OLE Regional Workshop, Utah, Day One

Regional Design Workshop - Utah

THE OPEN LIBRARY ENVIRONMENT PROJECT

REGIONAL DESIGN WORKSHOP: DAY ONE

RECONCEPTUALIZING TECHNOLOGY FOR

MODERN LIBRARY WORKFLOWS


Welcome!


Introductions Review Agenda & Logistics Project Overview Exercise Explanation

Break

Breakout Group Exercise: Major Process Identification Group Report Out: Major Process Identification & Categorization Working Lunch: Major Process Prioritization SOA / Business Process Modeling Overview Exercise: Reviewing / Prioritizing Major Processes

Break

Breakout Group Exercise : Significant Process Task Identification Group: Review Significant Process Outcomes Day One Wrap Up

Agenda: Day One


Welcome Back Breakout Group Exercise : Shift / Stop Process Discussion Breakout Group Exercise: Review Shift / Stop Process

Outcomes

Break Exercise: Opportunities for OLE – Blue Sky Workshop Wrap Up / Adjourn

Agenda: Day Two


BathroomsWater & CoffeeLunchBreakout Areas

Logistics


Participant Introductions

InstitutionFunctional AreaCurrent ILS Individual Institution or Consortia


Project Overview

8

Open Library Environment Designing technology for the way libraries really work

Regional Design Workshop - Utah 9

Overview

Project rationalProject assumptions and scopeProject timeline and milestonesOpportunities to participate Q&A


Project rationale

Current ILS products are inadequate. Vendor consolidation constrains choices. There is a growing need for library systems to

interact with other enterprise systems. Libraries need to control their own destinies. Detailed rationale in the proposal document:

oleproject.org > Overview > Full Project Description

http://oleproject.org/overview/full-project-description/

http://oleproject.org/overview/full-project-description/


Project starting point

Initial assessment of interest in libraries – early 2008.

Proposal development by a diverse group of libraries – April 2008

The Andrew W. Mellon Foundation provided funding for the design project. – June 2008

Project underway August - 2008

Current OLE participants


The scope of the project has received much input and discussion.

The current version is maintained at:oleproject.org> Overview > Project Scope

http://oleproject.org/overview/project-scope/

Project Assumptions & Scope

http://oleproject.org/overview/project-scope/


Flexible, adaptable, and community-developed software frameworkOLE Framework supports core businessTransforms processes to power new servicesStrives to reach enterprise level interoperability

Project Scope: Vision


Supports a wide range of resources Built, owned, governed by the library community Developed using SOA, implemented with Web

Services Adapt and integrate with other enterprise systems Interoperable

Project Scope: Principles


Design document will address:Business ProcessesArchitecture and Data Models Integration and InteroperabilityData Governance and SecurityDiscovery and User Experience

Project Scope: Design Document


Growing Participation

Additional libraries have expressed interest since project was announced

Requests for visitors, interns and collaboration on other grants reflects growing interest

Original and current participants: oleproject.org > Project Participantshttp://oleproject.org/participants/

http://oleproject.org/participants/


Timeline and Milestones - done

Initial group meeting and introductory SOA Sept. 2008

Business Process Modeling training Nov. 2008

Planning for regional design workshops

Formation of working groups Presentations at conferences Outreach to library directors, IT

groups Conversations with other projects


• Develop build proposal Spring 09• Complete the design document 7/09• Ongoing community input and feedback• http://oleproject.org/overview/project-timeline/

Timeline and Milestones – To Do

BPM design workshops 11/08 – 1/09

Consolidate BPM input at meeting 1/20/09

Translate models to SOA Spring 09

http://oleproject.org/overview/project-timeline/


Getting Involved

Success dependent on community ownership and direction

Chance to influence the design so OLE is more likely to meet your needs

Participation influences adoption of OLE Chance to work with forward looking, high energy

group with diverse perspectives Opportunity to learn about emerging technologies

for the library world and for higher education


Opportunities for participation

Seeking participants for planning and build

Regional design workshopsWorking groupsProfessional eventsOngoing communication - website &

listserv


Goal: Define library workflows which must be supported in the new OLE

1 or 2 days each Multiple locations Overview of OLE Project Overview of BPM Small group work to develop

descriptions of library workflows

Design Workshops – Overview


Working Groups – Overview

Focus on specific topics within project Open to those who have expertise, are serving as

representatives of their institution and are willing to be active contributors to group research and writing

Groups will post updates on OLE website Contact coordinator of group for info on that group


Working Groups – Join us!

Project scope Library workflows / BPM follow up Build project planning Project governance Communications Connecting with other projects Others may be added as needed


Working Groups list on website

http://oleproject.org/get-involved/working-groups-join-us/

http://oleproject.org/get-involved/working-groups-join-us/


Wrap up

Upcoming events and webcasts:http://oleproject.org/events/

Project website has up to date information:http://oleproject.org

Questions? Comments?

Contact:Lynne O’Brien, [email protected]

http://oleproject.org/events/

http://oleproject.org/

mailto:[email protected]


Purpose: Create a list of ILS processes performed by group

Process: Write down processes you perform with the ILS on post-it notes. Group like items together on flip chart.Example: I work at the Circulation Desk.

Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned books

in, Resolving patron account problems

Divide into 3 equal groups – count off Reassemble in breakout areas

Breakout Group Exercise: Identifying Processes


Break

10:15 – 10:30


Purpose: Create a list of ILS processes performed by group

Process: Write down processes you perform with the ILS on post it notes. Group like items together on flip chart.

Example: I work at the Circulation Desk.

Processes: Checking out books, Collecting fines, Setting up proxy accounts, Checking returned

books in, Resolving patron account problems

Breakout Group Exercise: Identifying Processes


Describe processes Identify similarities Identify gapsGroup similar processes

Report Out: Major Processes


Purpose: Determine which processes are core and categorize other processes

Process: Use the colored dots to designate which category each process falls under:GREENGREEN = Core process: A process which is an absolutely

necessary part of any system, all libraries perform

BLUEBLUE = Significant process: Not core but still important

YELLOWYELLOW = Shift: Process that could be handled outside of the ILS by another unit or system

REDRED = Stop: Process which we could stop doing completely

Exercise: Major Process Prioritization


Working Lunch

Major Process Prioritization


SOA & BPM Overview

Service Oriented ArchitectureBusiness Process Modeling


Overview

What is SOAWhat is BPMBPM Workshop GoalsQuestions


SOA = Service Oriented Architecture Design approach

Independent software pieces Pieces can be interchanged or repurposed more easily Pieces can be combined to create new services or systems Business experts and IT experts work together

SOA Process Create high-level map of how the business should work Deconstruct workflows Define reusable services Recombine services into a system that meets our requirements

Think Legos™

What Is SOA?

Before & After SOA


• http://www.youtube.com/watch?v=sbd_1G8Kqjs (~ 1.25 mins) (legos)

• http://www.youtube.com/watch?v=-9zgeS9B2NE (less technical ~3 mins)

• http://www.youtube.com/watch?v=dyHWAiG6c-Y (~2 mins) (wardrobe)

• http://www.jisc.ac.uk/media/avfiles/programmes/eframework/eframework_soa_animation.mov

(technical ~4 mins)

What is SOA?

http://www.youtube.com/watch?v=sbd_1G8Kqjs

http://www.youtube.com/watch?v=-9zgeS9B2NE

http://www.youtube.com/watch?v=dyHWAiG6c-Y

http://www.jisc.ac.uk/media/avfiles/programmes/eframework/eframework_soa_animation.mov


BPM = Business Process Modeling Design approach BPM process

What needs to be done How to do it, in what order, and contingencies Separate from the systems and services that do the work Mid-level detail

Necessary before determining shared processes as part of SOA

What is BPM?


• ING process• http://www.youtube.com/watch?v=S-Mbr31f2dg

(no sound)

Example of Modeling a Process

http://www.youtube.com/watch?v=S-Mbr31f2dg


Goal: Define library workflows which must be supported in the new OLE

Small group work to develop descriptions of library workflows

Workshop output will shape project design

BPM Workshop Goals


Process Example


Process Example


Process Example


Questions

????


Review and Prioritize Major Processes Review categorization of processes Duplication? Combinations? What are the rewards and risks of pursuing these priorities? How would you limit the scope of what is core vs. what is not

core given these priorities?

Outcome: Group agreement on top items in core and significant categories

Exercise: Major Processes


Choose Significant Process to work on in Breakout Group session

Focus on future state, not current – what needs to happen Model selected Significant Process

Use post it notes to list each discrete task/practice What discrete tasks/practices are involved in this process? Is there a task that triggers the start of this process? Is there a task that occurs at the end? Is data coming in / going out of system? Why? Are there outside systems or people that are affected or interact with

this process? What handoffs are involved?

Exercise: Significant Process Task Identification


Neatness Does Not Count!


Break

2:30 – 2:45

Reassemble in Breakout Groups


Choose Significant Process to work on in Breakout Group session

Focus on future state, not current – what needs to happen Model selected Significant Process

Use post it notes to list each discrete task/practice What discrete tasks/practices are involved in this process? Is there a task that triggers the start of this process? Is there a task that occurs at the end? Is data coming in / going out of system? Why? Are there outside systems or people that are affected or interact with

this process? What handoffs are involved?

Exercise: Significant Process Task Identification / Mapping


Large Group: Reviewing Significant Processes

Purpose: Group agreement on significant processes

Process: Review of highest ranked signficant process maps and discussion with group

Outcome: Refined process/task models for top significant processes


Day One Wrap Up

Review Day OneWhat went wellWhat didn’tPreview Day Two

Continental Breakfast – 8:30


Thanks for your input!

See you tomorrow at 8:30

OLE Regional Workshop, Utah, Day One

Technology

design project

dobpm design workshops

project underway

overview project scope

project participants

project description

proposal document

library systems