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Wales-wide Digital Library Excellence: A Case Study in Collaborative Partnership

Explore how Wales Higher Education Libraries Forum (WHELF) promotes collaboration among 10 key libraries, resulting in shared services and benefits. Learn about the shared Library Management System (LMS), financial savings, and cultural impact on library staff and users.

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Wales-wide Digital Library Excellence: A Case Study in Collaborative Partnership

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  1. A view from the bridge A Wales-wide perspective on digital library excellence Shared LMS case study

  2. WHELF representation Emma Adamson Director of Learning Services University of South Wales WHELF Chair Emma.adamson@southwales.ac.uk Gareth Owen Programme Manager Cardiff University WHELF Programme Manager OwenG12@cardiff.ac.uk

  3. WHELF May 2017

  4. Mission: collaboration and partnership WHELF’s mission is to promote library and information services co-operation: to encourage the exchange of ideas, to provide a forum for mutual support, and to help facilitate new initiatives in library and information service provision. WHELF actively promotes the work of higher education libraries in Wales and provides a focus for the development of new ideas and services.

  5. Wales Higher Education Libraries Forum 1 National Library 9University Libraries 1 University Conservatoire 1 National Museum 1 Government sponsored body

  6. Wales Higher Education Libraries Forum LMS 1 National Library 8 University Libraries 1 University Conservatoire 30 NHS Libraries 88 Library Locations 600 Library Staff 1 Library Management System

  7. 10,000,000 bibliographic records to share . . .

  8. Initial objectives and aims Chair of WHELF commented that: “all WHELF members expect to realise transformational benefits from our collaboration on a shared Library system, Including the provision of a single bilingual search interface for Wales Higher Education and research, plus the potential for deeper collaboration around collection development and management”.

  9. Timeline • 2012 Feasibility study • Answering the questions 'should we do this and how?' • 2014 EU Tender • Managed by Cardiff University on behalf of WHELF • 2015-16 Implementation • Phased approach with 3 cohorts, all live by summer 2016 • 2021-26 End of Contract • 7 year contract, plus option to extend for another 5 years

  10. Benefits: library professionals WHELF Shared LMS: realise the full benefits of the shared LMS post implementation to deliver efficient, innovative, sustainable and value for money services via: shared discovery and resource tools a shared catalogue and cataloguing reciprocal borrowing a benefits realisation framework

  11. Welsh Government endorsed

  12. THELMAs 2015 win for WHELF

  13. Financial benefits • Procurement • £55,000 reduced costs • LMS • £80, 000 lower costs in 2015-16 • £139, 000 lower costs in 2016-17 • Anticipated continued lower costs over lifetime of contract • Buying ‘muscle’ • Potential for further consortial deals

  14. Improved work flows and processes

  15. Softer Benefits • High quality system for all staff and students • Cloud hosted and web-based • Improved integration with other IT systems • Fully bilingual front and back end • Culture of collaboration • Shared training • Shared workflows and documents • Shared analytics

  16. Impact on staff • Part of ‘something bigger’ • Over 200 contributors to the tender specification • Governance structure gets people involved • Institutional and WHELF priorities • Alignment of objectives and realignment of work • Active and self-directing functional groups • Across systems, analytics, borrowing, cataloguing etc.

  17. New ways of working: • Service provision • Developing functionality (acquisitions) • Higher profile for the library within the institution • Success of project has given library increased profile (THELMA 2015) • Developed analytics expertise to streamline workflows • Adopted reports from other institutions (missing items) • Gaining influence at national level • Lobbying suppliers for better metadata (KB+)

  18. New ways of working: • Collective review Spotting and fixing problems • Gaining from collective expertise • Acquisitions teams working together to set up orders (ProQuest archive) • Implementation • Learning from cohorts (mini-meets) • Working together to have more impact • Enhancements process

  19. What's next for WHELF? • WHELF LMS priorities • Analytics • Link to JISC data analytics • Shared cataloguing • Borrowing(fulfilment) • Stakeholder engagement • Cross-sector opportunities • More consortia deals • Reading list software • Content and buying-clubs • Digital preservation • Refreshed governance • WHELF consideration for a new consortium office

  20. Thank you / Diolch yn fawr Any Questions?

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