1. PEPPERDINE UNIVERSITY LIBRARIES
Implementing WMS Circulation
October 16, 2012
Sally Bryant
Head of Access Services
Grace Ye
Systems Librarian

2. Pepperdine University Profile
Over 7,500 students
5 schools
Independent, private Christian university
12 locations
Over 500,000 volumes
Over 175,000 ebooks
Over 30 historic surfboards in special collections

3. WMS Team at Pepperdine WorldCat Local Launched Fall 2009
Faculty and students love WorldCat Local because it looks like Amazon and is easy to use
Implemented WMS in December 2010
Sally was in charge of making sure everything worked in Circulation
Grace was in charge of making sure everything went smoothly with the system

4. “The cloud ate my homework!”
Why The Cloud?
WMS (WorldShare Management Services) is a cloud based system
Library data hosted beyond the library’s walls
Accessible via the web
No local server
What data is in the cloud?
“The cloud ate my homework!”

5. Some Advantages of Being in the Cloud
Can work from a laptop from anywhere (in the stacks, at home, overseas)
Logins are person-specific
No longer log into specific modules
Permissions are set for each user
Use a real-time pull list
No more clients, servers, or updates to manage

6. Concerns with Being in the Cloud
Security and privacy
Data ownership
System speed time

7. Why WMS? Web 2.0 features like tagging, RSS feeds.
User interface that makes life much easier for our staff.
OCLC’s plans for integration with ILLiad, Navigator, WorldCat Link Manager, EZproxy, CONTENTdm, etc.
Shared data—vendor management, license management, statistics.
Opportunities for 3rd party integration: widgets galore!

8. Data Migration WMS Data Requirements
Our holdings in WorldCat should be complete and up to date.
We need to send following data to OCLC:
Bibliographic Records: OCLC#s, Local system IDs. Each bib record should have a unique bib ID.
Local Holding and Item Records
Patron Data: unique bar code and patron type for each patron
Circulation Transaction Data: Items checked out, bills/fines, holds

9. Data Migration WMS Data Requirements
Local Holding Records
Our OCLC symbol
OCLC Holding Location Code
Shelving Location
Call Number, and Item Barcode
856 field for electronic records, and holdings information for serials (enumeration levels, chronology, frequency, numbering schemes, etc.) is also stored in the Local Holdings Record.

10. Data Migration Voyager Data
Bibliographic Records: 542,601
Holding Records: 568,684\
Item Records: 405,433
Patron Records: 14,620
Circulation Transactions: around 500,000

11. Data Migration Process
First Step
Updated our holdings in WorldCat
Updated our bib records’ OCLC#s and prefixes in our Voyager system

12. Data Migration Process
Second Step
Local holdings and item records
Patron data
Circulation transactions data

13. Problems & Challenges Patron Group/Type
In Voyager, one patron can have multiple patron groups.
In WMS, one patron can have only one patron group

14. Problems & Challenges
Patron Group/Type

15. System Configuration

16. An Opportunity to Streamline Policies
Reduced the number of loan periods
Reduced the number of patron groups
Standardized policies across all branches
Improved services by offering:
Longer loan periods
No more fines
On-shelf holds
Courtesy notices

17. What’s Different?
User-friendly interface makes it easier to train student workers
Easier search for Patron Records
Real-Time Reports
See article: “Implementing OCLC’s WMS Circulation at Pepperdine University,” by Sally Bryant and Grace Ye in Journal of Access Services, Vol. 9 (1) January-March 2012

18. WMS Holds Holds were one of my biggest fears about getting WMS
Holds are handled differently than in old ILS
Holds have improved immeasurably since we went live
Workflow completely different

19. Improvements for Holds
Currently holds are on the title level.
November release we are supposed to get item-level holds.
Real time pull list
November release we are getting the patron names, request time, and enumeration on the pull list.

20. WMS Course Reserves – My Fears Were Not Realized
First Phase of Course Reserves better than previous system
Easy to use
Faculty and students love look of interface
We fully-catalog all Reserve Items
Student workers have no problem using Course Reserves

21. Course Reserves Easy to create Easy to duplicate Easy to delete
Nice looking

22. WMS Perks User interface is intuitive No longer check items in twice
Love Material Format Icons
Errors in catalog fixed very easily now
Updates happen and system does not have to go down
Always look forward to seeing new changes

23. WMS Updates Quarterly enhancements
WMS releases occur quarterly and are automatically applied for all community members.
Content is based on a multi-year roadmap and also informed by user feedback.

24. Library Account

25. Single Sign-on Background Info:
Our authentication system: CAS (Central Authentication Services)
One patron has:
Library Account (WMS account): Check out/in items, requests, … circulation info
ILL Account (ILLiad account): InterLibrary Loan account
Pepperdine Network Login (CAS): Access our e-resources

26. Current Login Page
We are currently in the process of implementing CAS single sign on with WMS and our Worldcat catalog

27. Single Sign-on CAS-ifying Library Systems Progress
CAS for ILLiad (completed)
CAS for WMS in testing
Implement our consortia library borrowing system -- OCLC Navigator
All users of the various library systems will increase access to materials and remove barriers to services.

28. Are Any Functions Missing?
Functions not yet ready, but coming soon—
Robust reporting
Call number browsing
Catalog query from ILLiad
Single sign-on capability
Potential for the 3rd party apps – making technology work to save time

29. Questions?

30. THANK YOU! Pepperdine University October 16, 2012 Sally Bryant
Head of Access Services
Grace Ye
Systems Librarian