Frances McNamara - Kuali OLE Implementation at University of Chicago

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Presented by Frances McNamara, Director, Integrated Library Systems and Administrative and Desktop Systems at the University of Chicago at the Kuali Days UK conference, 29 October 2013.

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Frances McNamara - Kuali OLE Implementation at University of Chicago

  1. 1. Kuali OLE Implementation at University of Chicago Frances McNamara Director Integrated Library Systems and Administrative and Desktop Systems
  2. 2. University of Chicago   Crescat scientia; vita excolatur Let knowledge grow from more to more; and so be human life enriched. Founded: 1890      Students 5,369 undergraduate students 9,850 graduate, professional, and other students Faculty 2,188 full-time faculty     Academics 49 majors and 29 minors in the undergraduate College 4 graduate divisions 6 graduate professional schools    Research Manager of Argonne National Laboratory and Fermi National Accelerator Laboratory (in partnership); also affiliated with the Marine Biological Laboratory 89 Nobel Prize winners, including 8 current faculty   Campus In Chicago’s Hyde Park neighborhood on Lake Michigan
  3. 3. University of Chicago Library  By the Numbers, 2012-2013      Size 9th largest research library in North America 11.19 million volumes in print and electronic form 51,760 linear feet of archives and manuscripts 117.5 TB of University electronic archives and research data     Facilities 6 campus libraries with capacity to store approximately 11 million print volumes on campus 205 miles of shelving Average Mansueto book retrieval time: 3 minutes           Services 306,445 volumes circulated to 14,499 unique individuals 26,258 Scan & Deliver requests 16,087 UBorrow requests 9.1 million successful responses to full-text article requests 1,246,969 entries into Regenstein and 116,452 entries into Crerar 31,813 visiting researchers unaffiliated with the University 20,432 questions to reference librarians 5,800 attendees at training sessions
  4. 4. Libraries  Campus Libraries  D'Angelo Law Library: U.S., foreign, and international law  Eckhart Library: Mathematics, statistics, and computer science  Joe and Rika Mansueto Library: Interdisciplinary, automated storage and retrieval  John Crerar Library: Science, medicine, and technology  Joseph Regenstein Library: Humanities, social sciences, business  Social Services Administration Library: Social welfare, social work  Special Collections Research Center
  5. 5. Mansueto Library
  6. 6. Automated Storage Retrieval
  7. 7. Automation at the library         LDMS homegrown mainframe SirsiDynix Horizon 1995 III Acquisitions 1997 Webpac, ipac, HIP SFX Aquabrowser better keyword searching and facets 2007 EDS “Articles Plus” 2012 Kuali OLE project 2008 Mellon grant regional meetings Open Library Environment
  8. 8. CURRENT SYSTEMS Horizon Other vendors Cataloging/Auth OPAC Discovery tools Acquisitions Circulation Course Reserve LENS Special Collections Serials Control Interlibrary Loan OPAC AutoStorage Retrieval EDS
  9. 9. Kuali OLE Systems OLE Interface to Cataloging/Auth OPAC Discovery tools Course Reserve Vufind Open Source OPAC Circulation Special Collections Serials Control Interlibrary Loan Acquisitions AutoStorage Retrieval Ebsco Discovery Service
  10. 10. Public Catalog  VUFIND     Public Beta – Last week of Nov. 2013 Go Live Jan. 2013 Shutdown HIP and LENS HIP continues My Account/Z39.50/NCIP  Develop and test My Account/Z39.50/NCIP against OLE  Go Live against Kuali OLE July 2014
  11. 11. Integrated Library System  Nov. 2013 OLE v. 1.0  Nov-Feb. Data conversions – – – – – Bibs, Holdings, Items Circ patrons, blocks, circ records Acq funds, open orders, standing and subscriptions, vendors Serials receipt records No ERM currently, will start with OLE
  12. 12. Implementation Schedule           Dec.-Jun. Integrations Jan.- Apr. Customizations Jan. Full db running in test in production IT environment Feb-Mar Performance tuning Mar. 2014 OLE 1.5 May-June Staff training July GO LIVE July-Jan. Set up Reporting July-Jan. archive/store historical data Dec. 2014 shut down Horizon/III systems
  13. 13. Critical Integrations  Mansueto Automated Storage Retrieval system  Course Reserve  Comptrollers electronic vouchers  ILL CIC and Borrow Direct so Z39.50 and NCIP  HathiTrust and Google Books Project processing
  14. 14. Critical Customizations  Staff on development teams, writing specs, testing  Fit/Gap analysis – Circ has done one round – Cataloging has looked at data conversion – Acq beginning a review/Serials heavily involved in development/testing  Some addons like Print spine labels, print labels for serial issues as checked in  Minimize customizations to keep it supportable  Reporting is very customized now
  15. 15. Local installation  MySQL vs. Oracle  Default installation currently has data used in testing and development. Locations, setup from IU, Duke, Chicago  Might have a few hundred Chicago bibs/holdings  Plan to provide an empty db but not there yet, you need some sample data to even play around
  16. 16. Local setup  Locations      Level 1 Level 2 Level 3 Level 4 Level 5 INSTITUTION UC CAMPUS LIBRARY JRL, JCL, ASR, etc. COLLECTION SHELVING Gen, Sci, RR4, etc.
  17. 17. Local setup - Deliver  dev2 logon  Patron type, Item type, Location  Circulation Desk mapped to Locations  KRMS rules file has to match above info to work  Scheduled jobs (overdues, notices)
  18. 18. Local setup - Describe  admin logon  Bibs, Instances Holding(s) + Item(s), Einstances  Loading data       Editor Create new bib/holding/item/ Einstance Import in Describe (1 by 1) Batch Bib Import in Admin/Batch Profile Admin/Batch Process Docstore Ingest S&A Staff Upload (marc + edi files) Docstore Bulk loader (format documentation being worked on)
  19. 19. Local setup – Select & Acquire      ole-khuntley logon Chart of Accounts (etc.) Various other KFS tables (lots and lots) a challenge Requisition CREATE Blanket Approve = REQ and PO Staff Upload (marc + edi) has an xml file with defaults (there will be marc + 9xx loaders for 1.5)  Serials Receiving add to an existing bib/holding  Scheduled jobs
  20. 20. Local setup – Discovery Layer        Batch Export Batch Profile, Batch Process, Schedule Data mapping for exports Incremental exports including Deletes file API’s for Availability, also Renew, Request, etc. Villanova writing a Vufind “OLE Connector” SRU in 1.0; Z39.50 use IndexData’s Metaproxy NCIP messaging in 1.0; more NCIP messaging in 1.5
  21. 21. How to support it all  Added 2 programmers, support for solr/lucene and java for Kuali OLE  Existing staff retrained. Kuali Rice.  Technical Lead, 2 senior programmers, 2 junior programmers, Systems Librarian, Library Systems Analyst  Digital Library Development Center – 2-3 programmers helping with Vufind customization PHP, 1 Web program librarian  Learning and changing
  22. 22. External assistance  Kuali Commercial Affiliates HTC and Vivantech possible contractors  Atlas Systems and Dematic for integration with their systems  Vufind community Kuali OLE community  OLE project support for early implementer library
  23. 23. Why do it?  Aging technologies, need platform to change as needed in the future. Increase in Eresource use, integration  Frustration with vended solutions, private equity takeovers of library vendors  Control costs  Control choice of enhancements  Open Source is not Do It Yourself, it is Do It Together  Expect continuing change
  24. 24. Happy Ending  Chicago a good candidate for early implementer – – – – Unusually centralized for a large research library Large database to test limits of software Beta testing experience of library staff Anxious to renew aging legacy systems  Success depends on community – OLE partner contributions of staff expertise as well as money – OLE platform can be shaken down and enhanced as more partners go live – Plan for the future together, linked data, more emphasis on electronic resources – The more the merrier!

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