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	2^nd Qtr	3^rd Qtr	4^th Qtr	5^th 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 15^th 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 9^th 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 19^th 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.

2. 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. Fulfilled.

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

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

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

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

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

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

10. 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

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

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

13. SCAN has fulfilled this condition.

14. This is accepted by SCAN.

15. This is accepted by SCAN.

16. This is accepted by SCAN

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