THE OPEN LIBRARY ENVIRONMENT PROJECT REGIONAL DESIGN WORKSHOP: DAY ONE RECONCEPTUALIZING TECHNOLOGY FOR MODERN LIBRARY WORKFLOWS

Welcome!

Welcome!

Introductions Review Agenda & Logistics Project Overview Exercise Explanation Break Breakout Group Exercise: Major Process Identification Large Group Report Out: Major Process Identification & Categorization Working Lunch: Major Process Prioritization Exercise: Reviewing / Prioritizing Major Processes SOA / Business Process Modeling Overview Break Breakout Group Exercise : Core Process Task Identification Large Group: Review Core Process Outcomes Day One Wrap Up Agenda: Day One

Introductions

Review Agenda & Logistics

Project Overview

Exercise Explanation

Break

Breakout Group Exercise: Major Process Identification

Large Group Report Out: Major Process Identification & Categorization

Working Lunch: Major Process Prioritization

Exercise: Reviewing / Prioritizing Major Processes

SOA / Business Process Modeling Overview

Break

Breakout Group Exercise : Core Process Task Identification

Large Group: Review Core Process Outcomes

Day One Wrap Up

Welcome Back Breakout Group Exercise : Significant Process Task Identification Breakout Group Exercise: Review Significant Process Outcomes Break Exercise: Opportunities for OLE – Blue Sky Workshop Wrap Up / Adjourn Agenda: Day Two

Welcome Back

Breakout Group Exercise : Significant Process Task Identification

Breakout Group Exercise: Review Significant Process Outcomes

Break

Exercise: Opportunities for OLE – Blue Sky

Workshop Wrap Up / Adjourn

Bathrooms Water & Coffee Lunch Breakout Rooms Logistics

Bathrooms

Water & Coffee

Lunch

Breakout Rooms

Participant Introductions Institution Functional Area Current ILS Individual Institution or Consortia

Institution

Functional Area

Current ILS

Individual Institution or Consortia

Project Overview

Open Library Environment Designing technology for the way libraries really work

Overview Project rational Project assumptions and scope Project timeline and milestones Opportunities to participate Q&A

Project rational

Project assumptions and scope

Project timeline and milestones

Opportunities to participate

Q&A

Project rationale Current ILS products are inadequate. Vendor consolidation constrains choices. There is a growing need for library systems to interact with other enterprise systems. Libraries need to control their own destinies. Detailed rationale in the proposal document: oleproject.org > Overview > Full Project Description http://oleproject.org/overview/full-project-description/

Current ILS products are inadequate.

Vendor consolidation constrains choices.

There is a growing need for library systems to interact with other enterprise systems.

Libraries need to control their own destinies.

Detailed rationale in the proposal document: oleproject.org > Overview > Full Project Description http://oleproject.org/overview/full-project-description/

Project starting point Initial assessment of interest in libraries – early 2008. Proposal development by a diverse group of libraries – April 2008 The Andrew W. Mellon Foundation provided funding for the design project. – June 2008 Project underway August - 2008

Initial assessment of interest in libraries – early 2008.

Proposal development by a diverse group of libraries – April 2008

The Andrew W. Mellon Foundation provided funding for the design project. – June 2008

Project underway August - 2008

Current OLE participants

The scope of the project has received much input and discussion. The current version is maintained at: oleproject.org> Overview > Project Scope http://oleproject.org/overview/project-scope/ Project Assumptions & Scope

The scope of the project has received much input and discussion.

The current version is maintained at: oleproject.org> Overview > Project Scope http://oleproject.org/overview/project-scope/

Flexible, adaptable, and community-developed software framework OLE Framework supports core business Transforms processes to power new services Strives to reach enterprise level interoperability Project Scope: Vision

Flexible, adaptable, and community-developed software framework

OLE Framework supports core business

Transforms processes to power new services

Strives to reach enterprise level interoperability

Supports a wide range of resources Built, owned, governed by the library community Developed using SOA, implemented with Web Services Adapt and integrate with other enterprise systems Interoperable Project Scope: Principles

Supports a wide range of resources

Built, owned, governed by the library community

Developed using SOA, implemented with Web Services

Adapt and integrate with other enterprise systems

Interoperable

Design document will address: Business Processes Architecture and Data Models Integration and Interoperability Data Governance and Security Discovery and User Experience Project Scope: Design Document

Design document will address:

Business Processes

Architecture and Data Models

Integration and Interoperability

Data Governance and Security

Discovery and User Experience

Growing Participation Additional libraries have expressed interest since project was announced Requests for visitors, interns and collaboration on other grants reflects growing interest Original and current participants: oleproject.org > Project Participants http://oleproject.org/participants/

Additional libraries have expressed interest since project was announced

Requests for visitors, interns and collaboration on other grants reflects growing interest

Original and current participants: oleproject.org > Project Participants http://oleproject.org/participants/

Timeline and Milestones - done Initial group meeting and introductory SOA Sept. 2008 Business Process Modeling training Nov. 2008 Planning for regional design workshops Formation of working groups Presentations at conferences Outreach to library directors, IT groups Conversations with other projects

Initial group meeting and introductory SOA Sept. 2008

Business Process Modeling training Nov. 2008

Planning for regional design workshops

Formation of working groups

Presentations at conferences

Outreach to library directors, IT groups

Conversations with other projects

Develop build proposal Spring 09 Complete the design document 7/09 Ongoing community input and feedback http://oleproject.org/overview/project-timeline/ Timeline and Milestones – To Do BPM design workshops 11/08 – 1/09 Consolidate BPM input at meeting 1/20/09 Translate models to SOA Spring 09

Develop build proposal Spring 09

Complete the design document 7/09

Ongoing community input and feedback

http://oleproject.org/overview/project-timeline/

BPM design workshops 11/08 – 1/09

Consolidate BPM input at meeting 1/20/09

Translate models to SOA Spring 09

Getting Involved Success dependent on community ownership and direction Chance to influence the design so OLE is more likely to meet your needs Participation influences adoption of OLE Chance to work with forward looking, high energy group with diverse perspectives Opportunity to learn about emerging technologies for the library world and for higher education

Success dependent on community ownership and direction

Chance to influence the design so OLE is more likely to meet your needs

Participation influences adoption of OLE

Chance to work with forward looking, high energy group with diverse perspectives

Opportunity to learn about emerging technologies for the library world and for higher education

Opportunities for participation Seeking participants for planning and build Regional design workshops Working groups Professional events Ongoing communication - website & listserv

Seeking participants for planning and build

Regional design workshops

Working groups

Professional events

Ongoing communication - website & listserv

Goal: Define library workflows which must be supported in the new OLE 1 or 2 days each Multiple locations Overview of OLE Project Overview of BPM Small group work to develop descriptions of library workflows Design Workshops – Overview

Goal: Define library workflows which must be supported in the new OLE

1 or 2 days each

Multiple locations

Overview of OLE Project

Overview of BPM

Small group work to develop descriptions of library workflows

Working Groups – Overview Focus on specific topics within project Open to those who have expertise, are serving as representatives of their institution and are willing to be active contributors to group research and writing Groups will post updates on OLE website Contact coordinator of group for info on that group

Focus on specific topics within project

Open to those who have expertise, are serving as representatives of their institution and are willing to be active contributors to group research and writing

Groups will post updates on OLE website

Contact coordinator of group for info on that group

Working Groups – Join us! Project scope Library workflows / BPM follow up Build project planning Project governance Communications Connecting with other projects Others may be added as needed

Project scope

Library workflows / BPM follow up

Build project planning

Project governance

Communications

Connecting with other projects

Others may be added as needed

Working Groups list on website http://oleproject.org/get-involved/working-groups-join-us/

Wrap up Upcoming events and webcasts: http://oleproject.org/events/ Project website has up to date information: http://oleproject.org Questions? Comments? Contact: Lynne O’Brien, [email_address]

Upcoming events and webcasts:

http://oleproject.org/events/

Project website has up to date information:

http://oleproject.org

Questions? Comments?

Contact:

Lynne O’Brien, [email_address]

Purpose: Create a list of ILS processes performed by group Process: Write down processes you perform with the ILS on post it notes. Group like items together on flip chart. Example: I work at the Circulation Desk. Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned books in, Resolving patron account problems Divide into 5 equal groups – count off Reassemble in breakout areas Breakout Group Exercise: Identifying Processes

Purpose: Create a list of ILS processes performed by group

Process: Write down processes you perform with the ILS on post it notes. Group like items together on flip chart.

Example: I work at the Circulation Desk.

Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned books in, Resolving patron account problems

Divide into 5 equal groups – count off

Reassemble in breakout areas

Break 10:10 – 10:25

Break

10:10 – 10:25

Purpose: Create a list of ILS processes performed by group Process: Write down processes you perform with the ILS on post it notes. Group like items together on flip chart. Example: I work at the Circulation Desk. Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned books in, Resolving patron account problems Breakout Group Exercise: Identifying Processes

Purpose: Create a list of ILS processes performed by group

Process: Write down processes you perform with the ILS on post it notes. Group like items together on flip chart.

Example: I work at the Circulation Desk.

Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned books in, Resolving patron account problems

Describe processes Identify similarities Identify gaps Group similar processes Report Out: Major Processes

Describe processes

Identify similarities

Identify gaps

Group similar processes

Purpose: Determine which processes are core and categorize other processes Process: Use the colored dots to designate which category each process falls under GREEN = Core process: A process which is an absolutely necessary part of any system, which all librarie perform BLUE = Significant process: Not core but still important YELLOW = Shift: Process that could be handled outside of the ILS by another system RED = Stop: Process which we could stop doing Exercise: Major Process Prioritization

Purpose: Determine which processes are core and categorize other processes

Process: Use the colored dots to designate which category each process falls under

GREEN = Core process: A process which is an absolutely necessary part of any system, which all librarie perform

BLUE = Significant process: Not core but still important

YELLOW = Shift: Process that could be handled outside of the ILS by another system

RED = Stop: Process which we could stop doing

Working Lunch Major Process Prioritization

Working Lunch

Major Process Prioritization

Review and Prioritize Major Processes Review categorization of processes Duplication? Combinations? What are the rewards and risks of pursuing these priorities? How would you limit the scope of what is core vs. what is not core given these priorities? Outcome : Group agreement on top items in core and significant categories Exercise: Major Processes

Review and Prioritize Major Processes

Review categorization of processes

Duplication? Combinations?

What are the rewards and risks of pursuing these priorities?

How would you limit the scope of what is core vs. what is not core given these priorities?

Outcome : Group agreement on top items in core and significant categories

BPM Overview

Service Oriented Architecture Business Process Modeling

Overview What is SOA What is BPM BPM Workshop Goals Questions

What is SOA

What is BPM

BPM Workshop Goals

Questions

SOA = Service Oriented Architecture Design approach Independent software pieces Pieces can be interchanged or repurposed more easily Pieces can be combined to create new services or systems Business experts and IT experts work together SOA Process Create high-level map of how the business should work Deconstruct workflows Define reusable services Recombine services into a system that meets our requirements Think Legos™ What Is SOA?

SOA = Service Oriented Architecture

Design approach

Independent software pieces

Pieces can be interchanged or repurposed more easily

Pieces can be combined to create new services or systems

Business experts and IT experts work together

SOA Process

Create high-level map of how the business should work

Deconstruct workflows

Define reusable services

Recombine services into a system that meets our requirements

Think Legos™

Before & After SOA

http://www.youtube.com/watch?v=sbd_1G8Kqjs (~ 1.25 mins) (legos) http://www.youtube.com/watch?v=dyHWAiG6c-Y (~2 mins) (wardrobe) http://www.jisc.ac.uk/media/avfiles/programmes/eframework/eframework_soa_animation.mov (technical ~4 mins) http://www.youtube.com/watch?v=-9zgeS9B2NE (less technical ~3 mins) What is SOA?

http://www.youtube.com/watch?v=sbd_1G8Kqjs (~ 1.25 mins) (legos)

http://www.youtube.com/watch?v=dyHWAiG6c-Y (~2 mins) (wardrobe)

http://www.jisc.ac.uk/media/avfiles/programmes/eframework/eframework_soa_animation.mov (technical ~4 mins)

http://www.youtube.com/watch?v=-9zgeS9B2NE (less technical ~3 mins)

BPM = Business Process Modeling Design approach BPM process What needs to be done How to do it, in what order, and contingencies Separate from the systems and services that do the work Mid-level detail Necessary before determining shared processes as part of SOA What is BPM?

BPM = Business Process Modeling

Design approach

BPM process

What needs to be done

How to do it, in what order, and contingencies

Separate from the systems and services that do the work

Mid-level detail

Necessary before determining shared processes as part of SOA

http://www.youtube.com/watch?v=S-Mbr31f2dg (no sound) Example of Modeling a Process

http://www.youtube.com/watch?v=S-Mbr31f2dg (no sound)

Goal: Define library workflows which must be supported in the new OLE Small group work to develop descriptions of library workflows Workshop output will shape project design BPM Workshop Goals

Goal: Define library workflows which must be supported in the new OLE

Small group work to develop descriptions of library workflows

Workshop output will shape project design

Process Example

Process Example

Process Example

Questions ????

????

Choose Core Process to work on in Breakout Group session Focus on future state, not current – what needs to happen Model selected Core Process Use post it notes to list each discrete task/practice What discrete tasks/practices are involved in this process? Is there a task that triggers the start of this process? Is there a task that occurs at the end? Is data coming in / going out of system? Why? Are there outside systems or people that are affected or interact with this process? What handoffs are involved? Exercise: Core Process Task Identification

Choose Core Process to work on in Breakout Group session

Focus on future state, not current – what needs to happen

Model selected Core Process

Use post it notes to list each discrete task/practice

What discrete tasks/practices are involved in this process?

Is there a task that triggers the start of this process?

Is there a task that occurs at the end?

Is data coming in / going out of system? Why?

Are there outside systems or people that are affected or interact with this process?

What handoffs are involved?

Neatness Does Not Count!

Break 2:30 – 2:45 Reassemble in Breakout Groups

Break

2:30 – 2:45

Reassemble in Breakout Groups

Choose Core Process to work on in Breakout Group session Focus on future state, not current – what needs to happen Model selected Core Process Use post it notes to list each discrete task/practice What discrete tasks/practices are involved in this process? Is there a task that triggers the start of this process? Is there a task that occurs at the end? Is data coming in / going out of system? Why? Are there outside systems or people that are affected or interact with this process? What handoffs are involved? Exercise: Core Process Task Identification

Choose Core Process to work on in Breakout Group session

Focus on future state, not current – what needs to happen

Model selected Core Process

Use post it notes to list each discrete task/practice

What discrete tasks/practices are involved in this process?

Is there a task that triggers the start of this process?

Is there a task that occurs at the end?

Is data coming in / going out of system? Why?

Are there outside systems or people that are affected or interact with this process?

What handoffs are involved?

Large Group: Reviewing Core Processes Purpose: Group agreement on core processes Process: Review of highest ranked core processes and discussion with group Outcome : Refined process/task models for top core processes

Purpose: Group agreement on core processes

Process: Review of highest ranked core processes and discussion with group

Outcome : Refined process/task models for top core processes

Day One Wrap Up Review Day One What went well What didn’t Preview Day Two Continental Breakfast – 8:30 New start time – 8:45

Review Day One

What went well

What didn’t

Preview Day Two

Continental Breakfast – 8:30

New start time – 8:45

Thanks for your input! See you tomorrow at 8:30

Thanks for your input!

See you tomorrow at 8:30