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Open-Source Systems and Shared Services

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Open-Source Systems and Shared Services Open-source systems and shared services: the BLMS experience A Case Study Copyright © John Robinson May 2016 2016-05-03_BLMS-Study-Final-Draft-V03-diags.docx Acknowledgments .................................................................................. 4 Interview Respondents (flagged by initials in the text) ........................................ 4 Introduction .......................................................................................... 7 Where we started .......................................................................................... 8 Where we ended up ....................................................................................... 9 Structure of the document ............................................................................. 10 Timeline ............................................................................................... 10 Phase one: getting started .................................................................... 13 Ethos .......................................................................................................... 13 Collaboration ................................................................................................ 13 Technology .................................................................................................. 15 Defining a "pathfinder" approach .................................................................... 16 The BLMS Project Executive ........................................................................... 17 Decision-making processes: horizon scanning .......................................... 18 Existing systems ........................................................................................... 18 Functional requirements ................................................................................ 20 Technology principles .................................................................................... 21 Vendor lock-in and risk .................................................................................. 21 Vendor and supplier engagement .................................................................... 22 Proprietary systems ...................................................................................... 23 Open Source systems .................................................................................... 25 Analysing the choices .................................................................................... 29 SWOT analysis ............................................................................................. 31 Further analysis ............................................................................................ 35 Financial modeling (1) ................................................................................... 37 Follow-up investigations ................................................................................ 38 Decision in principle ...................................................................................... 39 Fear, uncertainty and doubt ........................................................................... 40 The moving horizon ...................................................................................... 41 Phase two: options appraisal ................................................................. 43 Conventional wisdom .................................................................................... 43 Choices: purchase, commission or build? ........................................................ 44 Commissioning, hosting and support ............................................................... 45 Financial modeling (2) ................................................................................... 46 On-going support costs .................................................................................. 47 Choosing an implementation method ............................................................... 49 -2- 2016-05-03_BLMS-Study-Final-Draft-V03-diags.docx Phase three: planning the shared service model ....................................... 50 The innovation and shared-service spectra ....................................................... 50 Models of provision ....................................................................................... 52 Models of governance .................................................................................... 52 Planning for company formation ...................................................................... 53 Stepping back from the brink ......................................................................... 54 Lessons learned? .......................................................................................... 56 Reflections (1): Open Source technology and cultural change ..................... 56 Scenario 1: capability gaps ........................................................................... 57 Scenario 2: internal stand-offs ....................................................................... 57 Scenario 3: abjection ................................................................................... 58 Reflections (2): disruptive innovation ...................................................... 58 Disruption by reorganisation ........................................................................... 59 Disruption by technology ............................................................................... 59 Discoverability .............................................................................................. 60 Phase four: implementing the system ..................................................... 61 Library systems specification .......................................................................... 61 Systems implementation ................................................................................ 64 Phasing in the new system ............................................................................. 65 Peer-support networks and "Agile" ........................................................... 67 Jigsaw pieces (1): Subject Matter Experts (SMEs) ............................................ 68 Jigsaw pieces (2): Functional Council (FC) ....................................................... 69 Jigsaw pieces (3): Technical Council (TC) ........................................................ 69 Jigsaw pieces (4): the OLE Partnership Board .................................................. 69 Putting it together: a group for every peer ...................................................... 70 The move to "Agile" ...................................................................................... 70 Outcomes for library staff .............................................................................. 72 Reflections (3): voices of the partners ..................................................... 72 Conclusion ........................................................................................... 74 Signs of the times ......................................................................................... 76 -3- 2016-05-03_BLMS-Study-Final-Draft-V03-diags.docx Acknowledgments Jisc (funding) BLMS Partners [http://www.blms.ac.uk] OLE Partners [http://www.kuali.org/ole] Sharon Penfold, BLMS Project Manager 2012-15 (original documents) Deborah Benady, Journalist (interviews) Library staff too numerous to name (you know who you are) Interview Respondents (flagged by initials in the text) Ade Aderemi (AA) SOAS Library, University of London Customer Services Manager Rob Atkinson (RA) Birkbeck, University of London Director of Library Services Simon Barron (SB) Imperial College London Library Systems Manager Frances McNamara (FM) University of Chicago Library Director of Integrated Library Systems and Administrative and Desktop Systems (Retired) Claudia Mendias (CM) SOAS Library Library Digital Services Manager Carlen Ruschoff (CR) University of Maryland Library Director, Technical Services & Strategic Initiatives Sharon Wiles-Young (SW-Y) Lehigh University, Library & Technology Services Director of Library Access Services Mike Winkler (MW) University of Pennsylvania OLE Partnership Managing Director -4- 2016-05-03_BLMS-Study-Final-Draft-V03-diags.docx The goal of the Open Library Environment Project (OLE Project) was to design a next-generation library system that breaks away from print-based workflows, reflects the changing nature of library materials and new approaches to scholarly work, integrates well with other enterprise systems and can be easily modified to suit the needs of different institutions. The project planners went beyond designing for incremental improvement of current Integrated Library Systems (ILS’s). They also viewed the role of library business technology systems to be more than purchasing and providing access to collected materials. The project planners chose to define a system that supports libraries as a central player in the research process. [p.1] [….] Although this report accurately describes the facts, it does not convey the energy and enthusiasm that characterized the OLE Project this past year. Project planners engaged in lively debate, wrote and re-wrote documents, shared and discussed readings, responded to dozens of requests for phone calls and presentations by interested groups and individuals and faced challenging questions at public events, all with good humor. They wrestled with technology and phone systems to figure out how to collaborate across thousands
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