1 Hosted Library Services: Clouds Do Have Silver Linings Michelle Breen & Caleb Derven
2 Background Legacy hardware Staff struggling to cope with technology Manual processes Less than optimal services
3 Student Staff Record Integration: Autumn 2012 Infrequent manual import to LMS Mary Immaculate College students not regularly included Staff records created manually at desk From public perspective, an incoherent service
4 Shifting Services at the UL Library Increased emphasis on new services Key staff changes Reduced staff numbers Process review, January 2012
5 Forging a New Service Emphasis on value added activities, not transactionally-oriented processes Reduce costs and staff time Integrate systems and services
6 Project Timeline Dec. 2012: Signoff on new services Late January 2013: Project Kick-off January to February 2013: System/ Cron review, servers built, OS installation, 3rd Party Packages, Secure VPN February to March 2013: UAT 25 March 2013: Go Live
7 Migration Path
8 Change Management in the Library Series of Town Hall-style meetings held to detail project Team of Library staff responsible for UAT Small project team convened to conduct testing and provide feedback for Capita
9 Firewall Firewall Infrastructure Changes UL network Your network Deployed LMS Clients Self service AES 256/bit encrypted VPN AES 256/bit encrypted VPN Capita Data Centres LMS LMS Servers Servers Other
10 IT Library Collaboration UL ITD supported legacy infrastructure and advised on systems ITD engaged early in Chorus/ AWS project Comnet, the networks team, was integral to the success of the project Comnet collaborated with Capita in creating the AES 256-bit encrypted VPN Creation of seperate Library subnet to isolate VPN traffic
11 Chorus/ AMS Infrastructure Your IP Range
12 Providing Service in a New Way Change in infrastructure heralded a change in the way the service was provided Capita undertook many aspects of the day to day work formerly completed by Library staff This meant rethinking services at front-of-house and redirecting systems services
13 Roll Out UAT transpired during a 1-month period Utilising the test LMS we confirmed different aspects of the LMS worked as expected 10 staff rigorously tested the system during a 10 day period in March 2013 The system went live over 2 days in late March 2013 (25 th 27 th )
14 Staff/ User Observations Somewhat tellingly, there was little to indicate that we had moved to a cloud-based system There was a 2.5hr outage the morning of March 25th when staff LMS clients and self-service machines were transitioned to the hosted system. The most immediate impact was for systems staff no backups, loading of student files, etc.!
15 Benefits The most immediate impact could be felt by systems staff and staff responsible for the frontof-house. From Spring 2014, systems staff could focus on planning for the identity management web service. The managed service aspect of the arrangement with Capita allowed circulation staff to plan for a new borrower notification scheme.
16 Network Implications There were some initial bumps... In the first six-months of service, there were short-term outages ( < hour), originating at the Capita data centres. The presence of the VPN does mean that new systems and services need sufficient plan to ensure their unimpeded presence on the network.
17 Financial Implications 7% cost savings for the LMS subscription over 3 years. However, the additional managed services did come at a premium. The initial bundling of hosted and managed services meant that some potential costs related to projects were waived (IDM web service, e- payments for catalogue).
18 pimpact on Systems Staff Shift to hosted/ manage services provoked a short-lived identity crisis for systems staff. Immediate refocus on digital services. Allowed for more effective support and development of front-of-house.
19 Effect on Technical Services Staff Faciliated major organisational changes during the summer of 2013 OCLC downloading integrated to assist in shelfready library processes More day-to-day reliable service in the office Full suppport of EDI functionality
20 Effect on Services Summon rolled-out as primary discovery tool for students Streamlined approach to front-of-house services LibQual scores will be analysed to measure impact
21 Projects Directly Enabled by the Move Identity Management Web service Access Gates Agresso/ finance integration
22 Identity Management Project Project started Summer 2013, launched November 2013 Web service communicates between student registry and LMS 2 hour update cycle Coincided with installation of 4 new self-issue machines Library interacts as a consumer of information only
23 IDM Web Service Workflow
24 Staff Student Record Integration Nov 2013 Real-time integration of student records (2 hour cycle) from the University s student information system Staff and student records disambiguated on LMS and at service level (i.e. at self issue machines) Less frequent import of MIC records (2x a term); Manual creation of staff records.
25 Library Entryway Redesign Summer 2014 Complete redesign of Library entrance Access gates deployed Ultimate test of hosted services/ web service
26 Student/ Staff Record Integration Summer 2014 Real-time integration (2 hour cycle) of staff/ student records, including all MIC records Seamless integration at service level (full staff/ student use of access gates and self-issues) Implementation of web service prompted changes in the SIS (impetus for better record keeping practices, former MIC/ current UL students).
27 Agresso LMS Finance Integration Web server used for IDM web service integrates all transactions received from vendors via EDI directly into Agresso When deployed will free.5 FTE Scheduled for deployment early 2015
28 Conclusions Hosted solution/ Managed Services has profoundly affected Library services Focus on new and strategic services in age of declining FTE count Supports notion of decoupled, modular services Future potential to engage different vendors for different elements of service
Programme Management Office Project Charter & Scope Statement Project Title: Project ID: Project Sponsor: Project Manager: Charter approval date: Project and Module Data Project Brian Norton, President
Data Protection Act 1998 Guidance on the use of cloud computing Contents Overview... 2 Introduction... 2 What is cloud computing?... 3 Definitions... 3 Deployment models... 4 Service models... 5 Layered
Business Intelligence Strategy and Roadmap for the Institutes of Higher Education A report commissioned for An Chéim Computer Services December 2007 Table of Contents 1 Management Summary 4 1.1 Context
Vodafone Global Enterprise Mobile Device Management Technical paper Vodafone Global Enterprise Introduction Managing for the future Secure control over your mobile data, devices and applications. The multi-national
White Paper: Cloud Solutions for Continuity 2014, igroup ltd. All rights reserved. INTELLECTUAL PROPERTY DISCLAIMER This white paper is for informational purposes only and is provided as is with no warranties
C A S E S T U D Y BAE Systems adopts eprocurement for enterprise efficiency Leveraging a hosted solution to reduce cost and improve service levels Company Profile BAE Systems is a premier global defense
HOW TO SELECT AN HR RECRUITMENT SOFTWARE VENDOR AND SYSTEM Searching for and then implementing new HR e-recruitment software can be a daunting task. With a plethora of local and international solutions
UT Market Project Charter Document Doc. Ref.: Charter UT Market Version: Draft 6 Status: REVISED on 4/27/2010 Initial Date: 2/4/2010 To be Approved by: FRMS Operational Sponsors and Executive Sponsor Document:
Product Overview for Windows Small Business Server 2011 December 2010 Abstract Microsoft offers Windows Small Business Servers as a business solution for small businesses by providing a simplified setup,
United States Government Accountability Office Report to the Subcommittee on the Legislative Branch, Committee on Appropriations, U. S. Senate March 2015 INFORMATION TECHNOLOGY Copyright Office Needs to
Quick guide: Using the Cloud to support your business This Quick Guide is one of a series of information products targeted at small to medium sized enterprises (SMEs). It is designed to help businesses
BlackBerry Technical Support Services Your strategic support partner Support matters With mobile solutions increasingly driving essential business functions, even the smallest amount of downtime has the
Sage 100 Contractor 2014 (Formerly Sage Master Builder) Installation and License Administration Guide Version 19.2 This is a publication of Sage Software, Inc. Copyright 2014. Sage Software, Inc. All rights
Frequently Asked Questions about Cloud and Online Backup With more companies realizing the importance of protecting their mission-critical data, we know that businesses are also evaluating the resiliency
University Services IT Services Strategic Plan to 2016/17 incorporating Annual Plan 2012-13 Contents Introduction and high level description of service 3 Overview 3 IT Services Structure 4 Networking and
IT@Intel White Paper Intel IT IT Best Practices Private Cloud and Cloud Architecture December 2011 Best Practices for Building an Enterprise Private Cloud Executive Overview As we begin the final phases
1 Whitepaper: Is the Time Right to Move Your Contact Center to the Cloud? Growing numbers of businesses are moving their contact center operations to the cloud. What do they know that you don t? This whitepaper
With hundreds of Help Desk software packages available, how do you choose the best one for your company? When conducting an Internet search, how do you wade through the overwhelming results? The answer
Foreword FOREWORD I am pleased to present government s IM/IT Enablers Strategy for Citizens @ the Centre: B.C. Government 2.0. For the first time, we are laying out a vision and an action plan for a corporate
Responses to the Strategic Review of Innovation In May 2010 the Board announced the Strategic Review of Innovation in the Payments System, which aimed to identify areas in which innovation in the Australian
Journey to Cloud 9 Navigating a path to secure cloud computing Alastair Broom Solutions Director, Integralis March 2012 Navigating a path to secure cloud computing 2 Living on Cloud 9 Cloud computing represents
BEST PRACTICE GUIDE FOR CLOUD AND AS-A-SERVICE PROCUREMENTS 1 EXECUTIVE SUMMARY The delivery of information and communication technology (ICT) services is fundamentally changing. Internet- or cloudbased
Cost-Effective Alternatives to Software Asset Management kpmg.com Contents Executive Summary 1 Introduction 2 Key SAM issues 4 A cost-effective approach to SAM 6 Benefits of SAM 8 Conclusion 9 Cost-Effective
The Definitive Guide tm To Cloud Computing Ch apter 10: Key Steps in Establishing Enterprise Cloud Computing Services... 185 Ali gning Business Drivers with Cloud Services... 187 Un derstanding Business