Shared Library Management System Report 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 ownership o Related to work of other committees Exploration of emerging next gen systems o WSU Spokane/Riverpoint pilot of OCLC Web-scale Management Systems (WMS) o Open Library Environment (OLE) partner o Sage/Evergreen implementation o 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 Timeline Charge: 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 2011Issue RFI March 31, 2011RFI responses due June 10, 2011Final report and recommendations due July 13-14, 2011Council 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 RFI Vendor [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) [LibrarySolution]

What We Learned Active and competitive market Some alignment with Alliance goals: o Lowering total cost of ownership o Facilitating collaborative tech services Wide variation in advancement level of products New features/loss of old features Development 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: o Open source community development focus o "Equinox provides full-service implementation, support and development services as well as full training and consulting services migrating to Evergreen." o Traditional circulation, cataloging, acquisitions o Discovery, 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: o Open data with “community catalog” o Streamlining workflows across resource types o Beyond MARC o Business analytics o Long-term preservation o Back 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 choice o Trusted workflow o Enhanced administration and reporting o Quicker device adoption o Resource independence o Integration of print/electronic resource workflows o Developer community o 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 functionality o Reduced Total Cost of Ownership (TCO) o Platform for all types of materials, regardless of format or method of acquisition o Network effects, sharing data o Concentrated data, bibliographic, item, vendor, and library registries and repositories o 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:

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 JulyCouncil decision on recommendations 2012 Feb-AprilRFP out for bid JuneCouncil decision on purchase Implementation timing depends on approval, product selected, profiling considerations, etc. July-Dec Profiling, data mapping, indexing, system configuration 2013 Jan-JuneFirst cohort migrates 2014 July-DecLast cohort migrates

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

Questions?

Image Credits Slide #1 – Orbis Cascade Alliance, Slide #3 – AnimationLibrary, Slide #5 – Paul Sherman, Slide #10 – Clker.com, Slide #11 – #15 a. OCLC, (edited) b. Ex Libris, c. Equinox Software, d. Evergreen, e. Innovative Interfaces, (edited) Slide #16 – Clip art licensed from the Clip Art Gallery on DiscoverySchool.com, Slide #21 – H. Varlan,