Completion Report

Project Summary:

In July 2015, the LMP002 project implemented the new Library Management Platform, and together with the LMP004 project delivered, a Library IDM feed for patron data from golden sources (IDM, EUGEX and HR) of staff and student data into the new library application. This allowed the integration of University of Edinburgh’s Identity Management System (IDM) with the new Library Management System (Alma) provided by 3^rd party supplier. Due to time constraints, the Library IDM feed to Alma was developed originally as a bulk feed, as a change based feed on demand could not be delivered in the LMP002 timeframe, therefore it was agreed that this could be requested by the library team for inclusion within the Year 2 project during 15/16.

The LMP006 project Feeding Visitor data into Alma was initiated as a year 2 phase to further enhance the Library IDM feed to incorporate official Visitor data captured via Visitors Registration System and passed to IDM. This visitor information being exported, and the management of data automatically, from the IDM system for forward transmission via the Library feed to Alma. The project was also to initiated to pass other types of visitor patron data such as reference users, NHS Lothian staff via VRS to IDM and loaded into Alma.

This project fits with University Strategy under Infrastructure by 'adapting our infrastructure to meet the changing needs, approaches and working patterns of our diverse population of staff and students and the wider community we serve to best support our world-class academic activity’.

Also fits with Strategic enablers: pursue consistency and continuity in quality and experience across all elements of our physical, information technology (IT) and library infrastructures and ensure that we have the information we need to support learning, teaching, research and effective decision-making.

Scope

This project covered the development of new Visitor user types in Visitor Registration System (VRS) and workflows to allow other Visitors e.g. NHS Lothian Internal Staff and Self Registration Reference Users to be recorded as such, to allow access to Library Services. The user data being transferred via VRS to IDM to be included along with Staff and Student patron data from golden sources (IDM, EUGEX and HR) via the Library IDM feed into the Library application Alma.

Objective	Deliverable	Success Criteria	Benefits	Achieved
To include new Visitor types to VRS to allow further patron user groups to be captured via an online Web interface / Library Kiosk into this system To streamline / replace existing manual processes and workflows (IS USD, IS L&UC)	Online Web Interface to capture external visitors (excludes Visitor Staff and Student) details Replaced the library member self-registration web form online available via http://libraryselfreg.is.ed.ac.uk/ and also on library kiosks The new form is now available via www.libraryregistration.is.ed.ac.uk and on kiosks. New process maps created and training documentation	Library Registration Service launched with applications being able to be submitted via online form or via library kiosk Replacement for the current application used by Library helpdesks to approve/reject submitted member applications: approval/rejection of pending member applications will be carried out within the Visitor Registration System. Replacement of the cardboard library member cards and physical photograph: approval of member applications in VRS will systematically create a Card system record; library members will have a digital photo taken via webcam at library helpdesks and a yellow (not blue) smartcard printed. Replacement of the staff mediated access to libraries (like the Main Library) which have door access control: library members with smartcards will be able to open library speedlanes and turnstiles. Replacement of the current manual process for creating Alma records for Library members with borrowing entitlement: approval of member applications in the VRS will systematically create an Alma record. Replacement of the non-member Alma specific login to MyAccount on DiscoverEd: library members will have an EASE account created for them which they can use to access their My Account on DiscoverEd. Replacement of the current renewal of membership process: additional visits will be added to the library member record in VRS and a new card printed. Replacement of the current practice of amending Alma patron records (e.g. address changes) for library members in Alma: changes to patron records will be made in the VRS (to prevent changes in Alma being overwritten).	NHS Lothian Staff Users will be able to enter through Library turnstiles Renewal of membership will not require submission of a new photo. IS Facilities - Access to libraries with entry control (e.g. the Main Library) will be via turnstiles and not staff mediated University Security - All Library reference members will carry a photo id card on campus and in the libraries. Membership can be cancelled and access prevented Self Registration Reference Users The public who wish to join the Library as reference users Application to join can be made anywhere, anytime via the web or kiosk Users will be able to enter through Library turnstiles Renewal of membership will not require submission of a new photo. Library Helpdesks - Helpdesk will use a known tool (VRS) for administering memberships IS Facilities - Access to libraries with entry control (e.g. the Main Library) will be via turnstiles and not staff mediated University Security - All Library reference members will carry a photo id card on campus and in the libraries. Membership can be cancelled and access prevented The reputation of the Library will be enhanced among reference users by having an accessible, well managed application and membership process Other Library Users (General Council, SCONUL Users will be able to enter through Library turnstiles Renewal of membership will not require submission of a new photo Future benefits to Libraries that egress via the swipe gates can be introduced - this is planned to commence end March 2017	Complete
To update the import and management of Visitor user data automatically by enhancing the existing VRS feed to IDM; the existing Library feed from the University's Identity Management System (IDM) to the new Library Management Services application Alma and the acceptance of feeds of patrons on a regular basis	Utilised development of Microservices APIs (API004) and (COM027) allowing data to be processed on application approval in real time to key systems e.g. Self Registration, VRS, IDM and Card Visitor Registration System (VRS) enhanced to allow new visitors type records to be created and visits to be processed: NHS Lothian Internal Staff Self Registration Reference Users Other Library Users e.g. SCONUL, Alumni, General Council Library IDM feed developed to a Change Based for data to pass from IDM to Library Feed to Alma VRS enhancements for Official Visitors	Library IDM now change based feed, with existing bulk feed and can be uploaded 4 times per day to Alma Library IDM feed now contains Staff, Student and Visitor data Library feed for both Bulk load and change based to be split into separate files (Student / Staff /Visitors) VRS administrators managing Official Visitors can select Library Services from the list of selectable services and this selection will be dynamic: i.e. it will create an Alma record giving Staff-like or Student-like (PGR level) borrowing entitlement; they would arrange for issue of a University blue card through the current practice. Alma requires an email address with a valid format (no checking is made of the address): this means that if VRS administrator selects Library Services but there is no email address for the Official Visitor in the Visitor Record, the VRS administrator is required to enter an email address for the Visitor; if the VRS Administrator is not the creator of the Visitor record (or the previous Visit), then the org unit address of the VRS administrator is populated in the Visit record (this is because Alma requires current contact address).	Existing Visitors (Staff and Students <2 weeks) Users will have automatic access to Library and no need for manual registration in Alma Data transferred automatically from IDM to Alma as per existing library IDM feed for student and staff	Complete
Additional Deliverables for VRS	VRS previously didn't allow the termination of visit via the User Interface this had to be completed by raising of a UNIDESK call for a manual SQL fix. This task was completed by Service Management. Pre LMP006 VRS changes by Insert Identity or Update Identity were not passed to assigned services. Regarding of the front office/library membership renewal, our initial assumption before LMP006 started was library staff just add a new visit, then use Front Office to handle replacement, since this is a business process, no development effect required. However, following further investigation it was realised Front Office was not capable of handling renew library membership card, the reason is library patron visitor can be BWR or REF in front office, and existing front office replacement card interface cannot handle change card from one type to another type. DOB issue in VRS whereby for Visitors dates prior to 1950 where being displayed in IDM as 2050 - Oracle bug VRS can now terminate visit by including a date in past to end date	Any VRS changes to assigned services will now be pushed to IDM New logic to VRS and card database to handle to change card type this allows the help desk staff to add new visit in VRS, press the approve, the logic will update front office data and no manual input needed. Review of COM021 code fix used to resolve DOB issue seen for both Staff and Students in IDM, issue resolved in VRS	By introducing the function to amend visit date in past via LMP006 will have a positive effect by reducing any manual intervention by Service Management and review of calls raised to Application Management Similarly with regards to DOB issue this should reduce support calls to Service Management and Application Management	Complete

Analysis of Resource Usage:

Staff Usage Estimate: 150 days

Staff Usage Actual: 306 days

Staff Usage Variance: 203%

Other Resource Estimate: 0 days

Other Resource Actual: 0 days

Other Resource Variance: 0%

Explanation for variance:

1. Original Approved Budget per project brief = 150 days 15/16 Financial Year

Following initial review of budget based on original BRD (Jan / Feb 2016) funding transferred from LMP007 and split as follows :

15/16 = 178 days

16/17 = 50 days

Total days = 228 days

2. On re-estimation of development work (April 2016) following request to review and revise process mapping and Requirements, development team have provided this which details a significant increase due to the requirements to stream line processes and provide, where possible, real time processing and extension of milestones on the project from a delivery date in July 2016 moved to November 2016. Additional project management costs also attributed to this increase.

Total estimated days = 333 days

15 days have been transferred from COM023 project for 15/16 aligned to VRS development resulting in:

15/16 = 193 days (actual days effort = 148 days)

16/17 = 140 days (actual days effort = 157 days)

Total resource for overall project = 306 days

Key Learning Points:

1. At planning stage of the project it was highlighted that there were other 2 projects which were being delivered in 15/16 which would potentially make change to VRS:

COM023 Enhancements to Visitor Registration System (including CF Upgrade) and SMI012 Digital Images Submission for Staff and Visitors
Due to the potential impacts on VRS and risks associated with LMP006, SMI012 and COM023 it was agreed for a Change Manager to be allocated to oversee these project deliverables.

2. The timescales to produce and agreed Business requirements took longer than planned and although difficult at times to get agreement for the final requirements the project has benefited in producing a better, clearer and more robust and automated process and benefits to the IS helpdesk staff and Library members

3. Also during implementation a further 2 projects were highlighted as a dependency to be completed in advance of LMP006 deployment

WEB010 Deployment to production of OATH2 server
COM027 - Enterprise Data Rollout , new servers which had the capability of using automation, Puppet.

As more integration of systems are envisaged, it may be worthwhile for Project managers have a holistic view of projects which will allow them to understand dependency in advance.

4. The deployment to live was extremely well executed especially when the LMP006 included a number of changes to systems such as Self Registration User Interface, VRS, IDM, Microservices, Card, Front Office, Alma and Door Access

5. The development of API microservices via IS Apps Innovation funding project has allowed this project to process applications on approval in real (near real time) time, removing a number of manual processes and introducing a more streamlined process for library membership and allows user details to be passed to key systems.

Recommendations/Acknowledgements

1. IDM Service Manager and Project Manager have suggested, where possible, for any future Library, VRS or IDM projects that the key resource assigned to this project are allocated to them as they have become an established team having worked and gained knowledge and experience on the previous IDM projects COM005 ,COM007 and COM021 together with LMP004.

2. Acknowledgement received from Barry Croucher, Head of Help Services and Business Lead on project 'the work of ....IS Applications Division staff; also Library & University Collections Information Systems and ITI Telephone Operations colleagues in making the changes possible, and not forgetting our own staff in Help Services who have been involved throughout in terms of design, testing, training and documentation. It is great to see this teamwork across divisions producing such a good result.'

3. Since launch on 26th January 2017, the Library registration membership is now over 1,000 using the new process.

Outstanding issues:

Change based feed it has been observed that names changes shown in capitals are not be passed as updates to Alma. This may be due to API in Alma not recognised upper / lower case changes, this is being investigated - incidents of this are not high
Request for change being raised to see if Library Patrons can be restricted to specifics on MyEd channel - contact LTW Marissa Wu / Martin Morrey
Request for change being raised on UNIDESK to remove check box on EASE to have AD available not a requirement.

Please note none of the above have prevented project to be signed off and closed by the project team.

This article was published on Mar 7, 2017

Scope

Objective

Deliverable

Success Criteria

Benefits

Achieved

Recommendations/Acknowledgements

Project Info

Documentation