PALNI Experience Implementing OCLC's WMS
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Transcript of PALNI Experience Implementing OCLC's WMS
PALNI- Private Academic Library Network of Indiana
The PALNI Experience OCLC WMS
Kirsten Leonard Private Academic Library
Network of Indiana
PALNI- Private Academic Library Network of Indiana
Robert Burns: The best-laid schemes o' mice an' men Gang aft agley
Ferris Buehler: Life moves pretty fast. If you don't stop and look around once in a while, you could miss it.
About PALNI • Indiana Consortia of 23 small to medium academic
libraries (e.g. Butler, DePauw, AMBS) • Founded in 1992 around a shared ILS (DRA) in a
shared data center and staff shared with INCOLSA • Selected Aleph, SFX, and MetaLib in 2002
– Share Aleph install with 22 ADMs and separate OPACS
– Anderson University has Sirsi on their own
• Also shared other systems: EZProxy, CONTENTdm, Drupal, Listservs
PALNI Hosted Systems • August 2010 – Added Executive Director
• Dec 2010
– Added Primo, Primo Central, bX
– Anderson joined us in these new systems
• May 2011
– Moved Aleph, SFX, MetaLib to ExLibris TotalCare
– CONTENTdm to OCLC
– EZproxy to OhioNet
– Development servers, listservs, web to Dreamhost
PALNI Structure
• Small Staff that’s PALNI only – ED, DCM, AD
• Joint PALNI/Institution – Coordinators
• Institution with some PALNI funding – Advisory Groups Steering – PALNI Experts
• Institution - Board & EC
Overall Next Gen Board Goals – Overall trend to prefer simplicity when there are
tradeoffs – PALNI needs to be sure we are not reacting to
our current frustrations and issues and need to be sure of what we would be getting and what we would we be giving up
– Configurability is not as important as reliability. Reliability and data management are more important
– Reduce time and learning curve to perform workflows is important because shrinking employee FTE makes workflow more difficult, especially for smaller libraries
Goals for New Functionality
– Shared collection development/New purchases – Shared processing – Consortium ebook purchases/licensing – Retrospective collection development to free up
library space and to preserve collections – Regarding the possible catalog default to PALNI
wide system; it was agreed that if our own library topped the list we would be more likely to approve of system wide listing of holdings
Areas of High Agreement
– Want integrated and logical workflows – Want robust statistical information on
holdings, circulation etc. – Want a unified resource management
system that includes a robust Electronic Resource Management component
– Prefer back-end simplicity to customizability (but more mixed compared to functional robustness)
Areas of Mixed Opinion
– Some NOT willing to trade back end simplicity for more robust functionality
– Lower Cost versus More Robust Functionality seem to be more equal desires
– The “Single vendor versus Best Individual products” (47% said don’t know or neither agree or disagree)
– “More Vendor Support versus DIY capabilities” (53% said don’t know or neither agree or disagree )
How was the decision made to implement WMS as a consortium? • Already had group contract with Aleph
(except Anderson) • Anderson did not want to be left behind • Vote to move forward was 20-2 • No one has left and the 2 are coming
around • May be gaining a new institution
How was the System selected • Seven Task Forces (Nov – April 2013)
– Vendor Webinars – Development Partner Interviews – Site Visits
• Produced a 352 page report that was already out of date but process is essential
• ED Report analyzing goals, vendor outlooks, and costs
• Carl Grant, Marshall Breeding, and David Lewis blogs and articles
Board Retreat May 2013
• Anticipated that no selection would be made based on task force reports
• Method that drove decision – Clicker questions and discussion focused on
areas of difference and agreement – Quickly threw out ALMA – Decision came down to WMS or wait for Intota – Great facilitator, Tom Kirk, who knew PALNI and
could push effectively
Board Retreat May 2013 – cont’d
• Factors that drove decision – ED Report reminded of goals, benefits, and
cost of waiting – Wanted to get on with it and start readjusting
costs to match new priorities – Treasurer put together new cost sharing
scenarios – Support and high interest from OCLC – Institutions our size already on board
Board Retreat May 2013 – cont’d
• Concern about moving when Task Forces said wait – Some WMS functions identified as missing had
were released in April or were scheduled for June
• Analysis of Past OCLC Roadmaps alleviated development concerns
– Task Forces were charged to identify necessary functions before going live for contract negotiation
• Vetted by our EC • Ten Items selected • All items asked for were accepted by OCLC
The overall goals include systems and services that:
• Are unified, flexible, fast and easy for our faculty, students, and staff. Provide delivery of information at the point of need of our faculty, students, and staff and focuses on meeting their changing needs.
• Enable PALNI to develop new ways of collaboration and take a flexible view of library staff and collection sharing.
• Reduce time and money spent managing systems and software through logical, economical, and user friendly designed systems, and strong communication and staff training tools.
The overall goals include systems and services that:
• PALNI seeks to contain costs for library systems below current monetary levels. Gain workflow efficiencies for library staff.
• Reduce silos of information within the library and between library data and other information sources by being proactive in the larger information landscape.
• Provide strong quality control, reliable software, and accurate up to date data.
• Provide strong analytics to aid libraries in managing their services; analyze return on investment, and articulate value to our institutions and to analyze the overall collection, workflows, and value of the PALNI group as a whole.
Costs & Participation
• Funding: Implementation/Reserves • Phase of costs – OCLC was able to do all
PALNI in one cohort • Can libraries opt in or opt out of
participation? What happens when library exits?
Implementation Process
• PALNI Implementation Steering Team • PALNI Coordinators handling data pulls • OCLC teams loading data into individual
WMS instances • Acquisition data not moved, but bib
enhancements were merged to master • Webinars
Implementation Communication
• Added services of OCLC Consulting and Singer Group
• Change Management Work is Critical – Web Scale and Group work really is different. DON’T Underestimate this.
• OCLC communication strengths a major factor in selection with steering and individual institution contacts
OCLC Workflow Analysis Recommendations
• Implement WMS Group Circulation workflows for PALNI borrowing and lending
• Implement Distributed Cataloging • Establish a Consortial Collection
Development Plan • Merge Receiving and Invoicing processes • Implement distributed serial check-in • Create a collaborative e-resources
management program
Singer Group Work • Two day session on Change Styles and
supporting change • HR Support for developing, defining and
articulating new job responsibilities and levels for administration and staff
• Strategic Planning session April Board Meeting – PALNI-wide goals – Further development of internal staffing changes
from Group and WMS capacities • Support for Change Resistance • Upcoming Birkman and PALNI restructuring
Organization Cycle of Change O
ptim
ism
Pe
ssim
ism
Time
Initial Phase: Uninformed Optimism
Third Phase: Determination
Fourth Phase: Informed Optimism
Fifth Phase: Success
OR Third Phase: Giving Up
Second Phase: Reality
Phases of Individual Transition
Chaos
Chaos Chaos
Chaos
Stage 2: Transition
Giving Up
Stage 1: Endings Stage 3: New Beginnings
Denial Anger Bargaining
Depression
Acceptance (of loss)
Neutral
In-between
Confusion
Stress
Ambivalence Wilderness
Acceptance (of new reality)
Understanding
Threshold
Liminal
Hope Optimism Adaptation Confidence
Enthusiasm Competence
Testing
OCLC Training • Weekly webinars, open office hours,
recorded training, USC • Flexible
– OCLC visited in-person for Scope Statement discussions
– Added in-person all day workshop for Cataloging in Web Scale
– Added two regional workshops for end of May to finalize and share best practices
Areas with Greatest Change
• Acquisitions • E-Resource Management • Cataloging • ILL/Circulation • Everyone
PALNI & Resource Sharing
• Founding goal of PALNI • Board defined goal – create a singe
PALNI collection • SCS Project • Ongoing collaboration in collection
management
What is PALShare?
• Direct request delivery – Based on confirmed availability – Sent by fastest library via 5 day INfoExpress
• Lightweight method to circulate materials directly to patrons from any PALNI library
• Consistent policies and user experience
PALNI Organization Change
• Initially resistance from those unfamiliar with Group circulation in INNReach and other group systems
• Circ Task Force (now-August) Variety of sizes, ILL methods, and roles
• Creation of the Ongoing Fulfillment group • Naming Contest
Fulfillment Innovation & Strategy Group
• Ongoing Advisory Group with Circ and ILL staff from all institutions
• Continue to develop PALNI best practices and assessment models
• Identify OCLC development requests guided by PALNI strategic priorities
• Continue to review what other consortia are doing in sharing collections
• Carry out initiatives at the request of the board • Make recommendations to the Executive Director
and EC
Student Process Overview
Student Request item • Search the Discovery
system • Check item availability • Request item • Account Sign in
Required • Select Pick up
Location; Schedule • Successful hold
Student Pickup/Return • Receive notification
that the item is ready • Go to the pickup
location to get the item
• Return the item on time
• Thank your librarian for the wonderful service
Staff Process Overview
Borrowing • Check in item • Put it in designated
area • Check out the book to
the patron • Check in the book
when returned • Return to Lending
Library with a Thank You
Lending • Check Pull List • Pull book from Stacks • Check in item • Send to Borrower • Receive from
Borrower • Check in Item • Return to shelves
Task Force Current Work
• Staff workflow issues – Configuration, speed optimization – ILLiad interaction for some
• Optimizing user experience – “What if” scenarios (availability, policies) – Notices
• Developing Oversight Reporting
Overall Implementation Problems • What it means to merge with WorldCat • Data migration – long, hard slog and will
never be perfect for catalogers • OpenURL Resolver Growing pains • Reporting still lags but coming Sept • Predictive Analytics lags
Are Vendors Ready for Demand?
• OCLC has been hiring • OCLC partnership with Singer • Complex systems to support • Data migration the most difficult • Swift changes mean greater need for
documentation • OCLC merging systems, services, logins
Assessment to Date • Uptime, Response Time Pretty Good • OCLC Learning and Growing too • Updates happen fast • API development support • Group Functions at Beta in WMS, but WCL group
is robust • Mastering new policy map structures –
unlearning old way • Already saving time • General Improvement over current ILS/Discovery
Development Needs
• Report Authoring Tool Release • WC Discovery Development • Multiple Call Number Browse Indexes for
Staff • Group Functions
– PALNI Group Circ – Sharing Staff
WCL/WMS
• WC Discovery http://butler.on.worldcat.org/discovery
• WCL http://butler.worldcat.org/ • A- Z List
http://ambslibrary.on.worldcat.org/atoztitles#journal
PALNI- Private Academic Library Network of Indiana
PALNI Values
We achieve more together. Libraries working together make us individually
stronger.