Kuali OLE Implementation at University of Chicago

Frances McNamaraDirector Integrated Library Systems and Administrative and Desktop Systems

Crescat scientia; vita excolatur Let knowledge grow from more to more; and so be human life enriched. Founded: 1890

Students 5,369 undergraduate students 9,850 graduate, professional, and other students Faculty 2,188 full-time faculty

Academics 49 majors and 29 minors in the undergraduate College 4 graduate divisions 6 graduate professional schools

Research Manager of Argonne National Laboratory and Fermi National Accelerator Laboratory (in partnership); also affiliated

with the Marine Biological Laboratory 89 Nobel Prize winners, including 8 current faculty

Campus In Chicago’s Hyde Park neighborhood on Lake Michigan

University of Chicago

By the Numbers, 2012-2013

Size 9th largest research library in North America 11.19 million volumes in print and electronic form 51,760 linear feet of archives and manuscripts 117.5 TB of University electronic archives and research data

Facilities 6 campus libraries with capacity to store approximately 11 million print volumes on campus 205 miles of shelving Average Mansueto book retrieval time: 3 minutes

Services 306,445 volumes circulated to 14,499 unique individuals 26,258 Scan & Deliver requests 16,087 UBorrow requests 9.1 million successful responses to full-text article requests 1,246,969 entries into Regenstein and 116,452 entries into Crerar 31,813 visiting researchers unaffiliated with the University 20,432 questions to reference librarians 5,800 attendees at training sessions  

University of Chicago Library

Campus Libraries D'Angelo Law Library: U.S., foreign, and international law Eckhart Library: Mathematics, statistics, and computer

science Joe and Rika Mansueto Library: Interdisciplinary, automated

storage and retrieval John Crerar Library: Science, medicine, and technology  Joseph Regenstein Library: Humanities, social sciences,

business Social Services Administration Library: Social welfare, social

work Special Collections Research Center

Libraries

Mansueto Library

Automated Storage Retrieval

LDMS homegrown mainframe SirsiDynix Horizon 1995 III Acquisitions 1997 Webpac, ipac, HIP SFX Aquabrowser better keyword searching and facets 2007 EDS “Articles Plus” 2012 Kuali OLE project 2008 Mellon grant regional meetings

Open Library Environment

Automation at the library

Horizon

Cataloging/Auth

Circulation

Serials Control

OPAC

Other vendors

Acquisitions

Course Reserve

Special Collections

Interlibrary Loan

AutoStorage Retrieval

OPAC Discovery

tools

LENS

EDS

CURRENT SYSTEMS

OLE

Cataloging/Auth

Circulation

Serials Control

Acquisitions

Interface to

Course Reserve

Special Collections

Interlibrary Loan

AutoStorage Retrieval

OPAC Discovery

toolsVufind Open Source

OPAC

Ebsco Discovery Service

Kuali OLE Systems

VUFIND

Public Beta – Last week of Nov. 2013 Go Live Jan. 2013 Shutdown HIP and LENS HIP continues My Account/Z39.50/NCIP

Develop and test My Account/Z39.50/NCIP against OLE

Go Live against Kuali OLE July 2014

Public Catalog

Nov. 2013 OLE v. 1.0

Nov-Feb. Data conversions

– Bibs, Holdings, Items– Circ patrons, blocks, circ records– Acq funds, open orders, standing and subscriptions, vendors– Serials receipt records– No ERM currently, will start with OLE

Integrated Library System

Dec.-Jun. Integrations Jan.- Apr. Customizations Jan. Full db running in test in production IT environment Feb-Mar Performance tuning Mar. 2014 OLE 1.5 May-June Staff training July GO LIVE July-Jan. Set up Reporting July-Jan. archive/store historical data Dec. 2014 shut down Horizon/III systems

Implementation Schedule

Mansueto Automated Storage Retrieval system

Course Reserve

Comptrollers electronic vouchers

ILL CIC and Borrow Direct so Z39.50 and NCIP

HathiTrust and Google Books Project processing

Critical Integrations

Staff on development teams, writing specs, testing

Fit/Gap analysis– Circ has done one round– Cataloging has looked at data conversion– Acq beginning a review/Serials heavily involved in development/testing

Some addons like Print spine labels, print labels for serial issues as checked in

Minimize customizations to keep it supportable

Reporting is very customized now

Critical Customizations

MySQL vs. Oracle

Default installation currently has data used in testing and development. Locations, setup from IU, Duke, Chicago

Might have a few hundred Chicago bibs/holdings

Plan to provide an empty db but not there yet, you need some sample data to even play around

Local installation

Locations Level 1 INSTITUTION UC Level 2 CAMPUS Level 3 LIBRARY JRL, JCL, ASR, etc. Level 4 COLLECTION Level 5 SHELVING Gen, Sci, RR4, etc.

Local setup

dev2 logon

Patron type, Item type, Location

Circulation Desk mapped to Locations

KRMS rules file has to match above info to work

Scheduled jobs (overdues, notices)

Local setup - Deliver

admin logon Bibs, Instances Holding(s) + Item(s), Einstances Loading data

Editor Create new bib/holding/item/ Einstance Import in Describe (1 by 1) Batch Bib Import in Admin/Batch Profile Admin/Batch Process Docstore Ingest S&A Staff Upload (marc + edi files) Docstore Bulk loader (format documentation being worked on)

Local setup - Describe

ole-khuntley logon Chart of Accounts (etc.) Various other KFS tables (lots and lots) a challenge Requisition CREATE Blanket Approve = REQ and PO Staff Upload (marc + edi) has an xml file with defaults

(there will be marc + 9xx loaders for 1.5) Serials Receiving add to an existing bib/holding Scheduled jobs

Local setup – Select & Acquire

Batch Export Batch Profile, Batch Process, Schedule Data mapping for exports Incremental exports including Deletes file API’s for Availability, also Renew, Request, etc. Villanova writing a Vufind “OLE Connector” SRU in 1.0; Z39.50 use IndexData’s Metaproxy NCIP messaging in 1.0; more NCIP messaging in 1.5

Local setup – Discovery Layer

Added 2 programmers, support for solr/lucene and java for Kuali OLE

Existing staff retrained. Kuali Rice. Technical Lead, 2 senior programmers, 2 junior

programmers, Systems Librarian, Library Systems Analyst

Digital Library Development Center – 2-3 programmers helping with Vufind customization PHP, 1 Web program librarian

Learning and changing

How to support it all

Kuali Commercial Affiliates HTC and Vivantech possible contractors

Atlas Systems and Dematic for integration with their systems

Vufind community Kuali OLE community

OLE project support for early implementer library

External assistance

Aging technologies, need platform to change as needed in the future. Increase in Eresource use, integration

Frustration with vended solutions, private equity takeovers of library vendors

Control costs

Control choice of enhancements

Open Source is not Do It Yourself, it is Do It Together

Expect continuing change

Why do it?

Chicago a good candidate for early implementer– Unusually centralized for a large research library– Large database to test limits of software– Beta testing experience of library staff– Anxious to renew aging legacy systems

Success depends on community– OLE partner contributions of staff expertise as well as money– OLE platform can be shaken down and enhanced as more partners go

live– Plan for the future together, linked data, more emphasis on electronic

resources– The more the merrier!

Happy Ending