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

2. WHELF representation Emma Adamson Gareth Owen
Director of Learning Services
University of South Wales
WHELF Chair
Gareth Owen
Programme Manager
Cardiff University
WHELF Programme Manager

3. 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.

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
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.

7. 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

8. 10,000,000 bibliographic records to share . . .

9. 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”.

10. 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
Implementation
Phased approach with 3 cohorts, all live by summer 2016
End of Contract
7 year contract, plus option to extend for another 5 years

11. 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

12. 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.”

13. THELMAs 2015 win for WHELF

14. Financial benefits Procurement £55,000 reduced costs LMS
£80, 000 lower costs in
£139, 000 lower costs in
Anticipated continued lower costs over lifetime of contract
Buying ‘muscle’
Potential for further consortial deals

15. Improved work flows and processes

16. 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

17. 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.

18. 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

19. 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

20. 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

21. Thank you / Diolch yn fawr
Any Questions?