Implementing Koha in an Indian Academic Library
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This document discusses IIM Ahmedabad's implementation of the Koha integrated library system and outlines some of the challenges and benefits they experienced. Key points include: - IIMA migrated their data from their old system to Koha by exporting it to Excel files and then converting it to MARC format for import into Koha. - They customized many aspects of Koha to meet their needs, like adding custom fields and reports. - Initial challenges included a lack of Indian vendor support and dependence on the startup company. - Benefits included reduced time for routine tasks, improved user experience, and empowered library staff. - Suggestions for Koha improvements include adding a payment gateway, SMS alerts,
Implementing Koha in an Indian Academic Library
- 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 VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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. VSL | IIM Ahmedabad
- 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. VSL | IIM Ahmedabad
- 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. VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 8. Data Export to Koha • MARC to Koha • Koha –> Tools -> Staged MARC record Management VSL | IIM Ahmedabad
- 9. Select MARC file VSL | IIM Ahmedabad
- 10. Staff Interface >> Log-in Page VSL | IIM Ahmedabad
- 11. VSL | IIM Ahmedabad Staff Interface
- 12. OPAC | http://vslopac.iima.ac.in VSL | IIM Ahmedabad New books with cover image
- 13. OPAC - Online Purchase Suggestion with status VSL | IIM Ahmedabad • Accepted • Order Cancelled (with reason) • Ordered by library (dd/mm/yyyy)
- 14. Online Suggestion Management – Staff Interface VSL | IIM Ahmedabad
- 15. VSL | IIM Ahmedabad Online Suggestion Management
- 16. Suggest book on the behalf of member VSL | IIM Ahmedabad Search the patron name
- 17. ACQUISITIONS GOC rates with History VSL | IIM Ahmedabad
- 18. ACQUISITIONS Exchange Rates (GOC/RBI) VSL | IIM Ahmedabad 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 VSL | IIM Ahmedabad VENDOR
- 20. Ensure "created by" is displayed by the order receiving page VSL | IIM Ahmedabad VENDOR
- 21. Place the new order (Discount, Misc. cost & Item Type, i.e., Books or Serials) VSL | IIM Ahmedabad
- 22. Select exchange rate (with history) while receiving the order VSL | IIM Ahmedabad Search and Select Exchange rate from the history
- 23. • Late order Reminder (Print & Mail) • Cancel order (Print & Mail) VSL | IIM Ahmedabad Email
- 24. Cancel order with History VSL | IIM Ahmedabad VENDOR
- 25. New Order & Cancelled Order (Print & Email Option) VSL | IIM Ahmedabad 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 VSL | IIM Ahmedabad
- 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)… VSL | IIM Ahmedabad 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 VSL | IIM Ahmedabad
- 35. Select mode of subscription VSL | IIM Ahmedabad
- 36. Receive duplicate issues VSL | IIM Ahmedabad Duplicate issue received
- 37. Capture comment while serial is claimed VSL | IIM Ahmedabad Add Comments/Remarks
- 38. Serial module with Binding option VSL | IIM Ahmedabad
- 39. Order information link with Serial VSL | IIM Ahmedabad Invoice Information
- 40. Loose issue >> Binding… VSL | IIM Ahmedabad Search the title Bound together
- 41. …Loose issue >> Binding VSL | IIM Ahmedabad Search the title Bound together with status and new barcode for bound volume
- 42. Serial Expiration by Vendor VSL | IIM Ahmedabad Search the Vendor through drop down menu
- 43. • Report Module (SQL Base) – Variety of reports as per our requirements VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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) VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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! VSL | IIM Ahmedabad
- 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'. VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad
- 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 VSL | IIM Ahmedabad