Librarian

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“Seminar Kebangsaan
Sumber Elektronik di
Malaysia”
5-7 Disember 2012
Bayview Beach Resort,
Penang
Inter library Loan
System: Enhancing
Resource Sharing of
PERPUN Members
Presented By:
Mr Kamal Sujak
Chief Librarian,
Multimedia University Library
Highlight
1. Introduction on ILLS PERPUN System
:Participating Libraries
:From manual to automation
2. Technical requirements
:Hardware
:Software
:Network architecture
3.
4.
5.
6.
Flow chart of the system
System implementations and status
Strength, Opportunities, Challenge, and Threat
Q&amp;A
Introduction
This system has been developed base on
collaborative decision of PERPUN members in
PERPUN meeting (No. 3/2011) at UUM dated 19th
September 2011.
“3.3.2 – Mesyuarat mengambil maklum agar satu
sistem Pinjaman Antara Perpustakaan (ILL) dapat
dilihat dan dibangunkan diperingkat PERPUN.”
An integrated web-based ILL system to replace
and enhance the existing manual base ILL system
used by PERPUN members.
Introduction
A client-server web-based system
architecture will improve the access
and speed of ILL process by allowing
participating library to update each
other’s database directly, ensuring
data integrity, simplifying status
tracking, supporting current status
and statistical reporting.
Introduction
The Development Team
This system has been developed by:
• Multimedia University Team
• SIG ISM - MYSYL
Introduction
Development Plan
Introduction
Technical requirements
Hardware
-Minimum requirement hard disk space 250 GB
- Minimum Memory: 8 GB
-Dell Server R610
Software and OS platform
-Window base platform
-Based on PHP5 version
-Database MySQL
Cost
-Server RM 45K
Introduction
3.3 :Network architecture
-Server will be located At Multimedia University
PAP
Server
Located
@ MMU
Internet
Characteristics
of New ILL system
• Easily accessible, easy to use by both
users and librarians, and minimize the
amount of human effort in ILL
process.
• Provide a mechanism to control
legitimate access by library users,
librarians and participating libraries.
• Progress tracking exists to enable
users to check about the status of
their ILL requests.
Characteristics
of New ILL system
• Transaction updates to allow both
libraries to keep track and monitor
the loan status.
• Overdue items are automatically
flagged and make known to the
librarians.
• Completed ILL transactions are kept
in the databases for 3 years prior
being archived.
• Statistical report can be generated
for viewing and analysis.
Flow chart
New Request
Flow chart
Renew
Who Involved?
• Administrator - Each participating
library appoints their own admin to
manage and monitor their respective
ILL users. (MySYL representative).
• Librarian – Person in-charge to
process and execute the request.
Administrator
Admin User
Admin User can appoint/add new librarian whom
will be responsible and manage ILL process.
Once the institution’s admin login to the system,
he/she will be directed to his/her university’s admin
page, and able to modify his librarians’ account.
Admin User
Admin able to modify librarians’ email and insert
remarks, reset password, activate or de-activate user
account. Any updates to the librarian’s account will
be notified via email.
Librarian
Roles
Librarian
As a user, he/she can modify his/her account
information such as email and password.
How to use the system
Librarian
To request an item, librarian
need to key in requestor’s
personal data and choose
item types.
There are 6 types of request
can be made: Book, journal
article, conference paper,
chapter of book, dissertation
and upload file.
*Upload file is a function that
user may upload metadata
file to the system. Readable
metadata is on *.ris , *.txt and
*.enw
How to use the system
Librarian
User need to fill in the
request form. This will ease
the supply library to retrieve
the record.
Different item types have a
different required
metadata.
For book, it is advisable for
the librarian to priory search
in KATALOG INDUK PERPUN
and export the record to
metadata format.
How to use the system
Librarian
Search the required item from KIP or other
database i.e. IEEE database and export the
citation or metadata to your desktop.
How to use the system
Librarian
Upload the metadata to the system.
System will read and encoded the metadata
to text readable data.
How to use the system
Librarian
Librarians should verify the data before submitting the
request .
To view your metadata you may click on the VIEW
THE FILE HERE
How to use the system
Librarian
Once record submitted, user need to choose
respective librarian and institution that may respond
to his/her request .
User may also choose list of librarians from the
institution that was selected. User also has an option to
receive copy of email of the request.
How to use the system
Librarian
Requested item record is available at REQUEST FROM OTHER
INSTITUTION page.
Any unprocessed request, there is a CANCEL button at the end of
the row for users to cancel the request. However for the processed
request there is no cancel button provided .
Librarian may click the DETAILS button to get the detail of the
request. They may also use the ALERT button to communicate with
the requestor.
How to use the system
Librarian
There are 2 types of
cancelling request i.e.
by item and by
institution.
Only unprocessed item
can be cancelled.
How to use the system
Librarian
To check any request, user can click at the “Request from other
institution” button.
To start processing the request, user click on detail button and user will
be redirect to the item detail form.
When the status of the item is RETURNED, user may hide the report by
clicking the HIDE button. This may useful to minimize the view of the
request item list.
How to use the system
Librarian
If user agree to provide the item, once he/she click on the submit
button, all the same request to other institution will be cancelled.
For example if MMU request a book from UUM and UPM and librarian
from UPM agreed to supply the item, automatically request to UUM will
be cancelled.
In addition, if the supply library reject the request, other responded
librarians are not affected.
Current Status
Current Status
• The system is installed initially in MMU
library for a pilot run and further
evaluation.
• This system run in a development
server until the new server is ready.
• Beta version has been reviewed and
tested by the librarians.
• After full fledge installation, training will
be conducted in 1st quarter of 2013.
Further
Enhancements
Future Enhancement
• Enhancing the interface for more user
friendly.
• Integrated with the library’s web page
to provide the added ILL functionality.
• Requestor may directly request to the
PAP and librarian can choose valid
request base on the library profile.
• More Integration with the KIP.
Strength, Opportunities,
Challenge, and Threat
Strength &amp; Opportunities
• Focus on specific institutions (Academic)
that mostly required similar item type.
• Opportunities to enhance the system to
meet the user requirement.
• Cost saving.
• All transactions recorded either by email
or system.
• Able to export metadata from KIP or
Other Online databases.
• Maintaining and Enhancing the system
can be discussed on the MYSYL platform.
• Standardize reporting for KPI.
Challenge &amp; Threat
• There are differences in ILL policies
and rules among all institutions, such
as diversity on patron type, item
type fee and fine.
• Cooperation and responsibility.
• Changing mindset of requesting
item from traditional method to a
new system.
Conclusion
An integrated ILL system for PERPUN
has been proposed and developed.
The overall improvement in speed
and efficiency of the ILL service will
enable a large number of ILL request
to be handled and this definitely will
enhance resource sharing among
participating libraries.
Q&amp;A
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