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Migration Update

SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director Tinley Park Public Library August 12, 2014. Migration Update. Migration! SWAN Staff Activity. SD Consortia Summit Timeline Updated Symphony Profiling Underway

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Migration Update

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  1. SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director Tinley Park Public Library August 12, 2014 Migration Update

  2. Migration! SWAN Staff Activity • SD Consortia Summit • Timeline Updated • Symphony Profiling Underway • Data Extracted from Millennium & Undergoing Analysis by SD • Additional Teams Formed

  3. Migration Update • Summit #2 : July 28 Meeting with 4 SirsiDynix Consortia • CCS, LINC, MAGIC, & RSA • Review SWAN Symphony Profile Draft, aka “Sanity Check” • SWAN incorporating suggestions & feedback • Consortia experience & administering the ILS important considerations • SWAN path selected: more work at onset, but better for long term

  4. Migration: Updated Timeline 8/12 Start to Offline Circ4/11 – 4/13 Library Staff Access Mentor11/3 Install Workflows All Library Staff1/16 COW8/12 Member Libraries Quarterly9/4 Suspend Tech Services4/4 July 21 September 11 November 1 December 21 February 11 April 1 StartWed 6/11/14 FinishWed 4/15/15 ProjectPrep Policy Profiling SWAN Core Training9/15 - 1/16 In Person Library Staff Training2/3 - 4/10 Test Data Load 3rd Party Int. Enterprise Config. SVA SWAN staff Load Policies8/13 Final Data Call and Data Resolutions3/23 Unique Management Onsite10/13 Symphony 3.5 Upgrade1/4 Install Symphony Production Environment7/16 GO LIVE 4/14 Install Workflows Implementation Team9/1

  5. Migration • Lending & Borrowing • Patron Notification • Security • MARC & Item • Patron fields • Types/Groups • Mapping • Acquisitions • Cataloging Group • Circulation • Searching • UIX for Discovery/OPAC • 77+ Profiles • Enlist library grp • eResource Central setup • Collection mgmt Before Go Live • Profiling • Data Migration • Training • Search • E-books • EBSCO Discovery Service • Online Subscriptions Integration • Self-checks • Peripheral hardware (spine labels, etc.) • RFID, AMH • Online patron payments • Debt Collect • RB Billing • Credit Cards • Analytics • Ad Hoc Rpts • Info for Patrons • Enlist Library PR staff • EDS • 3rd Party Integration • Financials • Reports • PR • SD person on site 3 days (pre, during, post) • Address issues • 12 weeks of phone calls • SWAN staff grp • BookMyne+ • MobileCirc • Facebook app • Enlist library grp? • Portfolio • Conversion • OMAI harvesting After Go Live • Go Live • “Sure Start 12” • Mobile • Social • Digital Collections

  6. Profiling Team • SWAN Staff Building Symphony • Required Codes & Counts • Libraries (84) • Locations (236) • User Profile (198) • User Categories: 12 types (700+) • Item Types (83) • Item Categories (underway) • Loan Periods (21) • Circulation Rules (99) • Billing Structure (underway) • Circulation Map (1,300) • Hold Map (670)

  7. Profiling: How Symphony Circ Map Works Circulation Maps User Profile Library Location Item Type Circulation Rules Loan Period Billing Structure

  8. Data Migration Team • Comprised of SWAN staff (same as Profiling Team) & SD Data Migration Specialist • Mapping the Millennium data to New Symphony Codes • Perfecting Innovative Interfaces final data extract • Build New Servers: all virtual machines (“VM’s”) • Evaluating data load with SD • Recommendations on Millennium data cleanup forthcoming: August – December ‘14

  9. User Interface & Discovery Team • UX & Discovery team: 3 library staff & SWAN migration staff • Anthony Andros, Tinley Park Public Library • Keisha Hester, Calumet City Public Library • Tara Wood, Oak Park Public Library • Team will support SWAN staff during the migration & provide input to SWAN staff on • OPAC configuration: Enterprise work starts October 2014 • Consult on the development of a training plan for public service staff • Contribute to training as needed, potentially creating print or digital training aids and/or presenting group training sessions • Desired enhancements

  10. Public Relations Team • The team will support SWAN staff during the migration, and will comprise up to five staff from member libraries with experience in public relations, marketing, and/or graphic design • Team members will consult on the development of a • Communication plan • Talking points • Create tools or graphics for library use • Contribute content to a patron-facing support site • As part of the communication plan, the team will develop a strategy for the type, number, and scope of tools to be created for member library use • The team will also determine responsibilities for creation of those tools • Team members, SWAN staff, and potentially other member library staff could be responsible for creation of various elements

  11. EBSCO EDS Team • EBSCO EDS = EBSCO Discovery Service “Application Programming Interface” (API) • Connects Library Subscription Databases with new OPAC Enterprise • Led by SWAN Special Projects Coordinator Rebecca Malinowski • Meetings with EBSCO Completed • SWAN will be the first consortium to use EDS APIs • SWAN Requesting Libraries to Respond to Forthcoming Survey

  12. Migration Training • September: SWAN Staff begins distance training with SirsiDynix • October: Mentor Webinar for library managers • Early November: All library staff have access to SirsiDynix Mentor • January: Symphony Workflows installed on library workstations • February-March: All Staff Training • Combination of hands on and demos, in person and webinar.

  13. Migration Training

  14. Migration Training • Cataloging • Demo and Q&A (3 sessions): Week of February 2 • Hands On (10 sessions): March 24-April 10 • Circulation • Staff Training (12 sessions): February 23-March 6 • Manager Training (6 sessions): March 3-March 13 • Member Services Site Visits: March 24-April 10 • Enterprise and Workflows Searching for Desk Staff • Blue Cloud Analytics & Symphony Adhoc Reports • Serials • Acquisitions

  15. Migration Surveys • Hardware & Peripherals Survey: Completed • Billing Survey: Completed • L2 Account Update: due Friday 8/22 • Database Integration with EBSCO EDS Document to Complete: Coming Soon • Training Survey: Coming Soon • Other Surveys: Possible, we are learning & building as we go

  16. Hardware Recommendations • Staff Desktop Hardware • Public Desktop Hardware • Tablet Requirements & Recommendations: Coming Soon! • Peripheral Requirements & Recommendations: Coming Soon!

  17. Migration Technology:Required/RecommendedDesktop Hardware

  18. Managing Transitions Where are we? • Entering the Neutral Zone • Very fluid period • Answers will not be apparent • Transition process • Does not end with Go-Live in April ‘15 • Replacing old habits with new ones • Period to Review policies & procedures • Adjust staff response time & commitments William Bridges: 3 Phases of Transition

  19. SWAN Moratorium: August 1, 2014 until Further Notice • No new acquisition library implementations • No further Millennium Loan Rule adjustments • No additional Millennium Location Codes • No library migrations into SWAN • Slower response to original cataloging requests • Staff away from desk • Exceptions: • Emergency or planned library closings • Work related to the migration, e.g. system-wide patron purge

  20. Change Management Workshops SWAN is offering two workshops on October 9, 2014 • Registration required, 1 rep per library, max 77 • Change Management for SWAN Administrators/Directors 9:30AM – 12PM • http://www.librarylearning.info/events/?eventID=17747 • Change Management for SWAN Supervisors/Managers 1:30PM – 4PM • http://www.librarylearning.info/events/?eventID=17748

  21. SWAN RFID Workshop Register Today! Thursday, August 14th from 10am-3pm (with a brief 1 ½ hour intermission for lunch) • What is RFID? • Technologies and Industry Trends • Existing RFID configurations in SWAN Libraries • Data models in-place, types of tags and hardware within SWAN • Vendor Guest Speaker from Envisionware • How to tag or retag your collection • Member Library Experiences with RFID implementations • Member Library Q&A Panel

  22. Proposed Administrative Rules for Illinois Library Systems Section 3030.215 Standards for Core Services to Members (c) Bibliographic Access Standards 3030.215 (c) (1) Encourage full member libraries to participate in a Local Library System Automation Program. Only full member libraries are eligible for Local Library System Automation Program participation; developmental libraries and non-system members cannot participate. Systems should work collaboratively to eliminate existing restrictions on participation by full members in such shared automation programs. The Local Library System Automation Program resource sharing plan should be in compliance with the system resource sharing plan. 3030.215 (c) (2) Explore the potential of emerging integrated library system software and other resource discovery tools that facilitate resource sharing and participate in the creation of a regional and/or statewide Local Library System Automation Program. 3030.215 (c) (3) Develop and strengthen the ability of member libraries’ staffs to implement and use currently available and emerging resource discovery tools.

  23. Questions & Discussion Aaron Skog, aaron.skog@railslibraries.info

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