Victorian Government Library Service...Reporting Lean processes Client Reference Resource Identification Client services Market scanning Material selection Collection Management Define

Victorian Government Library Service

An Integrated Solution

Laurie Atkinson

Norman Kennedy

Department of Treasury and Finance

Introduction

1. Formation of VGLS 2. Early days of VGLS 3. Starting point for systems 4. Systems vision 5. Process 6. Integrated solution 7. Benefits 8. Our experience

Formation of VGLS

The strategic intent:

• greater access to resources;

• equitable service across government;

• reduce the cost of providing services;

• reduce the effort, delays and costs associated with departmental restructures;

• professional development for staff.

Shared Service Provider

Service levels

CRM/KCP Reporting

Client Reference

Resource Identification

Client services

Market scanning Material selection

Collection Management

Define collection

Compliance Efficient storage

Resource Procurement

Vendor negotiation

Buying power Lean processes

Clients

Access channels Knowledge partners Resource allocation

Access to the right information, at the best price

Promoting access to quality information across Government

Electronic resources available to desktop and mobile devices

Promoting learning and capability building across Government

Providing high quality, efficient information request service

Library users

Information access Increase knowledge

Evidence-based Build capacity

Victorian Government Library Service

Early days of VGLS

Centralised management, but…. • more than ten independent library services;

• fifteen sites managed by over 50 staff serving a total workforce

population of 50,000; and

• our mission was to build one high-powered streamlined information machine… and build it inside a couple of years.

Starting point for systems 40 in-house catalogues and databases across a supermarket range of software and platforms Current Status of In-scope Libraries (from 2009/10 data collection)

Dept Agency

%MARC

Format

Existing Circ

Vol Per year

Name Version Bib Record Article Bib Record Serials

DHS/DOH NOTEbooks

Runs on Lotus Notes ver

8.5 1,000 15,600 100.00% 4,521

DOJ InMagic DB Textworks v7.01 600 2,400 18,800 41,000 417

DOT InMagic Content Server CSWorks 1.3 2,000 24,111 6,370

DPCD First RMS 2.2 Build 126 200 10,000 6,199 90.00% 541

DBI Amlib v5.1

DPI/DSE Symphony v3.2 4,900 181,750 12,000 100.00% 1,138

DTF/DPC First RMS 2.2 Build 126 1,060 15,100 60.00% 854

EPA DBText v11 200 200 10,718 4,397

SRO Lotus Notes 50 1,376

VPOL

Inmagic Content Server

Standard (CS/Textworks

multi user software) v1.3 500 500 77,483 4,594 4,796

VROADS DB/TextWorks v11 754

Symphony 3.2.0.1971.5 730 32,200 100.00% 1,050

Total 11,240 3,100 387,138 64,547 24,084

LMS

Existing Catalogue

Records

New Cataloguing

Records per year

Catalogue Records

Systems vision

One library service with one catalogue accessible by all Victorian Government staff (VPS) and restricted public access

Web interface ( public and VPS access)

Catalogue Enquiry management

Physical Electronic Subscriptions

Inter-library loans

Comprehensive reporting services

Process

2010 June Market research

2010 July-August Identification of functions required

2010 October Funding

2010 November The decision to go for integrated system

2010 Dec – 2011 Jan Public tender

2011 April-October Implementation

Integrated solution Yes, an integrated solution from SirsiDynix was chosen But…. It was option two which includes all of the functions required but delivered by different systems some of which are sourced from sub-vendors

SirsiDynix Library management system (Symphony) Digital object management system (Portfolio) Virtual library (Enterprise) Document delivery (Symphony) Serials Solutions Electronic resource management system Altarama Enquiry management (RefTracker)

Altarama

SirsiDynix NOAM

Serials Solutions APAC

SAN

Fibre Switch

Symphony Prod Symphony Test

Portfolio StaffWeb

Web Services

LAN Switch

LAN Switch

Library Directory VPN Tunnel

HTTPS

e-Library OPAC HTTP (TCP Port 80)

RefTracker

360 Search 360 Link 360 ERMS 360 Counter

Victoria Government Library Service

Portfolio HTTP

Z39.15 TCP Port

3219

StaffWeb HTTP

WorkFlows TCP Port 3214

VGLS-SirsiDynix network topology

Benefits • Limited visibility of and access to

Victorian Govt information assets

• Availability of services and library expertise result of organisation or location

• Lack of systems functionality and integration impeding efficiency

• Variable processes and quality of outcomes

• Separate software requiring local administration

• Multiple hosting and support arrangements

• Improved access, increasing value from information

• Access to VGLS services and capability through unified online presence

• Improved and integrated functionality available consistently

• Streamlined and standardised processes

• Single system administration across VGLS

• Simplified hosting and support at reduced cost

• Foundation for future improvements

THEN NOW

Our experience

Lessons learned:

• we are all learning about integration; • some things work some don’t; • different IT environments are DIFFERENT; • support processes need to evolve further for sub-vendors; and • the Data is still a big problem

We are progressing towards an integrated solution

Integration is the way of the future

D11/212155 V1.0