Implementing WMS and WCL atTilburg UniversityJola G.B. Prinsen, project manager Library & IT ServicesOCLC Regional Council...
Contents• The university and its library• Selection process• Implementation project    o Analysis    o WCL implementation ...
Tilburg University and its library• Tilburg University   o 5 schools: economics and management, law, social and     behavi...
TiU’s digital library landscape 2012Cataloguing                    GGCCirculation and Acquisition    OCLC’s LBS3Discovery ...
Complex landscape…                     6-3-2013   5
Selection processOCLC Regional Council Meeting   26 February 2013   6
Rationale for new LMS / discovery service• Digital library landscape – complex• Hardware – outdated, unstable and no longe...
Why WMS and WCL? (2011)• Suppliers considered: OCLC and ExLibris• WMS – working solution, good interface and promising  ne...
Implementation projectOCLC Regional Council Meeting   26 February 2013   9
Project aims                                      Functional               Implementation       requirements              ...
Project organization                       Project                       board             Project             Project    ...
TiU project team• Head acquisition and  cataloguing• Head circulation• Future functional managers  WMS/WCL• Technical proj...
Project schedule                       7/20116/2011-9/2011                          9/2011                       Project S...
AnalysisOCLC Regional Council Meeting   26 February 2013   14
Workflow testing Workflow              Test      Workflow analysis          environment    testing Go / no go          Imp...
Gap analysis (status March 2012) 152 WMS/WCL gaps            152 WMS/WCL gaps     by priority                 by solution ...
Also benefits• WMS  o Circulation: more intuitive and user-friendly interface  o Acquisition: potential improvement of fin...
WCL  Go!• End-user service    o Go live only possible at      beginning academic year• Condition: availability info  (fro...
WMS  No go• Business case not (yet) valid   o Host TiU’s LBS3   o Visit OCLC Dublin, OH   o Await new releases• Confidenc...
WCL implementationOCLC Regional Council Meeting   26 February 2013   20
WCL implementation challenges (1)•   WP3 – Loading metadata of local databases    o   Finding right data load method and r...
WCL implementation challenges (2)•   WP6 – Phasing out TiU’s digital library systems    o   Stopping services WCL cannot (...
WCL implementation challenges (3)•   WP8 – Training staff    o   Adapting training method to library staff needs (show & t...
Go live• soft launch for library staff• live for the world                                  24
WCL aftercareOCLC Regional Council Meeting   26 February 2013   25
WCL use16000014000012000010000080000                                                                                      ...
Dutch WCL user group                       27
WMS implementationOCLC Regional Council Meeting   26 February 2013   28
Requirements analysis   152 requirements           152 requirements     (March 2012)             (November 2012)          ...
Decision end November 2012                             30
WMS Implementation challenges (1)• WP2 – Acquisitions   o Serials management – workarounds and staff care   o Adapting wor...
WMS Implementation challenges (2)• WP4 – Interface TiU’s identity management system – WMS   o Patron data management and a...
WMS Implementation challenges (3)• WP5 – Interface TiU’s financial system – WMS   o WMS: order and receive transactions   ...
WP 10 – Data load (1)• Agree on (iterative!) process    o Specification    o Test loads    o Acceptance load    o Producti...
WP 10 – Data load (2)• Local Holding Records    o Duration of process (90 days)    o Difficult to test (WCL connects to LB...
Lessons learnedOCLC Regional Council Meeting   26 February 2013   36
37
Lessons learned (1)• Plan a kick-off meeting for all  library staff• Analyzing your workflow is  useful. Grab the opportun...
Lessons learned (2)• Discuss in depth with OCLC  what you expect from technical  and acceptance tests• Enrich local metada...
Expectations• Savings in system  management resources    o After phasing out local      systems• Temporarily: additional  ...
Advise for OCLC• European libraries are different• Libraries need a test and  acceptance environment    o To which data ca...
Questions? More information?Jola PrinsenProject managerTilburg UniversityLibrary & IT Servicesjola.prinsen@tilburguniversi...
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Jola G.B. Prinsen - Implementing WMS and WCL at Tilburg University

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Lecture held at the OCLC EMEA Regional Council Meeting in Strasbourg on 26 February 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, 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
  • Director TiU LISDirector OCLC LeidenManager TiU LIS, Academic Support
  • 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
  • Studenten: tevreden (SALIS en basisinstructie)Medewerkers: grootstedeeltevreden, kleindeelzeertevreden, kleindeelontevredenLIS-medewerkers: kritisch, deelsterecht, deelsgewenningsproblemen
  • 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
  • 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
  • Warm thank you to the OCLC teams in Leiden, Sheffield en Dublin!We want to provide input for ACQ developmentLibraries need test environment – european (?) libraries
  • 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 atTilburg UniversityJola G.B. Prinsen, project manager Library & IT ServicesOCLC Regional Council Annual Meeting , 26 Feb 2013
    2. 2. Contents• The university and its library• Selection process• Implementation project o Analysis o WCL implementation o WCL aftercare o WMS implementation• Lessons learned 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 in 2011 o History of innovation 3
    4. 4. TiU’s digital library landscape 2012Cataloguing GGCCirculation and Acquisition OCLC’s LBS3Discovery & delivery systems In-house developed iPort and GetIt!Local databases Like: repository, theses, image databases, journal article metadata, chapter metadataDocument server Locally stored full textLink databaseLocally developed services OpenURL resolver, loan server, place locator, etc.Integration METIS 4
    5. 5. Complex landscape… 6-3-2013 5
    6. 6. Selection processOCLC Regional Council Meeting 26 February 2013 6
    7. 7. Rationale for new LMS / discovery service• Digital library landscape – complex• Hardware – outdated, unstable and no longer supported• LBS3 – outdated and no longer supported as from 1/1/2013 onwards• In-house developed discovery & delivery system – unable to keep up with developments• Driving force behind in-house systems – about to retire• Maintaining same service level – with less IT staff• Increasing pressure to reduce costs 7
    8. 8. Why WMS and WCL? (2011)• Suppliers considered: OCLC and ExLibris• WMS – 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 8
    9. 9. Implementation projectOCLC Regional Council Meeting 26 February 2013 9
    10. 10. Project aims Functional Implementation requirements WCL Implementation WMS 10
    11. 11. Project organization Project board Project Project manager manager TiU OCLC Project team Project team TiU OCLC 11
    12. 12. TiU project team• Head acquisition and cataloguing• Head circulation• Future functional managers WMS/WCL• Technical project manager (middleware)• Head communication• IT specialist LBS3• IT specialist local databases 12
    13. 13. Project schedule 7/20116/2011-9/2011 9/2011 Project Start project PID organization9/2012-3/2013 3/2012-8/2012WCL aftercare Implementation WCL 9/2011-9/2012 Analysis 9/2012-2/2013 phase2/2013-3/2013 ImplementationWMS aftercare WMS 13
    14. 14. AnalysisOCLC Regional Council Meeting 26 February 2013 14
    15. 15. Workflow testing Workflow Test Workflow analysis environment testing Go / no go Impact Gap decision analysis analysis 15
    16. 16. Gap analysis (status March 2012) 152 WMS/WCL gaps 152 WMS/WCL gaps by priority by solution Blocking Solved! Very needed Workaround Needed Release Wish planning Unknown Not prioritized 16
    17. 17. Also benefits• WMS o Circulation: more intuitive and user-friendly interface o Acquisition: potential improvement of financial process• WCL o More content o Social media functionality o Lists functionality o Integration with Google Books / Google Scholar o Exporting titles o Mobile platform o Chinese interface http://www.tilburguniversity.edu/about-tilburg-university/library/wcl/ 17
    18. 18. WCL  Go!• 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 18
    19. 19. WMS  No go• Business case not (yet) valid o Host TiU’s LBS3 o Visit OCLC Dublin, OH o Await new releases• Confidence in OCLC• Back-office system o Go live possible throughout academic year Remain in analysis phase 19
    20. 20. WCL implementationOCLC Regional Council Meeting 26 February 2013 20
    21. 21. WCL implementation challenges (1)• WP3 – Loading metadata of local databases o Finding right data load method and route• WP4 – 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 21
    22. 22. WCL implementation challenges (2)• WP6 – Phasing out TiU’s digital library systems o Stopping services WCL cannot (yet) offer and finding alternatives• WP7 – Communicating to stakeholders o Updating library instruction material o Inventory of functional changes for library (instruction) staff o Communicating in a positive way about functionality which was going to disappear 22
    23. 23. WCL implementation challenges (3)• WP8 – Training staff o Adapting training method to library staff needs (show & tell sessions, personal training, self-study, by team leader) o Based on expected questions/problems 23
    24. 24. Go live• soft launch for library staff• live for the world 24
    25. 25. WCL aftercareOCLC Regional Council Meeting 26 February 2013 25
    26. 26. WCL use16000014000012000010000080000 WCL searches60000 WCL sessions4000020000 0 mrt/12 mei/12 jul/12 sep/12 nov/12 dec/12 okt/12 aug/12 feb/12 jun/12 jan/13 apr/12 26
    27. 27. Dutch WCL user group 27
    28. 28. WMS implementationOCLC Regional Council Meeting 26 February 2013 28
    29. 29. Requirements analysis 152 requirements 152 requirements (March 2012) (November 2012) Met after Feb 2013 release Met Workaround Workaround Release Release planning planning Unknown Unknown 29
    30. 30. Decision end November 2012 30
    31. 31. WMS Implementation challenges (1)• WP2 – Acquisitions o Serials management – workarounds and staff care o Adapting workflow o Staff training• WP3 – Circulation o Connection to our self-service circulation machines o Depot requests (WCL and workflow) o Adapting workflow o Staff training 31
    32. 32. WMS Implementation challenges (2)• WP4 – Interface TiU’s identity management system – WMS o Patron data management and authentication o Manage student/staff data at TiU and not in cloud o Manage guest data o Impossibility to delete patron/circulation data (legal issues) o Daily update and weekly reload 32
    33. 33. WMS Implementation challenges (3)• WP5 – Interface TiU’s financial system – WMS o WMS: order and receive transactions o SAP FiCo: financial transactions o Cleanup of vendor data, improve budget codes 33
    34. 34. WP 10 – Data load (1)• Agree on (iterative!) process o Specification o Test loads o Acceptance load o Production load• Spend a lot of time on specs!• Closely co-operate• Plan more time than you think you need• Accept some manual work after migration 34
    35. 35. WP 10 – Data load (2)• Local Holding Records o Duration of process (90 days) o Difficult to test (WCL connects to LBS3) o Limiting test set has profound effect on testability of other conversions• Vendors, orders, patrons, circulation transactions o Prepare for conflicts between circulation policies and transactions o Grab opportunity to clean up data in your old LMS o Test exceptions 35
    36. 36. Lessons learnedOCLC Regional Council Meeting 26 February 2013 36
    37. 37. 37
    38. 38. Lessons learned (1)• Plan a kick-off meeting for all library staff• 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• Sometimes you need a deadline to get things moving 38
    39. 39. Lessons learned (2)• Discuss in depth with OCLC what you expect from technical and acceptance tests• 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 39
    40. 40. Expectations• Savings in system management resources o After phasing out local systems• Temporarily: additional resources in the library back office o Renewing for ILL libraries o Claiming journal issues o LHR/LBD changes to be entered in GGC and WMS o E-books in GGC and WCKBase 40
    41. 41. Advise for OCLC• European libraries are different• Libraries need a test and acceptance environment o To which data can be *re*loaded if necessary. o With complete test data sets• Support libraries when they develop middleware 41
    42. 42. Questions? More information?Jola PrinsenProject managerTilburg UniversityLibrary & IT Servicesjola.prinsen@tilburguniversity.edu 42

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