1. CMS Pilot Project Key Results and Recommendations IM & T Rob van Heuzen | Business Analyst 25 November 2015

2. Presentation title | Presenter name 2 |

3. Fits with IM&T supported environments. Highly configurable and scalable Protects valuable collection assetts Supports many process improvements (see section 7). Performs reliably through performance testing Supports global metadata standards Integrates with other systems through web services Supports data interchange: import and export The system can operate on mobile devices The system features and functionality can be further enhanced Presentation title | Presenter name Key Findings 3 |

4. Pilot Project Benefit Realisation BUSINESS CASE BENEFITPILOT PROJECT OUTCOME Provides all collection staff with confidence in the new system The majority of the collection staff involved in the Pilot project have high confidence that CA will have a beneficial impact the management of Collections. Provides the core team with knowledge, skills and framework for what needs to be done with all other Collections involved in the future roll- out. developed a detailed understanding of the system to enable them to perform tasks to roll out the system to other collections. * Assess CollectiveAccess suitability in a real environment. CA system is highly configurable, customizable, performs and scales well and integrates easily. Provides a go / no go decision pointThis project report provides the information to make an improved decision on the way forward. Allows IM&T to evaluate.The pilot project enabled IM&T to assess the integration, performance and security capabilities Presentation title | Presenter name 4 |

5. Rapid Data Entry Accession number and Duplication Memory allocation Import Result emails Integration with Active Directory Some security holes have been identified Report Response time Loan Reminders System Documentation Online Help Presentation title | Presenter name Issues 5 |

6. Risks Presentation title | Presenter name 6 | TitleRisk DetailsPossible treatment Data Entry Interface may not meet needs for Rapid Data Entry The User Interface does not currently meet the needs of data entry staff to quickly create new records in an efficient manner. However, this is partly due to the limitations of proof-of-concept database structures created in the pilot. To address this risk, detailed data analysis and modeling based on all ANIC data needs to be performed for any future production project. Themes can be developed to improve usability and additional PHP, HTML and Java Script development can be performed, if required. Resistance to use the new system. Some outcomes could take significant time to be realised, if there is resistance to use Collective Access and effective training is not provided. To address this risk adequate staff resources, training and strong change management principles need to be applied. Suitability for Living CollectionsAlthough some analysis and initial configuration showed that CA can cater for the ANH data structures, it is not known if the system will support processes unique to living collections, such as actions, treatments and inventory functions. This is a known risk, and as the team develops a deeper understanding of the system by moving other collections suitability system configurable functionality can be better assessed.

7. Based on the finding documented in this report (refer to Section 4) the risks and issues (refer to 8) found during the pilot project, it is my recommendation, which is a view that is widely supported by the project team and others stakeholders involved in the project, that the pilot project be concluded and that the Collection Access application be implemented to manage the NRCA collections. Data Analysis Mapping for all collections is an essential element for the next project, with the assumption that we will learn more about the CA capability as collections are implemented. The most important aspects of the new CMS are to establish the necessary personnel, policies and procedures of the service. The CMS system is the technology that supports the service. This activity is to be first and foremost a business project, led by NRCA and supported by IM&T. Presentation title | Presenter name Recommendations 7 |

8. IM&T Any Questions?

9. IM&T Rob van Heuzen Business Analyst t+61 2 6124 1447 erobert.vanheuzen@csiro.au wwww.csiro.au IM&T Thank you

10. Main Issues Identified Presentation title | Presenter name 10 | TitleIssue DetailsPossible solution Accession number and Duplication Accession number must not be duplicated, other details should be. A plugin developed during the pilot will need to be revised before the system goes live. Calculation of georeferences Options have been presented to the UAT group during the pilot to enable georeferences to be determined for relative localities, e.g. 20 km sw of Newcastle, however there are some issues. The final solution may require additional development to provide satisfactory functionality to meet data entry needs. Lack of memory assigned Printing large label sets Large distribution maps Further investigation is required determine appropriate memory

11. Main Issues Identified (cont) Presentation title | Presenter name 11 | TitleIssue DetailsPossible solution Import Result emailsEmails not sent This has been raised as a bug with the vendor, for action. Integration with Active Directory Bug identified that does not assign user to a group This is a bug that has been lodged with the vendor and a fix will be available with the next release version 1.5.2. Some security holes have been uncovered. Issues relate to login authentication. These must be addressed before the production system is implemented Report Response timeIt is slow to generate CSV fileInvestigation required Loan RemindersFunctionality not availableCould be developed System Documentation The CA supporting documentation is not up to date, complete and easy to understand by the end user. Support documentation will need to be developed for the NRCA collections. Online HelpOnline help is limited.New help and training material will need to be developed to support internal users with system functionality and collection processes and procedures.