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

WHELF representation Emma Adamson Gareth Owen 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

WHELF May 2017 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.

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.

Wales Higher Education Libraries Forum 1 National Library 9 University Libraries 1 University Conservatoire 1 National Museum 1 Government sponsored body On the 18th of December 2014 WHELF were delighted to announce  that a consortium of Welsh Universities, including the National Library of Wales, and the Welsh NHS Libraries, have selected the Ex Libris Alma unified resource management system and the Ex Libris Primo unified resource discovery and delivery system to provide a new shared Library Management System for the sector. The WHELF (Wales Higher Education Libraries Forum) Consortium has decided on the Alma and Primo next-generation solutions following a rigorous selection and assessment process. The 10 Libraries are Aberystwyth University, Bangor University, Swansea University, University of Wales Trinity Saint David, Glyndwr University, the National Library of Wales, Cardiff University, Cardiff Metropolitan University, the University of South Wales and the Royal Welsh College of Music and Drama, plus the Welsh NHS Libraries represented through the AWHILES Consortium.

1 Library Management System 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

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

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”.

Timeline 2012 Feasibility study 2014 EU Tender 2015-16 Implementation 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

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

Welsh Government endorsed Minister for Science and Skills Julie James, AM said: “I’m really pleased to be able to celebrate your collaboration and innovation in Welsh libraries and I’m proud that the Welsh Government has supported both of these partnership projects. Welsh libraries are leading the way in working collaboratively to deliver a better service for all those who use them. The new shared library management systems will bring significant benefits for library members across Wales. I very much hope that it will also act as a catalyst for further partnership working in future.”

THELMAs 2015 win for WHELF

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

Improved work flows and processes

Softer Benefits High level exposure and access to vendors 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 High level exposure and access to vendors OEUJ tender processes and requirements Shared ways of working beyond local limits Developing networks on a globalised basis Seeking shared benefits and skills: removal of silo’s Cross-cutting accountability Access to Government leaders Developing a profile for the Library profession: across sectors

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.

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+) Reviewing Practice

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 common platform and solutions sharing knowledge & action

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

Thank you / Diolch yn fawr Any Questions?