Legend: NOT STARTED IN PROGRESS STALLED DECIDED
Recommendation
To integrate Alma with VDX we will implement a possible solution that integrates the Alma “supplier of last resort” configuration to VDX. This solution requires configuring a special NCIP partner within the Alma resource sharing system. This partner will send an email to a CDL-managed ILLiad VDX Email Adapter (IVEA). This solution leverages the Illiad supplier of last resort feature of Alma Resource sharing, providing an adapter that translates the Illiad message into a VDX message. If this solution proves satisfactory and can be implemented on time, we may decide to replace UC Interlibrary Loan with IVEA prior to go-live.
Reasoning
Historically, the UC system has used a consortial resource sharing system that attempts to fulfill requests using UC resources, and, if the resources are not found, attempts to fulfill them primarily through WorldShare ILL (WSILL). In the SILS, consortial borrowing will be done using a UC-wide Alma Automated Fulfillment Network (AFN). However, we still need a way of transacting ILL with WSILL for requests that cannot be filled using UC resources. Ex Libris Alma does not at present support direct integration with WorldShare ILL as a partner, so UC will continue to use an ILL broker (currently VDX) to broker requests to WSILL.
Several solutions for accomplishing the integration were considered, and two were tested during the Vanguard phase. The first solution to be tested was an General Electronic Service that allowed patrons to request items directly through VDX. This solution had critical shortcomings from both a UX and a workflow perspective (see below).
The alternative solution (IVEA) enables integration of the Alma resource sharing system with VDX, which provides superior patron experience and staff workflow. In this solution all Alma resource sharing requests are first submitted to UC institutions using the Alma Automated Fulfillment Network. Requests that are not filled by UC institutions are then automatically sent to VDX without staff intervention. In VDX, all borrowing requests are automatically sent to WorldShare ILL (unless they are flagged for borrowing staff review).
It is important to note that this solution will not include additional functionality that is currently provided in the CDL Request application, notably flagging of Elsevier requests for special handling, and identification of content available through the Hathi Trust ETAS program. The integration with WSILL will come late in the patron workflow, and will happen only in a minority of cases. The patron will need to be made aware of electronic content or purchase on demand services at an earlier point in the discovery process.
Shortcomings of the General Electronic Service Solution
Testing at UCLA revealed that the GES option was not optimal, in several respects:
From a user perspective, it is confusing to be presented with two options: “Resource Sharing” and “Get it from the world’s libraries”. Improved naming and labeling may help, but it is obviously preferable to present the user with only one option. The WSILL option (Get it from the world’s libraries), is displayed whenever the item is not held at the user’s home institution, and Ex Libris does not provide an option for displaying the link based on consortial, rather than institutional, holdings. Further, there is no mechanism that we know of for securely passing user credentials to the GES, so the user is required to enter their account name again to log into the service.
From a workflow perspective, there is no good option for handling the case when a request reaches the end of the resource sharing rota. Either the staff must submit the request to VDX manually on behalf on the patron, or the an email must be sent back to the patron instructing them to submit the ILL request themselves.
Configuring the Supplier of Last Resort
To implement that proposed solution, each institution must configure the supplier of last resort in their Alma resource sharing system. The instructions for doing this are as follows.
Action Log
Action/Point Person | Expected Completion Date | Notes | Status |
|---|---|---|---|
Fulfillment and ILL FG |
| FG discussed how the Vanguard decision worked out, and what way forward would be best for testing during the Test Phase of SILs (Vanguard) Decide how to integrate an ILL broker with Alma Since GES proved successful in Vanguard, the group initially favored setting it up again in Test while also attempting to set up and test the alternative solution (the Illiad VDX Email Adapter) during the test phase. This decision page was created. | DONE |
Fulfillment and ILL FG |
| Group reviews and votes. Unanimous support for setting up GES and attempting to set up the alternative solution (the Illiad VDX Email Adapter) during the test phase. This ensures that if the alternative solution does not work, we still have the GES option to fall back on for Implementation. Decision will be sent to Discovery FG, PPC, and ICs to inform. | DONE |