(TEST Load) Strategy for Resource Sharing with WorldShare ILL

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.

Prerequisites

The following steps need to be performed by a high-level administrator.

1. Configure allowed emails

During the test phase, outgoing emails are blocked unless they are explicitly added to the Alma Allowed Emails list. High-level administrator permissions are required for this. The following emails must be added to the Allowed Emails list to enable the supplier of last resort to send an email to the mailbox where it will be processed:

• test@iastest.org

• ucill@cdlib.org

2. Email address for resource sharing library

As the email will be sent from the Resource Sharing Library, the library must be configured with an email address to send from. For example: resource-sharing@ucla.edu

3. Grant permissions to fulfillment administrator

The person configuring the resource sharing system will require the following roles:

• Fulfillment Administrator, IZ scope

• Fulfillment Services Manager, Resource Sharing Library scope

• Resource Sharing Partners Manager, IZ scope

• User Manager, IZ scope

Configure resource sharing partner

To set up the resource sharing partner that will represent WorldShare ILL, first select Fulfillment → Partners, then click + Add Partner.

1. In the General Information tab, set:

• Code to WSILL.

• Name to WSILL

• Profile Type to NCIP

• System Type to ILLiad

• Average Supply Time to 5

• Supports Borrowing to checked.

• Status to Active.

• Borrowing Workflow to NZ Borrowing.

Action Log