Jola G.B. Prinsen - Implementing WMS and WCL at Tilburg University

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Lecture held at the 17. Verbundkonferenz of the GBV in Oldenburg, Germany on 28 August 2013. Subject was the implementation of OCLC's WorldCat Local (WCL) and WorldShare Management Services (WMS) at Tilburg University in The Netherlands. Tilburg University is the first library in Europe where the WMS system was implemented. Discussed is the implementation project, challenges, experiences since go live, and lessons learned.

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  • 134 f.t.e. LIS total
  • Selectieproceszomer 2010-zomer 2011Eisenaanleverancier:Deliver to several Dutch university librariesBelong to international top of UL suppliersDeliver hosted solutions (short-term)Work actively on cloud solutions (long-term)Developing partner – fits TiU: we’ve always been innovative
  • TiU was a pain in the * ;-)We discovered more problems and missing functionality, than other 80 WMS librariesActually, OCLC is very glad, as a colleague libraries
  • Workflowanalyse:AcquisitionCirculationDiscovery & deliveryManagement information3rd party integrationFinancial information (SAP)Lendomats (SIP2)Identity management (TiU’s IDM)Gap analysisGaps between current functionality and WMS/WCL functionalityImpact analysisImpact on stakeholders (where possible quantified)Workaround? Effort involvedPriority (must have, need to have, nice to have)Solution on OCLC’s roadmap?
  • Blocking = must have to go live (summer 2012)Very needed = must have before 1/2013Needed = must have before 1/2014Wish = nice to haveVery diverse gapsClaiming not possibleNumber of positions for budget code
  • Gaps between current functionality and future functionality (WMS + WCL)Opgelost = ‘voor go live’We compromised more towards the end
  • Op basis van testresultatenFunctionelebeschrijving van feb release
  • Wijzijneerstebibliotheek die koppelingmaakt met extern IDM en met SAP (2-way authentication not yet possible)
  • Wijzijneerstebibliotheek die koppelingmaakt met extern IDM en met SAP
  • Adapt to the system
  • Kick off meeting: let library director communicate about project, project’s priority, rationale behind choice for the system, and business case
  • Kick off meeting: let library director communicate about project, project’s priority, rationale behind choice for the system, and business case
  • Renewing for ILL libraries – Nov 2013Claiming journal issues – May 2013Changes in copy and item specific notes, call number and shelving location in GGC and WMS – within some months temporary solution; within a year structural solution
  • WMS aftercare:Identify and solve problems (mainly LHR)Prioritize requirements (new and existing)Transfer to line organizationTalk to colleague librariesPhase out local systemsSAP interface + BO report
  • Jola G.B. Prinsen - Implementing WMS and WCL at Tilburg University

    1. 1. Implementing WMS and WCL at Tilburg University Jola G.B. Prinsen, project manager Library & IT Services 17. GBV Verbundkonferenz, Oldenburg, 28 August 2013
    2. 2. • Tilburg experience • Early adopter • Local choices • LBS3 • Cataloguing in GGC • Combination with WCL • Lecture is snapshot • WMS is developing (quarterly releases) • OCLC EMEA is gaining more experience In advance… 2
    3. 3. Tilburg University and its library • Tilburg University o 5 schools: economics and management, law, social and behavioral sciences, humanities, catholic theology o Graduate schools and a business school o 12,500 students (85 nationalities) • The library o Combined with IT Services o 61 f.t.e. library staff o One building (950 study places; 580 with PC) o 1,390,000 volumes; 44,600 circulations (2011) o History of innovation 3
    4. 4. TiU’s digital library landscape 2012 Cataloguing GGC Circulation and Acquisition OCLC’s LBS3 Discovery & delivery systems In-house developed iPort and GetIt! Local databases Like: repository, theses, image databases, journal article metadata, chapter metadata Document server Locally stored full text Link database Locally developed services OpenURL resolver, loan server, place locator, etc. Integration METIS research information system 4
    5. 5. Selection process 517. Verbundkonferenz des GBV 28 August 2013
    6. 6. Rationale for new LMS / discovery service Digital library landscape Complex Hardware Outdated, unstable and no longer supported Library management system LBS3 outdated and no longer supported as from 1/1/2013 onwards In-house developed discovery & delivery system In-house developed – unable to keep up with developments Staff issues Driving force behind in-house systems about to retire Increasing pressure to reduce costs Maintaining same service level, with less IT staff 6
    7. 7. Why WMS and WCL? (2011!) • Suppliers considered: OCLC and ExLibris • WorldShare – working solution, good interface and promising new functionality • WorldCat Local – good integration with WMS, GGC and Google • WorldCat as underlying catalogue – more content for end users 7
    8. 8. Implementation project 817. Verbundkonferenz des GBV 28 August 2013
    9. 9. Project aims Functional requirements Implementation WMS Implementation WCL 9
    10. 10. • Head acquisition and cataloguing • Head circulation • Future functional managers WMS/WCL • IT specialist LBS3 • IT specialist local databases • License manager • Technical project manager (middleware) • Head communication TiU project team 10
    11. 11. Project schedule 11 Project initiation 6/2011-9/2011 Analysis 9/2011-9/2012 Implementation WCL 3/2012-8/2012 Implementation WMS 9/2012-2/2013 Aftercare 9/2012-5/2013
    12. 12. Analysis 1217. Verbundkonferenz des GBV 28 August 2013
    13. 13. Workflow testing Workflow analysis Workflow testing Gap analysis Impact analysis Go / no go decision 13
    14. 14. 152 WMS/WCL gaps by priority Blocking Very needed Needed Wish Not prioritized Gap analysis (status March 2012) 152 WMS/WCL gaps by solution Solved! Workaround Release planning Unknown 14
    15. 15. • End-user service o Go live only possible at beginning academic year • Condition: availability info (from LBS3) can be made available in WCL  Start of implementation phase WCL  Go! 15
    16. 16. • Business case not (yet) valid o Host TiU’s LBS3 • Confidence in OCLC o Visit OCLC Dublin, OH o Await new releases  Remain in analysis phase WMS  No go 16
    17. 17. WCL implementation 1717. Verbundkonferenz des GBV 28 August 2013
    18. 18. Some WCL implementation challenges • Loading metadata of local databases o Finding right data load method and route o Some local databases not loaded • Activating e-collections o No tools to compare TiU link database to OCLC WCKBase o Collections PubGet/WCKBase not always identical to TiU’s licenses o E-books must also be activated 18
    19. 19. Go live » soft launch for library staff » live for the world 19
    20. 20. WMS implementation 20OCLC Regional Council Meeting 28 August 2013
    21. 21. Requirements analysis (status Nov 2012) 152 requirements (November 2012) Met after Feb 2013 release Workaround Release planning Unknown 21 152 requirements (March 2012) Met Workaround Release planning Unknown
    22. 22. Decision end November 2012 22
    23. 23. WMS Implementation challenges (1) 23 • Acquisitions o Serials management – workarounds and staff care o Adapting workflow o Staff training • Circulation o Connection to our self-service circulation machines o Depot requests (WCL and workflow changes) o Configure regulations o Adapting workflow o Staff training
    24. 24. WMS Implementation challenges (2) 24 • Interface TiU’s identity management system – WMS o Manage patron data at TiU and not in cloud Student data in SIS Staff data in HR system Guest data in GuestDB o Daily update and weekly reload to WMS o Impossibility to delete patron/circulation data (legal issues)
    25. 25. WMS Implementation challenges (3) 25 • Interface TiU’s financial system SAP – WMS o WMS: order and receive transactions o SAP: financial transactions o Interface is ready, but not in use o Not possible to enter SAP ID in WMS
    26. 26. WMS Implementation challenges (4) 26 • Data load of Local Holding Records o Duration of process at OCLC (90 days) o Difficult to test at TiU (WCL connected to LBS3) o Limiting test set had profound effect on size transaction test sets • Data load of vendors, orders, patrons, circulation transactions o Grab opportunity to clean up data in your old LMS o Test exceptions
    27. 27. Experiences so far 2717. Verbundkonferenz des GBV 28 August 2013
    28. 28. Biggest workflow changes • Cataloguing • Acquisition (especially serials and book series) • Depot requests • Interlibrary loan • Patron registration • Finance 2827-8-2013
    29. 29. • Check-out: faster • Check-in: faster • Check-out holds: faster • Depot requests: notification of patrons • Local ILL titles: creating titles is faster; more flexible • Renewal: bulk not possible • Fines: calculation only after check-in • Holds: limited print functionality; configuration collection notice • Patron registration: WMS user interface could be improved Circulation 29
    30. 30. • Vendor management • Not possible to change placed orders • Receive orders without invoice not possible for approval plans; received orders are transferred to next year • Limited publication frequencies in serial administration • Claim list is possible, but claiming itself not yet within WMS • Not possible to get list of orders placed within a budget • Erroneous matching & merging Acquisition 30 Order process at TiU  Catalogue in GGC and add local holding record  Realtime, TiU symbol is added to WMS/WCL  Switch to WMS, select title and place order
    31. 31. • Large WorldCat database • Easy to use interface for inexperienced users • Integration with Google Books • Third-party databases can be integrated in searching • Integration with social media • Export to reference managers • Multi-language interface • Interface for mobile devices • Duplicates and matching & merging problems • Expert search is limited • Classification systems biased toward US systems • Third-party databases often only through Z39.50 (slow and unpredictable) • No RSS or alerting service • Problems with depot requests WorldCat Local 31
    32. 32. • Technical and application administration by OCLC • Interface • No test system, always connected to production system • Fewer configuration possibilities • Changes to WMS/WCL not always consistently communicated Functional administration 32
    33. 33. Lessons learned 3317. Verbundkonferenz des GBV 28 August 2013
    34. 34. • Analyzing your workflow is useful. Grab the opportunity to improve • It is difficult to quantify impact of gaps • Activating e-collections takes lot of time • Agree with OCLC on (iterative!) process of data load: specs, tests, acceptance load, production load Lessons learned (1) 34
    35. 35. • Spend a lot of time on data load specs! • Enrich local metadata with PPN/OCN, IBSN/ISSN • Plan time to develop workarounds • Combine migration to WCL and WMS • Developing interfaces takes time and requires experts at both the library and OCLC • Accept and plan for manual correction work after migration Lessons learned (2) 35
    36. 36. • Savings in system administration resources • Temporarily: additional resources in Acquisitions o Claiming o LHR changes to be entered in GGC and WMS o E-books in GGC and WCKBase Expectations 36
    37. 37. Jola Prinsen Project manager Tilburg University Library & IT Services jola.prinsen@tilburguniversity.edu Questions? More information? 37

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