Koha implementation, ILMS, OSS

1. Implementing Koha by Indian libraries
Challenges and benefits
VSL | IIM Ahmedabad February 21, 2017
Dr. H. Anil Kumar
Librarian, Indian Institute of Management Ahmedabad

2. Introduction
• Context specific to IIMA
• Not satisfied with existing ILMS – mainly
driven by user needs – tracking / monitoring
recommendations
• Explored various options from 2007 and
zeroed in on OSS
• Finally selected Koha
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3. Data Migration
• Export Data from LibSys Software
• Below steps followed in LibSys Software
– Export all Bibliographical Data from Import/Export
feature
– Export all Data from Accession Register
– Export all Data from Invoice Register
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4. Data Migration
• Make three excel files from imported data
i.e.
– LibSys Import/Export file
– LibSys Accession Register
– LibSys Invoice Register
• Make one master excel file using above three
files with MARC tag as heading.
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5. Data Migration
• Make three excel files from imported data i.e.
– LibSys Import/Export file (Sheet-1)
– LibSys Accession Register (Sheet-2)
– LibSys Invoice Register (Sheet-3)
• Make one master excel file using above three sheets with
MARC tag as heading.
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6. MARC tags for Excel fields
Acc.No – 952$p | Title – 245$a | Author – 100$a | ISBN – 020$a | Call No – 082$a$b etc.
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7. Data conversion in MARC format
• STEP – 1 = Convert Master excel file into CSV format (Save as
CSV)
• STEP – 2 = Convert CSV file in to MARC using MARC Edit
software
Download Marc Edit - http://marcedit.reeset.net/downloads
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8. Data Export to Koha
• MARC to Koha
• Koha –> Tools -> Staged MARC record Management
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9. Select MARC file
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10. Staff Interface >> Log-in Page
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11. VSL | IIM Ahmedabad
Staff Interface

12. OPAC | http://vslopac.iima.ac.in
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New books with cover image

13. OPAC - Online Purchase Suggestion
with status
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• Accepted
• Order Cancelled (with reason)
• Ordered by library (dd/mm/yyyy)

14. Online Suggestion Management – Staff Interface
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15. VSL | IIM Ahmedabad
Online Suggestion Management

16. Suggest book on the behalf of member
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Search the patron name

17. ACQUISITIONS
GOC rates with History
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18. ACQUISITIONS
Exchange Rates (GOC/RBI)
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Home › › › Administration › › › Currencies & Exchange Rates
GOC Rates - IIMA Customization with History
GOC & RBI rate with history

19. Basket name (Alpha Numeric); Mode
of Acquisition and Item type
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VENDOR

20. Ensure "created by" is displayed by
the order receiving page
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VENDOR

21. Place the new order (Discount, Misc. cost &
Item Type, i.e., Books or Serials)
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22. Select exchange rate (with history)
while receiving the order
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Search and Select Exchange
rate from the history

23. • Late order Reminder (Print & Mail)
• Cancel order (Print & Mail)
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24. Cancel order with History
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VENDOR

25. New Order & Cancelled Order
(Print & Email Option)
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By VENDOR and then by
BASKET

26. Payment Details in Acquisition
Module (Internal Accounting)

27. Payment Details in Acquisition
Module…

28. …Payment Details in Acquisition
Module

29. Circulation Module – Print patron card
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30. VSL | IIM Ahmedabad
• Circulation Module – Patron Card

31. VSL | IIM Ahmedabad
Pay Fine with Payment Notes
Add receipt number
Add receipt number

32. Patron modification (Batch)…
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Add patron card numbers

33. VSL | IIM Ahmedabad
Change the category in one shot, i.e.,
PGP-1 to PGP-2
Change the expiration date in one shot
Change the status in one shot, i.e., TERM OVER
…Patron modification (Batch)

34. SERIALS: Ability to Print & Email New/Renewal order
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35. Select mode of subscription
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36. Receive duplicate issues
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Duplicate issue received

37. Capture comment while serial is
claimed
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Add Comments/Remarks

38. Serial module with Binding option
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39. Order information link with Serial
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Invoice Information

40. Loose issue >> Binding…
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Search the title
Bound together

41. …Loose issue >> Binding
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Search the title
Bound together
with status and
new barcode for
bound volume

42. Serial Expiration by Vendor
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Search the Vendor through
drop down menu

43. • Report Module (SQL Base)
– Variety of reports as per our requirements
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44. Challenges
• There was no vendor support in India
• Encouraged a startup – Libsoul then moved
to Infibeam, OSS Labs, and now Informatics
• Challenges of living through the roller coaster
ride of a startup
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45. Challenges
• Fear of failure
• Leading with doubt – long time taken to
convince all staff
• Passion for OSS
• Dependence on vendor for customisation
• Dependence on PERL programmers
• Customization (not recommended)
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46. Challenges
• Path full of challenges
– Vendor changes
– Initially was not a viable business in India
– Mindset – OSS means – “free”
– No peer encouragement
– Always on experimentation mode
– No Indian context for backend operations
– Attraction was ‘user friendliness’
– Due to long time in implementation – staff frustation
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47. Benefits
• Started from the scratch
– Better understanding of library operations by staff
leading to reassessment of current practices
– Training vendor staff
– Creation of manuals
– Culture of meetings, minutes, targets, monitoring
and follow-up
– Merger of professional and non-professional
knowledge
– Coming to the fore - LIS and IT skills of library staff
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48. Benefits
• Non dependence on IT staff of the Institute
• Improvement in the Image of the library
• Reduced time in routine operations like
reminders, alerts, etc
• Happy customers
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49. Benefits
• A important reference point for Koha
installation in India
• Training and Koha exposure centre
• Many IIMA customizations are today part of
Koha today
• Proud staff!
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50. Suggestions
• In-built payment gateway
• Late serial reminder in print and mail format (like books)
• In-built SMS alert facility for overdues, issue-renew
confirmation and registration, etc.
• Mobile friendly OPAC
• Integration with ERMS like CORAL or should have provision
for managing Electronic resources and their usage
• In KOHA staff client, Hold confirm tab in Patron Account. By
clicking on that, user would get an email of 'Hold available
for Pick-up'.
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51. Suggestions
• Like purchase suggestion, the system should
have ILL or data query request option; so that
their request detail can be stored in Koha
account and users will able to check the status
of ILL and other requests.
• Should have facility of subject guide, can be
integrated with SubjectPlus?
• Integration or plugin of online news (for e.g.
Business news website of Bloomberg news) in
Library OPAC main page
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52. Broader issues
• Koha Support in India – need more options
• Indian Koha community mailing group
• Number of Koha installations in India (<260) … there are
many partial users
• A union catalog of all Koha users or a group of institutions
like IIMs, IITs, NITs, etc. – why not a ‘federated search’?
• Training of Koha to LIS students, as a part of curricullam
• Support from professional organizations / associations
• Regular meetings of Koha users
• Installation should be easy and user friendly
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53. Thanks
anilkumar@iima.ac.in