Alma: Organizational change of ERM

IGeLUBudapest – 02.09.2015

Gijs NoelsBusiness Consultant

Plan?

• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?

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Leuven Integrated (B)Library and Information System

• Part of KU Leuven responsible for central library automationGoverned by a management board

• Since early 70’s

• Service offer for external organisations

• Buy as a consortium

• 19 qualified persons+ experts of library, archives, museums and ICT

• Partnership with Ex Libris

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A library network• Since 1977• Goals

– Optimization of services– Offer new advanced applications to enhance services– Improve quality of information

• Different types of libraries• 32 institutions - 85 libraries• ca 6 000 000 records• ca 6 700 000 items• Collaboration!!

Library

Print

Management layer

Repository layer

Public layer

Discovery and Delivery

Electronic

Linking

Digital

Print Electronic Digital

Alep

h

SFX

Met

aLib

Verd

e

Dig

iToo

lD

igiT

ool /

Ros

etta

Unified Resource Discovery and Delivery

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Aleph

Aleph

MetaLib

SFXMetaLib

Verde

DigiTool

DigiTool

SFX bX

Rosetta

Library

Print

Management layer

Repository layer

Public layer

Discovery and Delivery

Electronic

Linking

Digital

Print Electronic Digital

Unified Resource Discovery and Delivery

6

PrimoPrimo

Central

AlephSFX

MetaLibVerde

DigiTool

SFX bX

Alep

h

SFX

Met

aLib

Verd

e

Unified Resource Management

AlmaAlma

Rosetta

Aleph MetaLib DigiTool

Dig

iToo

l / R

osett

a

Plan?

• Context: Who are we: LIBIS?• Challenges • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?

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Challenges• Other functions for the library building• Shift from P to E/D• Out-dated processes• Budget cuts > efficiencies• Researchers and students have new expectations

– Research data– Digital preservation– Support publishing– Digital humanities– …

• Net-generation• There IS a world outside• …

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Focus Paradigm shift P2E

Q

T

E

P

P

E

E

P

Number of Staff involved

UsageBudget

Plan?

• Context: Who are we: LIBIS?• Challenges • Why did we became Alma development

partner?• Our approach? Usecase ERM• Implementing Alma• After STP?

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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

the frameworks

CONSOLIDATE OPTIMISE

through collaboration

EXTEND

the range of services

Strategy

© Ex Libris

Workflow optimisation• More automated processes (eg. Steps in ordering are

known, no human intervention needed) – Re-assign personnel– Alma employs business process automation to streamline

and simplify library workflows for managing all types of workflows.

• Workflows managed from within the system => “push” paradigm

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Plan?

• Context: Who are we: LIBIS?• Challenges • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?

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Our approach

• Not a technology project…• But an organisational project

– 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...

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Our approach

Communicate

Convince

Involve

• Demonstrations• Website / Blog• Newsletter• Conferences• Board meetings• …

• All stakeholders• Workshops• Projectcel• Project groups• …

• Demonstrations• Analysis• Quality and

performance• Go / No Go

decision list• …

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Plan?

• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach?• Usecase URM• After STP?

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ERM use case: organizational change

create change awarenessGOAL:

better use of resources (staff/budgets)How?• Anticipating/acknowledging challenges

– P2E paradigm shift– Budget costs > efficiencies– Outdated processes

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ERM use case: organizational change create change awareness

GOAL:better use of resources (staff/budgets)

How?• Benefit from the URM vision/strategy

– After streamlining the front office we need to streamline the backoffice expectations

– Alma employs business process automation to streamline and simplify library workflows for managing all types of workflows.

(eg. Steps in ordering are known, no human intervention needed) – Workflows managed from within the system => “push” paradigm

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ERM use case: organizational change create change awareness

GOAL:better use of resources (staff/budgets)

How?• Putting theory (our approach) into practice

– Not about technology but about organisationÞ Centralization versus decentralization

– Use the implementation of Alma as a tool to implement change awareness

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ERM use case: organizational change

Timeline

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2014 2015May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

NOW

Starting

Point:M

anagement

Workshop

STP Alma

Managem

ent

Meeting:

Framew

ork

design

Approval

Managem

ent

Organize Sub

working

groupE-content

Workshop

E-content

Managem

ent

ERM use case: organizational change

Step 1: exploring the possibilities and opportunities of ALMA

• Opportunity to decentralise/share Knowledge!!

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ERM Staff resources Software resources

Centralization SFX, Metalib, BX Alma

Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib

ERM use case: organizational change

Step 1: exploring the possibilities and opportunities of ALMA

• Opportunity to decentralise/share Knowledge!!

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ERM Staff resources Software resources

Centralization SFX, Metalib, BX Alma

Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib

ERM use case: organizational change

Step 2: INVOLVE all related Stakeholders!!

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ERM Staff resources Software resources

Centralization SFX, Metalib, BX Alma

Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib

ERM use case: organizational change

Step 3: Putting theory to practice => Change awareness

How?• Re-orientation of tasks (E-sources department) ->

Perspective?• Knowledge center (LIBISnet) <-> excecutive• Management ICB (one central e-collection University library budget)• Management of the big 7 • Management of University Library licenses

• Re-orientation of tasks (Library Acquisitions Staff)• Ordering/Activation of “own” library e-resources (Executive)

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ERM use case: organizational change

Step 4: Consolidate and evolve

How?– Evaluation of current processes/best practices– Extending services/sharing knowledge to the Network

(LIBISnet)• Association• External Partners

e.g. use of Alma NZ functionality (NZ acq, activation), PDA, …

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ERM use case: organizational change

Timeline

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2014 2015May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

NOW

Starting

Point:M

anagement

Workshop

STP Alma

Managem

ent

Meeting:

Framew

ork

design

Approval

Managem

ent

Organize Sub

working

groupE-content

Workshop

E-content

Managem

ent

Plan?

• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach?• Usecase URM• After STP?

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Next…?

• Evaluation!• Maximise exchange of knowledge and experience• Concentrate on workflow optimization: ERM, PDA,

Evaluating ALMA-SAP link, …• Continue working groups and workshops• Integration of digital workflows• …

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Gijs Noels – Business Consultant LIBIS @ K.U.LeuvenW. de Croylaan 54 - Bus 5592, B-3001 HeverleeLIBIS: +32(0)16322263gijs.noels@libis.kuleuven.beinto-info@libis.be– http://www.libis.be

Thanks!