1. INTEGRATED LIBRARY MANAGEMENT
SYSTEMS

2. INTEGRATED LIBRARY MANAGEMENT SYSTEMS
• An Integrated Library Management System (ILMS) is an
automated package of library services that contains several
functions. These functional usually include circulation,
acquisitions and cataloguing etc. An Integrated Library
Management System is also called an Integrated Library
System (ILS).
• An ILMS usually comprises a relational database, software to
interact with that database, and two graphical user interfaces
(one for patrons, one for staff). Most ILMSs separate software
functions into separate modules, each of them integrated with
a unified interface.

3. EXAMPLES OF MODULES
• Acquisitions (ordering, receiving, and invoicing materials)
• Cataloguing (classifying and indexing materials)
• Circulation (lending materials to patrons and receiving them
back)
• Serials (tracking magazine and newspaper holdings)
• OPAC (public interface for users)
• Larger libraries use an ILMS to order and acquire, receive and
invoice, catalogue, circulate, track and shelve materials. Most
libraries use an ILMS. There are ILMS for larger libraries, such
as SirsiDynix and ILMS for smaller libraries, such as Oliver by
Softlink.

4. Components of an Integrated Library
Management System

5. CATALOGUE
• The catalogue module is used for the storage and management
of the bibliographic records for each title owned by the library.
The following functions are required -
• Ability to handle MARC and non MARC bibliographic records
• Ability to download and upload to bibliographic utilities, such as
Libraries Australia
• Allow for local cataloguing
• Allow for modification of records

6. AUTHORITY CONTROL
• A special module used with the catalogue
module. The authority module is used for
creating, storing and managing the
authorised headings, such as authors'
names and subject headings used in the
bibliographic records.

7. ONLINE PUBLIC ACCESS CATALOGUE (OPAC)
• The OPAC provides access for searching the collection by the
public. The basic functions of an OPAC include -
• Ability to search using different indexes, e.g. author, title,
keyword and subject etc.
• Be easy to search by patrons
• Allow for basic and advanced searches
• Allow for searching by type of material, year of publication, by
branch location etc.
• Allow for modification of the display of the bibliographic record,
e.g. only display required fields, not all the record
• Ability for patrons to place holds
• Ability to include pictures, such as book jackets

8. CIRCULATION SYSTEM
• The circulation system tracks borrowing and returning of materials, generates notices such as
holds and overdue loans and calculates any fines or fees owing. Patron records are stored in
the circulation system. The basic functions of a circulation system are to be able to
• Tell what material is available and what is on loan
• Tell which material is on loan, to whom and when it is due back
• Advanced features of a circulation system include the ability to -
• Recognise and trap reserved items when returned
• Prepare (and send) overdue and recall notices
• Keep records of items on loan to individual patrons and notify over borrowing
• Allow for renewals
• Facilitate the calculation and collection of fines or demerits as required
• Collect statistics

9. CIRCULATION SYSTEM
• Be very reliable!
• Allow for multi site activities
• Define different loan periods
• Define location of patrons - where do they live!
• Print receipts for issues or returns etc
• Enable parameters for different types of library items and patrons
• Enable payment of fines and other financial transactions such as replacement of lost or
damaged items
• Enable a 'backup' system when required so that any circulation activity offline can be
reflected when the system is back online
• Be able to deal with different types of numbers, e.g. accession numbers, barcodes and ISBNs
• Be able to deal with data capture devices such as light pens or other light scanning devices

10. ACQUISITIONS
• The acquisitions module is used for purchasing and tracking receipt of library
materials including serials. Usually an acquisitions module will have the
following functions -
• Vendor file, including vendor codes, name and address
• Records of firm orders, approval orders, standing orders and subscriptions
• Ability to deal with multiple copy orders or orders for specific item types, e.g.
paperback
• Records of items pending but not yet on order
• Ability to print orders or send orders electronically
• Check when items on order are overdue and then claim overdue orders
• Process the arrival of items and prepare for payment
• Maintenance of financial records including items on order, items paid for and
available funds
• Full financial reports are necessary, including a full audit trail
• Produce reports such as details of received orders, on order orders, claims and
vendor reports such as length of time from order to supply and any variation in
price from order to supply

11. SERIALS
• The serials module is used for purchasing and checking in serial issues. Usually the
module will have the following functions -
• Ordering (placing and renewing subscriptions)
• Receipting of individual issues
• Binding
• Claiming issues not received
• Routing list generation
• Enquiries (related to serials)
• Fund accounting

12. COURSE RESERVES
• The course reserves module is mostly used in academic libraries to
handle circulation of short-term loans.
• Materials booking
• This module is mostly used in public libraries, but also academic
libraries, to manage and reserve special resources, such as
audiovisual equipment.
• Binding
• The binding module is used to identify materials that are ready for
binding, such as serials. It also defines binding specifications and
tracks shipments of materials to and from the bindery.

13. INTERLIBRARY LOANS
• The interlibrary loans module is designed to track
borrowing and loaning of material to and from other
libraries. Usually the module will have the following
functions -
• Data entry
• Issues
• Returns
• Fines
• Patron file maintenance
• Enquiries

14. REPORTS AND STATISTICS
• The reports module is used to produce a variety
of reports from the system, e.g. number of loans
in a given people, average cost of an item,
number of overdue loans, i.e. all kinds of reports
to support library activities

15. ADMINISTRATION MODULE
• The administration module is used for
configuring the system for their own needs, such
as creating IDs and passwords for staff;
establishing patron classes, e.g. adult , children;
establishing loan periods and specifying
indexing parameters such as what fields and in
what order are displayed in the OPAC.

16. Product trends and newer modules

17. ELECTRONIC RESOURCE MANAGEMENT
• The main trend in library systems is the need to
manage and provide access to a growing range
of electronic resources, mainly electronic
journals and books. Vendors are now focussing
on developing systems with enhanced search
and delivery of electronic resource management
systems.

18. VERTICAL SEARCH
• Unlike normal search applications, such as the
ones run by Google and Yahoo, vertical search
engines contain information in their indexes
about a specific topic. Consequently, they are
aimed only at people interested in a particular
area, and deliver results to a narrow and very
focused audience. Google Scholar is an
example of a vertical search application

19. WIRELESS OPACS
• Wireless OPACs are used for
searching the catalogue with PDAs
and mobile phones.

20. METASEARCHING
• Allows patrons to search resources in other
libraries' collections, so that a user may enter a
single search strategy and the search will be
executed against all the resources available to
that library. Bonus+ searching through the UB
Library catalogue is an example of
metasearching

21. Functions of an ILMS

22. FLEXIBILITY/COMPATIBILITY
• The system should be able to -
• Support system expansion/upgrading
• Support user customization
• Be compatible with other IT equipment, e.g.
printers
• Support networking

23. RUNNING ENVIRONMENT
• The system should be -
• Easy to learn
• Easy to maintain
• Easy to modify
• Easy to fix

24. COSTS
• The pricing statement may include the following pricing
components -
• Basic modules of the library management system
• License statement
• Additional modules (optional)
• Data migration
• Installation and maintenance charge
• Other hardware/software, if requested , e.g. web server,
workstations, barcode scanners, etc.

25. MAINTENANCE AND POST-SALE CUSTOMER SERVICE
• The maintenance package should include -
• Labour charges for installation, on-site visit.
• Cost of parts replacement
• Cost of system upgrade
• Cost of phone/email services
• Cost of ongoing maintenance
• Free operation manual(s)

26. PERFORMANCE
• The system should -
• Be time saving
• Save on staffing
• Have good response times
• Offer online services, i.e. online renewal, online checking of circulation records

27. INTEROPERABILITY
• The system should seamlessly integrate with other systems -
• Student systems
• Staff systems
• Finance systems
• Library material suppliers
• Libraries Australia and other bibliographic utilities
• Other libraries

28. OTHERS
• Other features are optional depending on the demand of the library -
• New book display function
• Feature to support reading activities
• Local or community activities
• Printing functions e.g. spine labels, overdue/hold notices
• Ability to send notices via email or mobile phone

29. DIAGRAMMATIC REPRESENTATION OF AN ILMS

30. Purchasing a new Integrated Library
Management System

31. OVERVIEW
• Implementing a new ILMS is probably one of the biggest and
most expensive projects undertaken in a library. Purchasing a
new system is a complex process, involving people inside and
outside of the library. As it affects the daily work of most library
staff, and the library patrons, good planning is vital to ensure a
smooth transition from the old system to the new system.
• For most libraries the process of migrating from one system to
another is not a familiar process, library staff often do not have
the in-depth knowledge needed to complete the project
efficiently. Sometimes a library will hire a consultant to support
the library staff involved in the project.

32. DOCUMENTING THE LIBRARY'S NEEDS
• The first part of this preparation is developing a 'list' or Request for
Proposal (RFP). A well-developed RFP is vital for the success of
the project. It is a statement that lists the library's needs and
expectations of the new system. It enables the project team to
compare systems in detail. Even though the vendors of ILMS will
conduct demonstrations and provide literature about their ILMS, it
is the RFP that will enable the project team to analyse each
system in detail. RFPs also help the vendors to be more specific
on what their system does and the costs involved - what is the
base price and what costs extra. system. They may also be given
valuable advice on the migration process itself.

33. DOCUMENTING THE LIBRARY'S NEEDS
• An RFP usually includes an overview of the library and the project, the
functional specifications and the technical specifications required of the new
system. The functional specifications describe the capabilities required of the
system and the technical specifications describe the standards required to
guarantee minimum system performance.
• The RFP will also include requirements for managing and implementing the
system, vendor details and references; and a section for vendors to include
other information not requested elsewhere. There are also guidelines for legal
agreements such as licenses and purchase contracts.
• Preparation of the RFP aids the library to think systematically about its needs
and any changes that need to be made to current workflows, i.e. how to identify
areas where efficient workflows can be developed rather than continuing with
inefficient practices because 'we have always done it this way'! Having input into
the RFP is a way of forging consensus amongst the staff and encouraging them
to think of ways of improving their workflows rather than having a negative
attitude to the new system and the changes it will bring to their work .

34. DOCUMENTING THE LIBRARY'S NEEDS
• It is very beneficial to visit similar libraries and
identify the system installed in each library. In
this way the project team will get to know the
pros and cons of each system installed in
each library. In this way the project team will
get to know the pros and cons of each
system. They may also be given valuable
advice on the migration process itself.
• .

35. DOCUMENTING THE LIBRARY'S NEEDS
• Some of the most important factors to be considered when
choosing an ILMS include -
• How easy is the system to use - especially for library patrons?
• What modules are available?
• How developed are the modules - basic features or advanced features?
• What is the cost of the system?
• What is the cost of the hardware?
• Will the library need IT staff?
• What is the reputation of the vendor?
• Is support available, and what level of ongoing support will be available?
• Is training provided, including initial training and ongoing training?
• Is support documentation available and when will it be updated?
• What developments are planned?
• The project team will also need to develop criteria by which the proposal
will be analysed and compared.

36. EVALUATING THE ALTERNATIVES
• This phase is much like conducting a job interview. The project team will
need to analyse each proposal received and evaluate them against the
criteria they devised earlier. References are checked and interview questions
drafted, then each vendor short-listed is interviewed.
• A detailed cost analysis of each system is developed comparing each
alternative with the other. Initial costs and ongoing maintenance are
included. Usually costs are determined for a five-year period.
• The vendors usually give a presentation and demonstrate their system
onsite. The selection committee will normally make site visits to other
libraries that have implemented systems from their chosen vendors. During
these visits the committee will talk to people about their experience working
with the system and the vendor.
• Finally the selection committee analyses the results of the presentations and
visits and selects their vendor.

37. PREPARING THE AGREEMENTS
• Once the committee have selected the vendor the
negotiation of the contract begins. Issues such as
pricing and payment schedules are dealt with. Usually
a purchase agreement and a maintenance agreement
are negotiated between the library and the vendor. The
agreements detail the expectations of the system with
regard to reliability, response times, scalability and
software functionality. The agreements should provide
information if the system malfunctions, or conflicts,
misunderstandings or disagreements occur.

38. PREPARING THE AGREEMENTS
• The agreements usually address the following -
• What is to be delivered to the library - hardware, software and training
etc?
• How much the system will cost including purchase price and ongoing
maintenance?
• The number of payments and when the payments are scheduled
• Delivery schedules and installation
• Staff training and documentation
• Acceptance testing including functionality, reliability and response times
• The warranty period should be specified clearly.
• Terms and conditions for the termination of the contract should be
specified

39. IMPLEMENTING THE SYSTEM
• Once the negotiations are finalised and the contracts signed the
implementation of the system begins according to the
implementation plan. The system parameters are developed for
each module by the project team. The parameters will include a
substantial list of codes used by the system, what fields
• During the first phase of the implementation the vendor will
conduct a test load of sample data from the old system.
Provided this test load confirms that the system is fully
operational all the data is loaded.
• Site preparation is begun with the installation of the hardware
and software. All additional requirements such as peripheral
equipment, scanners, printers, etc are installed.
• Staff training is undertaken and workflows developed and if
required workspaces are redefined .

40. IMPLEMENTING THE SYSTEM
• Once all the data and all the
modules are loaded and the
testing completed successfully the
system is activated and again
tested and evaluated.
• Finally the system goes live!!!