Generalsekretariat VBS Kommunikation VBS Challenges Opportunities of Alma

Generalsekretariat VBS Kommunikation VBS Challenges & Opportunities of Alma for the Alexandria Library Network Rachel Birri Blezon IGe. LU, Oxford, 15/09/2014

Overview 1. Library Am Guisanplatz (Bi. G) and Alexandria Library Network 2. Project «Bi. G Portal» 3. 10 months after Go Live…Challenges & Opportunities 4. Questions Generalsekretariat VBS Kommunikation VBS 2

Library Am Guisanplatz (Bi. G) § Founded in 1848 as Federal Military Library (FML) § 27. 10. 2007: new name «Library Am Guisanplatz» § Since 2009: Leading library of the Alexandria Network § Collections: § Centre of excellence for specialised military literature § Civilian fields : history, politics, environment, law, civil protection, finances and economics etc. § 573‘ 000 books, 5‘ 960 journals, articles, EOD § Users: § Federal Administration + Army § Public library Generalsekretariat VBS Kommunikation VBS 3

Bern: • Bibliothek am Guisanplatz Bi. G • EBG • BAR • SECO • Swisstopo • IGE • NDB • SWTR • FAO Zurich: • MILAK • Pro Senectute Winterthur: • Sammlung Oskar Reinhart Emmen LU: • RUAG Aerospace Seewen SO: • Museum für Musikautomaten Grenchen SO: • BWO Ligornetto TI: Neuenburg: • Museo Vela • BFS Pully VD: • CHPM Genf: • ZAS Generalsekretariat VBS Kommunikation VBS 4

Alexandria Library Network § 20 libraries (incl. Bi. G) § Internal govermental libraries § Libraries outside the Swiss Federal Administration § Some public libraries § Collections of the Network (incl. Bi. G) § 833‘ 000 books, 16‘ 046 journals, articles Generalsekretariat VBS Kommunikation VBS 5

Bi. G Portal - Background § Strategic IT planning (SIP Bi. G) in 2011 § Review the IT of the Bi. G § Many (>20) MS Access databases § Complex administration of the old software Virtua § «junior partner» of the Swiss National Library § 20 libraries different IT services involved e. g. install new releases § Little autonomy of action § Goal-oriented approach, focus on implementation § Step into the future Generalsekretariat VBS Kommunikation VBS 6

Bi. G Portal - Goals § Integral system, 1 database: § Metadata (catalog etc. ) § Digital objects (e-books, scans etc. ) § E-resources (access, management etc. ) § Central management of user data § Core process (acquisition, fulfillment etc. ) § No server/client architecture § Access via browser § no local installation § Solution for Bi. G, Alexandria Network and other interested administrative units of the government Generalsekretariat VBS Kommunikation VBS 7

Bi. G Portal – Solution Alma/Primo § Choice: Alma + Primo § Unified Resource Management § Workflow oriented management § Management of digital objects § For the future: e-resources § …and all the possibilities § Contracts signed end of 2012 § EAP DACH (Germany, Austria, Switzerland) Generalsekretariat VBS Kommunikation VBS 8

Bi. G Portal – Lifecycle of the project § Initiation, preparation: January – June 2013 § No access to Sandbox § Little interaction with Ex. Libris § Visit of an Alma Expert in Bern § Visit of the Library of the Free University of Bolzano § Data cleaning Generalsekretariat VBS Kommunikation VBS 9

Bi. G Portal – Lifecycle of the project § Implementation + migration: June – November 2013 § Kick off Access to Sandbox § A lot of interaction with Ex. Libris § Forms, Forms… § Web. Ex, Web. Ex… § Project calls, Functional Workshop, … § 27. 11. 2013: Go Live § Postmigration: Today! § Some major issues to be solved Generalsekretariat VBS Kommunikation VBS 10

10 months after Go Live - Challenges Before/during implementation § Training concept of Ex. Libris § Solution for serials routing: Bi. GSe. Ro § Language (English) § Problems for staff § Concequences for customers (Primo, Letters…) § In German since September Release! Today § Management of digital objects § GND (thesaurus) + local authorities § Browser related problems § Interoperability Alma <-> Primo Generalsekretariat VBS Kommunikation VBS 11

10 months after Go Live - Challenges Internal challenges § Change Management § Rethink the workflows § Monthly releases § Participation of the different services / functional experts § Some problems are «house made» § Communication § Project team, Bi. G, Alexandria Network EAP DACH § Started in October 2013 § Language related problems Bi. G is «alone» Generalsekretariat VBS Kommunikation VBS 12

10 months after Go Live - Opportunities A lot of possibilities! § Rethink internal workflows, configure existing functionalities § Fulfillment: personal delivery, email-policy, lending policy § Work orders § Automate workflows: acquisition, indexing § «Start from zero» § Serials management + routing § Cataloguing § E-resources § Analytics § Primo: new catalogue / discovery tool, new possibilities Generalsekretariat VBS Kommunikation VBS 13

Lessons learned § § § It’s all in the mind! Include the IT from the beginning Priorities, keep a cool head Rethink internal workflows, adapt to Alma User-adapted, but honest communication Training concept of Ex. Libris suboptimal Generalsekretariat VBS Kommunikation VBS 14

Questions? Generalsekretariat VBS Kommunikation VBS 15

Contact Rachel Birri Blezon, BSc. Deputy Chief of the Alexandria Library Network Coordination, Systems Librarian Federal Department of Defence, Civil Protection and Sport (DDPS) General Secretariat DDPS Library Am Guisanplatz Bi. G Papiermühlestrasse 21 A; 3003 Bern, Switzerland +41 58 463 45 83 (phone) +41 58 464 50 93 (fax) Mailto: Rahel. Birri. Blezon@gs-vbs. admin. ch www. guisanplatz. ch (Homepage) www. alexandria. ch (Library catalog) Generalsekretariat VBS Kommunikation VBS 16