(Test and Go-Live) 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 WSILL partner within the Alma resource sharing system. This partner will send an email to a CDL-managed ILLiad VDX Email Adapter (IVEA), which will create a borrowing request in VDX. VDX will then send a lending request to WorldShare ILL to find an outside partner who can fill the request.

The Alma resource sharing system at each institution will be configured to send the request to the WSILL partner automatically whenever the request cannot be filled by any consortium member.

Lending to institutions outside of the consortium should not be directly affected by the SILS. Local practices vary with regard to extra-consortial lending, with some institutions (such as UCLA and SRLF) lending via VDX, and other institutions (such as UCB and NRLF) lending directly to WSILL or via Clio. These workflows do not need to change, and can be reconsidered post-migration in the context of upgrading VDX to Tipasa or some other new ILL broker system.

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 preferred solution (IVEA), which has now been adopted, enables integration of the Alma resource sharing system with VDX, which should provide 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, for the following reasons:

• 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 supplier of last resort 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. 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.net

• resourcesharinghelp@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.

Fill out the forms as described below, then click Save.

1. In the General Information tab, set:

• Code: WSILL.

• Name: WSILL

• Profile Type: NCIP

• System Type: ILLiad

• Average Supply Time: 5

• Supports Borrowing: checked.

• Status: Active.

• Borrowing Workflow: Borrowing - Initial profile.

Open

2. Contact Information tab

On the Contact Information tab:

• Add the following contact address:

California Digital Library
University of California
Office of the President
1111 Franklin Street
Oakland, CA 94607

• Add the following contact email:

resourcesharinghelp@cdlib.org

Open

3. Parameters tab

On the parameters tab, set:

• User identifier type: Primary Identifier

• Enable service for guest user: No.

• Disable service when: Never.

• Loan period: 180 days.

• Request pushing method: Link.

• Broker system NCIP URL: http://na07.alma.exlibrisgroup.com/view/NCIPServlet

• Default library owner: Resource Sharing Library.

• Request Item Bibliographic record ID type: OCLC Number.

• Check Out Item Default location: Borrowing Resource Sharing Requests.

• Check Out Item Default item policy: your institution's default item policy.

• Accept Item Default location: Borrowing Resource Sharing Requests.

• Accept Item Default pickup library: your institution’s default pickup library.

• Lookup user Require Authentication: No.

• Export to third party: Using email.

• Export email address: ucill@cdlib.net

• Create fee using: Ignore message.

Set Up Rota Template

In this step we set up a rota template, which allows the WSILL partner to be added to a rota. Start by choosing Fulfillment → Rota Templates, then click + Add Template.

Fill in the forms as described below, then click Save.

1. General Information tab

In the General information tab, set:

• Code: ILLiad.

• Name: ILLiad Rota Template.

• Type: Non Ordered.

• Status: Active.

2. Template Members tab

In the Template Members tab, click + Add Partners, then add the WSILL partner to the template.

Add Rota Assignment Rule

In this step, add the rota assignment rule that enables Alma resource sharing to include the WSILL rota template when constructing the rota. Start by choosing Configure → Fulfillment → Rota Assignment Rules (under Resource Sharing). Then click + Add Rule.

Set the following:

• Name: ILLiad

• Description: ILLiad as last resort.

Add the following input parameter:

• Name: Requested Format

• Operator: Is Not Empty.

Add the following output parameter:

• Rota Templates: ILLiad

The ILLiad rota assignment rule should be active, and it should be the last rule on the list:

Send Borrowing Request Rule

In this step add an institution zone send borrowing request rule to enable sending the borrowing request to the WSILL partner.

Select Configure → Fulfillment → Sending Borrowing Request Rules (under Resource Sharing), then, under Institution Rules List, click + Add Rule.

Set the following:

• Name: IZ Level.

• Description: IZ level send borrowing request rule.

Add the following input parameter:

• Name: Requested Format.

• Operator: Is Not Empty.

Set the following output parameter:

• Send Request: true

Action Log