1. Alma: Organizational change of ERM
Gijs Noels
IGeLU
Budapest –
Business Consultant

2. Plan? Context: Who are we: LIBIS? Challenges?
Why did we became development partner for Alma?
Our approach?
Usecase ERM
After STP?

3. Leuven Integrated (B)Library and Information System
Part of KU Leuven responsible for central library automation
Governed by a management board
Since early 70’s
Service offer for external organisations
Buy as a consortium
19 qualified persons
+ experts of library, archives, museums and ICT
Partnership with Ex Libris

4. A library network Since 1977 Goals Different types of libraries
Optimization of services
Offer new advanced applications to enhance services
Improve quality of information
Different types of libraries
32 institutions - 85 libraries
ca records
ca items
Collaboration!!

5. Discovery and Delivery
Library
Print
Electronic
Digital
Unified Resource
Discovery and Delivery
Public layer
DigiTool
Aleph
DigiTool
MetaLib
Discovery and Delivery
Linking
SFX bX
Aleph
SFX
MetaLib
Verde
DigiTool / Rosetta
Management layer
Print
Aleph
SFX
MetaLib
Verde
Electronic
Digital
DigiTool
Repository layer
Rosetta

6. Discovery and Delivery
Library
Print
Electronic
Digital
Unified Resource
Discovery and Delivery
Public layer
Discovery and Delivery
Aleph
MetaLib
DigiTool
Primo
Primo Central
Linking
SFX bX
Aleph
SFX
MetaLib
Verde
DigiTool / Rosetta
Unified Resource
Management
Management layer
Aleph
Print
Electronic
SFX
MetaLib
Verde
DigiTool
Digital
Alma
Alma
Repository layer
Rosetta

7. Plan? Challenges Context: Who are we: LIBIS?
Why did we became development partner for Alma?
Our approach?
Usecase ERM
After STP?

9. Challenges Other functions for the library building
Shift from P to E/D
Out-dated processes
Budget cuts > efficiencies
Researchers and students have new expectations
Research data
Digital preservation
Support publishing
Digital humanities …
Net-generation
There IS a world outside

10. Focus Paradigm shift P2E
Usage
Budget
Number of Staff involved Q E E P P P
Only indications!! These are not exact figures E T

11. Plan? Why did we became Alma development partner?
Context: Who are we: LIBIS?
Challenges
Why did we became Alma development partner?
Our approach? Usecase ERM
Implementing Alma
After STP?

12. Why we became a development partner
Ex Libris came to us with an interesting vision about the future of libraries and library systems
Challenging times for libraries
Net-generation
Budget cuts
There IS a world outside
After streamlining the front office we need to streamline the backoffice  expectations
We think we have something to offer and are encouraged by university management

13. through collaboration
Strategy
CONSOLIDATE
OPTIMISE
EXTEND
the frameworks
through collaboration
the range of services
© Ex Libris 13

14. Workflow optimisation
More automated processes (eg. Steps in ordering are known, no human intervention needed)
Re-assign personnel
Alma employs business process automation to streamline and simplify library workflows for managing all types of workflows.
Workflows managed from within the system => “push” paradigm

15. Plan? Our approach? Context: Who are we: LIBIS? Challenges
Why did we became development partner for Alma?
Our approach?
Usecase ERM
After STP?

16. Our approach Not a technology project… But an organisational project
Electronic resources now dominant
just in case  just in time
Patron driven acquisition
Ownership  Access
Metadata almost always already exist  use it !
Use the implementation of Alma as a tool to implement change awareness
Take away worries
IT-people, cataloguers...

17. Our approach Demonstrations Analysis Quality and performance
Communicate
Convince
Involve
All stakeholders
Workshops
Projectcel
Project groups …
Demonstrations
Analysis
Quality and performance
Go / No Go decision list …
Demonstrations
Website / Blog
Newsletter
Conferences
Board meetings …

19. Plan? Usecase URM Context: Who are we: LIBIS? Challenges?
Why did we became development partner for Alma?
Our approach?
Usecase URM
After STP?

20. ERM use case: organizational change
create change awareness
GOAL:
better use of resources (staff/budgets)
How?
Anticipating/acknowledging challenges
P2E paradigm shift
Budget costs > efficiencies
Outdated processes

21. ERM use case: organizational change
create change awareness
GOAL:
better use of resources (staff/budgets)
How?
Benefit from the URM vision/strategy
After streamlining the front office we need to streamline the backoffice  expectations
Alma employs business process automation to streamline and simplify library workflows for managing all types of workflows.
(eg. Steps in ordering are known, no human intervention needed)
Workflows managed from within the system => “push” paradigm

22. ERM use case: organizational change
create change awareness
GOAL:
better use of resources (staff/budgets)
How?
Putting theory (our approach) into practice
Not about technology but about organisation
Centralization versus decentralization
Use the implementation of Alma as a tool to implement change awareness

23. ERM use case: organizational change
Timeline

24. ERM use case: organizational change
Step 1: exploring the possibilities and opportunities of ALMA
Opportunity to decentralise/share Knowledge!!
ERM
Staff resources
Software resources
Centralization
SFX, Metalib, BX
Alma
Decentralisation
Aleph, SFX, VERDE, BX, Metalib

25. ERM use case: organizational change
Step 1: exploring the possibilities and opportunities of ALMA
Opportunity to decentralise/share Knowledge!!
ERM
Staff resources
Software resources
Centralization
SFX, Metalib, BX
Alma
Decentralisation
Aleph, SFX, VERDE, BX, Metalib

26. ERM use case: organizational change
Step 2: INVOLVE all related Stakeholders!!
ERM
Staff resources
Software resources
Centralization
SFX, Metalib, BX
Alma
Decentralisation
Aleph, SFX, VERDE, BX, Metalib

27. ERM use case: organizational change
Step 3: Putting theory to practice => Change awareness
How?
Re-orientation of tasks (E-sources department) -> Perspective?
Knowledge center (LIBISnet) <-> excecutive
Management ICB (one central e-collection University library budget)
Management of the big 7
Management of University Library licenses
Re-orientation of tasks (Library Acquisitions Staff)
Ordering/Activation of “own” library e-resources (Executive)

28. ERM use case: organizational change
Step 4: Consolidate and evolve
How?
Evaluation of current processes/best practices
Extending services/sharing knowledge to the Network (LIBISnet)
Association
External Partners
e.g. use of Alma NZ functionality (NZ acq, activation), PDA, …

29. ERM use case: organizational change
Timeline

30. Plan? After STP? Context: Who are we: LIBIS? Challenges?
Why did we became development partner for Alma?
Our approach?
Usecase URM
After STP?

31. Next…? Evaluation! Maximise exchange of knowledge and experience
Concentrate on workflow optimization: ERM, PDA, Evaluating ALMA-SAP link, …
Continue working groups and workshops
Integration of digital workflows …

32. Thanks!
Gijs Noels – Business Consultant K.U.Leuven W. de Croylaan 54 - Bus 5592, B-3001 Heverlee LIBIS: +32(0)