EPIC History

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Where did it begin ?
PER:NA Proof of Concept Project
Project Team
Project Plan
First Cost Allocation Model

Where did it begin?

The Te Puna Strategic Advisory Committee asked National Library's Te Puna Support to write a scoping report on a national purchasing consortium.

In mid 2002 the National Library of New Zealand - Te Puna Mātauranga o Aotearoa sent out a survey to libraries asking if they would be interested in being a part of a consortium, would they accept it if it is self funded and what content would be the most valuable.

Survey Results

There was a 42% response and all but one library were interested in being part of a self funded consortium.

Two thirds of all respondents priorities would be met by:

· Newspapers
· NZ focus material
· Social Sciences and Humanities
· Science
· Business/finance
· Health/Medical
· Official Information/Law

Working Groups

Two multi-sector working groups were established to get a national electronic site licence to the point where recommendations on structure, funding and content could be made to the wider library community.

Evaluation Group

Aimed to evaluate and recommend online resources that will be of maximum benefit for all libraries in a national consortium.

Governance Group

Aimed to recommend a governance, funding and structured partnership model for the set up and ongoing function of a national electronic site licensing consortium.

PER:NA Proof of Concept Project

To take the project forward the National Library of New Zealand agreed to fund a six month project to develop a multi-sector library consortium to deliver cost effective, reliable and timely access to at least two e-publications of confirmed quality for NZ libraries and their customers.

The Proof-of-Concept project would determine whether New Zealand libraries are ready for a consortium approach to electronic resources

Subject areas

The NESL Evaluation Working Group performed a lot of careful analysis to identify subject areas that would have widest appeal to New Zealand libraries so that we could get a high-level of interest and buy-in for an initial implementation. The following subject areas were identified:

New Zealand Newspapers
General / Business Health (with consumer emphasis)
General Reference (dictionaries, encyclopaedias, etc.)
General Science

Since the Proof-of-Concept project aimed to purchase two initial packages it focused on the first two subject areas. However, negotiated packages could cover other subject areas in the list.

Project team diagram

Steering Committee

Public Libraries
Beverly Fletcher
Rodney District Libraries

Universities
John Redmayne
Massey University Library
(also TPSAC Representative)

Special Libraries
Moira Fraser
Parliamentary Library
(also Advisory Group Representative)

LIANZA
Dave Clemens-Christchurch College of Education

Polytechnics
Diane Friis Twist Library - EIT Hawkes Bay

Schools
Adaire Hannah
Wellington High School

Project Sponsors

Graham Coe - National Library (Sponsor)

Alison Elliott - National Library (Co-Sponsor)

Advisory Group

Geoff Kelly, Open Polytechnic of NZ

Moira Fraser, Parliamentary Library

Sue Esterman, Scot's College

Jane Thomsen, Hutt District Health Board

Michaela O'Donovan, Wellington City Libraries

Deborah Olson, Wellington City Libraries

Nigel Taylor, MSD

Jill Best, Tauranga District Libraries

Alan Smith, Victoria University of Wellington

Kathryn Bolland, National Library of NZ

Project Manager

Fiona Rigby - National Library

Contract Requirements Team

Sue Scott - Waitakare District Libraries

Keitha Booth - National Library of New Zealand

Tracy Parsons - Parliamentary Library

Ruth Halliday - Hutt City Libraries

Jean Ballentyne - IRD

Deborah Olson - Wellington City Libraries

Technical Working Group

Geoff Kelly - Open Polytechnic

Adrienne Kebbell - National Library

Douglas Campbell - National Library

Fiona McGregor - Wellington City Libraries

Brent McIntyre - Parliamentary Library

Negotiation Team

Barbara Garriock - Institute Librarian, Manukau Institute of Technology Library

Anne Anderson - Manager, Bibliographic Services, National Library of New Zealand

Moira Fraser - Parliamentary Librarian

Graham Coe - Director, Electronic Services, PER:NA Project Sponsor

Project role/function chart

Project Role	Function
Project Sponsor	Provide the projects overall direction. Responsible for providing feedback to the Project Manager and team about changing policies, legislation, business objectives and personnel, and/or technical issues that might have an impact.
Project Steering Committee	At a strategic level, guide and monitor the project and make necessary strategic decisions.
Project Manager	Manage and monitor project activities on a day-to-day basis.
Advisory Group	Represent New Zealand libraries. Provide advice to the Project Manager on the needs and requirements of the user community
Contract Requirements Team	Develop the list of requirements for contract negotiations with suppliers
Negotiations Team	Negotiate with vendors to obtain a contract that is beneficial to consortium members
Technical Working Group	Assist the Requirements working group in the development of technical requirements (authentication, access, infrastructure)

Project Plan

MILESTONE AND DESCRIPTION
Project Plan: The project plan document defines the project, outlines the work that is to be done and identifies key milestones, dates and responsibilities.
External Communications Website The external website is a key communications mechanism for libraries that wish to learn about the status and progress of the project.
Communications Pla n The communications plan defines the audiences for the project and outlines the frequency and content of communications. For this project communications include: Monthly articles in Library Life Monthly updates to the project website Email updates to listservs, with links to the project website.
Contract Requirements Workshops The Requirements Working Group is responsible for developing a list of criteria for consideration in negotiations with vendors. These requirements include: Use of the e-resources (e.g. interloan, copying/copyright, archiving and backfile access) Pricing (e.g. tiered pricing, flexibility in payment options, caps on price increases, pay-per-use/user numbers) Contract issues (e.g. start date, cancellation policy, flexibility of content, update frequency, single vendor point of contact, content change notification) Access issues (e.g. remote access, user identification). These issues need to be discussed with the Technical Working Group, which will be focussing on infrastructure and technology issues.
Libraries to trial potential E-Resources
Issue Tender Documents Once the Contract Requirements have been determined, we can document them and issue a Request For Proposal to competing suppliers for the selected categories of e-products (one RFP per product category).
Supplier Evaluation The project team with evaluate supplier responses to determine which is offering the better deal for NZ libraries.
Vendor Contract Negotiations
Resource Package Evaluation While contract negotiations are underway, the selected package(s) will be made available to libraries.
Sign Contract(s) with vendors If sufficient numbers of libraries commit then contracts with vendors will be signed.
Libraries have access to resources
Project Evaluation Report Once rollout has started we will carry out a review to evaluate the success of the Proof-of-Concept project. This will include a benefits analysis and a recommendation on whether the consortium purchasing approach is viable for the New Zealand library community.

The 2004/2005 Cost Allocation Model

The 2004 – 2005 cost allocation was developed by a sub-team of the PER:NA Steering Committee, then approved by the entire Committee.

Members of the sub-team are experienced representatives from a range of library sectors. They gathered information from libraries in their sectors to design a cost allocation model that is fair and affordable for all libraries – whether small, medium or large. The allocation also includes a small contribution towards administration costs for managing the consortium.

The pricing principles used were:

Pricing should be fair
Pricing should aim to be affordable for all libraries
Pricing should aim to be attractive to small libraries in every sector
There should be clear benefits from membership of the PER:NA consortium
Pricing structure should be simple to understand
Pricing model should include a contribution towards PER:NA administration costs.

Pricing Band	Library Description
Band A	Schools
Band A	Special libraries - Charitable Trusts
Band B	Public libraries - small (population base <30,000)
Band B	Special libraries - small libraries
Band C	Special libraries - small company libraries
Band D	Public libraries - medium (population base 30,000 – 50,000)
Band D	Special libraries - medium libraries
Band D	Tertiary libraries - small
Band E	Special libraries - medium company libraries
Band F	Public libraries - large (population base 50,000 – 100,000)
Band G	Special libraries - large libraries
Band H	Tertiary libraries - medium
Band H	Special libraries - large company libraries
Band I	Public libraries - large (metropolitan population base >100,000)
Band I	Tertiary libraries - large
Band J	National Library of New Zealand Te Puna Mātauranga o Aotearoa