Presented by Frances McNamara, Director, Integrated Library Systems and Administrative and Desktop Systems at the University of Chicago at the Kuali Days UK conference, 29 October 2013.

1. Kuali OLE
Implementation at
University of Chicago
Frances McNamara
Director Integrated Library Systems and
Administrative and Desktop Systems

2. University of Chicago
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Crescat scientia; vita excolatur Let knowledge grow from more to more; and so be human life enriched.
Founded: 1890
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Students
5,369 undergraduate students
9,850 graduate, professional, and other students
Faculty
2,188 full-time faculty
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Academics
49 majors and 29 minors in the undergraduate College
4 graduate divisions
6 graduate professional schools
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Research
Manager of Argonne National Laboratory and Fermi National Accelerator Laboratory (in partnership);
also affiliated with the Marine Biological Laboratory
89 Nobel Prize winners, including 8 current faculty
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Campus
In Chicago’s Hyde Park neighborhood on Lake Michigan

3. University of Chicago Library
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By the Numbers, 2012-2013
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Size
9th largest research library in North America
11.19 million volumes in print and electronic form
51,760 linear feet of archives and manuscripts
117.5 TB of University electronic archives and research data
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Facilities
6 campus libraries with capacity to store approximately 11 million print volumes on campus
205 miles of shelving
Average Mansueto book retrieval time: 3 minutes
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Services
306,445 volumes circulated to 14,499 unique individuals
26,258 Scan & Deliver requests
16,087 UBorrow requests
9.1 million successful responses to full-text article requests
1,246,969 entries into Regenstein and 116,452 entries into Crerar
31,813 visiting researchers unaffiliated with the University
20,432 questions to reference librarians
5,800 attendees at training sessions

4. Libraries
 Campus Libraries
 D'Angelo Law Library: U.S., foreign, and international law
 Eckhart Library: Mathematics, statistics, and computer
science
 Joe and Rika Mansueto Library: Interdisciplinary, automated
storage and retrieval
 John Crerar Library: Science, medicine, and technology
 Joseph Regenstein Library: Humanities, social sciences,
business
 Social Services Administration Library: Social welfare, social
work
 Special Collections Research Center

5. Mansueto Library

6. Automated Storage Retrieval

7. Automation at the library
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LDMS homegrown mainframe
SirsiDynix Horizon 1995
III Acquisitions 1997
Webpac, ipac, HIP
SFX
Aquabrowser better keyword searching and facets 2007
EDS “Articles Plus” 2012
Kuali OLE project 2008 Mellon grant regional meetings
Open Library Environment

8. CURRENT SYSTEMS
Horizon
Other
vendors
Cataloging/Auth
OPAC
Discovery
tools
Acquisitions
Circulation
Course Reserve
LENS
Special Collections
Serials Control
Interlibrary Loan
OPAC
AutoStorage Retrieval
EDS

9. Kuali OLE Systems
OLE
Interface to
Cataloging/Auth
OPAC
Discovery
tools
Course Reserve
Vufind Open Source
OPAC
Circulation
Special Collections
Serials Control
Interlibrary Loan
Acquisitions
AutoStorage
Retrieval
Ebsco Discovery
Service

10. Public Catalog
 VUFIND
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Public Beta – Last week of Nov. 2013
Go Live Jan. 2013
Shutdown HIP and LENS
HIP continues My Account/Z39.50/NCIP
 Develop and test My Account/Z39.50/NCIP against OLE
 Go Live against Kuali OLE July 2014

11. Integrated Library System
 Nov. 2013 OLE v. 1.0
 Nov-Feb. Data conversions
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Bibs, Holdings, Items
Circ patrons, blocks, circ records
Acq funds, open orders, standing and subscriptions, vendors
Serials receipt records
No ERM currently, will start with OLE

12. Implementation Schedule
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Dec.-Jun. Integrations
Jan.- Apr. Customizations
Jan. Full db running in test in production IT environment
Feb-Mar Performance tuning
Mar. 2014 OLE 1.5
May-June Staff training
July GO LIVE
July-Jan. Set up Reporting
July-Jan. archive/store historical data
Dec. 2014 shut down Horizon/III systems

13. Critical Integrations
 Mansueto Automated Storage Retrieval system
 Course Reserve
 Comptrollers electronic vouchers
 ILL CIC and Borrow Direct so Z39.50 and NCIP
 HathiTrust and Google Books Project processing

14. Critical Customizations
 Staff on development teams, writing specs, testing
 Fit/Gap analysis
– Circ has done one round
– Cataloging has looked at data conversion
– Acq beginning a review/Serials heavily involved in development/testing
 Some addons like Print spine labels, print labels for serial
issues as checked in
 Minimize customizations to keep it supportable
 Reporting is very customized now

15. Local installation
 MySQL vs. Oracle
 Default installation currently has data used in testing and
development. Locations, setup from IU, Duke, Chicago
 Might have a few hundred Chicago bibs/holdings
 Plan to provide an empty db but not there yet, you need
some sample data to even play around

17. Local setup
 Locations
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Level 1
Level 2
Level 3
Level 4
Level 5
INSTITUTION UC
CAMPUS
LIBRARY
JRL, JCL, ASR, etc.
COLLECTION
SHELVING
Gen, Sci, RR4, etc.

18. Local setup - Deliver
 dev2 logon
 Patron type, Item type, Location
 Circulation Desk mapped to Locations
 KRMS rules file has to match above info to work
 Scheduled jobs (overdues, notices)

19. Local setup - Describe
 admin logon
 Bibs, Instances Holding(s) + Item(s), Einstances
 Loading data
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Editor Create new bib/holding/item/ Einstance
Import in Describe (1 by 1)
Batch Bib Import in Admin/Batch Profile Admin/Batch Process
Docstore Ingest
S&A Staff Upload (marc + edi files)
Docstore Bulk loader (format documentation being worked on)

20. Local setup – Select & Acquire
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ole-khuntley logon
Chart of Accounts (etc.)
Various other KFS tables (lots and lots) a challenge
Requisition CREATE Blanket Approve = REQ and PO
Staff Upload (marc + edi) has an xml file with defaults
(there will be marc + 9xx loaders for 1.5)
 Serials Receiving add to an existing bib/holding
 Scheduled jobs

21. Local setup – Discovery Layer
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Batch Export Batch Profile, Batch Process, Schedule
Data mapping for exports
Incremental exports including Deletes file
API’s for Availability, also Renew, Request, etc.
Villanova writing a Vufind “OLE Connector”
SRU in 1.0; Z39.50 use IndexData’s Metaproxy
NCIP messaging in 1.0; more NCIP messaging in 1.5

22. How to support it all
 Added 2 programmers, support for solr/lucene and java
for Kuali OLE
 Existing staff retrained. Kuali Rice.
 Technical Lead, 2 senior programmers, 2 junior
programmers, Systems Librarian, Library Systems
Analyst
 Digital Library Development Center – 2-3 programmers
helping with Vufind customization PHP, 1 Web program
librarian
 Learning and changing

23. External assistance
 Kuali Commercial Affiliates HTC and Vivantech possible
contractors
 Atlas Systems and Dematic for integration with their
systems
 Vufind community Kuali OLE community
 OLE project support for early implementer library

24. Why do it?
 Aging technologies, need platform to change as needed in the
future. Increase in Eresource use, integration
 Frustration with vended solutions, private equity takeovers of
library vendors
 Control costs
 Control choice of enhancements
 Open Source is not Do It Yourself, it is Do It Together
 Expect continuing change

25. Happy Ending
 Chicago a good candidate for early implementer
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Unusually centralized for a large research library
Large database to test limits of software
Beta testing experience of library staff
Anxious to renew aging legacy systems
 Success depends on community
– OLE partner contributions of staff expertise as well as money
– OLE platform can be shaken down and enhanced as more partners go
live
– Plan for the future together, linked data, more emphasis on electronic
resources
– The more the merrier!