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See Best Practices for Decision Pages and Tags for groups
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Recommendation
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[small group to check in & test after deliverables - currently slated for May & June/July 2024]
[delay a ‘firm’ decision about summer 2025 target until … Dec? Nov? 2024]
[RS OST to re prioritize in work plan projects https://uc-sils.atlassian.net/wiki/spaces/RS/pages/2271739914/Tipasa+Testers+2023+decision+page#RS-OST-approves-these-projects-for-RS-OST%E2%80%99s-work-plan based on new & relevant information (copy them in???)]
Impact
Stakeholder group | Impact |
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Resource Sharing OST | Major impact in terms of project planning, investigation, testing, configuration, and integration related to Alma and all resource sharing aspects. |
All UC Libraries resource sharing staff | Major impact to workflows related to Alma and all resource sharing aspects. |
SILS Operations Center | Medium impact to system maintenance, configurations, and data tables. |
CoUL | Strategic prioritization of major systemwide projects. |
Reasoning
The replacement of VDX with Tipasa is better positioned for summer 2024 rather than summer 2024 because:
OCLC has not met the 2024 deadlines for a workable solution in summer 2024
Background
The Intercampus Resource Sharing Operations Subteam (RS OST) received this project in the “Phase 4 hand off”, as reviewed by the SILS Operations Team (OT) and SILS Leadership Group (SLG). The project fits squarely within RS OST’s area of responsibility pertaining to the workflow, data, policies, and integration of external resource sharing management applications (page 19 of Ongoing SILS structure, work practices, and charges).
The external (ext.) resource sharing (RS) management application, VDX, should be replaced with Tipasa because:
According to OCLC (December 2021) the current planned sunset of VDX application is in 2024
OCLC halted active development on VDX several years ago
Tipasa is considered by OCLC to be their best, most future forward resource sharing product
Replacing VDX with Tipasa could offer further integration options with Alma and other external resource sharing management applications
An RFP for a new ext. RS management application would likely take at least 24 months, exceeding any timeline OCLC has given for VDX’s sunset
However, despite many months of effort and deadlines (links here) OCLC did not meet the March 8, 2024 deadline for completion of the gaps document, therefore there is no time to do more work and still have a successful implementation in summer 2024.
Options Considered
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Option 1
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Option 2
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Description
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Replace in August 2022
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Replace in summer 2023
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Pros
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Strike the project as complete sooner
Take sooner advantage of possible integration offerings not available on Alma [or VDX]
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Time to understand UC’s ext. RS management application needs
Time to evaluate Tipasa’s integration capabilities with Alma & identify any missing necessary components
Time to evaluate Tipasa’s integration capabilities with other potential ext. RS management applications & identify any missing necessary components
Time for OCLC to build out any missing features or integration options
More integration offerings will be available on Tipasa
Opportunity to learn from the first VDX upgrade clients
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Cons
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The Alma AFN configuration needs further optimization (the AFN Task Force project); replacing VDX at the same time pulls resources from the AFN TF;
UCs may miss needed requirements in Tipasa due to short time table;
Tipasa may not be ready to meet UC’s needs;
First VDX clients scheduled to go live in summer 2022; No VDX clients have yet done this migration; we don’t want to be first.
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As of March 8, 2024 the integration between Tipasa and Alma does not meet the minimum requirements of the University of California, thus Tipasa cannot be implemented in summer 2024.
March 8 2024 snapshot Gaps in Alma/Tipasa integration, [UC only, request access if prompted]
Background
Tipasa Development Review period
Timeframe: November 8, 2023 to March 8, 2024
After two failed integration projects (detailed below) OCLC reached out to Ex Libris in September 2024 to address the remaining gaps in the integration between the two products. OCLC presented their summary report to UC [UC only, request access if prompted] to UC in early October 2023. Based on OCLC’s work plan, RS OST created the small group “Tipasa Developer Review” to work with OCLC and Ex Libris on the remaining gaps.
However, as of March 8, 2024 the integration between Tipasa and Alma does not meet the minimum requirements (March 8 2024 snapshot Gaps in Alma/Tipasa integration, [UC only, request access if prompted]) of the University of California, and testing of remaining gaps cannot move forward.
Based on the necessary work to test the full integration, kick off an implementation project, implementation itself, and any pre term training for student staff, March 8, 2024 was the last possible viable date for a full integration delivery that could possibly result in a Summer 2024 implementation of Tipasa.
Tipasa Pilot
Timeframe: September 2022 to January 2023.
The UC RS OST engaged in a Tipasa Pilot in 2022 [UC only, request access if prompted] with OCLC during which UC discovered Tipasa was not sufficient to support UC’s resource sharing needs.
OCLC provided a multi-month implementation plan that included demonstrations for Tipasa configuration and use, that did not take into account our requirements of our Alma integration needs and expectations.
“The findings of the UC RS OST is that the Tipasa product in its current state is not ready for implementation at the UC.” from Tipasa project plan outline 2023/2024 (decision page)
RS OST created a gaps document [UC only, request access if prompted] to identify shortcomings with the Tipasa program and integration with Alma as of the time of testing.
“The gaps are to a number and degree such that manual remediation on UCs part would effectively halt any non-consortia interlibrary loan traffic in or out of the UCs. This would negatively impact UC patrons, as roughly 47% of materials supplied to UC patrons are filled from outside the consortium (from UC Library Annual Statistics, 2021-2022, table 5, pages 5-6)” from Tipasa project plan outline 2023/2024 (decision page)
Tipasa Testing period
Timeframe: March to October 2023
During RS OST’s March 1, 2023 meeting, the RS OST charged a small group of Tipasa Testers with the following charge:
“The Tipasa Testers are charged with coordinating and testing integration between Alma and Tipasa. This team will communicate with vendors OCLC (Tiapsa) and Ex Libris (Alma) to facilitate testing, requirements, use cases, etc as needed to achieve a successful integration between Alma and Tipasa. The testers will work to ensure that the Alma/Tipasa integration has minimal to no negative impact on interlibrary loan and resource sharing services to UC library patrons. … The Tipasa Testers will periodically report on testing progress to the Resource Sharing OST. The Tipasa Testers will present a final report to RS OST once all gaps have been successfully addressed or by October 2023, whichever event occurs first.”
Gaps document, October 6 freeze, only showstoppers [UC only, request access if prompted]: what was delivered and what is missing as of end of project
Tipasa Testers group found that Tipasa is not ready for UC to use as a VDX replacement as of Oct 6, 2023.
Dependencies
Questions to consider
Action Log
point person/action/due date | Completion Date | Notes | Status |
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