1. Kuali OLE Status Report Grace Agnew AUL for Digital Library Systems Rutgers University Libraries July 22, 2014

2. What Is KUALI OLE?  Software to manage library core services: Acquiring information Describing information Enabling discovery and reuse of information  Community source software, sponsored by the Andrew Mellon Foundation and developed by leading academic research libraries since 2008, under the ongoing management of the Kuali Foundation.  Adhering to SAAS and open software principles of middleware and core functionality that can be added to with applications and code to support local or specialized needs

3. Context: Rutgers University Libraries

4. Current ILS Status  Commercial Integrated Library Systems provide acquisition, cataloging, circulation, inventory management, media booking, reserves and statistics reporting. (SirsiDynix, Endeavor, etc.)  Interlibrary loan, document delivery and subscription management are third party applications that integrate with the ILS + Turnkey System Good support Well tested Stable - Expensive ($165K+ annually) Canned workflows, largely designed for print materials Little or no say in enhancements, design Everything is an expensive “extra”

5. Community Source Model Cost is only Kuali Membership, but also committing to collaborative development, testing. SAAS approach and service registry enables us to design new workflows as needed and add services to the registry BUT… Cost in staffing/Level of Effort will be many times greater Robustness and stability are a risk for mission critical services

6. Integration with Enterprise applications – intended to interact seamlessly with financial and HR systems. This is a benefit and a problem, particularly for consortial implementations. “Workflow” design – flexible architecture to support management of any library workflow, not just traditional technical services Operations and Development platform– is something missing? Build it and add it to the service architecture

7. Current Status  1.0 in current release  1.5 – First implementable release. Will be available for download after U of Chicago and LeHigh go live in Summer, 2014

8. Requires Kuali Rice, a middleware architecture to provide common services and a development platform: Service bus, that coordinates the messaging that transmits workflow from one person or process to another. Kuali Nervous System – common, reusable codes used by workflow routines, document handling and development platform for adding new services and workflows Routing systems route messages for workflows Kuali Rules Management - centralized rules for all processes, including circulation matrices, purchase order approvals, etc. Identity management uses enterprise authentication.

10. Core Design Principles: Documents and Workflow Documents All workflows are based on documents. All information is stored in documents. A document is needed to initiate any workflow. Native Documents are XML documents with schemas System is “document agnostic” – any digital document can be stored as part of a workflow

11. Workflow Processes are developed as workflows: Documents routed to identified actors. Actors perform actions on documents defined by services that occur according to rules in the Kuali Rules Management System Action List Process: Clickable list of actions awaiting response for each individual logged into OLE Primary actions: approve, acknowledge, complete (add additional info, take the next step), and FYI When required action is taken, it is written to event log and document is routed to the next individual in the workflow.

13. Select and Acquire Financial management (fund accounting, accounts payable, etc.) depend upon the hierarchical documents known as charts, which manage accounts. The root chart is the University chart of accounts (chart at the “U” level), with lower hierarchical “child” levels of organization and responsibility center. COA supports and validates entries into the general ledger for encumbering, expending and accounting for funds Fund accounting, ordering, invoice processing are available. Fiscal rollover will not be available until v 2.0 in December 2014

15. Fund Account Document Requires a stewardship workflow with individual accountability for changes, etc.

16. What is Transformative in OLE Core license workflows Documentation of licenses in emerging standard ONIX- PL (as vendors begin to support, will be able to natively load licenses). Can it be used for ILL? Can it be used for coursepacks? Does it have an embargo period? Is open access deposit supported? Accountability features: Each license must have a steward responsible for the license. May be routed to others with identified roles Can associate multiple documents of any type with any licensing event, such as request for new license, PDF of signed license, etc.

18. From the license menu, you can add a new license, which involves starting a workflow to request a new license The event log is used to maintain correspondence and document changes to any e-resource record

19. User Resource Authenticates, obtains IP

20. User Resource Authenticates Checks conditions of use

22. Transformative electronic subscription information Licensing information available in a standardized format for the first time – improved workflow, transparency in licensing “Who has what and what can we do with it” – available for consortial use for the first time. Easy to download, add library’s unique data and reshare in global database Supports easy migration from discovery layers, rapid development of new discovery layers. Mellon has awarded a grant to NISO to create standard ONIX-PL data for known packages and subscriptions, thus creating the first open source “A-Z list.”

23. Describe Works as a document store, with the ability to associate documents with a bibliographic work. Current support for MARC, Dublin Core (qualified and unqualified) Supports loading one record, batch loading, including from OCLC and manual record creation. What’s transformative  Support for other metadata, such as Institutional Repository metadata can be added for a fully integrated catalog of all information.

24. Deliver Uses Rice Kuali Rules Management System for the loan matrix Circulation Desks are set up as documents. Operators are associated with one or more circulation desks (transactions, such as pick up and fines management are associated with circulation desks.). Enables scheduling and management of circulation desks Patrons can place holds, request books, check fines

25. What’s Transformative?  OLE is designed to integrate tightly with institution’s identity management and industry standard Shibboleth  OLE is designed to document all transactions in context-supporting events (who did what when and why)  We will design a lightweight authentication and event based circulation across institutions that documents what occurred and who is accountable (by netID), until the event conclusion is reached (book returned, fine paid, etc.), with statistics reporting, to support privacy-protective universal borrowing.

26. FY15 - Shared catalog, using VUFind, live! July 2015 FY15 – Install V 1.5 (Fall, 2014) FY15 – Test modules, Gap analysis, “VALID University” FY 15/16 – Design “Universal Borrowing” and Event-based circulation

27. FY16 – Universal Borrowing is developed (Funding must be found) FY17 – Universal borrowing goes live FY16 – Rutgers University (others?) go live! on July 1, 2016 FY17 – Remaining alpha implementers go live