Former Committees & Taskforces
Recommendation
TO: CUWL
FROM: Valerie Malzacher, Chair
Electronic Resource Management Task Force
DATE: October 30, 2003
RE: Electronic Resource Management Task Force Final Report
and Recommendations
Background
UW System OLIT and CUWL formed the Electronic Resource Management Task Force to accomplish the goal in the UW Libraries’ Strategic Directions for 2001-03 that states that the UW Libraries will “provide a variety of research and searching tools to allow online catalog or web access to the breadth of digital information and identification of the broad array of locally owned paper and multimedia resources.” The Task Force, consisting of representatives from across UW-System, was formed in February 2003 and charged to investigate software solutions that include the following functionalities:
- A single interface with federated or cross-database searching features enabling library patrons to identify library resources and services from multiple databases in a variety of formats; and
- A linking service to related information sources (for example, linking from citation information to electronic full text documents, library catalog records, other digital objects, or interlibrary loan services).
The Task Force was also charged with investigating technical requirements to implement any software across the UW System and evaluating software solutions in terms of ease-of-use for library patrons. Additionally, the charge suggested that the Task Force explore software solutions to support effective creation, retrieval, and management of information resources, including the integration of locally created and maintained collections, since some vendors who offer federated search and cross-linking software also offer modules that manage digital content.
Members
Susan Barribeau (UW-Madison)
Barbara Baruth (UW-Parkside)
John Berg (UW-Platteville)
Steve Elfstrand (UW-Eau Claire)
Faye Flesia (UW-Waukesha)
Peter Gorman (UW-Madison)
Valerie Malzacher, Chair (UW-River Falls)
Andy Ritter (UW-Milwaukee)
Paul Moriarty (OLIT) and Lori Voss (Office of Procurement), UW System liaisons
Summary of Task Force Activities
The Task Force undertook the following major activities to complete its charge:
March 2003
- All Task Force members, along with 40 additional librarians, attended preliminary vendor demonstrations in Madison to become acquainted with federated search, cross-linking and digital object management software. Endeavor and ExLibris demonstrated their relevant software.
- Met and reviewed draft RFP documents for federated search, cross-linking and digital object management (DOMS) software
April 2003
- CUWL approved Task Force recommendation to develop and issue an RFP for federated search and cross-linking software for system-wide purchase. Also approved recommendation that Task Force work in tandem with Madison staff to include digital object management software in RFP, although not necessarily for system-wide purchase.
- Edited and finalized RFP
May-June 2003
- Gathered input from CUWL concerning draft RFP
- Issued RFP on May 30, 2003, with vendor responses due July 11, 2003
July-August 2003
- Task Force members read and scored designated sections of the RFP responses
- Based on functional, technical, and cost scores, Endeavor and ExLibris selected as finalists for federated search and cross-linking software. Dynix, TDNet and Ebsco, the other vendors who responded to the RFP, were eliminated based on lack of product functionality.
- Task Force decided to discontinue evaluation of vendors for DOMS software, based on lack of product functionality
September 2003
- Endeavor and ExLibris demonstrated products to Task Force, including federated search and cross-linking functionality, system administration features, and technical considerations
October 2003
- Vendors provided PlaceWare demonstrations of their products to interested UW librarians; librarians encouraged to provide feedback to Task Force following demonstrations
- Task Force members reviewed information gathered from reference checks, utilized software in implementation at selected sites that granted guest access, reviewed feedback from PlaceWare sessions, formulated final scores for vendors and prepared final recommendation for CUWL
Recommendation 1: Software Purchase
The Task Force recommends, following a unanimous vote, that
CUWL approve the purchase and implementation of MetaLib
(federated search) and SFX (cross-linking) software from ExLibris. The software will be hosted on centralized servers on the
Note: These recommendations must remain confidential pending the discussion on November 7th. Neither vendor is aware of the scoring or Task Force recommendations. It is critical that vendors are notified officially of any decision through the UW System Office of Procurement.
The following reasons support this recommendation:
1. ExLibris received the highest aggregate score that included weighted points for
general requirements, functionality, technical considerations, and cost. These scores were determined by task force members following review of designated sections of the written RFP responses, information presented at vendor demonstrations, feedback from librarians who attended statewide PlaceWare demonstrations, information from reference checks, and experience gained from use of products in implementation at live sites.
The following are final aggregate scores and rankings assigned to the vendors.
Summary scores for Federated Search Software
Description of Requirements |
PossiblePoints |
|
|
Awarded Endeavor |
Awarded ExLibris |
|
General Requirements Total |
1000 |
|
|
782 |
828 |
|
Cross-Db Searching Total |
6500 |
|
|
4520 |
5833 |
|
Cost Total |
2500 |
|
|
2500 |
1946 |
|
Grand Total Cross-Database |
10000 |
|
|
7802 |
8608 |
|
Rank Cross-Database Searching |
|
|
|
2 |
1 |
Summary Scores for Cross-Linking Software
|
Description of Requirements |
Possible Points |
|
|
Awarded Endeavor |
Awarded ExLibris |
|
General Requirements Total |
1000 |
|
|
782 |
828 |
|
Context-Sensitive Linking Total |
6500 |
|
|
5019 |
5724 |
|
Cost Total |
2500 |
|
|
2500 |
1946 |
|
Grand Total Context-Sensitive Linking |
10000 |
|
|
8301 |
8498 |
|
Rank Context-Sensitive Linking |
|
|
|
2 |
1 |
2. MetaLib software will offer library users and library staff a number of benefits, including:
§ a single search interface to a variety of library resources, including catalogs, full-text and databases, web resources, locally created digital collections, individual electronic journals, etc. The MetaLib search interface includes both simple and advanced searches, and supports the use of familiar Boolean operators when they are needed. The single search interface will appeal to users who desire a simple search of multiple resources without having to learn the complexities of multiple vendor interfaces. When a user needs to conduct a more complex search using the controlled vocabulary and search features of a specific resource, MetaLib offers convenient links to the native interface from both the main resource list as well as from a record displayed in MetaLib. Although not all resources licensed by UW-System libraries can be searched with MetaLib, most of our heavily used databases from major vendors can be configured for a cross-database search.
§ the ability to quickly determine which resources provide the best results for a particular topic, allowing the user to select resources to explore in greater detail for a particular topic based on preliminary search results.
§ the ability to discover relevant resources by browsing resource lists or conducting keyword searches of resource descriptions.
§ personal customization features that allow the user to pre-select their favorite resources and maintain them in a personal resource list, to create and maintain a number of folders to save selected search results, and to save searches and re-execute them at designated intervals.
§ the ability to conveniently organize, maintain, and describe a variety of resources in well-organized resource categories.
3. SFX software will offer library users and library staff a number of benefits, including:
§ the ability to link to full-text content when it resides in any openURL-enabled resource.
§ customized menus of further options to pursue when full-text content is not available, such as searching the OPAC for local print holdings, searching other library catalogs, or placing an interlibrary loan request with ILLiad. These SFX menus are fully customizable, so that the library can decide which options to offer the user when full-text is or is not available. The library may also prioritize which openURL-enabled resources should be presented first to the user, when content is available from more than one source.
§ the ability to create an A to Z list of all electronic journals available through subscription or in aggregated databases.
4. ExLibris offers a monthly KnowledgeBase update service. This highly desirable service updates all of the information about cross-linking targets that each UW Library has access to, and will eliminate the need for individual libraries to purchase and load this information into the SFX administrative module from an outside vendor such as Serials Solutions. The Task Force recommends purchase of this monthly update service; the cost of the service is included in the annual ExLibris software maintenance fees outlined in the accompanying spreadsheet. With the KnowledgeBase update service, libraries can save the annual subscription cost to services like Serial Solutions.
5. The Task Force
recognizes that the ability to interface with Universal Borrowing from a
federated search of UW Voyager OPACs is a high priority, and is confident that MetaLib software will be able to provide access to this functionality.
6. Each UW campus and the Colleges as a group will maintain separate instances of the MetaLib and SFX software. This is necessary so that each campus can maintain its own look and feel of the software and provide access to unique resources at the campus level. Because local control and local branding of the software is a high priority, the Task Force does not consider vendor hosted federated search or cross-linking services a viable option for UW Libraries and did not pursue evaluation of vendor hosted solutions.
7. The Task Force
is carefully selecting servers that can handle the load of 14 instances of MetaLib and SFX software.
Centralized hosting of SFX and MetaLib software
has been proven to work in implementation.
The California State University System is a consortium of 23
institutions running instances of SFX and MetaLib software on a central server. The California Digital Library is centrally hosting 11 instances of SFX software for 8
Recommendation 2: Implementation Plan
The Task Force recommends that members of the present Task Force be appointed to an Implementation Advisory Committee. This committee will assist UW System staff in developing a detailed implementation plan and timetable, arranging for appropriate MetaLib and SFX training, and monitoring the implementation of these ExLibris systems.
General Implementation Timetable:
November, 2003: UW System staff negotiates final contract with ExLibris for a January, 2004 start date.
UW System staff negotiate hosting service with UW Madison.
December, 2003 UW System staff and Implementation Advisory Committee attend a face-to-face meeting with ExLibris staff to discuss rollout of MetaLib and SFX for UW System libraries.
Spring, 2003: Implement SFX software first, with campus rollout dates expected during spring, 2004. SFX is less time-consuming to implement than MetaLib software, and offers intuitive links to the user that can be introduced at any time during the academic year.
Late Spring and
Summer, 2004 Configure MetaLib software during late spring and summer, with campus rollout dates expected for fall semester 2004. It is expected that most campuses will time introduction of MetaLib software with the start of the new academic semester.
Lorie Docken will be providing CUWL members with a cost estimate, including ongoing maintenance costs, as soon as all of the information has been gathered.
The Electronic Resource Management Task Force is pleased to submit this report and recommendation to CUWL, and looks forward to the exciting possibility of enhancing the research experience for UW-System library users with MetaLib and SFX software from ExLibris.