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Victorian Government Library Service
An Integrated Solution
Laurie Atkinson
Norman Kennedy
Department of Treasury and Finance
Introduction
1. Formation of VGLS 2. Early days of VGLS 3. Starting point for systems 4. Systems vision 5. Process 6. Integrated solution 7. Benefits 8. Our experience
Formation of VGLS
The strategic intent:
• greater access to resources;
• equitable service across government;
• reduce the cost of providing services;
• reduce the effort, delays and costs associated with departmental restructures;
• professional development for staff.
Shared Service Provider
Service levels
CRM/KCP Reporting
Client Reference
Resource Identification
Client services
Market scanning Material selection
Collection Management
Define collection
Compliance Efficient storage
Resource Procurement
Vendor negotiation
Buying power Lean processes
Clients
Access channels Knowledge partners Resource allocation
Access to the right information, at the best price
Promoting access to quality information across Government
Electronic resources available to desktop and mobile devices
Promoting learning and capability building across Government
Providing high quality, efficient information request service
Library users
Information access Increase knowledge
Evidence-based Build capacity
Victorian Government Library Service
Early days of VGLS
Centralised management, but…. • more than ten independent library services;
• fifteen sites managed by over 50 staff serving a total workforce
population of 50,000; and
• our mission was to build one high-powered streamlined information machine… and build it inside a couple of years.
Starting point for systems 40 in-house catalogues and databases across a supermarket range of software and platforms Current Status of In-scope Libraries (from 2009/10 data collection)
Dept Agency
%MARC
Format
Existing Circ
Vol Per year
Name Version Bib Record Article Bib Record Serials
DHS/DOH NOTEbooks
Runs on Lotus Notes ver
8.5 1,000 15,600 100.00% 4,521
DOJ InMagic DB Textworks v7.01 600 2,400 18,800 41,000 417
DOT InMagic Content Server CSWorks 1.3 2,000 24,111 6,370
DPCD First RMS 2.2 Build 126 200 10,000 6,199 90.00% 541
DBI Amlib v5.1
DPI/DSE Symphony v3.2 4,900 181,750 12,000 100.00% 1,138
DTF/DPC First RMS 2.2 Build 126 1,060 15,100 60.00% 854
EPA DBText v11 200 200 10,718 4,397
SRO Lotus Notes 50 1,376
VPOL
Inmagic Content Server
Standard (CS/Textworks
multi user software) v1.3 500 500 77,483 4,594 4,796
VROADS DB/TextWorks v11 754
Symphony 3.2.0.1971.5 730 32,200 100.00% 1,050
Total 11,240 3,100 387,138 64,547 24,084
LMS
Existing Catalogue
Records
New Cataloguing
Records per year
Catalogue Records
Systems vision
One library service with one catalogue accessible by all Victorian Government staff (VPS) and restricted public access
Web interface ( public and VPS access)
Catalogue Enquiry management
Physical Electronic Subscriptions
Inter-library loans
Comprehensive reporting services
Process
2010 June Market research
2010 July-August Identification of functions required
2010 October Funding
2010 November The decision to go for integrated system
2010 Dec – 2011 Jan Public tender
2011 April-October Implementation
Integrated solution Yes, an integrated solution from SirsiDynix was chosen But…. It was option two which includes all of the functions required but delivered by different systems some of which are sourced from sub-vendors
SirsiDynix Library management system (Symphony) Digital object management system (Portfolio) Virtual library (Enterprise) Document delivery (Symphony) Serials Solutions Electronic resource management system Altarama Enquiry management (RefTracker)
Altarama
SirsiDynix NOAM
Serials Solutions APAC
SAN
Fibre Switch
Symphony Prod Symphony Test
Portfolio StaffWeb
Web Services
LAN Switch
LAN Switch
Library Directory VPN Tunnel
HTTPS
e-Library OPAC HTTP (TCP Port 80)
RefTracker
360 Search 360 Link 360 ERMS 360 Counter
Victoria Government Library Service
Portfolio HTTP
Z39.15 TCP Port
3219
StaffWeb HTTP
WorkFlows TCP Port 3214
VGLS-SirsiDynix network topology
Benefits • Limited visibility of and access to
Victorian Govt information assets
• Availability of services and library expertise result of organisation or location
• Lack of systems functionality and integration impeding efficiency
• Variable processes and quality of outcomes
• Separate software requiring local administration
• Multiple hosting and support arrangements
• Improved access, increasing value from information
• Access to VGLS services and capability through unified online presence
• Improved and integrated functionality available consistently
• Streamlined and standardised processes
• Single system administration across VGLS
• Simplified hosting and support at reduced cost
• Foundation for future improvements
THEN NOW
Our experience
Lessons learned:
• we are all learning about integration; • some things work some don’t; • different IT environments are DIFFERENT; • support processes need to evolve further for sub-vendors; and • the Data is still a big problem
We are progressing towards an integrated solution
Integration is the way of the future
D11/212155 V1.0