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What They Need When They Need It: Implementing a Statewide System for Sharing Library Resources Copyright Stephen Miller, David Kennedy, Uche Enwesi, and.

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Presentation on theme: "What They Need When They Need It: Implementing a Statewide System for Sharing Library Resources Copyright Stephen Miller, David Kennedy, Uche Enwesi, and."— Presentation transcript:

1 What They Need When They Need It: Implementing a Statewide System for Sharing Library Resources Copyright Stephen Miller, David Kennedy, Uche Enwesi, and Jamie Bush, This work is the intellectual property of the authors. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

2 What They Need When They Need It: Implementing a Statewide System for Sharing Library Resources EDUCAUSE Mid-Atlantic Regional Conference, January 18, 2007 Stephen Miller, David Kennedy, Uche Enwesi, and Jamie Bush

3 Panelists Stephen Miller – Associate Director for Information & Library Services, University of Maryland University College (UMUC) David Kennedy, Programmer, USMAI Information Technology Division (ITD) Uche Enwesi, LAN Coordinator, USMAI Information Technology Division (ITD) Jamie Bush – Integrated Library System Manager, USMAI Information Technology Division (ITD)

4 Overview of Talk Intro to USMAI Library Consortium Resource sharing in libraries Background of our project Infrastructure development and testing Implementation process

5 USMAI Library Consortium University System of Maryland and Affiliated Institutions (USMAI) –16 Libraries:  14 University System of Maryland Libraries  St. Mary’s College of Maryland and Morgan State University Serves over 140,000 students in Maryland and beyond

6 USMAI USMAI Institutions

7 USMAI Institution Locations 11 Libraries in the Baltimore – Washington Area Eastern Shore/ Chesapeake Bay Mountains of Western MD

8 USMAI Library Consortium Founded in the late 1990s Shared Integrated Library System Request/pickup services Metasearching and cross-linking capabilities Shared Interlibrary Loan (ILL) platform

9 Resource Sharing in Libraries Libraries have a long history of sharing Shared catalog and circulation Interlibrary Loan (ILL) –ILLiad  Leading ILL application  Developed by Atlas Systems  Supported by OCLC

10 About the Project As of 2005, 8 of the 16 USMAI Libraries had purchased ILLiad Opportunity to create level playing field for the entire USMAI consortium Integrated electronic article delivery services would allow libraries within the consortium to share materials digitally

11 USMAI ILLiad Sites Shared Sites Bowie State University Center for Environmental Science Coppin State University Frostburg State University Morgan State University Salisbury University St. Mary’s College of Maryland UM Eastern Shore Standalone Sites Towson University University of Baltimore University of Baltimore Law Library UM Health Sciences and Human Services Library UM Baltimore County UM College Park UM Law Library UM University College

12 Why ILLiad for USMAI? Desktop article delivery Odyssey – Allows for inter-campus article delivery Patron self-service –24/7 access –Request tracking  Fewer calls to ILL office –Request history –Confidentiality: Can break patron — request links Compatible with metasearching and cross- linking products used by USMAI Auto-generated patron s

13 Why ILLiad for USMAI? – pt. 2 Web-based management statistics Simple one-time patron registration Staff efficiencies  can handle increases in request volume Works with major ILL service providers Can handle billing processes

14 The Project Plan ILLiad implementation for 8 libraries without ILLiad –Centralized training –Centralized ITD support and OCLC contact –Shared, locally hosted server at ITD –Centralized financial support –Standard look and feel/implementation –Authentication against existing library patron database used by all campuses 8 sites already on ILLiad would maintain their own separate installations for now

15 Implementation highlights Shared Installation Authentication/Authorization Networking Actual Implementation

16 Shared Installation First shared installation of ILLiad Separate settings, templates, web pages, etc. per institution

17 Authentication/Authorization Definitions Authentication – “Who are you?” Authorization – “What are you allowed to do?”

18 Authentication/Authorization Shibboleth at USMAI Provides authentication across library applications –Single login –Supplies attributes

19 Authentication/Authorization ILLiad Needs External authentication Reliable user attributes Interface customized by attribute (borrower type, expiration date)

20 Authentication/Authorization External authentication ILLiad as Shibboleth service provider Shibboleth provides authentication ILLiad aware of one user attribute, user id

21 Authentication/Authorization Reliable user attributes Autopopulate user registration form Borrower status is hidden (immutable) Implemented with combination of Javascript and JScript

22 Authentication/Authorization Customize by attribute Borrower type Expiration date

23 Challenges/Successes Challenges –Shibboleth provides authentication, not authorization Successes –Customer support (Atlas – Genie Powell)

24 Network Implementation File Sharing VPN Successes and challenges

25 File Sharing File Share or VPN? Options: –Open necessary ports on our campus border –Ask other campuses to open needed ports on their campus border –Create VPN for independent solution

26 File Sharing Open needed ports on our campus border Outcome: –Needed port blocked on internet provider’s border

27 VPN VPN Requirements Ease of setup to avoid user having system administrator account –Simple Plug and Play Easy deployment and installation –Able to create packages with preconfigured server names and settings Secured

28 VPN VPN Requirements (cont’d) Avoid campus network security and bypass closed ports on the border of each campus Tunnel to a private network over a public network Avoid dependency on campus networks Ease of installation

29 VPN VPN Options Cisco VPN –Through PIX 525 firewall Microsoft VPN –Already built in Microsoft Windows Server OS, VPN client software in Microsoft Windows Desktop OS

30 VPN Microsoft VPN –Ease of Setup –Simple Plug and Play –Configure on the fly without having to redeploy new packages –One password for VPN that takes care of file sharing

31 VPN Diagram

32 Challenges/Successes Challenges –Configuring VPN to work the way we envisioned it –Campuses that locked down their network Successes –Had good team members that tested VPN solution for every possible problem before we released it

33 Hardware we Used Cisco PIX 525 FireWall –Used for firewall protection and also used for IP address translations Dell Poweredge Server –Windows 2003 Server (Live and Test Server) –Microsoft VPN Software Cisco Switch

34 ILLiad Implementation Implementation team Implementation timeline Site visit steps Supporting shared applications Successes and challenges

35 Implementation Team Systems Librarian Programmer Network Administrator Trainers from USMAI ILLiad standalone sites ILL Staff at shared sites

36 Implementation Plan - Timeline Original plan was Feb - Aug 2006 February 2006 – Vendor training March 2006 –Networking configuration –File Sharing VS VPN –Test server setup and configuration April 2006 –Scheduling of sites (long range) –Remote site surveys distributed

37 Implementation Plan - Timeline May 2006 –Test Client installed at 1st site –Web User Interface setup in test for 1st site(global look and feel, minor local customization) –Production environment setup –Authentication/Shibboleth work with vendor –Final scheduling of 1st site June 2006 –1st site in production (St. Mary’s College) –Troubleshooting

38 Implementation Plan - Timeline July 2006 –Test environment becomes development –2nd and 3rd sites brought up in production August 2006 –4th and 5th sites brought up in production Sept/October 2006 –Troubleshooting Odyssey

39 Implementation Plan - Timeline Nov 2006 –6th and 7th sites brought up in production Spring 2007 –Final site brought up –ILLiad version upgrade –Resolve outstanding issues –Web Interface updates

40 Implementation Steps Conducted one day site visit Pre-visit planning –Survey conducted –Installation of applications by local staff –Pre-configuration of client based on survey –Web environment configuration –Coordinate availability of IT staff during the site visit

41 Implementation Steps Site visit steps: –Verify installations/resolve problems –Last minute configuration (information not included on survey) –Create local staff accounts –Trainers work through local client customization (serves as intro into application)

42 Implementation Steps Site visit steps: –Trainers work with local ILL staff creating test transactions, lending and borrowing –ITD Staff fix/resolve problems as appropriate –Test all functionality ( , print, delivery)

43 USMAI Technical Support Diversity in experience and resources –Have's vs have not's –Technology and human resources Determining factors –Organization structure of library –Size of ILL staff –Internal and external IT support

44 USMAI Technical Support ITD support of ILLiad –Supporting library system for more than 20 years –Established communication processes and resources –Support framework easily implemented

45 Challenges/Successes Challenges –Supporting Odyssey  Networking/ /smtp –Lack of functional experience in ITD Successes –ILLiad and USMAI resource sharing –Working with local ILL/IT staff and USMAI Trainers –Learning ILLiad

46 What They Need When They Need It: Implementing a Statewide System for Sharing Library Resources Questions? EDUCAUSE Mid-Atlantic Regional Conference, January 18, 2007 Stephen Miller, David Kennedy, Uche Enwesi, and Jamie Bush

47 Contacts Jamie Bush – USMAI/ITD David Kennedy – USMAI/ITD Uche Enwesi – USMAI/ITD Stephen Miller - UMUC USMAI Website: USMAI RSTG Website:


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