Reaching a Higher Summit elevating discovery and resource sharing John F. Helmer

1. Reaching a Higher Summit elevating discovery and resource sharing John F. Helmer Executive Director Nancy Nathanson Implementation Team Resource Sharing Program Manager Adriene Lim Implementation Team Associate University Librarian, Portland State University NWILL, September 2008

2. Membership Oregon & Washington Private & Public, 2-year & 4-year Colleges, Universities,Community colleges Members serving 600 – 42,000 students (FTE)

3. 36 Members Central Oregon Comm. College Central Washington University Chemeketa Community College Clark College Concordia University Eastern Oregon University Eastern Washington University George Fox University Lane Community College Lewis & Clark College Linfield College Mt. Hood Community College Oregon State University Oregon Health & Science Univ. Oregon Institute of Technology Oregon State University Pacific University Portland Community College Portland State University Reed College Saint Martin’s College Seattle Pacific University Seattle University Southern Oregon University The Evergreen State College University of Oregon University of Portland University of Puget Sound University of Washington Walla Walla College Warner Pacific College Washington State University Western Oregon University Western Washington University Whitman College Willamette University 7 Puget Sound 213,000 student FTE 5 Eastern 20 Willamette Valley 2 Central Cascade Range 2 Southern

4. Major Programs Conferences & Workshops • ARL/ACRL Institute on Scholarly Communication (Portland, December 1-3, 2008) Cooperative Collection Development • YBP agreement • Distributed Print Repository Courier Service • 250 libraries served through 76 dropsites in Oregon, Washington, & Idaho • 400,000 packages per year Digital Services • Summit search engine, digital collections, institutional repositories, etc.

5. Major Programs Electronic Resources • 62 libraries in Oregon, Washington, Idaho, Hawaii • Databases, ejournals, etc. Northwest Digital Archives • 31 libraries and archives in Oregon, Washington, Idaho, Montana, and Alaska • EAD finding aids, union database, digital content Summit Resource Sharing System • 36 institutions in Oregon and Washington • 9.2 million unique titles, 28.7 million items • Requests: 456,109 last year • Fulfillments: 433,117 last year

6. Strategic Agenda “Moving to the Network Level” – April 2006 Retreat • Regional Library Services Center • Cooperative Collection Development • Digital Services Program • Northwest Digital Archives • ARL/ACRL Institute on Scholarly Communication • Next Generation Systems • Data Harvesting • Discovery: Aquabrowser, Encore, Endeca, Local development, WorldCat Local, Primo, etc. • Resource Sharing Systems • Integrated Library Systems (ILS)

7. Accelerated work on resource sharing Three-pronged effort • Negotiate • Communicate • Explore alternatives

8. WorldCat Navigator Discovery • Group Catalog on the WorldCat.org platform • Option for member libraries to implement WorldCat Local Delivery • Navigator Request Engine • Virtual Document eXchange (VDX) • III Circulation gateway – development Integrated solution

9. More on the Circulation Gateway Key to first-rate functionality and labor saving Technical approaches • Single platform • Robust implementation of standards (e.g., NCIP) • Workaround • Complex workaround(s) Future approaches to circ functionality?

10. Motivations Leadership opportunity Foster competition in the marketplace Cost effective Cross-platform Merging of ILL and circ workflows Solution based on standards Strategic partnership with OCLC • Excellence in service to patrons • Improved discovery system • More trading partners, more materials available • Continuous improvement • Increase in resource sharing

11. Challenges Time Contract Technical Transition Changes in workflow Governance and growth • Planning for success

12. Broader Implications Global Catalog Moving services to the highest appropriate network level Regional Catalog Local ILS Disintegrating the ILS? cataloging, discovery, resource sharing, … next? Importance of interoperability (standards) Opportunity to simplify?

13. Implementation

14. Implementation Story: 2 themes Not: implementation of a product Design and Development of a product, then adapting it – and us – to replace an existing program Time & Resources

15. Implementation: drivers • Schedule: Firm shutdown date • Timing: Peak requesting period • Characteristics of members’ individual systems • Developer challenges: organization; combining multiple services while developing a new, integrated service (not just a big ILL)

16. Implementation: logistical challenges • No new staffing • Maintain existing system, & moratorium • 37 different sites • Varying skills, expertise, institutional memory • Varying hardware, software, etc. • Moving targets • Service features still in design • Schedules (dates)

17. Implementation: program challenges New system doesn’t replicate existing system • Policies: keep the policies (what is loaned, to whom, and for how long) while using new tools to deliver the program • Procedures: some are important, some were simply in response to the specific technology Plan B?

18. Implementation: strategies • All hands on deck • Firm deadlines (that get amended) • Frequent communication • Extended communication using liaisons

19. Implementation: who

20. Implementation: planning & doing • Develop a draft plan • Review • Amend • Review • Adopt

21. Implementation: logistics How we meet How we work Costs (central vs. local)

22. Implementation: setup • Designing software and processes: Write; test; re-write • Submitting detailed technical information to OCLC • Requesting detailed technical information from members (vs. going in and getting it)

23. Implementation: configuration • At OCLC • At local sites • Hello, is anyone there?

24. Implementation: technical challenges Security software Security policies Local setup Varying experience, expertise, institutional memory

25. Portland State University–Quick Facts • University size: • Student headcount =27,000, FTE =17,000 • Library collection size: • Approx. 1.3 million titles, 2+ million volumes • 18,900 journal subscriptions, 70,000 accessible e-journals • Using Innovative Millennium & ILLiad • Joined Summit system in 2002

26. Consortial Borrowing – PSU Trends • Second highest requests across Alliance last two years • Lending fulfillments 07/08 = 40,919 • Borrowing fulfillments 07/08 = 37,618 • Lending/Borrowing growing annually: • Lending increased 11% 06/07-07/08 • Borrowing increased 4.3% 06/07-07/08 • How will WC Navigator impact PSU?

27. Summit comparison – 2005/2006

28. Summit comparison – 2006/2007

29. Summit comparison – 2007/2008

30. Interlibrary Loan – PSU Trends

31. Anticipated: Requesting will increase! • Summit and ILL requests will increase • UW’s reported increases for WC Local: • 62% increase in Summit borrowing • 114% increase in ILL borrowing requests • PSU implementing WC Local in mid-2009 • Snapshots of patron interface still in development stage…

34. Button presented when item is available for requesting from Summit libraries Request Summit Item

35. Button presented when item is an article citation or otherwise not requestable through Summit system Find It @ Your Library

36. OpenURL: Group Resolver

37. Button presented when item is not held by any Summit libraries Request from Interlibrary Loan

38. Resource sharing - Convergence? Boundaries becoming blurred, systems more and more integrated Staff will be using what essentially are two ILL systems: NRE/VDX and ILLiad Should “Resource sharing” units on the staff side become more integrated too over time?

39. Blended Service Desk • How to prepare for the huge increase? Idea of Blended Service Desk under consideration • Co-location of ILL and Summit staff • Efficient use of physical space • Cross-training of staff • Sharing of student assistants • Some centralized paging of items?

40. Other issues/points: • Network-level cataloging is new for us! • Some staff workarounds needed as more integration of NRE/VDX with Millennium is developed • Final thought: Development partnership is a lot of work, but the increased discovery, access and potential of the new Summit system and WC Local will be worth it!

41. Reaching a Higher Summit elevating discovery and resource sharing John F. Helmer Executive Director Nancy Nathanson Implementation Team Resource Sharing Program Manager Adriene Lim Implementation Team Associate University Librarian, Portland State University NWILL, September 2008