131205 KU Leuven and the LIBISnet consortium on the way to the next generation library management solution
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KU Leuven and the LIBISnet consortium are transitioning to Ex Libris's next generation library management solution Alma. [1] KU Leuven expects Alma to streamline workflows, reduce costs through efficiencies and cloud hosting, and increase services through features like unified resource management, collaborative metadata, and analytics-driven collection development. [2] The transition involves testing Alma and optimizing workflows before the planned migration in 2014. KU Leuven sees this as an opportunity for organizational change to adapt to trends in research and learning.
![• Comprehensive University
– Including the Bachelor’s campus in Kortrijk
– 3 groups,14 Faculties:
• Science, Engineering and Technology
• Humanities and Social sciences
• Biomedical sciences
• 38.640 Students (15% international;
2011)
• 5199 Peer reviewed publications (2010)
• 98 Spin-offs (2011)
• 68 [QS World UR 2011]
• 67 [THES 2012] )](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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131205 KU Leuven and the LIBISnet consortium on the way to the next generation library management solution
- 1. KU Leuven and the LIBISnet consortium on the way to the next generation library management solution Jo Rademakers Head LIBIS Frankfurt – 5.12.13
- 2. • Comprehensive University – Including the Bachelor’s campus in Kortrijk – 3 groups,14 Faculties: • Science, Engineering and Technology • Humanities and Social sciences • Biomedical sciences • 38.640 Students (15% international; 2011) • 5199 Peer reviewed publications (2010) • 98 Spin-offs (2011) • 68 [QS World UR 2011] • 67 [THES 2012] )
- 3. Leuven Integrated (B)Library and Information System • Part of KU Leuven responsible for central library automation Governed by a management board • Since early 70’s • Service offer for external organisations • 19 highly qualified persons + experts of library, archives, museums and ICT • Partnership with Ex Libris 3
- 4. K.U.Leuven libraries • • • • • 11 Libraries > 4 M items Large e-resource collection (go e-only) Several repositories (research, AVM…) Integration with – Archives – Museums • Great team of librarians (approx. 170) – new generation coming in • Stagnating budgets (ahum…) 4
- 5. A library network • Since 1977 • Goals – Optimization of services – Offer new advanced applications to enhance services – Improve quality of information • • • • • Different types of libraries 33 institutions - 85 libraries ca 6 000 000 records ca 6 700 000 items Collaboration!! 5
- 6. A service provider • PBS Vlaams-Brabant – – – – – – Since 2006 Replacing local systems Focus on patrons and circulation One patron 31 cities – 60 Libraries ca 6 900 000 records / ca 2 000 000 items • Open Vlacc – – – – Since 2007 Focus on cataloguing Serves as a background catalog ca 6 500 000 records • Complete service offer • … cloud … 6
- 7. Full service offer (Service Level Agreements) • Functional Support – – – – – – • Redundant 99,8 % availability 24/7/365 monitoring Service slots Service packs Team Networking – Exchange best practices and experiences working groups – Advisory Board – LIBISnet User Group Meetings – Igelu, Vlengel, Advisory Boards – Regional, national and international projects, … – Accountmanagement Complete Management Migration services Manuals Incident management Helpdesk (24/7) Project management Technical Infrastructure – – – – – • • • Financial – – – – Licenses & software Hardware Cataloguing Staff – 19 persons – Experts in specific domains and modules + experts from the libraries and ICT 7
- 8. Aleph MetaLib DigiTool Discovery and Delivery SFX bX Linking Public layer DigiTool Management layer Verde Digital MetaLib Electronic SFX Print DigiTool Aleph Aleph SFX MetaLib Verde DigiTool Print Electronic Digital Repository layer Library 8
- 9. Unified Resource Discovery and Delivery Primo Discovery and Delivery Primo Central SFX bX Linking Public layer DigiTool Management layer Verde Digital MetaLib Electronic SFX Print DigiTool Aleph Aleph SFX MetaLib Verde DigiTool Print Electronic Digital Repository layer Library 9
- 10. Unified Resource Discovery and Delivery Primo Discovery and Delivery Primo Central SFX bX Linking Public layer Alma DigiTool Management layer Verde Digital MetaLib Electronic SFX Print DigiTool Aleph Aleph SFX MetaLib Alma Verde Unified Resource Management DigiTool Print Electronic Digital Repository layer Library 10
- 12. Challenges • Researchers and students have new expectations – – – – – • • • • • • • Research data Digital preservation Support publishing Digital humanities … Shift from P to E/D Out-dated processes Other functions for the library building Net-generation Budget cuts > efficiencies There IS a world outside … It’s [a]live, Jim… but not as we know it! 12
- 13. Why we became a development partner • Ex Libris came to us with an interesting vision about the future of libraries and library systems • Challenging times for libraries – Net-generation – Budget cuts – There IS a world outside • After streamlining the front office we need to streamline the backoffice expectations • We think we have something to offer and are encouraged by university management 13
- 14. What we expect… • From the process – – – – – – – Open minded approach! Focus on what really matters Question every existing workprocess Think about alternatives for outdated processes Think about new services Look beyond traditional library borders Exchange of best practices 14
- 15. What we expect… • From the solution – A framework to create new services • e.g. based on statistical information • Alternatives for outdated processes • Integrated in the world outside – Integration of workprocesses across material types and departments… but also across other library like organisations 15
- 16. What we expect… • From the solution – Reduce Total Cost of Ownership (TCO) • Streamlined technology • Complexity of operations • Less cataloguing – Increase service levels 16
- 17. The URM vision • • • • • • • Unified resource management: Alma supports the entire suite of library operations for print, electronic, and digital resources Collaborative Metadata Management: Alma brings highquality, shared metadata into the resource management environment in a unique, hybrid model that balances global sharing with local needs Smart Fulfillment: Alma provides fulfillment services to users in terms that are easy to understand, while using unified workflows and analytics capabilities to streamline and optimize fulfillment workflows Optimized resources and data: Alma simplifies library workflows by using a unique automated business processes and shared data Cloud-based service: Offered as a cloud service to increase the return on investment and reduce the total cost of ownership of the library’s infrastructure, and to provide access to shared data and services Intelligent collection development: Alma allows you to maximize your collection development budget with selection, acquisitions, and evaluation processes informed by usage information, cost per use, and the holdings of peer collections. Ex Libris open platform: Using web-based, open interfaces, Alma can be integrated seamlessly with other systems including external campus systems, and libraries can develop adapters and plug-ins to meet their institutions’ unique needs © Ex Libris 17
- 18. Strategy CONSOLIDATE OPTIMISE EXTEND the frameworks through collaboration the range of services © Ex Libris 18
- 19. Consolidate the frameworks Unified Resource Discovery and Delivery Selection and acquisition Fulfillment (circulation) Print Electronic DigiTool Verde MetaLib SFX Aleph Resource management (cataloguing) System management Unified Resource Management Digital 19
- 21. Workflow optimisation • Workflows managed from within the system => “push” paradigm 21
- 22. Workflow optimisation • More automated processes (eg. Steps in ordering are known, no human intervention needed) – Re-assign personnel – Eg. Digitization on demand, all steps are known, analysis based on logging can show less performing steps and additional personnel can be assigned 22
- 23. Smart fulfillment • System decides for the best way to fulfill a user’s needs • One environment, easier to show all fulfillment options – “One click away” – Or automatic ILL or purchase request • Combined with user-driven collection management => better usage of the collections 23
- 24. Cataloguing optimisation • Collaborative Metadata Management – New possibilities for automated data enrichment – Collaborative effort • Manage data at best location • Always updated information – But with possibilities for local needs (eg. local keywords) – Multiple metadata schemes possible (initial MARC21, DC, MODS) 24
- 25. Optimise through collaboration • Holdings and institutional structure Inventory Library zone • Private bibliographic and authority records • Libraries working together Community Zone • Global and shared bibliogrpahic and authority records Collaborative Zone 25
- 26. Alma: Collaborative Metadata Management 26
- 27. 40% of purchased material will never be circulated • • 2008 Annual ARL Statistical Reports http://www.libraryjournal.com/lj/home/890835-264/print_on_the_margins_circulation.html.csp 27
- 28. Collection development • Not all bought resources are used… • Alma replaces “just in case” by “just in time” • User-driven collection management • E-books: click and read = buy • Print material: request resulting in a purchase order 28
- 29. “Just in case” • • • • Try to guess what the user needs Purchase Describe Organise 29
- 30. Alternatives • ILL (?) • E-Books/Books: offer and only purchase if requested by the user • Journals – Users want articles not journals – Problem: commercial model of the publishers 30
- 31. “Just in time” • Patron Driven Acquisition – Agreement between supplier and library – User discovers (e-)book via discovery-interface – If usage exceeds predefined limit: • Library gets invoice and • Material is purchased 31
- 34. Optimize workflows • • • • • • • Actionable analytics and intellience User driven acquisition and collection development Usage drive evaluation and renewal – E Combined acquisition and activation Unified fulfillment – P/E/D Digitization on demand … 34
- 35. Software as a Service in the “cloud” • 5 Cloud business benefits – – – – – Business agility New business models Less operational issues Better use of resources Less capital expense 35
- 36. Did you already think about… • Support your researchers – – – – For publishing For raw / research data management With digital preservation … • Support your students – Within the electronic learning environment –… 36
- 37. We are not alone… • Open access • Research management • Publishers • Vendors • LMS • Social media Users Scholarly community Suppliers Partners Parent organisation • IAM-system • ERP-systems • Student Information System • Union catalogs 37
- 38. Development partnership • • • • • • Share the URM vision Open to and ready for internal change Able to commit Interested in specific areas of joint collaboration Pragmatic and practical Willing and eager to promote URM principles 38
- 39. The development Partners Boston College Princeton University • Course reading workflows • Cataloging workflows • Reporting and analysis • Workflow streamlining tools • Institutional systems • Digital collection integration management KU Leuven/LIBIS Purdue University • Inter-institional relationship management • Metadata management policies • Descriptive metadata for digital content • E-Research workflows & systems interoperability • Consortial service provision 39
- 41. Current status (11/13) • Waiting for some additional developments esp. – Resource management in a network environment – Resource sharing • Migration currently planned in 2 “waves” – March / April 2014 • Testing, testing, testing – Finalizing workflows – Manuals • Gearing up for training (370 librarians) – Video, remote… • Currently 14 people invloved 41
- 42. Go/NoGo-list 42
- 43. Showstoppers 43
- 44. Our approach • Not a technology project… • But an organisational project – – – – – Change Change Change Change Change Electronic resources now dominant just in case just in time Patron driven acquisition Ownership Access Metadata almost always already exist use it ! • Use the implementation of Alma as a tool to implement change awareness • Take away worries – IT-people, cataloguers... 44
- 45. Main worries • Communication – Create buy-in – Live Demo • Impact on existing workflows • Training, training, training… • Quality, stability and performance of the system 45
- 46. Threats and opportunities Cataloguing Acquisition Back office Job certainty 4 2 4 Status 3 2 Influence 1 5 Management Job content 2 3 4 4 2 6 4 2 Wage Job content Front office 7 1 8 7 Resources Work place 2 3 Career 4 Work load 4 4 Social context 1 1 Work load 2 2 1 1 6 6 Influence 46
- 48. Our approach Involve • Demonstrations • Analysis • Quality and performance • Go / No Go decision list • … • • • • • All stakeholders Workshops Projectcel Project groups … Convince Communicate • • • • • • Demonstrations Website / Blog Newsletter Conferences Board meetings … 48
- 50. Publishing Primo Discovery and Delivery Primo Primo Central SFX bX Linking Public layer Alma Print Electronic Digital Management layer Rosetta Rosetta Repository layer Library Archive Museum Academic 50
- 51. Thank you ! Questions ? Jo Rademakers LIBIS @ KU Leuven jo.rademakers@libis.be – www.libis.be +32 (0) 16 32 22 66 De Croylaan 54 – PB 5592 – B-3001 Heverlee Information. Innovation. Inspiration.