Reaching a Higher Summit elevating discovery and resource sharing

John F. HelmerExecutive Director

Nancy NathansonImplementation Team

Resource Sharing Program Manager

Adriene LimImplementation Team

Associate University Librarian, Portland State University

NWILL, September 2008

Membership

Oregon & WashingtonPrivate & Public, 2-year & 4-year

Colleges, Universities, Community collegesMembers serving 600 – 42,000 students (FTE)

36 Members

7Puget Sound

5Eastern2

Cen

tral

2Southern

20W

illam

ette

Val

ley

Central Oregon Comm. CollegeCentral Washington UniversityChemeketa Community CollegeClark CollegeConcordia UniversityEastern Oregon UniversityEastern Washington UniversityGeorge Fox UniversityLane Community CollegeLewis & Clark CollegeLinfield CollegeMt. Hood Community CollegeOregon State UniversityOregon Health & Science Univ.Oregon Institute of TechnologyOregon State UniversityPacific UniversityPortland Community CollegePortland State UniversityReed CollegeSaint Martin’s CollegeSeattle Pacific UniversitySeattle UniversitySouthern Oregon UniversityThe Evergreen State CollegeUniversity of OregonUniversity of PortlandUniversity of Puget SoundUniversity of WashingtonWalla Walla CollegeWarner Pacific CollegeWashington State UniversityWestern Oregon UniversityWestern Washington UniversityWhitman CollegeWillamette University

Cas

cad

e R

ang

e

213,000 student FTE

Conferences & Workshops ARL/ACRL Institute on Scholarly Communication

(Portland, December 1-3, 2008)

Cooperative Collection Development YBP agreement Distributed Print Repository

Courier Service 250 libraries served through 76 dropsites in Oregon,

Washington, & Idaho 400,000 packages per year

Digital Services Summit search engine, digital collections, institutional

repositories, etc.

Major Programs

Electronic Resources 62 libraries in Oregon, Washington, Idaho, Hawaii Databases, ejournals, etc.

Northwest Digital Archives 31 libraries and archives in Oregon, Washington, Idaho,

Montana, and Alaska EAD finding aids, union database, digital content

Summit Resource Sharing System 36 institutions in Oregon and Washington 9.2 million unique titles, 28.7 million items Requests: 456,109 last year Fulfillments: 433,117 last year

Major Programs

Regional Library Services Center Cooperative Collection Development Digital Services Program Northwest Digital Archives ARL/ACRL Institute on Scholarly Communication Next Generation Systems

Data Harvesting Discovery: Aquabrowser, Encore, Endeca, Local

development, WorldCat Local, Primo, etc. Resource Sharing Systems Integrated Library Systems (ILS)

Strategic Agenda

“Moving to the Network Level” – April 2006 Retreat

Three-pronged effort

1. Negotiate

2. Communicate

3. Explore alternatives

Accelerated work on resource sharing

Discovery Group Catalog on the WorldCat.org platform Option for member libraries to implement

WorldCat Local

Delivery Navigator Request Engine

Virtual Document eXchange (VDX) III Circulation gateway – development

Integrated solution

WorldCat Navigator

Key to first-rate functionality and labor saving

Technical approaches

Single platform

Robust implementation of standards (e.g., NCIP)

Workaround

Complex workaround(s)

More on the Circulation Gateway

Future approaches to circ functionality?

Motivations

Leadership opportunity

Foster competition in the marketplace

Cost effective

Cross-platform

Merging of ILL and circ workflows

Solution based on standards

Strategic partnership with OCLCExcellence in service to patrons

• Improved discovery system• More trading partners, more materials available• Continuous improvement• Increase in resource sharing

Time

Contract

Technical

Transition

Changes in workflow

Governance and growth Planning for success

Challenges

Moving services to the highest appropriate network level

Broader Implications

Global Catalog

Regional Catalog

Local ILS

Disintegrating the ILS?cataloging, discovery, resource sharing, … next?

Importance of interoperability (standards)

Opportunity to simplify?

Implementation

Implementation Story: 2 themesNotNot: implementation of a

product

Design and Development Design and Development of a product, then adapting it – and us – to replace an existing program

Time & ResourcesTime & Resources

Implementation: drivers

Schedule: Firm shutdown date Timing: Peak requesting period Characteristics of members’ individual

systems Developer challenges: organization;

combining multiple services while developing a new, integrated service (not just a big ILL)

Implementation: logistical challenges

No new staffing Maintain existing system, & moratorium 37 different sites

Varying skills, expertise, institutional memory Varying hardware, software, etc.

Moving targets Service features still in design Schedules (dates)

Implementation: program challenges

PoliciesPolicies: keep the policies (what is loaned, to whom, and for how long) while using new tools to deliver the program

ProceduresProcedures: some are important, some were simply in response to the specific technology

Implementation: strategies

All hands on deck Firm deadlines (that get

amended) Frequent

communication Extended

communication using liaisons

Implementation: who

Implementation: planning & doing

Develop a draft plan

Review Amend Review Adopt

Implementation: logistics

How we meet

How we work

Costs (central vs. local)

Implementation: setup

Designing software and processes: Write; test; re-write

Submitting detailed technical information to OCLC

Requesting detailed technical information from members (vs. going in and getting it)

Implementation: configuration

At OCLC At local sites Hello, is anyone

there?

Implementation: technical challenges

Security software

Security policies

Local setup

Varying experience, expertise,

institutional memory

Portland State University–Quick Facts University size:

Student headcount =27,000, FTE =17,000

Library collection size: Approx. 1.3 million titles, 2+ million volumes 18,900 journal subscriptions, 70,000

accessible e-journals

Using Innovative Millennium & ILLiad Joined Summit system in 2002

Consortial Borrowing – PSU Trends Second highest requests across Alliance

last two years Lending fulfillments 07/08 = 40,919 Borrowing fulfillments 07/08 = 37,618

Lending/Borrowing growing annually: Lending increased 11% 06/07-07/08 Borrowing increased 4.3% 06/07-07/08

How will WC Navigator impact PSU?

Summit comparison – 2005/2006

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000

UW UO PSU OSU

Lending

Borrowing

Summit comparison – 2006/2007

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000

45,000

50,000

UW PSU UO OSU

Lending

Borrowing

Summit comparison – 2007/2008

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

90,000

100,000

UW PSU UO OSU

Lending

Borrowing

Interlibrary Loan – PSU Trends

0

2000

4000

6000

8000

10000

12000

14000

2005-2006 2006-2007 2007-2008

Borrowing

Lending

Anticipated: Requesting will increase! Summit and ILL requests will increase UW’s reported increases for WC Local:

62% increase in Summit borrowing 114% increase in ILL borrowing requests

PSU implementing WC Local in mid-2009

Snapshots of patron interface still in development stage…

Request Summit Item

Button presented when item is available for requesting

from Summit libraries

Find It @ Your Library

Button presented when item is an article citation or

otherwise not requestable through Summit system

OpenURL: Group Resolver

Request from Interlibrary Loan

Button presented when item is not held by any Summit

libraries

Resource sharing - Convergence? Boundaries becoming blurred, systems

more and more integrated Staff will be using what essentially are

two ILL systems: NRE/VDX and ILLiad Should “Resource sharing” units on the

staff side become more integrated too over time?

Blended Service Desk

How to prepare for the huge increase? Idea of Blended Service Desk under consideration

Co-location of ILL and Summit staff Efficient use of physical space Cross-training of staff Sharing of student assistants

Some centralized paging of items?

Other issues/points:

Network-level cataloging is new for us! Some staff workarounds needed as

more integration of NRE/VDX with Millennium is developed

Final thought: Development partnership is a lot of work, but the increased discovery, access and potential of the new Summit system and WC Local will be worth it!

Reaching a Higher Summit elevating discovery and resource sharing

John F. HelmerExecutive Director

Nancy NathansonImplementation Team

Resource Sharing Program Manager

Adriene LimImplementation Team

Associate University Librarian, Portland State University

NWILL, September 2008