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Outsourcing ILS

Outsourcing ILS






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    Outsourcing ILS Outsourcing ILS Presentation Transcript

    • Outsourcing Library Systems Digital Libraries à la Carte 2009 Tilburg University July 28, 2009 Annu Jauhiainen The National Library of Finland [email_address]
    • Contents
      • The Library Network of Finland; The role of the National Library
      • Outsourcing
        • Process
        • Reasons
        • Risks
      • Finnish Experiences of Outsourcing
        • Hardware
        • ILS system administration
        • Plans for ILL
      • To Outsource or Not to Outsource?
    • The Library Network in Finland
      • The network consists of 4 library sectors
        • Universities, polytechnic colleges, public libraries, special libraries
      • Each sector has organized its own activities
        • Council + working committee structure
        • Chair person and secretary
        • Sector chairs have meetings together
      • 3 library consortia in the country
        • Linnea2 – library system for universities
        • FinELib – national licensing and national IR portal
        • AMKIT – polytechnic libraries consortium: library system issues, FinELib issues, etc.
        • Joint ILS consortium of university and polytechnic libraries (= Linnea2 + AMKIT) to start in 2010
    • The National Library of Finland
      • The National Library functions as a service and development centre for Finnish libraries with a duty to promote both national and international co-operation.
      • Services for the libraries
      • It is also responsible for acquiring and preserving the national heritage in form of publications as well as maintaining its collections of research material and for providing access to them.
      • Services for the nation
      • The dual role of the National Library: serving Helsinki University and serving four library sectors
      • => Services for Helsinki University
    • Services for the Libraries
      • Access to high quality information
        • National licensing – FinELib
        • National databases – National Bibliography, Union Catalogue, etc.
      • Development of the digital working environment
        • Library system – Voyager, Aleph
        • Portal – MetaLib, SFX, MetaIndex
        • Digital Object management system – DSpace, DigiTool
      • Impact assessment
        • Quantitative – library statistics for universities and polytechnics
        • Qualitative – surveys for both libraries as users, and for end-users at libraries
        • Development of indicators
    • Administrative structure of the Finnish library network THE MINISTRY OF EDUCATION Minister of Culture and Sport Minister of Education and Science Public libraries Universities and polytechnics & their libraries, National Library, National Repository Library Municipalities
    • Planning Process of the National Library
      • 3-year planning period – framework for activities; to be changed to a 4 year period
      • Decision makers – the Ministry; the University; the Library
      • The process
        • National Library negotiates with the Ministry of Education – preliminary negotiations concerning national tasks (80% of the funding)
          • Library sectors present at negotiations
        • Helsinki University runs the budget negotiations
        • The library negotiates with the University – special services for the university ( 20%)
    • Labor Division at National Level
      • CSC - IT Centre for Science
        • FUNET – Finnish Academic network
        • User authentication (Shibboleth)
        • Servers, supercomputing
      • National Library
        • Services for the libraries (infrastructure)
          • Library system, portal, repositories, statistics db etc.
        • Services for the nation
          • Long term preservation
          • Access to cultural heritage
      • Helsinki City Library
        • Services for the public libraries and their users
        • (“Ask the librarian”)
    • Future
      • Major structural changes taking place in the network of universities and polytechnics, research institutes as well as in the public library sector
      • New technologies emerging
      • Budgets diminishing
      • => Need to rethink the division of labor, including outsourcing
      • What is the core task of the library?
      • How should the tight budget be spent to get the most benefit?
    • Current Working Environment (to be revised completely 2008-2012) PORTAL for Information Retrieval LIBRARY Integrated System DOMS Digital object mgmt
    • Present state and challenges Digi-arkistot (julkaisu-arkistot, Digitalia) MetaLib Meta search SFX linking resolver (journal articles and ebooks) Back end Owned resources Licensed e-resources Other systems i.e. Learning environ- ments Museums and Archives Digital Archives and Instit. Archives Local Library Systems Library Portal User interface
    • Solution: New System Architecture
      • Separating user interface from back end systems
      • Hiding back end systems from users
      • Public interface will replace current user interfaces (library systems, portals, institutional archives, DPS…)
      • Public interface: one installation, many institutions
    • The National Digital Library Libraries Archives Museums The Finnish Film Archive Back End Systems Memory institutions Public Interface Front end Long Term Preservation System
    • Indexes Front end user services Local customizable user interfaces Archives MetaLib Meta search SFX linking resolver (journal articles and ebooks) Back End Management Systems Owned resources Licensed e-resources Other systems i.e. Learning environ- ments Museums Local Library Systems
    • Current Working Environment (to be revised completely 2008-2012) PORTAL for Information Retrieval LIBRARY Integrated System DOMS Digital object mgmt
    • What is Outsourcing?
      • Subcontracting a process to a third-party company
      • Involves the transfer of the management and/or day-to-day execution of a function to an external service provider
      • Contractual agreement to define the service
      • Involves a fee
    • Process
      • Strategic level decision: to outsource a function or to perform it in-house
        • Identifying and defining the activity
      • Choosing an outsourcing partner => (EU) procurement process
        • Request for Proposal (RFP) – invitation to tender and selection criteria/requirements
        • RFP dictates the structure and format of the supplier’s response
      • “ Best and final offer” (BAFO) vs. EU regulations of sticking to the first offer
    • EU Procurement Process
      • Type of process
        • Open
        • Restricted
        • Accelerated restricted
        • Negotiated
      • Award criteria
        • Lowest price
        • The most economically advantageous tender in terms of…
    • Contract Negotiations
      • Contractual agreement to define how the client and the supplier will work together
        • The scope of the service: what is included and what is not
        • Service level agreement (SLA)
        • The duties and responsibilities of each party
        • The (annual?) fee and extra services with their costs
        • The term of the contract; termination or renewal
        • Etc….
      • Signing of the contract + proxies when necessary
      • Service commencement
    • Reasons
      • Cost savings
      • Focus on core business
      • Operational expertise / best practices
      • Access to talent
      • Improve quality
      • Catalyst for change
      • Enhance capacity for innovation
    • Risks
      • Misaligned goals between buyer and supplier
      • High supplier switching cost
      • Poor communication between buyer and supplier
      • Lack of supplier capabilities or resources or capacity
      • Poorly defined SLA
      • No single view of quality among stakeholders
      • Unclear definition of duties of each party
    • Finnish Experiences of Outsourcing
    • LINNEA L ibrary IN formation NE twork for A cademic libraries
      • The first joint integrated library system was purchased and funded by the Ministry of Education in 1988
        • 20 universities (including the National Library)
        • National Repository Library
        • Library of Parliament
      • All university libraries of the country formed an informal network, using the same software, but each having a separate database and a separate server
      • The Automation Unit of Finnish Research Libraries (created in the Ministry of Education in 1974, moved to the National Library in 1993 ) coordinated the network
    • Linnea2 Consortium (2000 -)
      • Motivation for cooperation: will to work together, share resources, improve services, join forces, save money
      • openness to new technical and organizational solutions, looked at from a new perspective
      • Signed a contract with Endeavor Information Systems Inc (EISI) (February 2000)
      • Bought a SUN E10000 server (June 2000)
      • Outsourced its maintenance to CSC – IT Center for Science (June 2000)
      • In 2007 Sun E10000 server modernized into Sun M9000
        • Sun M9000 hosts 50+ Voyager databases, Aleph Union catalogue, Nelli portal (MetaLib/SFX) for 60+ libraries
    • Case 1: Outsourcing the Server Maintenance
      • Decision to centralize: 17 servers -> one server
      • Centralization depends on
        • available data transmission network
        • capabilities of the software
        • the state of the computer technology
      • Hosting the server?
        • => EU procurement process
    • EU Procurement Process
      • Available service providers
        • CSC – a non-profit organization owned by the Ministry of Education
        • University IT Centers
        • IT companies: IBM, Fujitsu, etc.
      • Restricted EU Procedure with RFP
      • => CSC made the best offer, the most economically advantageous tender (also the cheapest one!), and was chosen
    • Benefits of Outsourcing to CSC
      • Major savings in workload & staff costs (centralization vs. decentralization)
      • Improved maintenance coverage
        • 7 x 24 (also during holidays and sick leaves!)
      • CSC staff have excellent UNIX and networking skills
      • Certain software tasks have been centralized to CSC, in addition to the server maintenance
    • Tasks and Division of labour Hardware maintenance provider CSC Customer organizations - libraries National Library of Finland (service unit)
      • Development of sw
      • Maintenance of sw
      Third party systems vendors Software vendor Ex Libris
      • Coordination of system administration
      • Coordination of cooperation
      • Communication with Ex Libris
      • Developing services
      • Integration of infrastructures
      • APIs
      • Cooperation with NLF
      • Cooperation with libraries
      • System administration
      • Tailoring services to their users
      • Maintenance of hardware
      • Certain software tasks
      • Cooperation with hw vendor
      • Cooperation with NLF
      • Cooperation with libraries
    • Case 2: Libraries Outsourcing ILS Systems Administration to the National Library
      • Structural changes taking place in the network of universities and polytechnics require rethinking of labor division
      • Lack of skilled system administrators: in some libraries the expertise may be held by just one person (or by no one!)
      • Financial pressure – need to save money
      • => A demand from the libraries to the National Library to offer the service
    • System Administration Service
      • Wide interest among libraries
      • Three customers at the moment
      • Service tailored according to customer needs
      • One basic contract, with tailored appendices (esp. the list of services included)
      • Fee based on the service level and (estimated) staff working time
        • Additional services can be negotiated separately with an additional fee
    • Service Description
      • The system administration team at the NL replaces the system administrator at the library
        • No one at the library has access to the system level/server
        • System level operation and contacts/communication to CSC is NL’s responsibility
      • A contact person at the library: all communication to and from the NL is to go via the contact person
      • Communication with the library’s customers is the library’s responsibility
    • Case 3: ILL Hardware Outsourced to Relais International
      • The Linnea libraries made a decision to buy Relais Enterprise ILL system from Relais International
      • The hosted solution was chosen
      • The hardware side will be outsourced to Relais International in Canada (“offshoring”)
        • Outsourcing is a part of the software contract
      • Contract negotiation in progress
    • To Outsource or Not to Outsource?
    • Questions to Be Asked
      • What is our core task?
      • What do we want to do ourselves?
      • What is our expertise?
      • Can someone else do some of the work better and cheaper ?
      • => identifying the function to be outsourced
      • Can we join forces together with others: centralize and outsource?
    • Starting the Process
      • Do we need to follow the EU regulations?
        • Yes: structured process, easy to follow
        • No: you can follow the EU guidelines anyway!
      • Harvesting possible suppliers
      • RFP: very important!
        • The selection must be based on the requirements and criteria listed
      • Objectivity!
    • Costs
      • What is the cost of the function outsourced vs. performed in-house?
      • Fixed costs or more variable pricing options?
        • What is included?
    • Contract
      • The scope of the service: what is included and what is not
      • Service level agreement (SLA)
      • The duties and responsibilities of each party
      • The (annual?) fee and extra services with their costs
      • The term of the contract; termination or renewal
      • Etc….
    • Thank you! [email_address]