WHELF LMS A shared library management service Presentation to the FE Library Managers Network February 2014 Gareth Owen – Programme Manager

WHELF LMS – who’s who Aberystwyth University Bangor University Cardiff Metropolitan University Cardiff University, including Welsh NHS Libraries Glyndwr University National Library of Wales Royal Welsh College of Music and Drama Swansea University University of South Wales University of Wales Trinity Saint David

WHELF LMS - in numbers 5 LMS suppliers 11 institutions 88 libraries 770 administrative users 170, 000 customer users 10 million bibliographic records

Project Phases Phase 1- making the case (2012-13) Phase 2- delivering the LMS (2014) Phase 3 - implementing the LMS (2014-16) Phase 4 - realising the benefits (2015-)

Phase 1 – making the case WHELF study – sharing a LMS JISC funded study into shared LMS feasibility Agreed model- Consortium with governance Single supplier Different LMS instances Governance framework

Phase 2 – delivering the LMS (2014) EU Tender – EU notice issued end January PQQ – first cut of suppliers by April ITT – requirements and other evaluation (e.g. site visits) by July Award contract – August 2014

Phase 3 – implementing the LMS Delivered in up to 4 tranches First tranche – go live Easter 2015 Final tranche – go live autumn 2016 Business change Capture lessons learned

Phase 4 – benefits Short term Potential long-term benefits cost savings in the procurement process develop a culture of and framework for collaboration Potential long-term benefits on-going savings sharing expertise sharing services

WHELF LMS - managing change Project structure WHELF Steering Group WHELF LMS Working Group WHELF LMS Requirements Sub-Group Programme Manager Cardiff University – procurement lead