RAILS LLSAP Overview LLSAP stands for Local Library System - - PDF document

RAILS LLSAP Overview Presentation to RAILS Board of Trustees

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Document 10.4 RAILS Board September 28, 2011

RAILS LLSAP Overview

 LLSAP stands for Local Library System Automation Program. An LLSAP is a multitype library consortium working in partnership with an Illinois regional library system to provide shared library automation services and to enable greater resource sharing.  LLSAPs made it financially feasible for many libraries to automate. Cooperative efforts began in 1973 with a shared circulation system among nine libraries in Suburban Library System. Grant programs from the Illinois State Library, coupled with technological advances, fueled explosive growth among the LLSAPs between 1974–1987 and 1993–2003.*  Until FY2011, the Local Library System Automation Programs (LLSAPs) within the regional library systems were embedded, with no separate legal or financial

• identities. LLSAP operations were supported through fees paid by LLSAP

members and monetary and/or in-kind support from the systems.  Core LLSAP services include online circulation, a shared database, an online catalog, reports, training, and technical support to member libraries. Additional services, governance, and funding structures evolved to meet member needs, so these vary among LLSAPs.

RAILS LLSAPs

RAILS has four LLSAPs because four of its predecessor systems had LLSAPs at the time of the merger: Resource Sharing Alliance (RSA) in Alliance Library System (ALS) PrairieCat in Prairie Area Library System (PALS) Multitype Automation Group in Cooperation (MAGIC) in DuPage Library System (DLS) System Wide Automated Network (SWAN) in Metropolitan Library System (MLS)

RAILS LLSAP Overview Presentation to RAILS Board of Trustees

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Document 10.4 RAILS Board September 28, 2011

The North Suburban Library System (NSLS) helped to establish a shared automation system that went live in 1975. This became Cooperative Computer Services (CCS), which began operating as an autonomous Illinois intergovernmental instrumentality in

• 1987. CCS and NSLS maintained a close working relationship, but NSLS had no

LLSAP when RAILS formed.

Partners in Resource Sharing

MAGIC, PrairieCat, RSA, and SWAN are key players in Illinois library resource sharing and in providing library services to Illinois citizens. Benefits to LLSAP members include:  Greater access for library patrons to a more diverse, multicultural collection of resources than a single library could provide  Greater awareness of member organizations within local communities  Automatic routing of interlibrary loan requests and patron holds  Cooperative problem-solving and assistance from peers among the LLSAP member libraries  Lower costs and less staff time for cataloging due to shared databases  An overall reduction in automation costs because expenses are shared by all members of the group  Development of capital funds for future upgrades, server replacements, etc., so that members aren’t faced with special assessments to fund improvements All Illinois citizens and libraries benefit by being able to search LLSAP holdings through the Statewide Illinois Library Catalog on OCLC’s WorldCat. LLSAP members are required to be OCLC members, and LLSAP holdings are periodically batchloaded to OCLC. In addition, MAGIC, PrairieCat, and SWAN cooperate with three independent library consortia (Cooperative Computer Services [CCS], Library Integrated Network Consortium [LINC], and Northern Illinois Cooperative [NIC]) so that library staff within each consortium can search and place interlibrary loan requests for material. This cooperation is called Share Holdings And Resources Easily, also known as SHARE (http://www.shareillinois.info). The Resource Sharing Alliance (RSA) plans to join SHARE in early 2012, after it completes some technical configuration.

RAILS LLSAP Overview Presentation to RAILS Board of Trustees

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Document 10.4 RAILS Board September 28, 2011

Fiscal Crisis and FY2011 Response

Illinois state funding of regional library systems has declined due to the economy. FY2010 funding for all regional library systems was cut by 16%. FY2010 and FY2011 delays in state payments created a cash flow crisis, causing regional library systems to slash services. In some cases, the systems were in danger of going completely

• dormant. The Illinois State Library directed that remaining funds support three priority

services: delivery, shared catalogs (LLSAPs), and Talking Books. With the future of Illinois library systems in doubt, each of the four LLSAPs began contingency planning, working closely with its library system and eventually with one

• another. Efforts focused on ensuring continuity of LLSAP services and protecting

assets:



During FY2011, each LLSAP became an independent legal entity, and each system board transferred to the LLSAP the funds, servers, and other assets paid for by LLSAP members.



Each LLSAP and its respective library system created a service agreement to define the FY2011 service model. These agreements put into writing what had been long-standing practice or procedure at the regional library system, such as sharing data line costs, staffing support, accounting and IT support, etc.

RAILS Support for LLSAPs

As system merger talks progressed during FY2011, the LLSAP managers, LLSAP board representatives, and Michael Piper (designated LLSAP liaison of the Merger Transition Board) began working on FY2012 RAILS/LLSAP service agreements. Contract language was standardized as much as feasible, laying the groundwork for additional streamlining and standardization in future years. Common needs were identified, including:



General IT support from RAILS



Accounting support from RAILS



Administrative and resource-sharing support from RAILS



RAILS responsibility for costs involved with moving an LLSAP to another RAILS facility, in the event that RAILS decides to close a facility that houses an LLSAP These FY2012 service agreements were included in the FY2012 area and per capita grant application that was approved by the Merger Transition Board. They were ratified by action of the RAILS Board at its first meeting on July 1, 2011 and signed immediately after that meeting.

RAILS LLSAP Overview Presentation to RAILS Board of Trustees

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Document 10.4 RAILS Board September 28, 2011

In FY2012, fees paid by LLSAP members continue to fund the majority of LLSAP expenses:  Most LLSAP operating expenses, such as hardware and software maintenance, are paid directly from the LLSAP bank accounts.  In addition to their LLSAP membership fees, MAGIC, PrairieCat, and RSA members pay OCLC fees directly to OCLC. OCLC fees for SWAN members are included in SWAN’s operating budget.  The LLSAPs reimburse RAILS for some costs paid directly by RAILS. These include telecommunication costs and most staffing costs. RAILS support of the LLSAPs includes LLSAP manager salaries, resource sharing coordination, accounting, IT support, administrative support, and office space.

Planning for the Future

Shared catalogs remain a priority service, and RAILS support of the LLSAP services is

• important. Although the LLSAPs are legally independent, the services are embedded

within RAILS and provided by RAILS staff. This partnership between the LLSAPs and RAILS is the best way of ensuring continuity of service and preservation of resource sharing in the near future. The cooperative work done in the last eighteen months and the single administrative umbrella of RAILS also provide opportunities for greater collaboration and cost

• reduction. RAILS LLSAP plans for FY2012 include:

 Planning for a consolidated data center to house LLSAP and RAILS servers and network equipment, either at a RAILS facility or at a colocation site. RAILS LLSAP and IT managers are currently working on gathering information and developing recommendations.  Developing a standard LLSAP/RAILS service agreement for FY2013. This will help control costs by streamlining administrative and fiscal procedures.  Sharing LLSAP staff expertise and training materials  Sharing information with the four LLSAPs in the Illinois Heartland Library System Long-term, additional resource sharing and cost reduction may be possible through consolidation of shared catalogs. However, migrating even a single consortium to new software is a multiyear project requiring extensive planning, communication, training, and expense. Consolidating multiple legally independent consortia into a new

• rganization will take even longer, as different cultures, governance structures, and

funding structures need to be considered, in addition to the specialized technical needs

• f a large consortium and the impact on delivery. RAILS needs a strategy to support its

LLSAPs while planning for long-term changes.

* For more on the history of Illinois library systems and LLSAPs, see the December 2005 issue of Illinois

Libraries, available online at http://www.cyberdriveillinois.com/publications/pdf_publications/lda1042.pdf.

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Presentation to the RAILS Board of Trustees September 28, 2011

 LLSAP = Local Library System Automation

Program

• Group of member libraries sharing an integrated

library system (hardware, software, database)

• Run in partnership with an Illinois regional library

system

• Multitype

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 Core services

• Circulation
• Automatic routing of

interlibrary loan requests and patron holds

• Online catalog
• Notices and reports
• Training and technical

support for member library staff

• Management of shared

servers and software

• Send LLSAP holdings to

OCLC WorldCat  Other services vary, but

• ften include
• Online catalog multiple

language interfaces, social networking features

• Online fine and fee payment
• Mobile devices
• Acquisitions/fund

management

• Periodicals support
• Patron authentication for

access to third-party databases

• Cataloging services



More diverse collection than a single library could provide



Optimized to allow high levels of material sharing



Saves staff time cataloging due to shared databases



Overall reduction in automation costs because expenses are shared



Greater exposure of libraries to community



Cooperative problem-solving and assistance from peers



Sharing with other libraries and independent consortia (SHARE Illinois and WorldCat)

 All four became legally independent

• rganizations during FY2011 in response to

the fiscal crisis and potential loss of system services

 MAGIC, PrairieCat, SWAN:

Intergovernmental instrumentality (agreement among LLSAP members)

 RSA: Not-for-profit entity Document 10.4 (2) RAILS Board September 28, 2011

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 Each LLSAP has an operating budget funded

by member libraries; part of the operating budget is the contract with RAILS for services

 Budgetary support from RAILS General Fund

• LLSAP managers salaries
• Resource sharing coordination
• Accounting
• IT support
• Administrative support and office space

 MAGIC

• Not to exceed $123,045

 PrairieCat

• Not to exceed $604,839

 RSA

• Not to exceed $316,507

 SWAN

• Not to exceed $767,450

Total: over $1.8 million

LLSAP Staff paid from the LLSAP contract Staff paid from the RAILS General Fund

MAGIC 2 1 PrairieCat 9 1 RSA 5 2 SWAN 15 1 Shared 2 Totals: 31 7

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Public LLSAP 276 Academic LLSAP 18 Special LLSAP 14 School LLSAP 115 Other RAILS Members 1,077

2011 RAILS LLSAP Membership: 423 Libraries

Combined 4 LLSAP Totals: RSA, MAGIC, SWAN, PrairieCat Items in Catalogs Patrons Registered Annual Circulation 2009 20,647,154 2,446,658 31,332,369 2010 21,168,285 2,334,224 32,518,440 2011 21,161,307 2,338,459 33,623,834  Online catalogs serving 2.3 million registered patrons  Enterprise-level software: integrated library system (ILS)

spanning large geographic areas

 LLSAP staff provide consulting, training, support, and

management 2009-2011 trend 7% increase Projected to hit 38 million in 2016 if trend continues

30,000,000 30,500,000 31,000,000 31,500,000 32,000,000 32,500,000 33,000,000 33,500,000 34,000,000 2009 2010 2011

Combined Annual Circulation of RAILS LLSAPs

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 MLS Delivery Example: SWAN enabled patron

initiated holds online in 2002

 DLS Delivery Example: MAGIC switched software

late in FY2008. Improved hold fulfillment increased demand on delivery.

# of Items Delivered 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000 2,000,000 2,200,000 FY2006 FY2007 FY2008 FY2009 FY2010 FY2011

 Technology  Staffing  Partnerships Document 10.4 (2) RAILS Board September 28, 2011

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 LLSAPs are primarily technology providers  Provide library-specific software and services  Constantly upgrading to enhance service  More than the catalog: digital archives, e-books, online databases, reporting products  Monitoring development of next generation of library

automation systems

 Large consortia have special needs  Scalability; LLSAPs already pushing technical limits  Individual policies within a shared system must be considered  Must work for all library types and sizes  Migrating to a new integrated library system  Takes a long time for any consortium  Consolidating multiple consortia will take longer

 LLSAPs require highly trained staff

 Specialized field demands training investment  Technical staff vie across various professions  Library experience, training and troubleshooting

skills are prized

 Staffing levels vary based on services and LLSAP

membership support

 LLSAPs already sharing staff expertise

 Software knowledge  Exploring common training opportunities  Studying combined RAILS data center  LLSAP Boards working with membership  Library directors & library boards  Local operations (fees, fines, checkout length)  Partnership of LLSAP staff and member libraries  RAILS Board working with LLSAP Boards  Service agreements  Impact of facility decisions  ISL working with RAILS & LLSAP Boards  Common vision  How to increase service while keeping expenses

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 Judy Hutchinson, PrairieCat  Kendal Orrison, RSA  Jane Plass, MAGIC  Aaron Skog, SWAN Document 10.4 (2) RAILS Board September 28, 2011