Shared Library Management SystemReport on the RFI from the Shared ILS Team (SILST)

Summer 2011

History and Context•Shared ILS discussion has deep roots

o Part of conversation since merger (2003)o Shared ILS part of Strategic Agenda (2006)o First Shared ILS Team (2010) – total cost of ownershipo Related to work of other committees

•Exploration of emerging next gen systemso WSU Spokane/Riverpoint pilot of OCLC

Web-scale Management Systems (WMS)o Open Library Environment (OLE) partnero Sage/Evergreen implementationo Shared ILS RFI (2011)

Advantages of a Shared ILS•Shared database maintenance• Integrated consortial lending•Lower system administration costs•Potential for collaborative tech services•Collaborative collection development•Shared electronic resources management•Leading edge technology

SILST – Charge and TimelineCharge:• Develop and issue a Request for Information (RFI), evaluate

responses, and engage with respondents as appropriate to clarify and explore responses

• Recommend a procurement process and timeline for a shared ILS• Develop an initial projection of staffing needs• Recommend next steps

Timeline:• February 2011 Issue RFI• March 31, 2011RFI responses due• June 10, 2011 Final report and recommendations due• July 13-14, 2011 Council votes on recommendations

SILST Members

John F. Helmer (Chair), Orbis Cascade Alliance

Natalie Beach, Chemeketa Community College

Beth Blakesley, Washington State University

Rachel Bridgewater, Reed College

Mark Dahl, Lewis and Clark College

Bill Jordan, University of Washington

Why an RFI?

• RFI is intended to gather information to decide what action to take next

• Not attempting to pick a vendor, but to determine current state of the market

• Are there ILS vendors whose business and product plans, and strategic focus, intersect with the Alliance's Agenda?

• Conversational and exploratory: o "Here's where we want to go, how can you help us?"

o "What have we missed?"

• If we go to procurement, are we likely to get strong, viable responses from multiple vendors?

Who Responded to the RFIVendor [Product]:

• ByWater Solutions [Koha]

• Electronic Online Systems International [EOS.Web]

• Equinox Software, Inc. [Evergreen]

• Ex Libris (USA) [Alma]

• Innovative Interfaces, Inc. [Sierra]

• LibLime [ArchivalWare DLS/Koha]

• OCLC Online Computer Library Center, Inc. [WMS]

• Serials Solutions [Summon/360 Resource Management Consortium Edition]

• SirsiDynix [Symphony]

• The Library Corporation (TLC) [Library•Solution]

What We Learned

Active and competitive marketSome alignment with Alliance goals:

oLowering total cost of ownership

oFacilitating collaborative tech services

Wide variation in advancement level of productsNew features/loss of old featuresDevelopment opportunities

A Second Look…

What We Wanted to Know More About

•Cross system functionality•Summit•Collaborative tech services•Partners in related consortia•Funding• Implementation and timing

•Evergreen: “designed as a reaction to the limitations of then current integrated library systems for multiple library systems to share a common catalog”

•Highlights:oOpen source community development focuso "Equinox provides full-service implementation, support

and development services as well as full training and consulting services migrating to Evergreen."

oTraditional circulation, cataloging, acquisitionsoDiscovery, ERM not available at this time, but could be

developed

•Alma: “a cloud-based, unified resource management system for print, electronic resources and digital collections”

•Highlights:oOpen data with “community catalog”oStreamlining workflows across resource typesoBeyond MARCoBusiness analyticso Long-term preservationoBack office accompaniment to Primo discovery platform

• Sierra: “Sierra is the Open Services Platform that provides complete ILS functionality with the power and scale of modern software architecture.”

• Highlights:o Open access/service oriented architecture/library choiceo Trusted workflowo Enhanced administration and reportingo Quicker device adoptiono Resource independenceo Integration of print/electronic resource workflowso Developer communityo Cloud or local deployment

• Web-Scale Management Services: “the first Web-based, cooperative library management service”

• Highlights:o Scalable, Web-based platform for all basic library management

functionalityo Reduced Total Cost of Ownership (TCO) o Platform for all types of materials, regardless of format or method of

acquisitiono Network effects, sharing data o Concentrated data, bibliographic, item, vendor, and library registries and

repositorieso Sophisticated Service-Oriented Architecture (SOA) o OCLC Cooperative Platform

SILST Recommendations

1. Proceed with procurement

2. Alliance should lead procurement process (Model 1)

Full Report: http://bit.ly/SILST-Rpt

Next Steps

•Council will consider SILST recommendations

If approved:•Board forms a procurement team•Board acts on team's recommendations and may

appoint a negotiation team•Board recommends next steps to Council•Final purchase decision made by Council

Potential Timeline

2011  

July Council decision on recommendations

2012  

Feb-April RFP out for bid

June Council decision on purchase

Implementation timing depends on approval,

product selected, profiling considerations, etc.

July-Dec Profiling, data mapping, indexing, system configuration

2013

Jan-June First cohort migrates

2014  

July-Dec Last cohort migrates

Unknowns and Challenges

•Procurement and broad member involvement•Migration and staffing• Governance• Technical services• Systems support• Non-members

Questions?

Image CreditsSlide #1 – Orbis Cascade Alliance, http://www.orbiscascade.org/index/name-and-logo Slide #3 – AnimationLibrary, http://www.animationlibrary.com/sc/259/Excitement/ Slide #5 – Paul Sherman, http://www.wpclipart.com Slide #10 – Clker.com, http://www.clker.com/clipart-15943.html Slide #11 – #15

a. OCLC, http://www.oclc.org/ (edited)b. Ex Libris, http://www.exlibris.co.il/ c. Equinox Software, http://www.esilibrary.com/esi/ d. Evergreen, http://evergreen-ils.org/ e. Innovative Interfaces, http://www.iii.com/ (edited)

Slide #16 – Clip art licensed from the Clip Art Gallery on DiscoverySchool.com, http://school.discoveryeducation.com/clipart/clip/question.html Slide #21 – H. Varlan, http://www.flickr.com/photos/horiavarlan/4273168957/