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Alma: Organizational change of ERM
IGeLUBudapest – 02.09.2015
Gijs NoelsBusiness Consultant
Plan?
• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?
2
Leuven Integrated (B)Library and Information System
• Part of KU Leuven responsible for central library automationGoverned 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
3
A library network• Since 1977• Goals
– Optimization of services– Offer new advanced applications to enhance services– Improve quality of information
• Different types of libraries• 32 institutions - 85 libraries• ca 6 000 000 records• ca 6 700 000 items• Collaboration!!
Library
Management layer
Repository layer
Public layer
Discovery and Delivery
Electronic
Linking
Digital
Print Electronic Digital
Alep
h
SFX
Met
aLib
Verd
e
Dig
iToo
lD
igiT
ool /
Ros
etta
Unified Resource Discovery and Delivery
5
Aleph
Aleph
MetaLib
SFXMetaLib
Verde
DigiTool
DigiTool
SFX bX
Rosetta
Library
Management layer
Repository layer
Public layer
Discovery and Delivery
Electronic
Linking
Digital
Print Electronic Digital
Unified Resource Discovery and Delivery
6
PrimoPrimo
Central
AlephSFX
MetaLibVerde
DigiTool
SFX bX
Alep
h
SFX
Met
aLib
Verd
e
Unified Resource Management
AlmaAlma
Rosetta
Aleph MetaLib DigiTool
Dig
iToo
l / R
osett
a
Plan?
• Context: Who are we: LIBIS?• Challenges • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?
7
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
Q
T
E
P
P
E
E
P
Number of Staff involved
UsageBudget
Plan?
• Context: Who are we: LIBIS?• Challenges • Why did we became Alma development
partner?• Our approach? Usecase ERM• Implementing Alma• After STP?
11
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
the frameworks
CONSOLIDATE OPTIMISE
through collaboration
EXTEND
the range of services
Strategy
© Ex Libris
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
14
Plan?
• Context: Who are we: LIBIS?• Challenges • Why did we became development partner for Alma?• Our approach? • Usecase ERM• After STP?
15
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...
16
Our approach
Communicate
Convince
Involve
• Demonstrations• Website / Blog• Newsletter• Conferences• Board meetings• …
• All stakeholders• Workshops• Projectcel• Project groups• …
• Demonstrations• Analysis• Quality and
performance• Go / No Go
decision list• …
17
Plan?
• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach?• Usecase URM• After STP?
19
ERM use case: organizational change
create change awarenessGOAL:
better use of resources (staff/budgets)How?• Anticipating/acknowledging challenges
– P2E paradigm shift– Budget costs > efficiencies– Outdated processes
20
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
21
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 organisationÞ Centralization versus decentralization
– Use the implementation of Alma as a tool to implement change awareness
22
ERM use case: organizational change
Timeline
23
2014 2015May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
NOW
Starting
Point:M
anagement
Workshop
STP Alma
Managem
ent
Meeting:
Framew
ork
design
Approval
Managem
ent
Organize Sub
working
groupE-content
Workshop
E-content
Managem
ent
ERM use case: organizational change
Step 1: exploring the possibilities and opportunities of ALMA
• Opportunity to decentralise/share Knowledge!!
24
ERM Staff resources Software resources
Centralization SFX, Metalib, BX Alma
Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib
ERM use case: organizational change
Step 1: exploring the possibilities and opportunities of ALMA
• Opportunity to decentralise/share Knowledge!!
25
ERM Staff resources Software resources
Centralization SFX, Metalib, BX Alma
Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib
ERM use case: organizational change
Step 2: INVOLVE all related Stakeholders!!
26
ERM Staff resources Software resources
Centralization SFX, Metalib, BX Alma
Decentralisation Alma Aleph, SFX, VERDE, BX, Metalib
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)
27
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, …
28
ERM use case: organizational change
Timeline
29
2014 2015May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
NOW
Starting
Point:M
anagement
Workshop
STP Alma
Managem
ent
Meeting:
Framew
ork
design
Approval
Managem
ent
Organize Sub
working
groupE-content
Workshop
E-content
Managem
ent
Plan?
• Context: Who are we: LIBIS?• Challenges? • Why did we became development partner for Alma?• Our approach?• Usecase URM• After STP?
30
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• …
31
Gijs Noels – Business Consultant LIBIS @ K.U.LeuvenW. de Croylaan 54 - Bus 5592, B-3001 HeverleeLIBIS: +32(0)[email protected]@libis.be– http://www.libis.be
Thanks!