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
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4. K.U.Leuven libraries
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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…)
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5. A library network
• Since 1977
• Goals
– Optimization of services
– Offer new advanced applications
to enhance services
– Improve quality of information
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Different types of libraries
33 institutions - 85 libraries
ca 6 000 000 records
ca 6 700 000 items
Collaboration!!
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6. A service provider
• PBS Vlaams-Brabant
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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
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Since 2007
Focus on cataloguing
Serves as a background catalog
ca 6 500 000 records
• Complete service offer
• … cloud …
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7. Full service offer (Service Level Agreements)
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Functional Support
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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
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Financial
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Licenses & software
Hardware
Cataloguing
Staff
– 19 persons
– Experts in specific domains and modules
+ experts from the libraries and ICT
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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
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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
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11.
12. Challenges
• Researchers and students have new expectations
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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!
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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
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14. What we expect…
• From the process
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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
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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
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16. What we expect…
• From the solution
– Reduce Total Cost of Ownership (TCO)
• Streamlined technology
• Complexity of operations
• Less cataloguing
– Increase service levels
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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
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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
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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)
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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
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27. 40%
of purchased material will
never be circulated
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2008 Annual ARL Statistical Reports
http://www.libraryjournal.com/lj/home/890835-264/print_on_the_margins_circulation.html.csp
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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
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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
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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
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34. Optimize workflows
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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
…
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35. Software as a Service in the “cloud”
• 5 Cloud business benefits
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Business agility
New business models
Less operational issues
Better use of resources
Less capital expense
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36. Did you already think about…
• Support your researchers
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For publishing
For raw / research data management
With digital preservation
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• Support your students
– Within the electronic learning environment
–…
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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
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38. Development partnership
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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
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39. The development Partners
Boston College
Princeton University
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Course reading workflows
• Cataloging workflows
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Reporting and analysis
• Workflow streamlining
tools
• Institutional systems
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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
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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
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44. Our approach
• Not a technology project…
• But an organisational project
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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...
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45. Main worries
• Communication
– Create buy-in
– Live Demo
• Impact on existing workflows
• Training, training, training…
• Quality, stability and performance of the system
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46. Threats and opportunities
Cataloguing
Acquisition
Back office
Job certainty
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2
4
Status
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2
Influence
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5
Management
Job content
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3
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4
2
6
4
2
Wage
Job content
Front office
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1
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Resources
Work place
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Career
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Work load
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4
Social context
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1
Work
load
2
2
1
1
6
6
Influence
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