Jola G.B. Prinsen - Implementing WMS and WCL at Tilburg University
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Implementing WMS and WCL at Tilburg University Jola G.B. Prinsen, project manager Library & IT Services OCLC Regional Council Annual Meeting , 26 Feb 2013
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Lecture held at the OCLC EMEA Regional Council Meeting in Strasbourg on 26 February 2013. Subject was the implementation of OCLC's WorldCat Local (WCL) and WorldShare Management Services (WMS) at Tilburg University in The Netherlands. Tilburg University is the first library in Europe where the WMS system was implemented. Discussed is the implementation project, challenges, and lessons learned.
Transcript of Jola G.B. Prinsen - Implementing WMS and WCL at Tilburg University
Implementing WMS and WCL at Tilburg University
Jola G.B. Prinsen, project manager Library & IT Services
OCLC Regional Council Annual Meeting , 26 Feb 2013
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• The university and its library
• Selection process
• Implementation project
o Analysis
o WCL implementation
o WCL aftercare
o WMS implementation
• Lessons learned
Contents
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Tilburg University and its library
• Tilburg University
o 5 schools: economics and management, law, social and behavioral sciences, humanities, catholic theology
o Graduate schools and a business school
o 12,500 students (85 nationalities)
• The library
o Combined with IT Services
o 61 f.t.e. library staff
o One building (950 study places; 580 with PC)
o 1,390,000 volumes; 44,600 circulations in 2011
o History of innovation
TiU’s digital library landscape 2012
Cataloguing GGC
Circulation and Acquisition OCLC’s LBS3
Discovery & delivery systems In-house developed iPort and GetIt!
Local databases Like: repository, theses, image databases, journal article metadata, chapter metadata
Document server Locally stored full text
Link database
Locally developed services OpenURL resolver, loan server, place locator, etc.
Integration METIS
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509-04-2023
Complex landscape…
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Selection process
OCLC Regional Council Meeting 26 February 2013
Rationale for new LMS / discovery service
• Digital library landscape – complex
• Hardware – outdated, unstable and no longer supported
• LBS3 – outdated and no longer supported as from 1/1/2013 onwards
• In-house developed discovery & delivery system – unable to keep up with developments
• Driving force behind in-house systems – about to retire
• Maintaining same service level – with less IT staff
• Increasing pressure to reduce costs
Why?
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Why WMS and WCL? (2011)
• Suppliers considered: OCLC and ExLibris
• WMS – working solution, good interface and promising new functionality
• WorldCat Local – good integration with WMS, GGC and Google
• WorldCat as underlying catalogue – more content for end users
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Implementation project
OCLC Regional Council Meeting 26 February 2013
Project aims
Functional requirements
Implementation WMS
Implementation WCL
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Project organization
Project board
Project manager TiU
Project team TiU
Project manager
OCLC
Project team OCLC
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• Head acquisition and cataloguing
• Head circulation
• Future functional managers WMS/WCL
• Technical project manager (middleware)
• Head communication
• IT specialist LBS3
• IT specialist local databases
TiU project team
Project schedule
6/2011-9/2011
Start project
7/2011
Project organization
9/2011
PID
9/2011-9/2012
Analysis phase
3/2012-8/2012
Implementation WCL
9/2012-3/2013
WCL aftercare
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9/2012-2/2013
Implementation WMS
2/2013-3/2013
WMS aftercare
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Analysis
OCLC Regional Council Meeting 26 February 2013
Workflow testing
Workflow analysis
Test environment
Workflow testing
Gap analysisImpact analysis
Go / no go decision
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152 WMS/WCL gaps by priority
BlockingVery neededNeededWishNot priori-tized
Gap analysis (status March 2012)
152 WMS/WCL gaps by solution
Solved!WorkaroundRelease planningUnknown
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Also benefits
• WMS
o Circulation: more intuitive and user-friendly interface
o Acquisition: potential improvement of financial process
• WCL
o More content
o Social media functionality
o Lists functionality
o Integration with Google Books / Google Scholar
o Exporting titles
o Mobile platform
o Chinese interfacehttp://www.tilburguniversity.edu/about-tilburg-university/library/wcl/
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• End-user service
o Go live only possible at beginning academic year
• Condition: availability info (from LBS3) can be made available in WCL
Start of implementation phase
WCL Go!
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• Business case not (yet) valid
o Host TiU’s LBS3
o Visit OCLC Dublin, OH
o Await new releases
• Confidence in OCLC
• Back-office system
o Go live possible throughout academic year
Remain in analysis phase
WMS No go
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WCL implementation
OCLC Regional Council Meeting 26 February 2013
WCL implementation challenges (1)
• WP3 – Loading metadata of local databases
o Finding right data load method and route
• WP4 – Activating e-collections
o No tools to compare TiU link database to OCLC WCKBase
o Collections PubGet/WCKBase not always identical to TiU’s licenses
o E-books must also be activated
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WCL implementation challenges (2)
• WP6 – Phasing out TiU’s digital library systems
o Stopping services WCL cannot (yet) offer and finding alternatives
• WP7 – Communicating to stakeholders
o Updating library instruction material
o Inventory of functional changes for library (instruction) staff
o Communicating in a positive way about functionality which was going to disappear
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WCL implementation challenges (3)
• WP8 – Training staff
o Adapting training method to library staff needs (show & tell sessions, personal training, self-study, by team leader)
o Based on expected questions/problems
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Go live
• soft launch for library staff
• live for the world
JUNE 2012
AUGUST 2012
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WCL aftercare
OCLC Regional Council Meeting 26 February 2013
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WCL use
feb-
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mrt-
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apr-1
2
mei-
12
jun-1
2jul
-12
aug-
12
sep-
12
okt-1
2
nov-
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dec-
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jan-1
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20000
40000
60000
80000
100000
120000
140000
160000
WCL searchesWCL sessions
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Dutch WCL user group
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WMS implementation
OCLC Regional Council Meeting 26 February 2013
Requirements analysis
152 requirements (November 2012)
Met after Feb 2013 release
Workaround
Release planning
Unknown
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152 requirements (March 2012)
MetWorkaroundRelease planningUnknown
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Decision end November 2012
LIVE AFTER
FEBRUARY RELEASE
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WMS Implementation challenges (1)
• WP2 – Acquisitions
o Serials management – workarounds and staff care
o Adapting workflow
o Staff training
• WP3 – Circulation
o Connection to our self-service circulation machines
o Depot requests (WCL and workflow)
o Adapting workflow
o Staff training
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WMS Implementation challenges (2)
• WP4 – Interface TiU’s identity management system – WMS
o Patron data management and authentication
o Manage student/staff data at TiU and not in cloud
o Manage guest data
o Impossibility to delete patron/circulation data (legal issues)
o Daily update and weekly reload
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WMS Implementation challenges (3)
• WP5 – Interface TiU’s financial system – WMS
o WMS: order and receive transactions
o SAP FiCo: financial transactions
o Cleanup of vendor data, improve budget codes
DELAYED
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WP 10 – Data load (1)
• Agree on (iterative!) process
o Specification
o Test loads
o Acceptance load
o Production load
• Spend a lot of time on specs!
• Closely co-operate
• Plan more time than you think you need
• Accept some manual work after migration
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WP 10 – Data load (2)
• Local Holding Records
o Duration of process (90 days)
o Difficult to test (WCL connects to LBS3)
o Limiting test set has profound effect on testability of other conversions
• Vendors, orders, patrons, circulation transactions
o Prepare for conflicts between circulation policies and transactions
o Grab opportunity to clean up data in your old LMS
o Test exceptions
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Lessons learned
OCLC Regional Council Meeting 26 February 2013
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• Plan a kick-off meeting for all library staff
• Analyzing your workflow is useful. Grab the opportunity to improve
• It is difficult to quantify impact of gaps
• Activating e-collections takes lot of time
• Sometimes you need a deadline to get things moving
Lessons learned (1)
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• Discuss in depth with OCLC what you expect from technical and acceptance tests
• Enrich local metadata with PPN/OCN, IBSN/ISSN
• Plan time to develop workarounds
• Combine migration to WCL and WMS
• Developing interfaces takes time and requires experts at both the library and OCLC
Lessons learned (2)
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• Savings in system management resources
o After phasing out local systems
• Temporarily: additional resources in the library back office
o Renewing for ILL libraries
o Claiming journal issues
o LHR/LBD changes to be entered in GGC and WMS
o E-books in GGC and WCKBase
Expectations
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• European libraries are different
• Libraries need a test and acceptance environment
o To which data can be *re*loaded if necessary.
o With complete test data sets
• Support libraries when they develop middleware
Advise for OCLC
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Jola Prinsen
Project manager
Tilburg University
Library & IT Services
Questions? More information?
