Scaling Up a Collaborative Consortial Institutional Repository

Together, we are developing an affordable, open-source, and collaborative institutional repository solution based on the Hyku software.


  • Hyku in Development and Production + Demo

    Within our IMLS grant project, we have been working hard with our product management team and developer Notch8 to define and develop consortially-focused improvements to Hyku. For example, last month we shared some logistics for building collaborative workflows, working towards a master dashboard to control multi-tenant user permissions.

    At the same time as these development activities are taking place, this project has also focused on the practical aspect of making the existing version of Hyku usable for our consortial partners to pilot as a working institutional repository.  Our work has thus branched into two separate areas: Development and Production.

    The Production arm of our work focuses on readying the existing Hyku Commons product for real-world pilot use starting this summer.  As a result of user testing from both the PALNI and PALCI sides, we’ve been submitting tickets for small bug fixes and minor improvements which are now happening parallel to the development of features as outlined in the IMLS grant.  Notch8 has devoted a lot of resources to our project in both arenas, and we’ve established a great working relationship and clear communication of needs from both sides.

    To date we’ve created two clear and separate working instances of Hyku for Development and Production.  First, the Development instance acts in a number of purposes:

    1. A sandbox for PALCI and PALNI institutions to preview and test a Hyku tenant
    2. A staging area for Notch8 to preliminarily roll out updates, bug fixes, and new features

    Second, the Production instance is where work is deployed once tested in the Development environment and also where pilot repositories will be built. It will be publicly available as a working repository soon. 

    We’ll share the Hyku Commons product (ie, our Production instance) when it has pilot content that is ready to be viewed.  For now, checkout the demo video below for a brief look at our Development environment. PALCI and PALNI libraries can request a test repository in the Development instance using this form.

    Link to five minute demo video here.

  • An Inside Look at Collaborative Workflows

    It’s no surprise that recent global events related to the COVID-19 pandemic have affected libraries across the globe. As we focus on keeping distance to slow the spread, one bright spot is that we have been remotely collaborating on our cross-consortia repository from the beginning, so it’s offered a welcome sense of continuity in troubled times to continue the project.

    Our last posts outline the goals and planned activities of our projects, and in the interim we’ve made excellent progress on defining the requirements and designing the planned outcomes for the first two of our major development activities: 

    • Building collaborative workflows 
    • Theming and branding development

    With this blog post we’d like to focus on introducing what “building collaborative workflows” means to us. Consortial collaboration is more than just sharing costs. We want to create a tool that will allow us to jointly manage a multi-tenant repository infrastructure.  Creating the flexibility for both IR workflows and more “traditional” library-owned content within the same instance of Hyku means enhancing the ability to manage user and tenant settings (enabling different workflows) through the consortial dashboard.

    Our process for uncovering a way to address the rather broad task we’d given ourselves leaned into our collaborative process to uncover the places where workflows overlapped and diverged among our consortium members. We asked our Product Management Team to articulate the types of collections they hoped to build with Hyku. They described the types and sources of materials, as well as the people involved, thus identifying where workflows overlapped and diverged among our consortium members. 

    From these we next began to brainstorm through narrative scenarios of various workflows. These helped to highlight specific shared workflow tasks as well as gaps in the current Hyku product. We also examined the existing user roles and permissions available within and across tenants and articulated the need for some additional levels of permission through narrative documents, matrices, and visualizations of these shared workflows.

    By working through this process we realized that a robust dashboard for user/role assignment, and the expansion of a few more roles, would enable us to manage these flexible workflow options. The current multi-tenant administrative dashboard for Hyku only allows for the creation of new tenants and the creation of users. We would need something far more powerful to assign users to our envisioned permission levels in multiple tenants.

    With this basic idea and our specific needs for user levels articulated, we turned to work with our development partners at Notch8. Talking through each of our requirements documents, we have come up with a rough development plan. Some of our expectations will likely be adjusted based on the feasibility and difficulty of implementation, but our goal of “building collaborative workflows” will remain the same. 

    • First is to decouple the “role” functionality in Hyku from the “group” functionality. Currently, permissions are assigned at both levels which can work at cross-purposes. 
    • Next we will develop the dashboard needed to control these permissions. This part will require us to put our creative thinking caps back on to more fully define what this looks like.
    • Finally, we will work on implementing roles at the tenant level through the new dashboard.

    We hope you’ve enjoyed this little peak behind the curtain at this behind-the-scenes “collaborative workflow” of our own: a cross-consortial development process between partners in three different states and two different time zones, using shared online tools, working asynchronously but together. We look forward to sharing our results in the future.

  • Goals, Activities, & an Update

    At the end of 2019, we posted an introduction to our Hyku project, Scaling Up a Collaborative Consortial Institutional Repository (made possible with support from IMLS).  Now we are sharing some of the high-level goals and phases for the project, as well as a status update.  Stay tuned for progress on these activities!

    Goals:

    1. Contribute an affordable open source IR tool to consortial communities

    2. Develop a model for collaboration and shared infrastructure that is easily adoptable

    3. Further grow the Hyku community

    Activities:

    Phase 1: Specification – In progress

    • Needs assessment for use cases, workflows, and functionality
    • Specification gathering for ETD and OER worktypes and workflows 
    • Collaboration with external advisors feedback
    • Exploration of consortium scale DOI services 
    • Distillation of specifications for development planning

    Phase 2: Development – to start in April 2020

    • Building collaborative workflows 
    • Theming and branding development
    • Multi-tenant viewable works and searching
    • Enhance data exports for improved discovery
    • ETD and OER worktype implementation and versioning
    • Integration with external Hyku development efforts 

    Phase 3: Pilot and Communication

    • Early development testing
    • Pilot phase
    • Project reporting, documentation, and training 
    • Build out sustainability/governance/business models 
    • Outreach & communications 
    • Contribute code and development efforts back to Hyku/Samvera community

    Update:

    Working with our Product Management Team’s use case scenarios, we are currently defining improvements we want to make to Hyku to support consortial workflows. So far, we’ve identified the need for more levels of user permissions than standard Hyku offers, and tools to assign users to roles across more than one tenant. These will allow consortia to collaborate together on things like collection development or metadata creation, if they so desire. 

    Our next big area for exploration are the needs for easy look and feel customization and feel, and non-repository features of each tenant (things like widgets for displaying featured items, or social media feeds, etc.).  Soon we’ll move on to development of these first two areas, while we continue to flesh out our needs for an ETD worktype and DOI services, among other features. Check back in on this space for more on these in the future.

  • End of 2019

    Earlier this year, in July of 2019, PALCI (the Pennsylvania Academic Library Consortium, Inc.) and PALNI (the Private Academic Library Network of Indiana) were awarded a grant from the Institute of Museum and Library Services to develop the Hyku repository software into a meaningful solution for library consortia. The project team will periodically make updates to this blog on our progress, and we’d like to start with an introduction to the project and a glimpse into what we envision for the future.

    The collaboration between PALCI and PALNI began more than a year ago. In 2017, PALCI and PALNI engaged members of the International Coalition of Library Consortia (ICOLC) in meetings at the American Library Association Midwinter and ICOLC Detroit conferences to discuss consortial IR needs where over thirty consortia expressed interest in collaborative IR efforts. After discussions with other consortia, and having completed an extensive environmental scan, the partners identified Hyku to have the highest long-term potential as an affordable, scalable consortial solution. 

    In Fall 2017, PALCI piloted a scaled-back, hosted version of Hyku, the only available open source, multi-tenant IR software. The HykuDirect pilot was part of a grant project run by Stanford, DuraSpace, and Digital Public Library of America (DPLA) and funded by IMLS (LG- 70-15-0006-15). Tests showed the software was promising, but additional development work was required to build on the success of this project. In early 2018, PALNI developed a Consortial IR Vision (https://goo.gl/58HCuz), which provides a graphical sketch of the desired multi-tenant environment, maps out specifications for several functional levels, and defines user management needs. This document has been shared and used widely across the consortial and library communities and has been effective in conveying the consortial IR vision to partners and service providers. 

    Our new IMLS-funded project will allow us to further develop, test, and evaluate the product in order to move toward a production-ready service. Notch 8, a web development firm with substantial Hyku expertise and a leader of and major contributor to the Samvera community, has been identified as the project’s lead application developer to create a multi-tenant Hyku instance for shared use by our two consortia through this project.

    Our first step in the project was to convene a group of representatives from across our two consortia into a Product Management team to help us define the features needed for truly collaborative workflows. These features will enable consortia members to work together in the creation and management of repositories, allowing members to share the burden of administrative tasks like metadata creation, enacting embargoes on content, or clearing copyright if they choose to collaborate. In addition, we will be developing new worktype models for electronic thesis and dissertation (ETD) objects and open educational resources (OER), and working on the ability to customize features for individual tenants.

    Our Product Management group have begun their work and we expect to begin heavy development in early 2020. A pilot project will follow in the summer, during which we will develop our plan for future governance and sustainability among consortia members. In the coming months we hope to be able to share here documentation of our plans and progress.