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WHELF shared Library System presentation


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Presentation given at the jisc Library Systems Workshop on the WHELF shared library systems project, July 15th 2013.

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WHELF shared Library System presentation

  1. 1. Towards a shared Library Management System for Wales Glyn Ryland, Cardiff University 1
  2. 2. Context • WHELF Strategy • WHELF/CyMAL Report in 2011. • JISC LMS Programme • Funding awarded June 2012 for 6 month study • Study completed March 2013 • JISC Programme covers: • WHELF Shared Services study • Scottish Shared Services study • Engagement also with Bloomsbury (London colleges) shared systems project 2
  3. 3. What we’ve discovered 3
  4. 4. Benefits: birds of a feather • All libraries use same version of LMS • Separate instances, but single upgrade path • Shared development and testing • Share costs of customisation and bespoke development • Greater leverage with single supplier 4
  5. 5. Benefits: streamline workflows • Improved workflow generates improved efficiency • Free up time to focus on new and emerging demands (open access, research data management) 5
  6. 6. Benefits: resilience • Cloud-based infrastructure • More ‘up time’ • Enterprise-level infrastructure. • Redundancy • Reduce the pain of upgrade, patching etc. 6
  7. 7. Benefits: business intelligence • Real-time reporting on usage of collections and e-resources • Easier access to management information to aid decision making • Aids shared decision- making across Wales HE and NHS • Joint purchasing etc? 7
  8. 8. Sharing and Collaboration • Catalogue records? • Electronic resource management? • Licence management? • Management information? • Inter-Library loans? • Physical access arrangements? • Reciprocal borrowing?
  9. 9. Key benefits for users • Potential ability to search across collections in Wales HE and NHS from single point of entry. • Smaller organisations can potentially expand their services. 9
  10. 10. Benefits: procurement process • Greater bargaining power in supplier negotiations. • Potential to leverage savings on licensing and implementation through joint procurement. • Staff time saved in procurement. 10
  11. 11. Proposed model • Consortium ‘with Governance’ • Single set of functional and technical requirements • Joint procurement exercise • Institutions to share cost of procurement • Procure single system. • Cloud hosted • Separate interfaces and branding • Search across single union catalogue and individual catalogues • Governance: • WHELF to agree vision for how far they want to share. • Governance mechanisms will reflect this. • Formal steering and working groups to be established (AWHILES involvement). • Formal mechanisms for decision-making. 11
  12. 12. Next steps • WHELF to agree overall vision for sharing. • WHELF institutions to confirm their intention to be part of a shared service and provide financial commitment for procurement process. • Steering groups and project groups to be established to take forward procurement. • Appoint programme manager to lead the procurement. • Confirm detailed requirements and develop tender specification. • Agree phased road-map for who will go first. • Likely timescale – start procurement in January 2014; first institutions likely to go live in 2015. • Cardiff likely to be later in the road-map. 12
  13. 13. Further information • 13