Legend: NOT STARTED IN PROGRESS STALLED DECIDED
Contents quicklinks:
Recommendation
The Resource Sharing Operations SubTeam recommends the following project plan for 2023 of the Replace VDX with Tipasa project:
Phases Timeline and descriptions:
OCLC Development + UC testing phase (Feb/Mar 2023 - May 31, 2023)
OCLC to deliver solutions to identified gaps in Tipasa (UC and select OCLC only), focusing on delivering those labeled ‘showstoppers’ as soon as possible, by April 26th at the latest.
UC to confirm that each solution has been met sufficiently as delivered, communicating to OCLC any deficiencies. UC testing to conclude on May 3rd.
From May 3rd through May 10th, RS OST will write the results of the testing and draft the decision page to decide if Tipasa is ready for Implementation Phase or Contingency.
From May 10th through May 24th, RS OST will solicit feedback from stakeholders on decision page.
On May 31, 2023, UC will decide if Tipasa is ready for Implementation Phase or Contingency.
Implementation Phase (June 6, 2023 - August 1, 2023)
RS OST assumes an 8 week implementation phase.
UC implements 13 Tipasa instances (10 UC campuses, 2 RLFs, 1 Law School) in production.
Implementation includes training and configuration in Tipasa and Alma. Training will be open to any and all staff that will be using Tipasa, most likely those that currently use VDX, WSILL, Alma Resource Sharing, or Alma Fulfillment Network.
VDX Decommission phase (August 1, 2023 - August 2024)
On August 1, 2023, no new requests will enter VDX software.
After August 2024, all active VDX requests will either be closed or re-created in Alma/Tipasa infrastructure. UC will inform OCLC and CDL Resource Sharing Team that VDX is no longer in use at UC.
This allows sufficient time to account for all long term loans to high value UC patrons in VDX.
Impact
Stakeholder group | Impact |
|---|---|
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. |
CDL as VDX contract holders | Impacts to negotiation of VDX contract & creating Tipasa contract; financial stake |
SILS Operations Center | Medium impact to system maintenance, configurations, and data tables. |
CDL Resource Sharing Team | Impact to supporting VDX infrastructure (IVEA, batch cleanup process, ILLReports) |
CoUL | Strategic prioritization of major systemwide projects. |
Reasoning
Findings of Tipasa Pilot
The UC RS OST engaged in a Tipasa Pilot with OCLC from September 2022 through January 2023. The findings of the UC RS OST is that the Tipasa product in its current state is not ready for implementation at the UC.
The Tipasa Pilot project revealed several gaps in the Alma and Tipasa integration (UC and select OCLC only). 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).
Dependency on OCLC product for OCLC interlibrary loan partners
While several other interlibrary loan broker software products exist, each software product connects with the network of libraries on the software. In order for UC to do interlibrary loan business with OCLC network libraries, some form of interaction with the OCLC interlibrary loan broker software would be necessary.
At this point in time, and for at least several years, the partner library networks on any of the budding interlibrary loan software products is not at a number to sufficiently impact the volume of transactions filled from outside the UC consortium. UC’s interlibrary loan fulfillment depends on the OCLC network of libraries, and thus on an OCLC interlibrary loan software product.
Tipasa recommended product for UC
Within OCLC’s suite of interlibrary loan software supporting the OCLC network of libraries, there are three offerings: WorldShare ILL, Tipasa, and Discovery to Delivery. OCLC also has a relationship with Atlas Systems, who develop and maintain the ILLiad interlibary loan software, which connects with the OCLC network of libraries.
WorldShare ILL (WSILL): The WSILL platform is a pared down version of Tipasa. It lacks the system integration (UC only) needed by UC in its ILL software.
Discovery to Delivery (D2D): D2D’s primary strength is in ILL traffic of monographs within a consortium. OCLC did not recommend this product to UC due to our need for traffic outside the consortium and our high article and book chapter traffic outside the consortium (40%, from UC Library Annual Statistics, 2021-2022, table 5, pages 5-6)
ILLiad: Sold through OCLC, but developed and maintained by Atlas Systems, is a widely used and popular ILL product in the library market. However, due to a lack of a cloud or software as a service (SaaS) offering, and potentially limited system integration, this solution was not recommended to UC.
Contingency
If on, May 31, 2023, the RS OST decides that Tipasa is still not ready for production implementation at UC, a new go/nogo date would be set to consider a later implementation date. UC would continue to work with OCLC on testing any identified gaps delivered in the interim.
RS OST would consider a possible Winter 2023/24 golive depending on development and delivery Tipasa showstoppers, availability of staff during winter holidays, & curtailment. A Summer 2024 golive may be a more feasible option.
Risks of Contingency
A later production implementation of Tipasa could potentially conflict with OCLC’s planned sunset of VDX. A mitigation to this risk would be to ask OCLC to extend their support of the known and stable VDX product until such a time as they are able to provide a replacement product that UC meets.
As we continue on the VDX product, a risk of knowledge/personnel loss both at OCLC and UC becomes a risk. The VDX product and CDL’s services supporting VDX are known to a handful of people. If the product becomes more thinly supported, there may be difficulty in finding replacements for any potential knowledge loss if a person separates from the respective institution (CDL or OCLC).
Action Log
Action/Point Person | Expected Completion Date | Notes | Status |
|---|---|---|---|