LibPortal Project: Access to Library Provided Resources A Survey and Review of Library-orientated Portals in Higher and Further Education
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1 LibPortal Project: Access to Library Provided Resources A Survey and Review of Library-orientated Portals in Higher and Further Education LISU, Loughborough University March 2004
2 Contents Acknowledgements... 2 Executive Summary... 3 Introduction... 6 Defining portal... 6 Aims of Project... 8 Literature Review... 8 Methodology Analysis of findings Commercial library portal Survey A Telephone interviews with respondents with commercial systems Library portal developed in-house Survey B Combined results from Surveys A and B Integration with other systems Technical issues during implementation Administrative issues during implementation Institutional portals Funding Authentication Perceived benefits of a library portal Other benefits Responsibility for content and structure Review of the content of the portal Access to services Communication with suppliers and publishers Portal functionality Promotion of the library portal Measuring the impact of the library portal on users Skills training for users Impact on staff skills Further comments from surveys A and B Results of Survey C Access to library resources Survey C Responsibility for management of content Review of content Reasons for not implementing a separate library portal Survey of users of library services Use of library services and resources Satisfaction with results from cross-searching Password protected resources Users views on the promotion of library resources Users requests for other resources Portal development in other information domains International portal development Summary of findings and recommendations to JISC Appendix 1: Library portals: technical developments Appendix 2: Text of to HE and FE Appendix 3: Survey A - libraries with commercial library portal Appendix 4: Survey B - libraries with portal developed in-house Appendix 5: Survey C - libraries with no separate library portal Appendix 6: List of Delegates attending Focus Group - 27 November Appendix 7: JISC/LISU LibPortal Project Focus Group programme Appendix 8: User survey for HE Appendix 9: User survey for FE LibPortal Project Survey and review of HE and FE library-oriented portals 1
3 Acknowledgements The research team at LISU at Loughborough University would like to thank the library staff and others who contributed to this review. We appreciate the assistance given to us in: piloting the surveys completing and returning the surveys participating in the focus group agreeing to take part in a telephone interview responding to the consultation on technical information. LibPortal Project Survey and review of HE and FE library-oriented portals 2
4 Executive Summary The research undertaken for the LibPortal Project is intended to inform the JISC of the current development of library oriented portals in the Higher Education and Further Education sectors. The project reports on the take-up of commercial systems as well as the reasons for institutions deciding to choose an alternative solution. The survey asked questions about integration, access to resources, technical and bureaucratic issues with implementation, promotion and usage of resources. Respondents gave replies relating to both commercial products and to the delivery of other web based resources. Additional information was gathered from representatives of HE and FE at a focus group. A survey of users of library portals and web based systems was also conducted. A total of 172 s were sent to HE institutions inviting them to complete one of three surveys and 70 returns received, a response rate of 41%. The FE colleges, 438 in total, were contacted via the RSCs and there were 69 returns, a response rate of 16%. Survey A was to be completed by institutions with commercial library portals, Survey B by those with a web based system developed in-house and Survey C with no separate library portal or dedicated access to library services. From the responses received, only eight HE libraries had purchased and implemented a commercial product, either MetaLib or Millennium Access Plus. Other HE libraries were exploring the possibility of installing a library portal or were in the process of implementation. None of the respondents from FE libraries had purchased a commercial product. Those HE libraries who had implemented MetaLib or MAP had considered the reputation of the supplier, interoperability with existing systems and after-sales support in their choice of product. Many respondents had chosen the same supplier as that of their library management system for ease of integration. It is apparent that HE libraries are purchasing commercial systems to manage the increasing volume of electronic resources. They are also attracted by the functionality of a commercial product offering the facility to cross-search databases and to save search results for the user. The survey revealed that there is confusion in the HE and FE community about the definition of the term portal and the report recommends that the JISC continue to support the community in the delivery of electronic resources. Some respondents from both HE and FE responded to the survey giving details of their library portal, but the replies revealed that these were, in fact, an extension of a library web site or the institution s Virtual Learning Environment and lacked the functionality which would define a commercial portal. This confusion led to some respondents completing a survey which was inappropriate for their situation. The survey results from A and B have therefore been analysed together where the survey questions relate to the benefits or management of the portal or web based delivery of resources, that is those questions which are the same on both surveys. Both HE and FE saw the main benefits of a portal as promoting the library s resources more effectively, offering a single point of access and delivering library services more efficiently. HE libraries had experienced more technical problems with setting up of web based resources than FE libraries, probably because of the complexity of their systems. Respondents from both HE and FE had had communication difficulties with other staff in the institution with regard to LibPortal Project Survey and review of HE and FE library-oriented portals 3
5 the management of electronic resources and the placing of the library within the institutional system. Where this is happening, library staff should be encouraged to be more pro-active in promoting the value of the library s resources to teaching and research. The most popular services to which the library portals provide access were the library catalogue, electronic databases and electronic journals, with 97% of HE providing this facility. Links to web sites providing information relevant to the curriculum rated highly for both HE and FE. Implementation of a commercial portal and on-going maintenance of a system has obvious implications for staff competencies. Beyond the usual requirements for cataloguing and customer care skills, there may be a need to develop the ability to train staff and library users. Some technical knowledge and expertise may be necessary, although this can be gained from co-operation with other staff in the institution. Reasons for not implementing a commercial library portal appear to centre around two main areas, namely funding and the adoption of an institutional portal, in which the library s resources will be placed. FE institutions are particularly affected by a scarcity in funding and a lack of human resources to take forward the case to develop a library portal. Many HE and FE institutions have put their resources into creating an institutional portal and in many cases, the library staff have been involved in this. In instances where they are not consulted, it is important that the library ensures that its resources are delivered in an appropriate way. The user survey conducted for this project received a limited response from a few institutions and as such is restricted in its value. It does reveal that many users require instruction on how to use the portal and that on-going user education must be a consideration for libraries. Many institutions recognise that they need to conduct user surveys which provide them with useful feedback on which to base improvements. From the project it has become apparent that many HE institutions are aspiring to a Single Sign On, which would enable more streamlined access to electronic resources. This is currently being developed by Athens. Communication with database suppliers and publishers of electronic journals has occasionally been problematic but is now improving. The HE community would like all electronic databases to be cross-searchable. They would also like suppliers and publishers to use open standards to provide access to resources, alleviating problems with interoperability. JISC should continue to support the work being done to improve access standards, as in the project COUNTER. Appendix 1 of the report gives an overview of the technical developments of library portals. The difficulty in defining the term portal is addressed, with cross searching, customisation and a single interface recognised as important factors in the definition of a sophisticated system. The most recent developments in cross searching, access management, products and services and integration are identified. The main recommendations of the report are as follows: Despite ongoing attempts in the literature to define portal, it is recommended that the JISC offer an improved definition of the term to guide HE and FE LibPortal Project Survey and review of HE and FE library-oriented portals 4
6 JISC should be more pro-active in helping the HE and FE community develop an awareness and understanding of portals and their functionality and their contribution to learning, teaching and research JISC should undertake its role to inform the HE and FE community of the benefits of implementing a portal more vigorously Representatives from HE and FE have requested that JISC produce a diagrammatic guide to the functionality of a portal and the advantages it can bring to an institution JISC should produce guidelines to facilitate the provision of portal functionality JISC should continue to work with publishers and suppliers of databases to improve standards for authentication and searching JISC should continue to lend active support to the standardisation of database usage statistics JISC should recognise that a lack of resources, both to purchase and to implement portals may affect development, particularly in FE. LibPortal Project Survey and review of HE and FE library-oriented portals 5
7 Introduction The Joint Information and Systems Committee (JISC) commissioned the Library and Information Statistics Unit (LISU) to undertake a survey and review of library-orientated portals in Higher Education (HE) and Further Education (FE). Named the LibPortal Project, it is intended that this research will inform JISC of the current situation in terms of library-orientated portal development in order to support future expansion of this area in the HE and FE community. The project investigates the development of commercially supplied library portals in HE and FE as well as that of portals which have been created in-house. It looks at the issues of system selection, implementation, integration with other systems and the usage and promotion of the portal. Developments in other sectors, such as, national and workplace libraries and the public and health domains are identified but it is not within the scope of this report to give full details of these. International development is also mentioned in brief. This project reviews current practice in HE and FE, investigating: The scale of development of in-house and purchased commercial systems Criteria that have been applied to choosing and developing systems Technical issues such as interoperability with other HE and FE systems Impact on the skills sets of library and information professionals Impact on the users of electronic library resources Promotion of the electronic resources The work is complementary to another JISC funded report named The Implementation of MetaLib and SFX at Loughborough University Library 1. This is a case study of a commercial library portal which reports on the reasons for and implications of implementing a separate system. Defining portal The JISC Portals FAQ defines a portal as: Technically, a portal is a network service that brings together content from diverse distributed resources using technologies such as cross-searching, harvesting, and alerting, and collates this into an amalgamated form for presentation to the user. This presentation is usually via a web browser, though other means are also possible. For users, a portal is a possibly personalised, common point of access where searching can be carried out across one or more than one resource and the amalgamated results viewed. Information may also be presented via other means, for example, alerting services and conference listings or links to e-prints and learning materials Hamblin, Y and R. Stubbings. The Implementation of MetaLib and SFX at Loughborough University Library 1, (accessed 10/11/03) LibPortal Project Survey and review of HE and FE library-oriented portals 6
8 While this survey has used the above definition as a starting point for a definition of the term portal, JISC s remit was for the study to consider developments which fall within the wider definition of the word portal, for example a web page linking to other sites, and to look at the structure and functionality of these. It is apparent both from conducting this study and from the literature that there is confusion about the definition of the term portal. An article by Pieter van Brakel discusses the different types of portal and attempts to identify the various categories. 3 He states that There is still no universally accepted definition of what constitutes a portal 4 but goes on to say that a portal is a gateway which allows access to information on the internet and intranets, delivering it through a single entry point. He specifies that portals include customisation and personalisation functions. 5 The confusion in the sector has also been acknowledged in an article titled Towards a typology for portals 6, which looks at some of the services described as portals, and attempts to clarify the definition. Defining characteristics stated here are that it is customisable, personalisable (sic) and capable of aggregation, integration and the embedding of external transactional services. 7 An advanced system might offer: A searchable database of electronic resources which offers the facility to browse Cross searching of bibliographic databases and other databases of metadata A common interface Authentication Profiling of user groups Customisation options for users Reporting As a minimal definition the ability to cross-search multiple databases from one search statement currently seems to distinguish those libraries who have an advanced system and those who are maintaining a gateway listing of resources. Examples of commercial products which match this advanced criteria include: Zportal, Metalib, Encompass. It should be noted that where the term portal is used in this report it has the wider meaning given by JISC, as a commercial system or web based delivery of electronic resources Brakel, Pieter van. Information portals: a strategy for importing external content in The Electronic Library, 2003, vol.21 (6) pp Ibid, p.593 Ibid, p.594 Miller, P. Towards a typology for portals. Ariadne,37, Ibid, p.4 LibPortal Project Survey and review of HE and FE library-oriented portals 7
9 Aims of Project The development of portal products and systems that offer the delivery of electronic resources through cross-searching has grown rapidly in recent years. A survey of these systems was commissioned by JISC Technology and Standards Watch 8 and provides an overview of the functionality of the systems and the issues involved in their implementation. The aims of this current LibPortal Project have been to investigate the current use of library portals, both commercial and those developed in-house, within the HE and FE community. It is intended that the results of this project will inform the JISC of the extent of the development of portals, as well as providing reasons why libraries are deciding whether or not to implement a library-oriented portal. Where portals are not being adopted, the project looks at the alternative arrangements being made. Institutions in HE and FE have been asked to give details of this alternative delivery of web-based resources and invited to comment on the development of electronic library services. The project findings will not only inform JISC, but will also contribute to the debate in HE and FE about the merits or disadvantages of service delivery via a portal. Literature Review There has been a growth in the development of portal products and systems in recent years. This has led to various projects and reports, some of which are cited below. Many of the articles on portal development in the library context have been written to provide background information or factual accounts about portal products. Some literature focuses on the definition of a portal and its functionality; other articles look at the commercial products available and the implementation of a library portal. Although there is research into the impact of institutional portal development, such as, the PORTAL project 9, there has not yet been a serious study of the impact of library portals on library users and this may be necessary as a future project. Many early implementers of commercial products have still to carry out structured research into the outcomes of their library portals. The most relevant literature is briefly reviewed below. Library orientated portals solutions 10 This piece of work, commissioned by the JISC for a TechWatch Report presents a comprehensive review of a range of products from suppliers of library management systems, including library portal systems. The report gives a summary of the functions of the various products available, and advice on what to look for in terms of technical requirements, functionality and supplier support. The benefits of having a separate library portal are also discussed but with a caution that portals should integrate with other systems such as Virtual Learning Environments, and not try to become the sole access point to resources. The report also highlights the need for collaboration with other institutions, particularly in the area of configuration, and the fact that publishers and information suppliers need to be more informed about the implications of library portal systems LibPortal Project Survey and review of HE and FE library-oriented portals 8
10 Library Portal Solutions 11 This report builds on the findings of the TechWatch Report mentioned in the above paragraph and discusses the solutions available to libraries for the management of e-content. The requirements of an academic library are summarised by the authors as follows: navigational tools for browsing resources, cross-searching of different resources, a common search interface, linking and support to document delivery, authentication, user profiling (to enable search saving), interoperation with other systems, statistics and management information and a product which can work on any operating system. The report indicates that the marketplace for library portals is confusing and that ultimately choice will depend on factors such as, cost, licence terms, available technology, compatibility with the library management system and supplier support. The authors advocate that the evaluation, purchasing and development of library portal solutions is an area which would benefit from cross institutional co-operation. There is also scope for collaboration across the sectors and internationally, as portal technology is changing rapidly. The report encourages the library community to share information in order to learn from other s experiences. However, the authors expect that libraries will probably choose the same portal supplier as that of their existing library management system or decide to support a select number of products. Portal progress 12 The article lists briefly the types of portal in different sectors before discussing in more detail the options for progressing development in HE and FE. This article was written as the JISC were developing portals for the academic sector; subject portals, data format portals, audience portals and institutional portals. The JISC recognised the need to adopt open standards to enable interoperability of system content. Existing institutional portals have links to both external resources and to resources within Virtual Learning Environments. The authors note the variety of developments, both commercial and locally produced and conclude that the skills of the library and information profession are being utilised to design and develop the integration into other learning environments and wider institutional portals. This article sets out the JISC s early contribution towards the progression of portals and the work has since been developed. Towards a typology for portals 13 This is a timely attempt to clarify the services we call portals and provides suggestions to determine the differences which actually define a true portal. Although many different types of electronic service delivery call themselves a portal the author correctly points out that some of this naming is incorrect. Web sites exist which offer a single point of access to other resources, but only offer links to other sites, and none of the functionality of a true portal. In the context of the JISC s Information Environment Architecture, a portal is defined as an on-line service that provides a personalised, single point of access to resources...brought together from more than one source...and presents information, transactions Cox, A and R. Yeates. Library Portal Solutions. Aslib Proceedings, 2003, 55 (3), pp Awre, C and A. Wise. Portal progress. Library and Information Update, 2002, 1(6), pp Miller, P. Towards a typology for portals. Ariadne, 37, LibPortal Project Survey and review of HE and FE library-oriented portals 9
11 and applications to the user. 14 The author concludes that it is this increased functionality which defines a true portal and that this definition should go some way towards clarifying the terminology. He recognises, however, that his suggested typology will continue to have a degree of flexibility to include the variety of web based services which deliver resources. Information portals: a strategy for importing external content 15 This paper continues the discussion about what constitutes a portal, but also debates the issue of intranets and information portals and how they address the requirement to import and integrate external information resources. The author gives some background to the use of intranets, stating how they provide the technological means to deliver and manage information within an organisation. He goes on to say that an information portal has the functionality to manage that intranet content more effectively. As in previous literature, the author defines a portal as enabling users to customise and personalise resources according to their needs. Although the author discusses in general terms a strategy for importing and delivering external information, the article provides a step-by-step plan for library and information professionals who are considering the implementation of a portal. Library portals: towards the semantic Web 16 This paper explains the value of the semantic Web in organising web-based information. It explains how library portals have a role in providing users with a gateway to an institution s resources and a facility for cross-searching. There is a description of the Ex Libris product, MetaLib, and how resources are managed in MetaLib s KnowledgeBase. The authors provide a valuable contribution to the debate on whether or not to implement a portal or to develop in-house web pages. It presents a case for semantic structures to organise information to enable researchers and scholars to retrieve resources more readily. The authors state that proponents of the semantic web want to address the current absence of standards to develop more effective cross-searching of resources. Although the introduction of Z39.50 has improved the situation, there is still scope for database suppliers to improve standards. Putting Portals into Practice 17 The benefits a library portal can bring to an institution are discussed in this article. It also explains what should be considered when implementing a portal, and gives an insight into issues such as, integration with other systems, the features required from a portal, accessibility and the possible impact on staff skills. The author offers a guide to those libraries thinking of implementing a portal in a well set out article which lists the main benefits a portal could bring to library users. It also discusses the strategic issues involved in implementation, the relationship between the OPAC and the portal and the possible impact on staff skills JISC s Portals FAQ at Brakel, Pieter van. Information portals: a strategy for importing external content in The Electronic Library, 2003, vol.21 (6). pp Sadeh, Tamar and J. Walker. Library portals: towards the semantic Web, New Library World, 2003, Vol. 104, Number 1184/1185, pp Murray, Robin. Putting Portals into Practice, Library and Information Update, 2002, 1(8), pp LibPortal Project Survey and review of HE and FE library-oriented portals 10
12 The recombinant library: portals and people 18 An article which explores the design and use of portals in a library environment. It discusses the motivations for building portals, portal architectures and the typology currently in use. It argues that portals provide useful integration and presentation services, but that they should be seen as one component of a broader set of services the library is building to engage users and useful resources. The author presents some examples of how a portal is helping the library at the University of Delaware to manage its digital resources. The article develops the premise that portals are defined by their ability to cross-search many resources and that the end results can be personalised by the library user. It goes on to discuss the historical development of portals and the position reached now. The author considers that the aspiration for a one-stop shop for information may be difficult to achieve given the proliferation of resource providers. He suggests that library services may have to explore the range of services it is appropriate to provide, and consider delivery through a planned architecture, as the JISC Information Environment has done. The article concludes by saying that the current portals are in a state of transition and should be used more effectively to sustain a valuable delivery of services. Methodology Following a literature search of articles and reports on library portals, a national survey of FE and HE institutions was carried out by LISU. This took the form of a web-based questionnaire. An (Appendix 2) was sent direct to all HE institutions in England, and to all English FE institutions via the JISC Regional Support Centres (RSCs). Institutions were invited to complete and return the questionnaire which suited their circumstances: Survey A (Appendix 3) was directed at those institutions with a commercially supplied library portal, Survey B (Appendix 4) was directed at those with a library portal developed in-house and Survey C (Appendix 5) at those with no separate library portal. A total of 172 s were sent to HE institutions and 70 returns received, a response rate of 41%. The FE colleges, 438 in total, were contacted via the RSCs and there were 69 returns, a response rate of 16%. The survey was conducted at a busy time of year for both HE and FE, in the middle of the Autumn term, which may have affected the response rate. A remark made by a librarian in FE at the Focus Group also intimated that many FE colleges may not have felt the survey was appropriate for them as FE have not progressed portals as much as HE. Analysis of the data was carried out in SPSS 19, a statistical analysis software package. In the majority of responses there was insufficient data to give statistically significant results. It should be noted that where significant results were found, they have been included in this report only where they are relevant to the findings of the project. The LibPortal Project management team hosted a Focus Group in November 2003 at Loughborough University to which members of the HE and FE community were invited. A total of five learning resources managers attended from FE colleges and 12 librarians from HE institutions. There was also representation from two suppliers of library portals, two subscription Dempsey, Lorcan. The recombinant library: portals and people, forthcoming in Journal of Library Administration. accessed 10/12/03 LibPortal Project Survey and review of HE and FE library-oriented portals 11
13 agencies and a publisher of e-journals (see Appendix 6 for a list of delegates). It had been originally intended to run two separate focus groups but there was insufficient take-up of the planned afternoon event. As an alternative the morning session was extended to cover a day and this provided more time to discuss the programme (Appendix 7). The findings of the day are discussed within the context of the analysis of the survey results. The questions asked at the focus group covered the same issues as those in the survey but the event provided added value to the responses as all of the participants from HE and FE had already completed and returned a survey to LISU and willingly made further contributions to the discussion. The JISC also required information from the users of library portals, to ascertain their views on the electronic resources supplied by the library of their home institution and to request any recommendations for improvement. A further was sent to all FE and HE librarians and learning resource centre managers in the original mailing asking them to staff and students in their institution. This directed them to the web-based questionnaire (Appendices 8 & 9) appropriate to their sector, which they were invited to complete and return to LISU. A total of 13 responses were received from FE and 887 from HE, the majority of these coming from five universities. This result is disappointing, but it relied heavily on the library staff contacted to promote the survey to their users and some were more enthusiastic than others about doing so. LISU also contacted HE institutions who had purchased a commercial library portal to ask if they had conducted a survey of their users. The majority had only just completed implementation or were still in the process of implementing, so none had carried out specific surveys on the use of the portal to find information, although they planned to do so. Telephone interviews were undertaken with four respondents from HE who had commercial library portals to gather further information about the process of introducing and implementing a portal. Part of the requirements of this study were to carry out technical consultations with suppliers, the JISC and experts in the development of portals. A paper which clarifies some of the technical issues around library portals is appended to this report (Appendix 1). The paper also looks at the future direction of the technology supporting portal development. Discussions with other information domains also took place to explore best practice and requirements in the development of library-oriented portals. These included: the National Health Service (NHS), National Libraries, the public library sector and workplace libraries. A discussion of the findings can be found in a later section of the report. An investigation of international practice is included; this is mostly drawn from information published on the web and looks at developments in the United States, New Zealand, the Netherlands and Australia. Analysis of findings The results of the surveys revealed that respondents were confused about the definition of the term portal. Commercial library portal Survey A There were thirteen returns from HE and six from FE who indicated that their library had a commercially supplied library portal. Further investigation revealed that only 8 HE libraries and LibPortal Project Survey and review of HE and FE library-oriented portals 12
14 none of the FE libraries had a commercial portal, and that the others had web based resources, which although provided many of the functions of a portal, did not enable the user to cross-search and customise results which define a commercial product. The products purchased by the HE libraries are shown in the table below. Table 1 Name of commercial library portal HE MetaLib 6 Millennium Access Plus 2 From those respondents who had a commercial system the majority had purchased a library portal from the same supplier as that of their library management system, one stating that their choice of portal had been strongly influenced by their long-standing relationship with their supplier and the reliability of support provided by that supplier. It was thought that having the same supplier facilitated the integration of the library portal with the existing library catalogue. In choosing a commercial library portal, HE respondents gave equal weight to: the reputation of the supplier the product offering value for money in price and the pricing model a commercial system offering after-sales support and advice interoperability with other systems. Two respondents from HE stated that an important factor in choosing a particular product was its ability to offer cross-searching and the facility to link easily to other resources. This function is facilitated through SFX. 20, which provides a way of linking to the appropriate copy of the full text of a reference using Open URL resolution. This criteria for choosing a product was endorsed by representatives of HE at the focus group. Two members of the focus group also stated that the decision to adopt a library portal was made because it was becoming increasingly difficult to manage the supply of resources without a portal. A commercial product had been chosen because the supplier offered a quality product which was fit for purpose. The delivery of electronic resources to the community was considered too important to risk to a portal which had been designed and developed in-house. Telephone interviews with respondents with commercial systems Four telephone interviews were carried out with HE librarians who had either implemented a library portal or who were in the process of doing so. These librarians had indicated in the survey that they would be willing to be contacted for further information; others were unavailable to give an interview (accessed 05/12/03) LibPortal Project Survey and review of HE and FE library-oriented portals 13
15 One library (W) had purchased the Ex Libris portal, MetaLib but the three other libraries (X, Y and Z) had purchased Innovative s portal, Millennium Access Plus (MAP). 21 Library W had chosen MetaLib as it was the most mature product. They had decided to choose a commercial product because of the number of databases, all with different interfaces, library users have to access for information. A single interface was seen as a way in which the library could promote resources more effectively and improve its service to users. Access to databases will be authenticated by use of a university ID number but the protocol to facilitate this is not working at present. This problem with authentication has delayed the launch date of the portal. Impact on staff skills has been minimal. Staff have used existing cataloguing skills and the databases included to date are those which are already configured in MetaLib s KnowledgeBase, avoiding the need for staff to configure resources. SFX was a new area for staff and they have had to learn about authentication. It is not expected that the introduction of a new system will impact on customer care skills as these are already being utilised by library staff. Although consideration has been given to measuring the impact of introducing MetaLib, performance metrics have not yet been put into place. Libraries X, Y and Z had all chosen MAP because their existing library management systems are with the same supplier and it was thought that this option would facilitate integration with existing systems. The functionality appeared to be comparable with other products, although it was acknowledged by one library that the product was perhaps not as mature in development as others. Library X had found that the cost of implementing MAP was less because the library was able to use the existing server. They had not had time to carry out a full feasibility study or systems specification as they would have liked, as funds became available on the proviso the system was purchased within a short time scale. Installation went smoothly and they received a high level of support from the supplier. As the library was an early implementer of this product, they found that some of the functionality was lacking. The customisation facility is not completely functional and there have been problems with cross-searching. Early feedback from academic librarians is that they see the portal as a super Google and are pleased with the service it offers. It is too soon to say how the portal will impact on staff skills, as evaluation of the implementation is continuing. Library Y had had few problems with implementation. Password access to databases was not required except for two databases, making searching easier. Staff had experienced some difficulty with WebBridge, the equivalent to SFX, but the supplier now has an on-line tutorial to help with this. The databases were configured by Innovative and de-duplicating and sorting of searches by ranking is provided as required. There have been some problems with performance metrics and usage figures since the recent release of new software. Library Z was in the process of implementing and had decided to delay the introduction of the cross-searching facility until later because it was creating some problems. The content of the portal was currently being managed by the electronic resources team but it was expected that the database management would eventually become the responsibility of the systems team. It was recognised that there would be staff training implications for library staff, particularly for the customer care team when the system went live (accessed 22/01/04) LibPortal Project Survey and review of HE and FE library-oriented portals 14
16 Library portal developed in-house Survey B A total of 47 survey returns were received from those who stated they had developed a library portal in-house. In reality the majority of these were Virtual Learning Environments (VLEs) or extended web pages which did not offer the facility to cross-search resources. One HE institution stated that they were intending to create a portal via Blackboard. Two HE institutions who responded to Survey B were in the process of implementing a commercial library portal. Another was in the process of tendering for a new library management system which had portal facilities, so they expected that their situation would be changing. Two had developed their own library portals because commercial products were not available when they decided to develop a facility to manage resources. The two most important reasons which influenced the development of a local product were: a decision was taken to expand the library web site (80% HE and 59% FE respondents) the institution had in-house expertise to support the development (76% HE and 82% FE). The expense of a commercial system was a barrier for only 32% of HE respondents and 41% of FE, although the representatives at the focus group contradicted this, saying that funding was an issue. Only 8% HE and 14% of FE said that a commercial system would be too sophisticated for their requirements. Combined results from Surveys A and B Surveys A and B represent 66 returns, a total of 47% of the total returns. As stated previously, only eight respondents had implemented commercial library portals, although 19 completed Survey A. The decision was taken to combine the results from surveys A and B from section three onwards, which have identical questions, to give the broader overview of the development and expectations of library portals, commercial or in-house developments, and equivalent forms of web based delivery. Integration with other systems A previous study by a consortium of research organisations found that 83% of the responding HE and FE institutions used some kind of virtual learning environment (VLE). 22 Survey results from that study revealed that 49% of HE respondents and 23% of FE had integrated some online library resources into a VLE, with the majority expecting to integrate within the next five years. The results from the current LibPortal Project survey show a higher percentage of respondents stating that their library portal linked into other systems, including the learning environment. The responses to the question With which of these does your system integrate? are shown in Table 2 (overleaf). 22 Social Informatics Research Unit, University of Brighton (SIRU), Education for Change Ltd (EfC), The Research Partnership, Managed Learning Environment Activity in Further and Higher Education in the UK, p.5, LibPortal Project Survey and review of HE and FE library-oriented portals 15
17 Table 2 Integration with: HE FE JISC resources 90% 75% The institution s Content Management System(CMS) 41% 45% Local learning environment 72% 71% One HE representative at the focus group stated that they automatically populated every Blackboard module with a link to the library s resources and felt that the integration of the library portal to the VLE was less important than the education of users to know what was available. Other comments from the focus group suggested that as the VLE is often the first point of contact for a student, particularly in FE, and for distance learners, it should always link to the library s resources. Another representative stated that the relationship of a portal with the institution s VLE is crucial. A representative from HE stated that he saw the VLE as a window onto a range of resources. A student would need to access the VLE at a college for learning but not necessarily the library resources. If the library had a separate portal, it would have to link from the VLE. Technical issues during implementation A total of 47% respondents from HE had experienced technical problems during implementation of their library portal or web based services and 11% of FE. There is a supposition that HE had experienced more problems because of the complexity of their systems. Authentication and password management was a problem for two of the HE respondents and the need to customise a commercial portal to achieve direct sign-on by users was another difficulty. One HE institution had had problems with the security settings on the server running the software. The consensus of opinion at the focus group was that there should be more work done to improve standards in the provision of e-resources. There is more discussion of this in the section on communication with suppliers and publishers. A supplier of commercial library portals commented at the focus group that one of the greatest challenges in implementing a portal in FE was how it integrated with the existing technical architecture. One solution is the creation of separate portlets. These are modules which offer smaller sections of functionality, such as a cross-search or the display of a news channel. He stated that, as a supplier, he finds the focus quite different in HE and FE and this was supported by a remark that the teaching situation varies greatly between HE and FE. Administrative issues during implementation Bureaucratic or administrative problems had been experienced by 60% of HE and 23% of FE respondents during implementation of a library portal or web based services. From comments made both at the focus group and in the survey responses, it appears that the tension which exists in some HE and FE institutions between library staff and Information Technology (IT) staff is fairly common. Comments from the surveys include: Lack of knowledge on technical issues from Library staff made for communication difficulties Difficulty in keeping content of site current due to protective IT team not allowing librarians to make changes LibPortal Project Survey and review of HE and FE library-oriented portals 16
18 Cross team dependencies (between libraries and IT systems) need to be clearly established and system support officially recognised Lack of staff time, too much control from college web administrator. Tension exists where library staff lack, or are perceived to lack, the necessary technical skills to implement a portal or web resources. Conversely, IT staff are also perceived to lack understanding about the facilities the library or learning resource centre can provide. Tension can also exist where the library staff do not have direct control over the content of the portal or electronic library and have to rely on IT staff to update the library resources. Comments from the focus group confirmed that the responsibility for keeping the contents of the portal up-to-date is an issue in some institutions. Where tension exists, improved communication between librarians and IT staff will be necessary to overcome any difficulties to ensure that electronic resources are delivered efficiently to staff and students. It will be necessary to establish good working relationships so that both parties are able to understand the requirements of the other. From some of the comments below it would appear that some staff already realise the importance of this. (Problem in..) Clarifying what sits on library web site v. University and intranet sites. IT team pressured from other areas in University led to slow development of portal. Had to request dispensation for increased flexibility on institutional guidelines governing technical standards and preferred software packages, to get a service tailored to the library s specific needs. Difficulty in ensuring high profile e.g. direct link from University home page. Duplication on library site of content on curriculum site. The dependence upon a web master outside the library service means I cannot control the technical efficiency of the portal. Have only just persuaded IT manager to create a library services section on the intranet. Communication between the library and the IT staff may not be the only barrier to the delivery of electronic resources. It is also important that the teaching staff in an institution are consulted and informed about new developments. Two HE institutions represented at the focus group had received expressions of concern from some academic staff that the introduction of a commercial library portal may promote web-based resources which did not meet their required standards. The experience of one librarian who had had similar questions about quality was that once implementation of the portal was complete, the academic staff had accepted that the quality had not suffered. Institutions who are considering the implementation of a library portal should, however, be aware that there may be concerns from other staff to address. The positioning of the library resources within an institutional portal can also cause some tension between the library/learning resource centre and the developers of the institutional portal. In this instance it is important that there is good communication between teaching staff, librarians and senior management to ensure that the library s resources are given sufficient promotion and are easily accessible from the institutional portal. LibPortal Project Survey and review of HE and FE library-oriented portals 17
19 Institutional portals Many of the respondents to this survey indicated in their comments that their host institution has developed, or is in the process of developing an institutional portal. Institutional portals provide a variety of online resources to support learning, teaching and research as well as more general services, such as administration and , through a single point of access. According to research carried out by the PORTAL project 23 institutions are developing portals to meet the need for improved access to an increasing volume of information, and to meet the expectations of users for an improved service. Discussion at the focus group revealed that many HE and FE institutions are not implementing a separate library portal but are including the library resources in their institutional portal, partly because of the demand on resources. Senior management can perhaps justify the investment in an institutional portal with access to library resources within it, rather than a separate library portal. A library in HE may be able to produce web pages for an institutional portal without the costs appearing as a single item, as they would for the purchase of a portal. Even more so, in FE, the problems faced by those wanting to set up a separate library portal are due to the lack of funding and resources. FE learning resource centres are therefore contributing to the institutional portal, where this is being implemented, or are developing their own web based resources. Interestingly, no-one at the focus group had carried out a needs analysis before implementing a library portal; one HE representative said that, for his institution, any statement of requirements would have to have the backing of senior management. Two others from HE stated that they had identified needs as a result of the implementation of their library management system. There is a concern that the library s needs may not be fully met by the institutional portal or that the library may not be represented in the way it would prefer. One HE representative, however, did say that her library was responsible for implementing the institutional portal, but in general, the library contributes to an existing institutional portal and therefore may lack the full functionality of a separate library portal. In FE the relationship between the institutional portal and the VLEs was seen as a critical factor in the setting up of any e-resources as teaching and learning are the main aims of FE colleges. This seemed to over-ride any desire to implement a separate library portal. Funding As mentioned in the above section, funding continues to be an issue in the development of library portals. The survey did not ask a specific question about funding but some of the comments indicate that the lack of financial commitment can hinder or prevent the implementation of a library portal. Comments included: Lack of management backing to take project further Took time for central committee to accept need and make funds available Plans are on hold pending funding being available for commercially produced portal Several commented they would like to do more if time and money were available. 23 PORTAL Presenting national Resources To Audiences Locally, accessed 10/10/03 LibPortal Project Survey and review of HE and FE library-oriented portals 18
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