Cashless Bib - in relation to Alma

“Cashless” Bib - in relation to Alma

IGeLU

Trondheim – 05.09.2016

Gijs Noels

Business Consultant

Agenda?

• Who are we: LIBIS?

• Context cashless “bib”– History

– Goals

– Organization

• Solutions cashless “bib”– General

– Circulation desk solution: Alma – BC terminal

– Online Solution: LIMO

• Wrap-up

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Leuven Integrated (B)Library and Information System

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Leuven Integrated (B)Library and Information System

• Since 70’s

• Part of KU Leuven responsible for central library automation

Governed by a management board

• 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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Agenda?



– Goals

– Organization



– Online solution: LIMO

• Wrap-up

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History

2012 -> project “Optimizing cashflows of Libraries”– All payments of different kinds of costs should being processed/handled in

the same way (LMS related costs – facility related costs)

– ID = student / Staff (MiFare plus) Card

– These cards are NOT being used as a Payment method!

– Payment via Kiosks?

• LMS related costs/transactions – other transactions?

• Working with credit(s) deposits?

Issues?

– Open questions

– Position taken by the KUL Financial Department: “Wait for furtherevolutions…”

– Responsabilities – resources – time path

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History

End 2013 -> New policies “Financial Banking institutions”

– I was NOT possible anymore to deposit or change cash in all local banking offices

– Libraries needed to have a credit card. A specific deposit card wasn’tsufficient anymore.

– Deposits were still possible but far more restricted: safety bags per 1000 coins, …

– …

Consequences?– Time-consuming

• Larger distances to financial banking institutions

• More effort needed concerning counting money/pieces

– Not Safe!

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History: numbers 2014

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INCOMING Cash transactions – TYPE TOTAL GBIB FBIB RBIB EBIB SBIB LBIB PBIB BIBC CBA MGAS Kulak AGORA

Registration fees 6.721 0 0 0 0 0 0 0 5.907 0 0 815 0

Waranty cash 3.430 1.010 0 0 0 -30 2.400 0 0 0 0 50 0

ILL 24.125 0 0 6.000 150 783 0 1.720 12.863 533 540 1.537 0

Color scans or high resolution scans 4.564 0 0 0 0 0 0 0 100 0 0 0 4.464

Overdue costs 56.557 0 4.927 14.500 2.052 7.061 12.000 2.178 5.598 5.388 180 2.674 0

Damage Claims 309 0 0 0 0 95 60 137 17 0 0 0 0

Access Registration 31.469 4.570 936 11.700 885 1.508 3.240 1.600 3.608 2.526 132 765 0

Book sales 27.390 1.190 0 0 0 0 1.200 0 25.000 0 0 0 0

Sales own publications 330 265 0 0 0 0 0 0 65 0 0 0 0

Copy cards/prints 261.353 15.185 9.228 47.000 22.109 19.046 12.000 6.799 10.918 13.527 48.000 2.268 55.272

Other 1.251 0 0 450 0 0 0 726 75 0 0 0 0

TOTAL PER LOCATION (EUR) 417.499 22.220 15.091 79.650 25.196 28.463 30.900 13.160 64.149 21.974 48.852 8.109 59.736

History - Goals

End 2014 -> Necessity to Update the project “Optimizing cashflows of Libraries” -> “Cashless BIB”

New Goals?– Rephrase/update initial goals

– University wide

– Do NOT work with credit deposits where the university has dephtstowards students…

– Focus beyond traditional Payment Kiosks -> exploreOnline/mobile/contactless possibilities

– Focus on interoperability with Alma

– Focus on Cashless? <-> Legally not possible to refuse cash money

– …

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Organization “Cashless BIB”

Begin 2015 -> Start project “Optimizing cash flows”

• Central Steering Committee with all relevant stakeholders:

– University Library management (initiators)

– LIBIS

– ICTS (central KULeuven IT department)

• Including SAP (Enterprise Software) experts

– Local Library IT staff

– Central KULeuven Financial department

• Initial Tasks:

– Sub working group 1: Statistical Overview Cash transactions

– Sub working Group 2: Payment solutions - possibilities

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Organization “Cashless BIB”

Outcom Tasks?(1) Statistics:

(2) Payment Solutions?

– Focus to generalize the use of bancontact credit card payments

– Integrate with existing accountancy systems

– <-> setup of a new central KULeuven accountancy system

⇒ Initiate 2 sub projects: • Papercut (Coördinated by ICTS)

• Alma transactions (Coördinated by LIBIS)

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INCOMING cash transactions - Type TOTAAL GBIB FBIB RBIB EBIB SBIB LBIB PBIB BIBC CBA MGAS Kulak AGORA

Copy cards/prints 261.353 15.185 9.228 47.000 22.109 19.046 12.000 6.799 10.918 13.527 48.000 2.268 55.272

Other Library LMS related cash Transations 156.146 7.035 5.863 32.650 3.087 9.417 18.900 6.361 53.231 8.446 852 5.841 4.464

TOTAAL PER JAAR (EUR) 417.499 22.220 15.091 79.650 25.196 28.463 30.900 13.160 64.149 21.974 48.852 8.109 59.736

Agenda?



– Goals

– Organization



– Online Solution: LIMO

• Wrap-up

14

Solutions “cashless BIB”: General

Options to streamline Alma cash transactions:

(1) No integration: Use Bancontact terminals next to Alma

⇒ No option

(2) Alma – BC terminal integration at the circulation desk (Customized apiintegration)

OR

(3) Alma – BC terminal integration at the circulation desk via SIP2 (via middleware third party)

!! AND !!

(4) LIMO – Online payment integration with ALMA and SAP via (OGONE –INGENICO)

Options cashless: visual representation


Main goals cashless BIB?

− Limit/avoid as much as possible the use of Cash

− Streamline cashflows

− Increase staff efficiency <-> Decrease staff workload

− Increase safety

− Not to expensive (budget cuts)

− Short term implementation (if) possible


Proposal LIBIS: Online payment solution via “my account LIMO”!

However… some remarks wer made by librarians:

− Not every user has immediately a LIMO-account

− Users still want to pay fines/fees in the library after returning their

books.

“Are you going to refuse desk payments and guide users to a pc to do an

online payment?”

− …

=> So, we (Also) need a desk cashless solution!

Agenda?



– Goals

– Organization




• Wrap-up

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Circulation Desk Solution: “Flow”

Identify User

Get Cash Transaction data

from Alma via SIP2

Choose Method of payment

Pay via BC terminal -> 1

Central account

Print confirmation

ticket

Payment will behandled via SIP2

in Alma

+ Confirmationemail

Automated

Automated Automated

Circulation Desk Solution: “Middleware”

Circulation Desk Solution: “Clearing House”

1 central University Library banking account -> Clearing in SAP based upon an

Alma report:

Agenda?



– Goals

– Organization




• Wrap-up

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Circulation Desk Solution: “Flow”

Limo “My account” -> Pay Amount

Get Cash Transaction data from

Alma via Alma API’s

The paymentamount will be

visible in OGONE (SAP integration)

Pay via OGONE -> 1 Central

account

Payment willbe handled in SAP and via

API’s in Alma

+ confirmationEmail

“My Account” will be

updated

Automated

Automated Automated

Real time

Online Payment Solution: LIMO – Alma - OGONE

Online Payment Solution: LIMO – Alma - OGONE

Why OGONE/IGENICO as a services payment provider?

– Because the existing integration with SAP

• No additional development//certification is needed!!

• No additional connection and/or subscription costs

• Fully automated workflow of payments in SAP (via a predefinedstructured message: VGS)

Remarks?

– On every credit card payment there is a commission cost of 1,6% on the transaction cost.

– This application only allows payments <-> congres tool/online webstore

Agenda?



– Goals

– Organization




• Wrap-up

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Wrap-Up…?

• Timing?

– Production Implementation Desk solution “As we speak”

– Development +Test Implementation Online solution

⇒ Q4 2016 -> Live 01/2016

• Goals Presentation?

– Recognizable?

– Get in touch?

⇒ Keep on Evolving! Because…

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Gijs Noels – Business Consultant LIBIS @ K.U.Leuven

W. de Croylaan 54 - Bus 5592, B-3001 Heverlee

LIBIS: +32(0)16322263

[email protected]

[email protected]– http://www.libis.be

Thanks!

Questions?

Cashless Bib - in relation to Alma

Government & Nonprofit

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