HOLLIS Primo VE Migration
Project Goals
Partner with Ex Libris to customize a PrimoVE environment using the following principles:
Maintain a stable user interface and functionality
Remove technical debt related to Harvard customizations
Evaluate and recommend adoption of new Primo VE functionality
Problem and Value Statements
Problem Statement
Harvard is not using the primary Ex Libris discovery environment, Primo VE. Harvard Implemented the current HOLLIS/Primo Back Office platform in July of 2018 in parallel with the cutover to Alma. At that time, Primo VE was a relatively new product and lacked many of the features of the Primo Back Office. This is no longer the case; Primo VE is now the more robust platform.
Although Primo Back Office is still supported by the vendor, our database size and the complexity of our record sources are increasingly resulting in scaling issues that cause service outages. The vendor has recommended moving to PrimoVE as soon as possible.
Solution Business Value
Implementing PrimoVE for HOLLIS and HOLLIS Images will reduce technical debt. Migrating to the current platform will reduce the occurrence of recent Back Office outages due to scaling a continuously growing database. One major change from BackOffice to VE is the migration from customized Lucene to Solr, which offers better performance and scalability. But there are also several other architectural improvements, like tighter integration with Alma (removing the need for most pipes), modernized infrastructure, improved monitoring and scaling. Together, these make Primo VE more resilient and easier to support at scale.
This move will also allow Harvard to benefit from ongoing development of PrimoVE functionality; Primo Back Office development is limited to security/infrastructure maintenance and does not include new features. New features include:
AI Research Assistant
Author cards based on Linked Data
Discovery showcase – a visual carousel that can be embedded in external sites to highlight library content
New and updated Alma records are available to public within 15 minutes
Improved deduplication tools to support single record presentation for print/electronic journals and books
Integrated barcode search, which will allow us to retire a standalone web app that supports the current customization in Primo for barcode searching
Alignment with Harvard Library Multi-Year Goals and Objectives
Objective 17: Adopt a sustainable organizational approach to technology lifecycle management and preparing for the future
Plan for the sunsetting of systems through service-level agreements and lifecycle planning for all new systems
Address technical debt, including but not limited to retiring and, if necessary, updating or replacing aging and at-risk systems
Vision
HOLLIS Primo VE Migration. | ||
Enable users at Harvard seamlessly discover, request, and access Harvard collections through an upgrade to the next generation of Primo. | ||
Strategic Objectives | Guiding Principles | Key Performance Indicators |
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In Scope/Out of Scope
In Scope
Identifying and replacing current custom functionality with PrimoVE functions.
Enabling new functions in PrimoVE as prioritized by D2D.
Out of Scope
Rework of branding, user interface, labels aside from new features
Deliverables and Work Products
Key Tasks and Outcomes
Task | Outcome | Responsible Parties |
Comparison of Primo Backoffice/VE functionality | Report to ELUNA/IGeLU communities. | Corinna Baksik & the ELUNA Primo Working Group |
Testing and configuration | Functioning release with Harvard full data set consistent with the HL brand. | LTS & D2D Subgroup |
Beta release | Iterative development cycles incorporating user feedback. | LTS, D2D Subgroup, UX |
Final cutover | More stable and dynamic user experience. | LTS |
Definition of Done
This project will be complete we cutover to Primo VE fully for HOLLIS and HOLLIS Images and the prior Backoffice system is taken offline.
Stakeholders
Stakeholder | Title | Participation |
Stuart Snydman | Associate University Librarian and Managing Director | Sponsor/Advisor |
Salwa Ismail | Associate University Librarian for Discovery and Access | Sponsor/Advisor |
Laura Morse | Director, Library Systems & Support | Advisor |
Project Portfolio or Contractor
Role | Member | Affiliation |
Primo VE Task Group Member, Project Lead | Corinna Baksik | Library Technology Services |
Primo VE Task Group Member, Service Owner | Amy Deschenes | UX & Digital Accessibility |
Primo VE Task Group Member | Meg McMahon, User Experience Researcher | UX & Digital Accessibility |
Primo VE Task Group Member | Kerry Mastellar, | Loeb Music Library |
Primo VE Task Group Member | Emily Bell | Harvard Library |
Primo VE Task Group Member | Jonathan Paulo | Harvard Library |
Cost and Estimated Schedule
Phase | Phase Start | Phase End | Completion Milestone |
Comparison of Primo Backoffice/VE functionality | May 2023 | May 2024 | Finalized in 2024 and shared with the community. |
Local development and testing | May 2024 | May 2025 | Recommendation approved by the board |
Recommendation/Project Chartering/Approval | June 2025 | July 2025 | Approval/broad announcement to library community |
Preparation of beta release, including FAQ and other documentation | July 2025 | August 2025 | Fall release of Beta version. Current HOLLIS versions will remain as primary discovery environments. |
UX studies, accessibility audit, iterative updates, apply consistent HL brand to new features | September 2025 | December 2025 | Decision to fully release system. |
Prepare production communication materials (announcements, LibGuides, FAQs) | November 2025 | February 2026 | Announce cutover broadly, provide information on key changes, ensure all documentation is in line with VE features |
Final Migration | Spring 2026 | Spring 2026 | System moved to production |
Assumptions, Constraints, Dependencies, and Risks
Project Assumptions
Project can be accomplished without disruption of the research, teaching, and learning mission of the university.
Migration will result in small reduction of total cost of ownership for HOLLIS/HOLLIS images.
Project Constraints
Scope - This project is a migration, not a complete review of discovery landscape. The goal is to reduce technical debt, not an evaluation of alternative discovery solutions.
Time - Delaying migration increases risk of system instability for a core system.
Cost - There is not a need to separate funding for this project. Existing resources will be used, and there are no known external vendor costs.
Project Risks
There is a small risk that a technical hurdle that would impact the user experience is discovered during detailed configuration.
Currently, there is no process to fully harvest all JSTOR Forum image metadata. There is no repository of this data locally. This requires LTS to address this gap programmatically, which is currently unscheduled work.
Acceptance
Accepted by Stu Snydman, July 3, 2025
Prepared by Laura Morse
Effective Date: July 3, 2025