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Implementing Sierra @ USL

Implementing Sierra @ USL. University of Sydney Library. Jane Barton and Isis Bibaoui, November 2012. Coordinating the Migration. Coordinated by Integrated Library Systems Management Group (ILSMG) ILSMG consists of functional experts from all service areas and head of Library IT Services

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Implementing Sierra @ USL

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  1. Implementing Sierra @ USL University of Sydney Library Jane Barton and Isis Bibaoui, November 2012

  2. Coordinating the Migration • Coordinated by Integrated Library Systems Management Group (ILSMG) • ILSMG consists of functional experts from all service areas and head of Library IT Services • ILSMG • liaised with III, Library staff, Library groups and Library Management as required • Designed and delivered staff training sessions • Responsible for all communication to library staff on migrations (email, Intranet Page, InfoBlog, presentation at various meetings • Sierra list invaluable source of support and information

  3. Overview of Pre-Live work

  4. Technical specs @ USL • Sierra Database – Virtual Machine: • Platform: VMware Infrastructure (vsphere) 4.1 • Operating system: Redhat Enterprise linux, 64bit, release 5.8 • Memory:  32GB RAM • CPUs:  8 x virtual CPUs • Disk space is provided by Fibre Channel SAN administered by our Central IT department, the sizes are as per III specifications • Millennium server, which became the Sierra Application server: • Its specs are similar but a bit smaller • Platform: VMware Infrastructure (vsphere) 4.1 • Operating system: Redhat Enterprise linux, 64bit, release 5.8 • Memory:  24GB RAM • CPUs:  4 x virtual CPUs

  5. Sierra Users v’s Millennium logins and initials

  6. Sierra users Location Options Settings Preferences Location Options Settings Preferences Permissions + Workflows Permissions

  7. Two Types of Possible Sierra Users

  8. USL Service desk users (generic personal user) • A generic login, prompts only for initials only for financial functions • Some individual personal users exist for staff with specialised workflows • Location • Templates • Macros • Workflows • Permissions • Settings • Sierra Session Service desk user

  9. USL Workroom users (context user) • 2 tier login process Workroom user (similar to a Millennium login) Personal user (similar to Millennium initials)

  10. Sierra Workflows V’s Millennium Modules

  11. Modules Vs Workflows WORKFLOW Millennium Modules Functions becomes WORKFLOW Functions Modes within modules WORKFLOW Functions WORKFLOW Functions

  12. About workflows • A workflow has to be assigned to a Sierra user in order to use the functions listed in the workflow • You can assign workflows to personal Sierra user and to context users • Default workflows – by Millennium module, with all the functionalities listed • While a person might be assigned a workflow, can only use the functions in that workflow if they have the permission to do so • Can tailor workflows, workflow names and order of position of workflow in functions menu • Workflows can be made up of different functionalities, regardless of previous mill module • The same function can be listed under more than one workflow • Need permission to work with workflows

  13. Workflow Example @ USL – Workroom Workflows Circulation Serials Acquisitions Cataloging Interlibrary Loans Program Registration Reports Article Reach

  14. Staff Familiarisation

  15. SIERRA Initial thoughts on Introducing Staff to Sierra …. • Run Millennium at the same time as Sierra • Train staff in Sierra a group at a time • Slowly migrate staff across to Sierra BUT …..

  16. Decided to migrate all staff STRAIGHT to Sierra • Can run Millennium side by side but has to be reloaded, and there is an icon for each module • Uses the same users and initials and data as the Sierra system – so any problems with this would also impact Millennium users • Some functionalities (such as create lists and ArticleReach) only available in Sierra once migrated. • Once we had access to ‘Grizzly’ became clear that Sierra had exactly the same functionality as Millennium, with a different look and feel and some changes in navigation • Wish to have all staff using Sierra before the second phase of Sierra started • Didn’t want to see Millennium hanging on in use like telnet – we still had diehard telnet users up until last year! • Experiences being reported by other libraries on the Sierra list …….

  17. Sierra vs Millennium – migrated libraries’ experiences “We have been live for two days… None of the issues reported have been with staff not knowing how to perform a task. That part is genuinely easy.” MARINet Consortium of Academic & Research Libraries “We migrated everyone to the Sierra interface on day 1.  This move met no resistance, unlike when we migrated from telnet to Millennium.” Appalachian State University Library

  18. Focused on the idea of managing change and anxiety rather than on the idea that ‘training’ was required • “Staff Familiarisation” rather than training • Sierra Page on Intranet created – link to III presentations on it, link to Familiarisations session presentations • Staff sessions run every day in two weeks prior to go live date • Power point presentation: • Side by side slides of Millennium Screen • Stressing same functionality, different look and feel • About logins and workflows • Detail of what was different (enhanced searching, underlying structure) Staff training

  19. So what happened when we went live?

  20. Going Live – Overnight Tuesday 6th November 2012 • Now been live for just over a week • Catalogue down during go live for 10 hrs, library notices not sent during period – switched on ability for clients to use Cross Search. Used training server as back up for staff. • ArticleReach supply and mediation switched off • Off line circulation utilised • Took much longer than anticipated; problems at both ends. • Within 14 hours all functionality except ILL and ArticleReach. • After testing of functions, rolled out by login

  21. Going live: problems encountered • Docdel files not displaying • ArticleReach not accessible • Web services module – used to import patron data and web fine payments had problems. • Fine mop up because of off line circulation limitation • Many emails and calls to III during process. • About a week of fine tuning needed.

  22. What would we do differently • Make the day of the implementation a day closed in your days closed table so that nothing is due • Download Pending and New docdel files – just in case. • Expect system to be down for a whole day, advise staff and clients • Negotiate as early a start time as possible • Get as much information on what ports need to be open (if applicable) • IT services cc’d on all communications during live deployment • If you have a training server, synchronise with production as close to migration as possible. Training server’s webopac can be used by staff.

  23. Any further questions?

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