igelu 2013 alma panel: view from the early adopters berlin, 9. september 2013
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IGeLU 2013
Alma Panel: View from the Early Adopters
Berlin, 9. September 2013
Alma at the Bolzano University Library:
The Early Adopter Experience
Paolo Buoso
Free University of Bozen-Bolzano
Bolzano (Alto-Adige Südtirol)
The University 1997 Foundation Trilingual education, international focus 5 schools, 3.000 students, 3 locations
The Library 3 locations in an integrated system A modern learning environment (RFID), open 8-24 + 24/7 Service provider for the university, the region and libraries Focus on digital library and information literacy Automation, self-service, outsourcing Top level in international rankings 20 FTE + 5 outsourced
The Free University of Bozen-Bolzano
University and Library locations
Figures
Library organization
Subject Librarians Collection development & information literacy
Online Services and Resources E-resources, digital systems & projects
Media Processing Acquisitions, metadata management, interlibrary loan
Customer Services Public services and public relations
University Press Editorial work, sales
Starting situation Complex digital landscape
ILS with proprietary format: Bibliotheca2000 (BOND, OCLC) Discovery Service Primo ERM: SFX, MetaLib, Excel files
Strong integration with external systems Student Information System (SIS) User data exchange (applications & partner libraries) Course reserve management system & ILL system
Cooperation with partner libraries MetaOPAC & Primo User data, circulation, acquisition policy External pick-up locations in public libraries
Roadmap 2010-2013
Market analysis, requirements definition, decision for a cloud-based system (not yet on the market)
Service improvement with an hosted Discovery Service December 2011 live with Primo
Efficiency improvement in back-office with a new generation unified resource management system July 2011 Alma Early Adopter Programme Europe January 2013 live with Alma
Why Early Adopter?
Innovative future-oriented solution Integration front-end Primo with back-end Alma Unified resource management: all resources
managed in every phase of the life-cycle in one single system
Sharing and reuse of common data - Community Zone
Stakeholders by our side – funding was given
Our Expectations
Integration of external services Metadata management, Web Services, API
Standardization Support for process automation
Notifications, workflows, enhanced self-service
More efficiency, more resources for the library core business
Our expectations / 2
Networking and best practices exchange with libraries of the same type
Development of new target-oriented services through use analysis (Analytics)
Less IT in house Reducing Total Cost of Ownership through Cloud
Computing
Requirements
Flexibility and change readiness Change management & communication of the priority
of the project Team members / roles required: system librarian,
metadata manager, IT people, department managers, quality and statistics librarian
Willingness to take risk as early adopter
Scope of Work
Data migration from ILS (catalogue, users, active loans and fees) SFX Knowledge Base
Configuration Libraries, Locations, Policies (simplification)
Integration with external systems SIS (Student Information System) Library Cards, SIP2 (Selfcheck 3M, Cash Machines) Metadata search and -import Authentication, Integration with Primo
Timeline
Apr 12 Alma Training Jun 12 Kick-off meeting
Jul: Configuration and migrations Forms Aug-Oct: 2 Test migrations Oct: Functional Workshop Dec: Final Sprint
03-21 Staff Training 15-21 Cut-over period 22-26 Final Migration 27-29 Primo integration & ER activation
Jan 13 Alma Live
Alma Live: January 2013
02. Jan: Alma live and Fulfillment services active Integration of SIS via webservice RFID and selfcheck integration Authentication via CAS in Primo
Net account for library account, requests, renewals
Activation of: Workflow tracking (+ automatic e-mail notification) Acquisitions and fund management Resource description in MARC21 Fees calculation Consolidation: workflow definition & improvement Staff training
Alma Live: the first months
General workflow revision (+ configuration) Continue optimization, troubleshooting General Area
Alma certification Switch to regular support + “Top5 issues” New ticketing system (from Pivotal to Salesforce) A new circulation desk and a new SIP2 integration Label printing
Acquisitions Area EDI for orders and invoices Approval Plans, gifts, exchanges workflows
Alma live: the first months / 2
Fulfillment Area Optimization of the automatisms in circulation
Letter Customizations, Automatic Print Slips Fees calculation
Revision of some policies SFX Replacement with Alma Uresolver only in Primo
General Electronic Service for ILL, Link to 360Link
Resource Management Area Clean ups and Ghost records Electronic Packages management
Analytics Reports, Dashboards Clean ups
Experience during configuration
Good cooperation despite time pressure Solution-oriented and pragmatic approach No time for in-depth workflow analysis More focus needed on ERM and Alma Uresolver
Lesson learned
Cloud computing requires a new approach with the software: Monthly Releases No traditional test environment Dealing with occurring problems
Better reporting and controlling (under construction) Impact on the organization Workflow standardization & automation support Manual work after migration needed
Clean ups Electronic resources activation
"erfahrung als
Open and critical issues
Community Zone & E-Resources Recent print publications and databases are missing Organization of packages data: better concordance with
licenses signed by the customers is needed Activation of ER is time consuming Overlap analysis is missing
Lack of functionalities of Alma Uresolver Analytics Weekly Update Troubles with combination of data from different areas
Open and critical issues / 2
Batch updates and set creation not always easy Migration of subscriptions and entering of
acquisitions data More customization needed (e.g. in workflows,
cataloguing, new user registration, etc.) Less important, but look and feel could be
improved (especially in the Resource Management search)
Development seems to be overloaded
Outlook 2013-2014
3.-4. quarter 2013 Troubleshooting and optimization Delivery of standard reports via Analytics Alma Network New Primo Layout
2014 Reserve Collections Interlibrary Loan Primo/Alma APIs Maybe more Alma institutions in the network
Digital Landscape before and after Alma
Thank you!
paolo.buoso@unibz.it
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