Council of University of Wisconsin Libraries

Primo Implementation Task Force

Report to CUWL
October 15, 2012

Implementation Schedule
A high-level phased implementation schedule (attached below) was presented at the 9/21 kickoff meeting and emailed to a wide audience as part of the 10/4 Primo News Release. A more detailed schedule was distributed at the Kickoff and is available at

Initial Work
The Primo Implementation Task Force first met in July to launch the project and to agree on principles for major implementation challenges, such as consortium vs. individual campus decision making. The Task Force designated 11 subgroups to focus on particular key implementation and communication challenges assigned in the Charge. Each director specified a primary campus implementer to coordinate with the task force and Ex Libris on their campus’s behalf. 78 library staff members attended the formal Kickoff meeting on September 21st, where the task force co-chairs and our Ex Libris implementation team presented the implementation schedule, demoed Primo’s consortium features, and answered a large number of questions from staff.

Phase 1 (Primo Central Setup)
The first production release of Primo, to be live by Thanksgiving, will be limited to Primo Central content. All campus implementers have been trained on activating licensed (and freely searchable) resources in Primo Central and are engaged in configuration of their Primo Central instances.   Each campus is currently working to specifying an initial set of user interface preferences ("Workbook 2") which Ex Libris will implement, and which the co-chairs will draw from to determine the initial consortium template. Campuses are also supplying EBSCO settings to Ex Libris so that Primo’s EBSCO API integration can be tested as soon as possible.

Phase 2 (Primo Configuration & Data Loading)
Ex Libris will harvest our Voyager data in a series of campus groups, chosen by the co-chairs based on criteria specified by Ex Libris. Every campus has submitted the necessary information ("Workbook 1") to Ex Libris. Group 1 campuses have each identified a large set of catalog records to test Primo’s searching, displaying and de-duplicating behavior.

Key Implementation and Communication Challenges (Subgroup Reports)

Access to subscription resources not available through Primo.  
Terri Muraski (chair): The subgroup is investigating the role of the Ebsco API and other available APIs in our implementation (Jay) and is developing a survey to examine the current uses and future need for federated search, especially Metalib and the Xerxes interface (Terri). 

Digital Collections.
Jim Lowrey (chair): The Digitization subgroup has compiled and forwarded the specifics of the following collections to Ex Libris. These fit the definition of 'repositories' as related to the initial installation: UWDCC (including images and the Wisconsin Archival Finding Aids), UWM Digital Collections, Minds@UW, and UWM Digital Commons. In addition, we have collected and forwarded specific info on various campus LibGuides for possible harvesting. What is not yet completely clear is the status of 2 Voyager databases, which will likely be addressed post-implementation: ArCat (run in Madison Voyager instance), and ResCat (run in Milwaukee Voyager instance).

Susan Foran (chair): Susan is working on merging the test records for Group 1 to isolate test cases for deduplication and FRBRization.

Voyager OPAC. 
Bryan Vogh (chair): The group met and concluded that with the compressed schedule for roll out that it was not worth the time expenditure to create code when it would be used for such a short period of time.

Code Contributions
Maccabee Levine (chair): Current Primo customers have developed 50 code enhancements to Primo to fix various defects or add heavily requested functionality. Bryan and Maccabee identified 18 that may interest a number of UW System campuses. These include better "did you mean" results, a UI fix to make de-duped results more visible, and integration with a LMS. We are now waiting until some of the campus instances are implemented to review them in the context of Primo 4.1, and to gauge interest from each campus. The goal is to build a wish list for implementation during Phases 3-5, and to find efficient ways to provide these enhancements without individual work by each campus.

Mitch Lundquist (chair): While discovery of data within Primo is possible without the need for patron authentication, in order to access licensed content or request items, logins will be required. Primo's internal Patron Directory Services (PDS) manages patron authorization, controlling what they have access to and what they can request. It's closely integrated with the UW-System Campuses' Voyager systems. In an effort to allow patrons to use their campus NetIDs for login to Primo, we will pursue integration with the UW-System Shibboleth environment. Patrons will thus be presented with standard UW-System login environments and will not need to manage library-specific login credentials. Previous efforts to provision the Voyager ID into the UW-System Shibboleth environment should bear fruit as we utilize the attribute to link NetID logins to the Primo PDS.

Communications and Marketing Plans. 
Valerie Malzacher (chair): The Marketing and Communications subgroup developed a plan to communicate as broadly as possible with the UW Library community regarding the Primo implementation. The cuwlprimo listserv was established for the task force, campus implementers, our Ex Libris project team, and anyone else in the UW to communicate about implementation details.  In addition, project leaders prepare and send press releases summarizing high level information about the Primo implementation to 6 CUWL mailing lists. The subgroup is currently investigating whether or not we should adopt a common name for Primo across the System and will be polling the UW library community to gather input, and is also planning to prepare press releases regarding Primo that can be adopted for use by all campuses to market Primo to their users.

Documentation and Training. 
Bill Doering (chair):  At this point I think our training is going well with the webinars. Long term, my concern is ongoing management / training for those who will have to keep Primo running. Ongoing access to more advanced training and Primo documentation are my major concerns. As we know more about Primo, this group will get more active. Right now we are learning the system ourselves.

Assessment Plan. 
Michele McKnelly (chair): We have had preliminary discussions of general assessment protocols. The intent is to assess with small groups and to phase the assessments with different campuses performing usability testing on different aspects of the implementation. We will report to CUWL the number of Primo Central Index displays on library web pages in January. Assessment of the full Primo functionally will begin once all campuses are live, with focused assessments beginning in the fall of 2013.  The chair of CUWL User Services and the Chair of the UW Colleges Library Council Assessment Committee have been contacted and will be surveying their constituent groups to identify staff who are willing to participate in the initial testing.

User Acceptance. 
Bill Doering (chair):  The group has done a literature search to make sure that we are aware of issues at other implementation sites regarding non-acceptance of a Google like discovery interface which is not based on traditional article databases, but rather feeds from journal publishers which may not have the same extent of metadata of which we are accustomed. I am also concerned with quality of the Ebsco API. We will know a lot more as we activate our resources and get access to Primo Central. Key is buy-in from instruction and reference staff from the get-go.

Library Instructors. 
Lisa Saywell (chair): Until we have some places up and running it will be difficult to address any instruction needs. In the meantime, we have just been reading some articles on the subject to find out about other people's experiences.

Schedule Overview:  This will be a phased implementation. The yellow shading indicates the phases where ExLibris is involved. Primo Central (searching for articles only) should be available for all campuses by Thanksgiving.



Implementation Tasks


Ex Libris

Task Force

Campus Implementers

UW Governing Group-TBD

Phase 1: Primo Central Setup

Sept-Oct 2012

Primo Central config and activation

Task Force guides implementation, makes system-level decisions

Primo Central testing


Phase 2: Primo config and data loading

Fall 2012

Integration of: Voyager, 2 Digital Repositories, 9 Libguides, SFX, Metalib, authentication

Test and review data loads, authentication, UB, views

Phase 3:
Transition to campuses

March '13

Any additional integration: digital repositories, library websites, external catalogs, ...
- Any Extra Configurations & Customizations (beyond workbooks)
- Any Enhancements from other Primo sites

Phase 4:
Tweaking and enhancing

Spring / 
Summer '13?


Phase 5:
Sustainable Maintenance

Fall 2013 and beyond


Review suggestions for changes to the consortium view