Rolling out Global DAM

Finish!

March 2022

8

Launch

March 2022

• 236,243 assets
• 57m values in 75 fields
• 851 active users
• 119,484 asset views
• 10,154 downloads

7

Second

Implementation

5

Implementation

August 2021 -

February 2022

Functionality

basics first

proven functions

Pricing

30% cheaper

2020

Engagement

the sky is the limit > of the shelf

Performance

History

platform response times

building on existing relationship

Support

extensive support

at fingertips

Performance

elaborate checks delivered no issues

Migration

4

Usability

Vendor

Selection

mapping by vendor > mapping by Oxfam

translations order

links metadata

Functionality

cascading fields

external links

bulk approval

August -

December 2019

Market Analysis

• SaaS
• quick to deploy
• highly rated customer services
• in-house support service
• in budget range

1

Contract

Negotiations

14

3

PQQ

• high-level functional reqs
• experience/financial stability
• level of commitment
• indicative pricing

6

DEMO

• functional requirements (50%)
• system support
• commitment
• experience
• long term viability

RFP

3

• functional reqs

5

Succeed

Preparations

June 2018 - Jan 2019

• Ethical Guidelines delivered
• Global DAM business case delivered

May - August 2019

9

User Requirements

Roadmap

Technical Requirements

6

Use Case

Scenarios

Workflows

• complete platform delivery
• onboarding
• integrations
• platform governance
• project governance

Taxonomy

Project Reset

4

• 8 existing taxonomies + organizational vocabularies
• 75 metadata fields
• +50% controlled vocabulary
• 3 languages
• hundreds of synonyms
• thousands of individual value-based mappings

Resist

1

January - July 2021

February - June 2018

Fail

March 2017

• safeguarding scandals rock sector
• GDPR requires major change
• funding & engagement hampered
• opportunities discovered

• Change Plan delivered
• approved by EB
• nothing happens

3

Envision

RISK

Finish!

Sep 2017 - Jan 2018

Create a shared vision for the future

• multilocational/disciplinary team
• looking beyond the DAM
• examples from peers

March 2020

COST

>

• spending more money
• no delivery of key functions
• poor engagement upon launch
• no guarantees to performance

• investment made
• time lost

2

Discover

April-August 2017

Not the usual challenge

Research & show the problem

• team headcount & budgets
• system analytics
• survey with content 'customers'

• organization: network
• content: personal stories
• work: raising voices

Rolling out global DAM at

We are unable to recycle content

across markets & across time.

Oxfam stories are generally used for

less than 6 months

- by Wouter Fransen

ASSET HIBERNATION

www.oxfam.org

+150.000

photos, videos

& stories

stored

across many

platforms

first talk on

unified DAM in

December 2009

organizational

structure

impedes change

Across Oxfam we spend

How often do you

search for content?

4400 hours

Disparate content management

hampers quality control

every month

& increases risk

searching for content

How easy or difficult do you find that?

What should be

improved?

Lack of access to content

makes our communications

less powerful

1

2

Business

Case

Ethical Guidelines

2017-2018

2018

https://policy-practice.oxfam.org/resources/ethical-content-guidelines-upholding-the-rights-of-the-people-in-the-pictures-i-620935/

10 THINGS TO PACK

2

3

1

7

5

8

10

4

9

6

Forget about the contract

Eyes on the provider

(not just the product)

WYSIWYG

It's the process, stupid

Think big, start small

Reference checks

(with the right customers)

Get the vendor to want you

(but not too much)

Take your time

to earn credits

Your choices are half-chance,

so are everyone else's

Document, document

and document again