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Jola G.B. Prinsen - Implementing a cloud-based library management and search system - the WMS and WCL case study at Tilburg University


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In the summer of 2011, Tilburg University’s Library & IT Services decided to replace their current integrated library system with OCLC’s cloud-based WorldShare Management Services (WMS) system. Their current end-user environment (in-house developed) was to be replaced by OCLC’s WorldCat Local (WCL). WMS and WCL were planned to go live on June 1, 2012. Tilburg University would be the first Dutch and European university to go live with WMS.

After describing the reasons for Tilburg University to select these systems, Jola Prinsen will present the university’s business case for this project (what the project aims to achieve) and the steps which were taken so far. The first stage of the project aimed at analyzing the current workflows at Tilburg University’s library and determining whether these workflows were supported by the new WMS/WCL systems. On the basis of the resulting gap and impact analyses, in March 2012 the project board decided to go live with WCL in the summer of 2012. The analysis phase for WMS was extended. This latter system is now expected to go live in January 2013.

Jola’s focus will not be on WMS’ and WCL’s functionality, but rather on the practice and challenges of implementing a (cloud-based) library management and search system. She will pay attention to what went well so far and what didn’t. Issues she will address, include the project organization, loading of metadata, linking to full-text, phasing out local systems, staff training, and communication to end-users.

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Jola G.B. Prinsen - Implementing a cloud-based library management and search system - the WMS and WCL case study at Tilburg University

  1. 1. Implementing a cloud-based librarymanagement and search system –the WMS and WCL case at TilburgUniversityJola G.B. Prinsen, project manager Library & IT Services
  2. 2. Before we start…• Lecture about implementation project • No WMS/WCL demo • No focus on the WMS/WCL systems• Tilburg University Library is an early adopter, no comparable WMS libraries yet• Tilburg University Library is not a standard library • Tradition of innovation • Many in-house developed, customized systems • Local databases 2
  3. 3. Contents• Cloud computing• Selection process• Implementation project • Analysis phase • WCL implementation phase• Lessons learned• Recommended reading 3
  4. 4. Cloud computingTicer summer school 22 August 2012 4
  5. 5. Cloud computing – definition• The use of computing resources (hardware and software) that are delivered as a service over a network (typically the Internet). The name comes from the use of a cloud-shaped symbol as an abstraction for the complex infrastructure it contains in system diagrams. Cloud computing entrusts remote services with a users data, software and computation. (Wikipedia) 5
  6. 6. Examples – End-user/discovery services• Union catalogues GGC• Discovery services 6
  7. 7. Examples – Library management systems• LMS vendor hosting arrangements (1st phase) LBS4• Library service platforms Sierra Intota 7
  8. 8. Do you use / consider a cloud-based LMS? 8
  9. 9. Cloud-based LMS among participants Consider cloud-based Use cloud-based LMS LMS Yes Yes No No(Results from questionnaire among this module’s participants – 18 answers) 9
  10. 10. What worries you about cloud computing? 10
  11. 11. Cloud computing – library concerns 40% 35% 30% 25% 20% 15% 10% 5% 0%(Taken from an OCLC survey of 2,700librarians inacademic, public, government andcorporate libraries, and in variousroles across the library, conducted inMarch 2011) 11
  12. 12. How TiU covered risks (1)• Bibliographic data • Ownership (also after termination of contract) arranged in contract • GGC and local databases are backup• Personal data • No staff or end-user data to be stored in the US • Contract • Encryption and security requirements 12
  13. 13. How TiU covered risks (2)• Reliability and stability • Trustworthy provider • Service Level Agreement• Openness • APIs on Open Platform• Changes to service • Roadmap, fixed release dates, release notes • Take the service as it is 13
  14. 14. What advantages do you see? 14
  15. 15. Cloud computing – library advantages 25% 20% 15% 10% 5%(Taken from an OCLC survey of 2,700 0%librarians inacademic, public, government andcorporate libraries, and in variousroles across the library, conducted inMarch 2011) 15
  16. 16. Selection processTicer summer school 22 August 2012 16
  17. 17. TiU’s digital library landscapeCataloguing 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 17
  18. 18. Complex landscape… 22-8-2012 18
  19. 19. Rationale for new LMS / discovery service• Hardware – outdated, unstable and no longer supported• Library system – outdated and no longer supported as from 1/1/2013 onwards• In-house developed discovery & delivery system – unable to keep up with developments• Digital library landscape – complex• Maintaining same service level – with less IT staff• Increasing pressure to reduce costs Off-the-shelf Innovation 19
  20. 20. TiU’s requirements – LMS (1)• Cataloguing • In the GGC (short-term) / WorldCat (long-term)• Library processes supported • Acquisition paper-based library material • Acquisition / license management for digital material • Financial management • Circulation, including patron management and ILL • Requesting material from closed stacks • Placing reservations on circulated material 20
  21. 21. TiU’s requirements – LMS (2)• Integration with • Discovery environment • Lendomats • Financial system (SAP) • Identity management system • Management information system• Supplier should • Deliver to several Dutch university libraries • Belong to international top of UL suppliers • Deliver hosted solutions (short-term) • Work actively on cloud solutions (long-term) 21
  22. 22. TiU’s requirements – Discovery service• Most important • Excellent integration with LMS• Besides that • Integration of local content • Discovery service open for all • Public content available to all; licensed material after log in • Well-developed API service for integration with local services • Good coverage and continued effort to improve • Service also used by other Dutch university libraries 22
  23. 23. Suppliers considered• Library management systems • OCLC: Hosted LBS4 solution or WMS • Ex Libris: Hosted Aleph solution or Alma• Discovery & delivery systems • Ex Libris Primo Direct (with Primo Central) • OCLC WorldCat Local • Serials Solutions Summon 23
  24. 24. Selection – timetable Proposals / sessions OCLC and Ex Libris Sep 2010-May 2011• Summer 2010: first contacts with suppliers• December 2010: management document on scenarios and requirements• January 2011: description of workflows• June 2011: decision for OCLC’s WMS/WCL • WMS – working product, good interface and functionality, promising new functionality • WorldCat Local – well integrated with WMS, GGC and Google • WorldCat as underlying Catalogue – more content 24
  25. 25. Implementation projectTicer summer school 22 August 2012 25
  26. 26. Implementation – timetable 7/2011 6/2011 9/2011 Project Start project PID organization9/2012-early 2013 3/2012-8/2012 9/2011-3/2012 Implementation Implementation Analysis phase WMS WCL 26
  27. 27. Business case• LBS3: end-of-life, too costly, too much of a risk• GetIt!: cannot keep up with developments• Simplify our library systems landscape for unchanged service fee• Saving costs and no future costs for mandatory upgrades and migrations• Functionality for TiU’s customers will grow• Functionality for our library staff will grow 27
  28. 28. Project aims Functional Implementation requirements WCL Implementation WMS 28
  29. 29. Project organization (1) Project board Project Project manager manager TiU OCLC Project team Project team TiU OCLC 29
  30. 30. Project organization (2)• Project board • Director TiU LIS • Director OCLC Leiden • Manager TiU LIS, Academic Support• TiU project team • Head acquisition and cataloguing • Head circulation • IT specialist LBS3 • IT specialist local databases • Future functional managers WMS/WCL • Technical project manager (IDM matters) 30
  31. 31. Analysis phaseTicer summer school 22 August 2012 31
  32. 32. Phase 1 - Analysis Workflow Test Workflow analysis environment testing Go / no go Impact Gap decision analysis analysis 32
  33. 33. Workflow analysis• Acquisition• Circulation• Discovery & delivery• Management information• 3rd party integration • Financial information (SAP) • Lendomats (SIP2) • Identity management (TiU’s IDM) 33
  34. 34. Workflow testing Workflow Test Workflow analysis environment testing Go / no go Impact Gap decision analysis analysis 34
  35. 35. Workflow testing – challenges• No test system (yet), only demo system, without TiU data• Documentation sometimes not comprehensive enough• Testing of 3rd-party integration impeded by delay in set-up OCLC’s European data centre• Leiden’s staff also at beginning learning curve• Quarterly releases (announced) impact functionality• Response from OCLC Dublin, initially, was slow• Takes a lot of time!
  36. 36. Gap and impact analysis• Gap analysis • Gaps between current functionality and WMS/WCL functionality• Impact analysis • Impact on stakeholders (where possible quantified) • Workaround? Effort involved • Priority (must have, need to have, nice to have) • Solution on OCLC’s roadmap? 36
  37. 37. 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 37
  38. 38. Also benefits• WMS • Circulation: more intuitive and user-friendly interface • Acquisition: potential improvement of financial process• WCL • More content • Social media functionality • Lists functionality • Integration with Google Books / Google Scholar • Exporting titles • Mobile platform • Chinese interface 38
  39. 39. Reaction• Early adopter • Discovering gaps was part of the project• Knew we had to adapt • Off-the-shelf system replaces in-house developed customized system 39
  40. 40. WMS  No go• Business case not (yet) valid • Hosting of TiU’s LBS3 • Visit OCLC Dublin, OH • Await new releases• Confidence in OCLC• Back-office system • Go live possible throughout academic year Remain in analysis phase 40
  41. 41. WMS analysis continued – visit Dublin• All gaps discussed• More effective communication• Increased understanding• Jointly thinking about possible solutions• Changes in release planning• TiU’s requirements match those of comparable other WMS libraries 41
  42. 42. WCL  Go!• End-user service • Go live only possible at beginning academic year• Condition: availability info (from LBS3) can be made available in WCL Start of implementation phase 42
  43. 43. WCL implementation phaseTicer summer school 22 August 2012 43
  44. 44. Aims and work packages1. Optimizing functionality of WCL2. Including availability info in WCL3. Loading metadata of local databases to WC4. Activating e-collections5. Loading local GGC metadata to WC6. Phasing out TiU’s digital library systems7. Communicating to stakeholders8. Training staff9. Documenting workflows 44
  45. 45. Challenges WP2 – availability info• Presenting availability and borrower info in WCL (without WMS) • Keeping TiU’s services running • Presenting TiU’s info in WCL Titelpresentatie in Footer 22-8-2012 45
  46. 46. Challenges WP3 – data load non-GGC• Loading metadata of local databases: TiU Online Contents, TiU Repository, TiU Theses• Finding the right data load method and route• Accepting metadata quality agreements OCLC with publishers• Limitations of Dublin Core 46
  47. 47. Challenges WP4 – replacing link database• No analysis tools to compare TiU link database to OCLC WCKBase• Collections PubGet/WCKBase not always identical to TiU’s licenses• Accept linking quality agreements OCLC with publishers• E-books must also be activated (no go live WMS) 47
  48. 48. Challenges WP6 – transition• Phasing out TiU’s digital library services, where possible• Keeping TiU’s institutional repository also as a separate, innovative, service• Stopping services WCL cannot (yet) offer and finding alternatives (CAS, book shelves)• Inventory of all functional changes for library (instruction) staff Titelpresentatie in Footer 22-8-2012 48
  49. 49. Challenges WP7 – communication• Updating library instruction material • During summer vacation • When functionality is not yet stable• Communicating in a positive way about functionality which was going to disappear 49
  50. 50. Challenges WP8 – staff training• Adapting training method to library staff needs (show & tell sessions, personal training, self-study, by team leader)• Based on expected questions/problems by end-users 50
  51. 51. Consequences of the cloud• Two Go Live moments • 26 June - TiU Library & IT Services • 24 August - End-users• Procedures • No library instruction on / shortly after release dates • Library (instruction) staff should study release notes • Functional management must regularly check support site, no personal mail messages if systems go down 51
  52. 52. Lessons learnedTicer summer school 22 August 2012 52
  53. 53. 53
  54. 54. How to create support• Make sure staff understands rationale / business case• Make sure staff understands priority of the project• Place key staff (advocates) in project team• Involve workfloor staff where possible• Regularly communicate about the project• Listen to the project team’s complaints and worries 54
  55. 55. Other lessons learned (1)• Human resources plan should have been made, in spite of project’s priority• Library director should communicate about project, project’s priority, rationale behind choice for the system, business case in kick-off meeting for all library staff• Analyzing your workflow is useful 55
  56. 56. Other lessons learned (2)• It is difficult to quantify impact of gaps• TiU staff should be involved when discussing gaps between OCLC Leiden and OCLC Dublin• Measurable acceptance criteria should be the basis of a project plan in its implementation stage Titelpresentatie in Footer 22-8-2012 56
  57. 57. Other lessons learned (3)• Do not underestimate: • Load of local metadata • 3rd party integration • Activation of e-collection • Impact of not combining go live WCL/WMS• With innovative products, the consequences of decisions are difficult to oversee• You cannot spend enough time on internal communication Titelpresentatie in Footer 22-8-2012 57
  58. 58. Questions? More information?• Jola Prinsen, project manager, Tilburg University, Library & IT Services jola.prinsen@tilburguniversity. edu• Annette Dortmund, product manager WMS EMEA, OCLC Titelpresentatie in Footer 22-8-2012 58
  59. 59. Recommended reading (1)• Introductions on cloud computing in libraries • Breeding, Marshall (2012). ALA Tech Source 2012 • Breeding, Marshall (2012). A Cloudy Forecast for Libraries. In: Computers in Libraries, Vol. 31, No. 7, September 2011 ( • Breeding, Marshall (2012). Advance of Computing from the Ground to the Cloud – Basic Concepts and Library Applications (presentation at Computers in Libraries 2012) ( • Breeding, Marshall (2012). Cloud Computing for Libraries. Chicago : ALA TechSource, an imprint of the American Library Association, ISBN 978-1-55570-785-9 ( Libraries for table of contents, computing-for-libraries-review/ for review) 59
  60. 60. Recommended reading (2)• Introductions on cloud computing in libraries (continued) • Goldner, Matt (2010). Winds of Change: Libraries and Cloud Computing. Dublin, Ohio: OCLC, 2010 ( paper.pdf) • Goldner, Matthew and Andrew Pace (2011). Libraries and Cloud Computing (summarizes results of survey of 1,200 libraries on cloud computing) ( • Gust, Philip (2011). Cloud Computing for Librarians and Digital Curators (1-hour introductory webinar) ( 60
  61. 61. Recommended reading (3)• OCLC’s WMS/WCL • Berg, Marc van den (2011). Tilburg Universitys Road to WMS. UKSG Conference, 16 November 2011 (15-minute presentation on TiU’s WMS project) ( e) • Pace, Andrew, Robin Hartman and Larry Haight (2011). Web Services. Libraries in the Cloud (PowerPoint on OCLC’s WMS, and experiences at two libraries) ( • TiU’s implementation of WCL can be found at and (mobile site) • Various OCLC member stories about the implementation of WMS ( 61
  62. 62. Recommended reading (4)• Other systems • Breeding, Marshall (2010). Next-Gen Library Catalogs. New York: Neal-Schuman Publishers, ISBN 978-1-55570-708-8 (basics of next-gen catalogs; profiles of major discovery products; implementation, marketing your catalog; best practices; measures of success)• Other subjects • Grant, Carl (2012). Why and How Librarians Have to Shape the New Cloud Computing Platforms ( shape.html and _id=8720&wg_abbrev=education for the slides) 62