To:                    CUWL              

 

From:                Tanner Wray, Chair, CUWL Enhanced Resources Sharing Task Force

Brian Beecher, UW-Whitewater

Todd Digby, UW-River Falls

Lorie Docken, UWSA OLIT

Randy Hoelzen, UW-La Crosse

John Jax, UW-La Crosse

John Luedtke, UW-Madison

Gail Piotrowski, UW-Barron

Diana Slater, UW-Stout

Lori Voss UWSA Office of Procurement

Lisa Weikel, UW-Milwaukee

Mary Williamson, WiLS

 

Date:                June 7, 2002

 

Re:                   Recommendation to Consider ILLiad Purchase/License

 

 

Recommendation:

The CUWL ERSTF is making a qualified recommendation that UW-System acquire ILLiad for the UW-System libraries to meet the goals of CUWL in the area of enhanced resource sharing. The ERSTF does not have significant functional concerns about this software.  We are most interested in ILLiad being hosted on a central server and recommend the concept of a phased installation across the System.  Some committee members want to implement soon, others would like more time.  The primary qualification is that the Task Force seeks guidance on implementation models and assurance that individual UW System libraries could continue ILLiad costs in subsequent years of the project. It should be noted that UW-Madison is exploring configuration issues unique to their environment.1

 

Background:

In the UW Libraries Strategic Directions for 2001-2003 (approved October 1, 2001), the following goal and action was outlined:  “UW System and UW Libraries will allocate funding to enhance resource sharing and delivery services that will provide UW students, faculty and staff timely and unrestricted access to all UW library collections” and will “[e]xplore commercial software options to enhance resource sharing services across UW libraries including implementation of rapid desktop journal article delivery capabilities at all UW libraries.”  The UW Library Strategic Directions Planning Committee identified, CUWL approved, and Senior Vice President Marrett accepted funding the strategic direction of providing desktop document delivery of journal articles.  The budget recommendation allocated up to $250,000 in 2001/02 and $250,000 in 2002/03.

 

 

In late October 2001, CUWL appointed the Enhanced Resource Sharing Task Force (ERSTF) and charged it with developing the goals and objectives for enhanced resource sharing and recommending potential strategies and priorities to CUWL and UW System.   The Task Force affirmed goals, objectives, and priorities. These were accepted by CUWL in January 2002. The ERSTF then explored potential software solutions to enhance resource sharing services across UW libraries.  In February, the ERSTF invited Fretwell Downing to demonstrate its VDX software and Endeavor to demonstrate its Voyager ILL module.  Neither VDX nor Voyager ILL entirely met the goals and objectives for enhanced resource sharing.  In March and then again in May, OCLC and Atlas Systems, Inc. were invited to demonstrate the ILLiad Resource Sharing Management software.

 

ILLiad Advantages:

 

The CUWL ERSTF is recommending ILLiad for the UW-System as it meets most of major goals that ERSTF developed and CUWL accepted for enhanced resource sharing.  (See Appendix A  for brief description of ILLiad and Appendix B for descriptions of how ILLiad meets the UW System goals.)

 

The ERSTF considers ILLiad to be a robust and powerful resource sharing management software package that will enable UW library users to send and track their requests on the web, and UW library staff to effectively manage borrowing, lending, and document delivery.  Moreover, as UW libraries continue to cut collection budgets and journal subscriptions, it will be increasingly important to offer library users enhanced resource sharing options such as desktop document delivery and provide library staff with effective tools for managing the increased demand. 

 

It should be noted that over 175 libraries are currently using ILLiad and three CIC institutions recently acquired or have ILLiad (Penn State, U Michigan, U Illinois).  The ERSTF checked several references; the references indicate: 

·  Some use of ILLiad for campus document delivery, and ILL borrowing and lending.

·  Several use ILLiad for desktop delivery.

·  All users were generally very satisfied with the product, particularly from a borrowing and DD perspective and indicated that ILLiad would handle the request volumes processed across UW System. 

 

 

ILLiad/Atlas Costs and Hosting Options (See attached spreadsheet for cost details):

ILLiad implementation and ongoing costs are dependent on the installation configurations.  ILLiad software can be hosted on a remote or local server.  Atlas Systems, Inc. has submitted a proposal to host ILLiad for all UW System libraries. (Atlas is the authorized service, support, and development arm of OCLC ILLiad.)  We have also approached WiLS about its ability to host.  Again, the ERSTF is most interested in seeing ILLiad hosted on a central server.  A summary of cost options, including advantages and disadvantages of each option is provided below; see attached spreadsheet for complete details.

 

Summary of Cost Options for UW System libraries: 

Scenario 1:  ILLiad software & Atlas Systems, Inc. hosting all UW sites:   

Year 1 - $113,244                                  Year 2 - $113,244

 

Advantages:

·  Technical infrastructure, services, staffing, and support entirely provided by Atlas.

·  ILLiad software technical support provided by Atlas; functional support provided by OCLC.

·  Ease overall ILLiad implementation process for UW libraries and IT staff

·  In-state training could focus on functional aspects of ILLiad software and less on technical aspects.

 

Disadvantages:

· As with any remote service, there is always some risk of Internet outages. (Atlas is willing to set up some demonstration accounts to test connectivity prior to any hosting.)

 

 

Scenario 2:  ILLiad software & Atlas Systems, Inc. hosting for all UW sites, except UW Madison locations:

Year 1 - $94,244                                    Year 2 - $86,744

 

Advantages:

·  Technical infrastructure, services, staffing and support provided by Atlas for all campuses except Madison.

·  ILLiad software technical support provided by Atlas; functional support provided by OCLC.

·  Ease overall ILLiad implementation process for UW libraries and IT staff.

·  Enables UW Madison to directly control implementation of its complicated environment.

·  In-state training could focus on functional aspects of ILLiad software and less on technical aspects.

 

Disadvantages:

·  As with any remote service, there is always some risk of Internet outages.

 

Scenario 3:  ILLiad software & WiLS hosting UW sites:                

Year 1:  $74,004, plus WiLS hosting                    Year 2:  $59,004, plus WiLS hosting

(WiLS is currently assessing what it would need to charge for hosting and support services.)

 

Advantages:

·  Technical infrastructure located in state.

·  In-state control over process and pace of implementation.

·  Enables UW Madison to directly control implementation of its complicated environment.

 

Disadvantages:

·  Slower implementation process as WiLS staff gains technical and functional expertise with ILLiad before proceeding with implementation and support for other UWs.

·  All ILLiad technical and functional support for UW sites through WiLS - not that this is necessarily a disadvantage, but it is an additional burden on WiLS.

 

Scenario 4:  ILLiad software & each UW campus with its own server:        

Year 1 - $137,244                                  Year 2 - $  69,744

 

Advantages:

·  Total local control of ILLiad server. 

·  More control over pace of implementation across the system.

·  ILLiad software technical support provided by Atlas; functional support provided by OCLC.

 

Disadvantages:

·  Cost of purchasing hardware for each UW site.

·  ILLiad currently runs under Windows NT or 2000 IIS server; Apache may be option, but not thoroughly tested. There is some concern about lack of IIS experience across the System; also greater security maintenance concerns about IIS.

·  Much slower implementation process.

·  More training as both technical and functional training would be required for all sites, thus higher training costs.

 

 

Discussion Items for CUWL:

Should CUWL accept ERSTF’s qualified recommendation to acquire ILLiad, it is understood that some UW System Library Automation funding is available for the project; exactly how the project is funded and when the project funding transitions from UW System to individual libraries are decision points for UW System and CUWL.  The ERSTF discussed the potential use of the fund to cover the first year’s ILLiad license fees, any hosting costs, SQL licenses, and any servers purchased for local or in-state installation.  At some point, ongoing ILLiad costs would be shifted to UW System libraries, as the Library Automation Fund cannot be used to maintain projects.  The transition of ongoing costs to campuses was subject of much discussion.  For example, in year two, is it feasible for campuses to absorb the ILLiad license fees with continued use of the Library Automation Fund for any hosting service and associated SQL fees?  By year three then, all ILLiad ongoing costs would be shifted to UW libraries.  Given the effort that will be required to implement ILLiad across the System, it is reasonable and advisable to consider that ILLiad would probably be in place for at least 4 years for budgeting purposes.

 

Because ILLiad does not require Ariel and will incorporate desktop document delivery through the Odyssey module, the ERSTF is not recommending using Library Automation Funds to purchase Ariel for those UW sites that don’t currently own. 2  The task force also discussed the scanning capabilities that currently exist across the System.  A quickly done survey indicates that at least 6 campuses have scanning capability.  Again, libraries do not need scanners or Ariel to receive electronic document delivery through ILLiad from other ILLiad sites.  There may be enough scanners in place to handle the majority of the lending activity across the System, though the issue is certainly open for discussion.  Perhaps those libraries with no scanning capability could enter into some cost-sharing scenario where Library Automation Funds cover one half of the cost (up to a pre-defined limit) of a scanner for document delivery.  CUWL and UW System discussion and guidance would be helpful on this matter as well.

 

Next steps:

 

·         Finalize cost configurations for different hosting models (June)

·         Complete the final ERSTF report, recommendation (July)

·         If final recommendation is to proceed with UW-System ILLiad implementation and it is approved by CUWL and UW System, it is suggested that a committee needs to be appointed to:

o        Determine best way(s) to implement ILLiad across UW-System, including hosting and staging options

o        Determine how resource-sharing methods across UW-System can be simplified or improved.

 

Appendix A: 

About ILLiad (from OCLC web site, 6/5/02):

http://www.oclc.org/illiad/

 

The OCLC ILLiad Resource Sharing Management software (OCLC ILLiad) automates routine interlibrary loan functions. You save time by managing all of your library's borrowing, lending and document delivery through a single, Windows-based interface. Your users send and track their requests electronically through the web. OCLC ILLiad automatically processes filled requests and contacts users when requests are completed. Features include:

 

Document delivery

OCLC ILLiad offers the most sophisticated document delivery service available to libraries. Whether the document is supplied from a library halfway across the world or at your library only, OCLC ILLiad assists you in delivering documents directly to the user's desktop.

 

Statistics

OCLC ILLiad generates detailed reports in real time that help you efficiently track your workflow and keep your administrators up-to-date. Lending reports allow borrowing institutions to view up-to-date tracking information about requests sent through online systems. See sample reports for borrowing, lending, and document delivery.

 

Customizable interface

OCLC ILLiad provides a web-based interface that allows your users to access their ILLiad accounts from wherever they have access to the Internet and a web browser. After completing an initial profile, users need only key in their user ID and password. Profile information is automatically inserted into their requests. Users can select the method and location of delivery of requested materials. OCLC ILLiad supports all of your library's delivery modes.

 

ISO compliant

OCLC ILLiad users can send and receive interlibrary loan requests via the ISO ILL protocol. Current OCLC ILLiad processes handle all updating and responses to the initial request. The responses and updates are transmitted via the protocols established within the ISO ILL framework.

 

Onsite installation

If you choose the optional, onsite installation, trained Atlas Systems staff will spend 1.5 days at your library to install the ILLiad client and provide you with training for the staff interface. Onsite installation costs an additional $1,200.00. If you choose to install ILLiad on your own, your technical staff must be available during installation.

 

Appendix B:

ILLiad and UW System Software Goals (accepted by CUWL on 1/29/02)

 

·  Rapid desktop journal article delivery across UW System.

ILLiad will enable desktop delivery across UW-System; the document can be transmitted from one ILLiad system to another (Ariel software is not required).  Libraries with scanners will be able to send and receive documents for desktop delivery; all libraries will be able to receive documents for desktop delivery.  The requesting library will not need a web server to make scanned documents available to patrons; documents would be hosted on the ILLiad server.  ILLiad’s document delivery software is called Odyssey and will be available later in June.  For those sites with Ariel, requests for Ariel transmission can also be entirely integrated and managed with ILLiad.  Ariel software would be required to either send or receive documents from a non-ILLiad site.

 

·  Patron empowerment, including unmediated requesting of returnables and non-returnables; single point of entry for intra-, inter-, and extra-campus ILL and document delivery services; status tracking (web and email); ability to cancel requests.

ILLiad provides a web-based interface that allows users to access their ILLiad accounts from wherever they have access to the Internet and a web browser.  After completing an initial profile, users need only key in their user ID and password. (Only those users that are validated against a imported table would automatically be cleared.  The table could be generated from the Voyager patron database.)  The user’s profile information is automatically inserted into their requests. Users can select the method and location of delivery of requested materials.  Users can cancel requests at anytime up to the time the item has been updated to Shipped.  Unmediated requesting of returnables is supported through FirstSearch/direct request/ILLiad.  No unmediated requesting of journal articles is supported through ILLiad or any other software package on the market currently.  Automated verification of serial holdings is not possible.  However, ILLiad will vastly improve importing of records through Open URL and a customizable toolkit.  Keyboarding and processing of information by users and staff will be significantly reduced (also see section below on “Standards-based Software).

 

It should also be noted that users would not be able to check status of ILLiad requests from their WebVoyage patron records. Users will check ILLiad accounts for ILL and document delivery requests and WebVoyage for any Voyager-related activity (UB, recalls, renewals, etc.).

 

·  Facilitates intra- and inter-campus lending, and with non-UW libraries. 

ILLiad offers a single requesting and management system for ILL borrowing and lending, and document delivery between UW System and other libraries. 

 

·  Effective interface with Voyager, OCLC, DOCLINE, ARIEL, etc. 

ILLiad interfaces with the OCLC ILL system, Docline, and RLIN.  Ariel is a delivery option within ILLiad.  There is no ILLiad-to-Voyager interface (users will check ILLiad accounts for ILL and document delivery requests and WebVoyage for any Voyager-related activity (UB, recalls, renewals, etc.)).

 

·  Patron authentication, authorization from existing systems (Voyager).

The Voyager patron database can be imported to ILLiad for user authentication as often as needed. 

 

·  Standards-based software to ease movement of requests. 

ILLiad interfaces with resource sharing systems (OCLC, Docline, RLIN, Ariel).  ILLiad sites can send and receive requests via the ISO ILL protocol (including the ability to send requests ILLiad-to-ILLiad, bypassing OCLC).  OCLC/Atlas is completing testing with RLIN for ISO compatibility.  Testing has not been done with Fretwell-Downing’s VDX system.  ILLiad is not yet NCIP compliant (for example, when processing ILL requests, ILLiad will not automatically check items in and out in Voyager).  ILLiad users can generate requests from FirstSearch and OVID; these requests can be automatically integrated into ILLiad.   The ability to utilize Open URL within FirstSearch and EbscoHost to incorporate citations into ILLiad requests will be available with the ILLiad software release later this month. The Open URL development initiative is important and will position UW-System libraries to move citations into a request management system.

 

·  Replaces multiple systems.

Many UW-System libraries lack ILL management software. ILLiad would provide those libraries with automation tools to manage their work.  ILLiad’s functionality is a vast improvement and will replace other management tools such as Clio.  ILLiad would enable campuses to replace any generic web-based ILL forms or email requesting services, thus integrating and streamlining all requests into a single workflow. 

 

·  Handles single library sites and distributed models (UW Madison, Colleges). 

ILLiad appears to work for Colleges and UW-Madison configurations, and for single campuses.

 

·  Handles billing/invoicing for on campus and ILL transactions.

ILLiad offers a billing system that is customizable for all aspects of ILL.  ILLiad can track payments from library patrons as well as borrowing libraries.  Within ILLiad, the library can indicate which borrowing libraries are reciprocal suppliers, which use IFM, which use Electronic Fund Transfers (for medical libraries only) and which require separate billing.  ILLiad’s financial component is based on Microsoft Access and billing data can be ported to Access, Excel, or any other OBDC-compliant software program. ILLiad produces detailed reports for lending, borrowing, and document delivery.  ILLiad also supports group-based statistics for tracking activity within a group defined by the library.