, Gateshead

Segedunum, North Tyneside

Stephenson Railway Museum, North Tyneside

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

South Tyneside Arbeia

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

Monkwearmouth Washington F Pit

TWM Archaeology

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

Recent Achievements 2 million visitors 87,000 school visitors 655 volunteers contributed their time Opening of a BFI Mediatheque in the Archives Opening Northern Spirit at the Laing Art Gallery, celebrating artists who lived in, worked in or were inspired by the North East.

Performance: Virtual Visits

The budget

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

Arts Council Goals 1. Excellence is thriving and celebrated in museums A: Innovative exhibitions B: Research and collections 2. More people experience and are inspired by museums 3. Museums are sustainable, resilient and innovative 4. The leadership and workforce are diverse and highly skilled 5. Every child and young person has opportunity to experience the richness of museums

CMP Project - The Business Case Why change? The existing system, used for over 20 years, no longer met the needs of a major museum service such as TWAM

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

CMP Project - The Challenge To achieve funding for, procure and implement a system that is user-centric and will provide a future-proofed, supportable, electronic infrastructure To improve collections management To ensure that everyone can readily and easily access collections internally and via the web

CMP Project - Timeline 2006 New job 2007 Project Implementation - PRINCE Peer Survey (2009 5months out spent working on GNM) Dec 2009 OJEU + PQQ e-distributed Nov 2010 KE Software selected as supplier Nov 2011 EMu goes live at TWAM …..its just the start

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

Project Management Structure Project Board ExecutiveSenior User(s)Senior Supplier Project Manager Team Managers Project Assurance

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

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

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

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

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

Our Issues 6 months in… Managing significant change Enriching TWAM data on EMu Reviewing policies & procedures FRS 30 - Heritage Assets Training and building user confidence External IT provider … ….Getting enough server space Uploading data to the web

The end. Sort of….