The Northern OntarioJoint Automation Server Initiative

Northern OntarioNorthern Ontario

• 131 libraries, 30 FN libraries, >14 131 libraries, 30 FN libraries, >14 Francophone librariesFrancophone libraries

• One person libraries, librarians learn on jobOne person libraries, librarians learn on job• Difficult for communities to get technical Difficult for communities to get technical

supportsupport• Toronto to Sandy Lake (next to Manitoba Toronto to Sandy Lake (next to Manitoba

border) is 2883 km , Toronto to Miami is border) is 2883 km , Toronto to Miami is 2398 km2398 km

• Libraries up to four hours from next Libraries up to four hours from next community (in the northwest)community (in the northwest)

Northern OntarioNorthern Ontario

• Approximately 40 automated Approximately 40 automated libraries out of 130libraries out of 130

• Approximately 30 libraries Approximately 30 libraries contribute records to the provincial contribute records to the provincial ILLOILLO

• No courier service – due to No courier service – due to geographic distancegeographic distance

• Restricted budgetsRestricted budgets

Library Library EnvironmentEnvironment

• Technological changes that allow for Technological changes that allow for shared access to hardware/softwareshared access to hardware/software

• Connectivity changesConnectivity changes• Other initiativesOther initiatives

• Info OhioInfo Ohio• LOUIS: Louisiana Library NetworkLOUIS: Louisiana Library Network• OLC: Ontario Library ConsortiumOLC: Ontario Library Consortium

The OLC modelThe OLC model• 20 county, regional and municipal 20 county, regional and municipal

libraries totalling almost 200 branches libraries totalling almost 200 branches share a SirsiDynix Unicorn licenseshare a SirsiDynix Unicorn license

• Instead of purchasing servers, OLC Instead of purchasing servers, OLC contracts 24x7 hosting services with contracts 24x7 hosting services with Lanscapes Network Management, Lanscapes Network Management, which purchased and maintains which purchased and maintains hardware used by OLC for its ILShardware used by OLC for its ILS

• OLC provides HelpDesk and OLC provides HelpDesk and consulting for membersconsulting for members

• With group savings, additional modules With group savings, additional modules were purchased: Hyperion digital were purchased: Hyperion digital management, Central Search federated management, Central Search federated searching, EPS/Rooms, Director’s Stationsearching, EPS/Rooms, Director’s Station

• Members support each other to move Members support each other to move forward and keep current with technology forward and keep current with technology

• Result is that small, rural libraries have Result is that small, rural libraries have access to “Cadillac” system at a fraction of access to “Cadillac” system at a fraction of the pricethe price

• Costs are shared on a fair and equitable Costs are shared on a fair and equitable basisbasis

• ““Individually we are great but collectively, Individually we are great but collectively, we are brilliant!”we are brilliant!”

OLS-N Critical EventsOLS-N Critical Events

• Informal discussion of concept since 2003Informal discussion of concept since 2003• In 2004, we heard various concerns from In 2004, we heard various concerns from

clients clients – One group wanted it in place alreadyOne group wanted it in place already– Another had concerns about process and Another had concerns about process and

implementationimplementation

• AMS Study AMS Study – Survey ReportSurvey Report– Focus Group ReportFocus Group Report– Final ReportFinal Report

• Budget ReductionsBudget Reductions– Preserved small contingencyPreserved small contingency– Many discussions with Ministry regarding this project Many discussions with Ministry regarding this project

and ILLOand ILLO

NewsNews

• In late March 2006, the Ministry of In late March 2006, the Ministry of Culture provided us with a one time Culture provided us with a one time grant of $1 million to implement the grant of $1 million to implement the joint server projectjoint server project

• Selection of a Project Manager for Selection of a Project Manager for the Joint Server Projectthe Joint Server Project

Scenarios Scenarios ConsideredConsidered

• One server for Northern OntarioOne server for Northern Ontario• Partner with OLCPartner with OLC• 5 Cluster Model5 Cluster Model• 2 Servers each housed by a “hub” 2 Servers each housed by a “hub”

library – one for the Northwest and library – one for the Northwest and one for the Northeastone for the Northeast

• One server for Northern Ontario One server for Northern Ontario housed at an ASPhoused at an ASP

WhyWhy

• Technical capabilities made Technical capabilities made multiple servers unnecessary. ILS multiple servers unnecessary. ILS software redesigned for consortia software redesigned for consortia with multiple policies, profiles with multiple policies, profiles and gatewaysand gateways

• Lower costs with one systemLower costs with one system• Staffing Staffing • Wider range of services available Wider range of services available

with a central sitewith a central site

How does the Joint Server How does the Joint Server Initiative benefit my library Initiative benefit my library

board?board?

• Make all northern public library Make all northern public library collections available through the collections available through the Web. Provide a more enhanced Web. Provide a more enhanced automation system than one that automation system than one that could be purchased individually by could be purchased individually by public libraries.public libraries.

• Through a consortium provide Through a consortium provide discounted pricing for automated discounted pricing for automated systems, support, replacement and systems, support, replacement and maintenance of servers.maintenance of servers.

How does the How does the

Joint Server Initiative Joint Server Initiative benefit my library board?benefit my library board?

• Enable First Nation Libraries in the Enable First Nation Libraries in the north to share limited First Nation north to share limited First Nation resources.resources.

• Enable Francophone Libraries to Enable Francophone Libraries to share limited French-language share limited French-language resources.resources.

BenefitsBenefits

• Ensure that professional cataloguing Ensure that professional cataloguing standards are used by participating standards are used by participating public libraries.public libraries.

• Enable small libraries to automate Enable small libraries to automate and to participate in the library and to participate in the library network through a joint consortium network through a joint consortium approach.approach.

BenefitsBenefits

• Provide centralized IT support for Provide centralized IT support for libraries with limited financial and libraries with limited financial and technical resources.technical resources.

• Work to provide an appropriate Work to provide an appropriate bandwidth application for Northern bandwidth application for Northern Ontario communities and a starting point Ontario communities and a starting point for further innovative collaboration (e.g., for further innovative collaboration (e.g., digitization of collections, digitization of collections, videoconferencing).videoconferencing).

BenefitsBenefits

• Create positive optics and perceptions re: Create positive optics and perceptions re: effective and successful IT planning and effective and successful IT planning and implementation. Could lead to improved implementation. Could lead to improved connectivity for Northern Libraries.connectivity for Northern Libraries.

• Increase networking and resource sharing Increase networking and resource sharing among northern librariesamong northern libraries

• Position northern libraries to fully Position northern libraries to fully participate in the provincial inter-library participate in the provincial inter-library loan system.loan system.

The Model The Model –– the people the people

Joint Server Steering CommitteeOLS-N

Elected Reps from Cluster Mgmt Grp

Cluster Cluster Cluster Cluster Cluster Cluster Cluster Cluster

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Library

Application Service Provider

Helpdesk

The Model –The Model –TechnicalTechnical

Library Library

Library

Four ServersHorizon 8

ASP

The advantages of The advantages of the modelthe model

• Builds on existing information Builds on existing information technology strengths and developments technology strengths and developments

• Recognizes that leadership and Recognizes that leadership and decision-making need to be shared at decision-making need to be shared at all levels; Authority is delegated all levels; Authority is delegated through a committee structurethrough a committee structure

• Provides for an organizational Provides for an organizational structure based on interdependence, structure based on interdependence, cooperation and collaborationcooperation and collaboration

The advantages of The advantages of the modelthe model

• Supports local participation, responsibility, Supports local participation, responsibility, accountability and commitment accountability and commitment

• Increases the ability to adapt JASI to a Increases the ability to adapt JASI to a variety of local circumstances and to variety of local circumstances and to changing environmentschanging environments

• Increases the opportunities for library Increases the opportunities for library growth, learning and development through growth, learning and development through active participation rather than passive active participation rather than passive reception. reception.

What principles will What principles will

govern the Joint Server govern the Joint Server Initiative?Initiative?

• Principle #1Principle #1– Overall coordination and control Overall coordination and control

will be maintained through will be maintained through commitment to a clearly commitment to a clearly articulated and shared vision, an articulated and shared vision, an attitude of cooperation and attitude of cooperation and collaboration, and mutually agreed collaboration, and mutually agreed upon outcomes.upon outcomes.

• Principle #2Principle #2– JASI will actively contribute to JASI will actively contribute to

building library and information building library and information capacity in Northern Ontario.capacity in Northern Ontario.

• Principle #3Principle #3– Open and constant two-way Open and constant two-way

communication is recognized as communication is recognized as critical to the projectcritical to the project

• Principle #4Principle #4– All participating libraries are All participating libraries are

partners in the project and will treat partners in the project and will treat one another with mutual support, and one another with mutual support, and encouragement encouragement

• Principle #5Principle #5– Decision making will be distributed Decision making will be distributed

and will be based on clearly defined and will be based on clearly defined and accepted roles as outlined in the and accepted roles as outlined in the Terms of Reference for the Joint Terms of Reference for the Joint Steering Committee and the Cluster Steering Committee and the Cluster Committee.Committee.

• Principle #6Principle #6– All participants will adopt an action All participants will adopt an action

orientation; everyone will help to orientation; everyone will help to “make it happen”.“make it happen”.

• Principle #7Principle #7– Decision-making will be based on Decision-making will be based on

consensus. When formal votes are consensus. When formal votes are taken, representation will be equal taken, representation will be equal and each representative will have and each representative will have one vote.one vote.

• Principle #8Principle #8– Decisions will be made at the Decisions will be made at the

appropriate level; Decision-making is appropriate level; Decision-making is delegated to the appropriate level delegated to the appropriate level through contractual arrangements and through contractual arrangements and the terms of reference that define the the terms of reference that define the responsibilities of committees.responsibilities of committees.

• Principle #9Principle #9– JASI will employ a phased-in approach JASI will employ a phased-in approach

that brings individual libraries and that brings individual libraries and groups of libraries into the project as groups of libraries into the project as they are readythey are ready

Role of the libraryRole of the library

• Become automation-ready or Become automation-ready or prepare to change systemsprepare to change systems

• Issues:Issues:• BarcodesBarcodes• Library layoutLibrary layout• BandwidthBandwidth• Electrical accessElectrical access• EquipmentEquipment

MembershipMembership

• Membership open to any public Membership open to any public library in Northern Ontario that library in Northern Ontario that wishes to participate. wishes to participate.

• Members sign Letters of Agreement Members sign Letters of Agreement with OLS-North; agree to terms of with OLS-North; agree to terms of referencereference

• As participants in what is envisioned as a As participants in what is envisioned as a collaborative and cooperative project, the collaborative and cooperative project, the client libraries would have a responsibility to client libraries would have a responsibility to participate, to provide leadership, and to participate, to provide leadership, and to become actively engaged in the governance become actively engaged in the governance and ongoing management of the project. They and ongoing management of the project. They would also have responsibility to assist with would also have responsibility to assist with setting guidelines and deliverables for the setting guidelines and deliverables for the project, and assist in the funding initiatives.project, and assist in the funding initiatives.

• Participation criteria includes full participation Participation criteria includes full participation in the Provincial Interlibrary loan systemin the Provincial Interlibrary loan system

Role of Role of participating libraries…participating libraries…

• Provide representatives, through the Provide representatives, through the Cluster Management Committee, to Cluster Management Committee, to serve on the JASI Steering serve on the JASI Steering CommitteeCommittee

• To serve on the Cluster Management To serve on the Cluster Management CommitteesCommittees

• To actively support the funding To actively support the funding campaign coordinated by OLS-Ncampaign coordinated by OLS-N

• Provides a project manager at OLS-Provides a project manager at OLS-NorthNorth

• OLS-North assumes overall OLS-North assumes overall responsibility for JASI in partnership responsibility for JASI in partnership with the JASI Steering Committee. with the JASI Steering Committee.

• OLS-North is also providing the OLS-North is also providing the majority of funding for the initial majority of funding for the initial implementation of the project. implementation of the project.

Role of OLS-Role of OLS-NorthNorth

• Provides overall coordination and Provides overall coordination and administration for the JSI including administration for the JSI including coordinating the development of a shared coordinating the development of a shared vision (mission, vision and values), identity, vision (mission, vision and values), identity, and shared understanding. and shared understanding.

• Develops a standard Letter of Agreement Develops a standard Letter of Agreement between participating libraries and OLS-North. between participating libraries and OLS-North.

• Coordinates project communications and Coordinates project communications and marketing :marketing : communication strategies, communication strategies, marketing and newslettersmarketing and newsletters

• Coordinates centralized purchasingCoordinates centralized purchasing

• Establishes cataloguing standards Establishes cataloguing standards for JASI participantsfor JASI participants

• Coordinates training by designing Coordinates training by designing and delivering learning and trainingand delivering learning and training

• Identifies and facilitates synergy and Identifies and facilitates synergy and interdependencies between clusters and interdependencies between clusters and libraries; creating awareness of these libraries; creating awareness of these synergies and dependenciessynergies and dependencies

• Facilitates collaboration and Facilitates collaboration and commitment on system-wide (northern) commitment on system-wide (northern) and long-term objectivesand long-term objectives

• Defines financial standards and overall Defines financial standards and overall project budgeting, including preparing project budgeting, including preparing budget estimates, managing project budget estimates, managing project funds and tracking costsfunds and tracking costs

What is OLS-What is OLS-North’s role?North’s role?

• Recognize and celebrate successRecognize and celebrate success

• Track project progressTrack project progress

• Take on a primary role in securing Take on a primary role in securing funding for the projectfunding for the project

What is the role of What is the role of libraries?libraries?

• Joint Steering CommitteeJoint Steering Committee• Cluster Management Committee Cluster Management Committee

Joint Server Joint Server Steering CommitteeSteering Committee

• A representative Steering Committee for A representative Steering Committee for the JASI will be established to provide the JASI will be established to provide overall direction and leadership according overall direction and leadership according to the terms of reference. Each member to the terms of reference. Each member has one vote within the decision-making has one vote within the decision-making process. process.

• The CEO of OLS-North is a de facto The CEO of OLS-North is a de facto member of the steering committee and the member of the steering committee and the project manager/coordinator or designate project manager/coordinator or designate will also serve on the steering committee. will also serve on the steering committee.

Desire committee Desire committee members with:members with:

• In depth knowledge and understanding In depth knowledge and understanding of the projectof the project

• Natural leadership abilitiesNatural leadership abilities• Enthusiasm for and commitment to JASIEnthusiasm for and commitment to JASI• High level of trust with other High level of trust with other

participants and the processparticipants and the process• Time to commit for the required level of Time to commit for the required level of

involvementinvolvement• Well developed ability to work Well developed ability to work

effectively in group settingseffectively in group settings

Joint Server Joint Server Steering CommitteeSteering Committee

• The JASI Steering Committee The JASI Steering Committee membership includes membership includes representatives from:representatives from:– Each Hub LibraryEach Hub Library– OLS-North OLS-North – Cluster Representative(s)Cluster Representative(s)

The Role of the The Role of the Joint Server Steering Joint Server Steering

CommitteeCommittee• Establish project objectives, Establish project objectives, guidelines, including participation guidelines, including participation policies, and a policy framework that policies, and a policy framework that will define and guide the project, will define and guide the project,

• Make recommendations regarding Make recommendations regarding JASIJASI

• Maintain community engagementMaintain community engagement

• Assist with the development of a work Assist with the development of a work plan and scheduleplan and schedule

Joint Server Joint Server Steering CommitteeSteering Committee

• Ensure that the accepted cataloguing Ensure that the accepted cataloguing standards are used by participating standards are used by participating librarieslibraries

• Maintain two-way communications and Maintain two-way communications and relations with project participants in order relations with project participants in order to ensure shared ownership of the projectto ensure shared ownership of the project

• Provide a strong coordinating centreProvide a strong coordinating centre

• Monitor project status and progressMonitor project status and progress

Cluster Cluster Management Management CommitteesCommittees

• Representative Cluster Management Representative Cluster Management Committees will be established from Committees will be established from participating librariesparticipating libraries

• Each committee will include:Each committee will include:– One member from each participating One member from each participating

public librarypublic library– One co-chair elected from the membersOne co-chair elected from the members– One co-chair from OLS-North (non-voting)One co-chair from OLS-North (non-voting)– Each member will have one voteEach member will have one vote

Role of Cluster Role of Cluster CommitteesCommittees

• To make recommendations on developing To make recommendations on developing global patron profiles and circulation global patron profiles and circulation policies for Library ILS configuration which policies for Library ILS configuration which will be sent to the JASI steering committeewill be sent to the JASI steering committee

• To advise the JASI steering committee on To advise the JASI steering committee on any preferred changes or upgrades to the any preferred changes or upgrades to the ILS for use by cluster membersILS for use by cluster members

• To provide an opportunity to network with To provide an opportunity to network with other participating librariesother participating libraries

• To conduct long and short-term To conduct long and short-term planningplanning

• To provide regular progress and To provide regular progress and monitoring reports to the JASI monitoring reports to the JASI steering committeesteering committee

• To nominate representatives to the To nominate representatives to the JASI steering committeeJASI steering committee

• To receive information from OLS-N To receive information from OLS-N on progress issues and challenges of on progress issues and challenges of other clustersother clusters

• To make recommendations to the To make recommendations to the JASI steering committee for planning JASI steering committee for planning implementation, adaptation and implementation, adaptation and changechange

CostsCosts

• OLS-North providing funds for OLS-North providing funds for centralized hardware and software; centralized hardware and software; transfer of bib recordstransfer of bib records

• Libraries responsible for in-house Libraries responsible for in-house equipment, barcodes, staffing, transfer equipment, barcodes, staffing, transfer of additional databases (optional); of additional databases (optional);

• Libraries pay a membership fee to Libraries pay a membership fee to cover maintenance, training, help desk cover maintenance, training, help desk and sustainability fundand sustainability fund

StatusStatus

• JASI newsletterJASI newsletter• First Contracts signed October – First Contracts signed October –

December 2006December 2006• JASI Information package for CEO’s JASI Information package for CEO’s

and Boardsand Boards• Servers installed Servers installed

StatusStatus

• Developing profilesDeveloping profiles• Web training participationWeb training participation• Interim steering committee is in Interim steering committee is in

placeplace• Additional funding in place to assist Additional funding in place to assist

libraries with costslibraries with costs

Next StepsNext Steps

• Loading of test and training Loading of test and training databasesdatabases

• Training and testing (February to Training and testing (February to May)May)

• First group of libraries live in JuneFirst group of libraries live in June• Additional libraries brought live - Additional libraries brought live -

Target is 86 libraries over next two Target is 86 libraries over next two yearsyears

Challenges and Challenges and LearningLearning

• Think about what you are told - and Think about what you are told - and not toldnot told

• Contracts 101Contracts 101• Electricity 101Electricity 101• Expect the unexpectedExpect the unexpected

– There will be unexpected costsThere will be unexpected costs– Members will have opposing viewsMembers will have opposing views

Why Vendors like Why Vendors like ConsortiaConsortia

• One point of contactOne point of contact• Greater market shareGreater market share• $$$$$$

Why Libraries Like Why Libraries Like ConsortiaConsortia

• Savings, Savings, SavingsSavings, Savings, Savings– Direct and indirectDirect and indirect

• Centralized technical support, Centralized technical support, knowledge and trainingknowledge and training

• Learn from and support each otherLearn from and support each other• A system which a small library could A system which a small library could

not otherwise afford to buynot otherwise afford to buy• Increased capacity for other projectsIncreased capacity for other projects

Libraries North : Libraries North : Together for the Together for the

DistanceDistance