The Top Ten Things I Learned at IUG 2015

Inese Christman, Assistant DirectorWisconsin Valley Library Service

Wausau, WI

ichristman@wvls.org

715-261-7257

The Wisconsin Valley Library Service (WVLS) is located in Wausau at the Marathon County Public Library (MCPL)

We serve a seven county area: ◦ Clark◦ Forest◦ Langlade◦ Lincoln◦ Marathon◦ Oneida◦ Taylor

WVLS Background information

WVLS provides services to 25 public libraries and 212 non-public libraries.

We are one of 17 library systems in Wisconsin.

V-Cat is the name for our online catalog product.

We are updating to Sierra 2.0 service pac 1 during the week of June 16th.

To find out more about us or to search our catalog, go to: http://wvls.org/

897 Registered attendees 45 States and Washington, D.C. 11 Countries 237 – First time attendees Over 1,000 exhibitors 58 Innovative staff members 126 IUG presenters 29 Innovative presenters

IUG 2015 – Minneapolis, MNApril 13 – 16, 2015

Before we jump off the pier, what is this session going to cover?

What is Real Customer Service? OLS – “Open Library Stack” - What does

that mean for my consortium? What's new with Sierra and Innovative?

◦ PPOR – Product Plan of Record (ROADMAP)◦ Mobile workflow for staff and patrons

Fountas & Pinnell reading levels. How to find the dreaded bad codes and

what to do about them. What does RDA have to do with my life? Encore Duet and EBSCO Discovery Service Basic System Administration tasks that

make a new Administrator's job easier.

Keynote speaker: Kelly McDonald, author of “Crafting the Customer Experience for People Not Like YOU” & “How to Market to People Not Like You” – both titles have been business bestsellers.

The United States is no longer the “melting pot”, but a salad bowl. We are all “tossed” together, but we want to maintain our uniqueness.

What is Real Customer Service?

Customer expectations have changed

You can only have two of these!

Expectation to have all three!

Yesterday – pick any two

◦Good◦Fast ◦Cheap

Today – Expect all three

or the “impossible triangle”

◦High Quality◦Fast◦Cheap

The Purchase Funnel

http://wabankers.com/images/wba/pdfs/McDonald_GeneralSession.pdf

To learn more about this:

“Innovative’s go-forward architecture that will bind together all current technologies and all of their future technologies”

Open, flexible, reliable, secure, and scalable cloud-enabled architecture.

Brings together:◦ Web & mobile◦ Shared Services cloud◦ APIs

Creates the Open Library Experience (OLX)

Open Library Stack - OLS

Innovative’s vision for the future Collaborative – all about the community Sustainable and user friendly Personalized Innovative’s philosophy is to “leave no

customer behind”

Open Library Experience - OLX

New Mobile Worklists app◦ Available in the Apple iOS app store. ◦ Working on the Android version.◦ Enables librarians to use:

tablets/mobile devices to create and track lists of materials

scan barcodes with their device’s camera share lists in the Sierra Library Services Platform

(LSP) for real-time updating and editing.◦ More importantly, as the first product developed

with Innovative’s multi-tenant, cloud-based “Open Library Stack” (OLS) infrastructure

New Mobile Worklists app

Weeding Searching projects Placing items on display Relocation projects - moving items to and from storage, between

branches, and throughout the library Managing new collections Generating lists of course reserve items Labelling projects ILL delivery tracking Inventory projects - See more at:

http://www.iii.com/products/sierra/mobile#sthash.kuV6JktJ.dpuf

Coming Soon – New Mobile App for Patrons!

What will I be able to do with Mobile Worklists?

“Birds of a Feather” discussion on solutions for integrating reading level tools into Sierra.

At this time there is no easy solution from Innovative, but several libraries have work-arounds in place.

Examples: ◦ Gail Borden Public Library District: http://

gailborden.info/collections/1685-guided-reading-level-lists

Fountas & Pinnell Reading Levels http://www.fountasandpinnellleveledbooks.com/aboutLeveledTexts.aspx

Westerville Public Library Wrote php code to construct searches in

Encore for: ◦ Accelerated Reader◦ Lexile◦ Reading Counts

Search Westerville in the IUG Clearinghouse for code

Code to search by reading levels

Trouble brewing

Preconference with Bill Topritzhofer – “Is there a Doctor in the House?”

Bad data such as:◦ Invalid codes◦ Invalid fines◦ Incorrect indexing◦ Duplicate entries◦ Goofy Webpac displays – Connect to

######.jpg – see your 856 field for URL link

Dreaded Bad Codes and What to do about them (Sierra)

Logins – keep obsolete logins under control◦ Delete or repurpose logins◦ Clearly label repurposed logins so you know what

they are for Statistical Group Maintenance

◦ 0-999◦ Indicates where a transaction happened

Item record fields Checkout location, checkin location Statistical reports by Terminal Check to be sure that:

All groups are included and have labels Identified in logins

Stat group “0” – Do NOT use it!

“0” statistical Group is used by the System for:◦ Auto requests◦ Self renewals◦ Telephone renewals◦ SIP2/Express Lane (Self checkouts)◦ SMS (Text messaging)◦ Innovative staff testing

Why not use Stat group “0”?

What to look for:◦ Verify all location codes that are included in

“Locations Served” and make sure that the FIRST location entry is the most generic bib location.

◦ Valid and up-to-date labels◦ All location codes included!◦ Included in logins properly

Locations Served Groups

Space Code The field contains a SPACE character (" ") that is a valid value for the field, but there is no label associated with this value.

No Code The field has a zero length code value (that is, no valid value is assigned to the field).

Bad Code The value is invalid for the field. Possibly this value was once valid, but is no longer.

What is bad code?

Inaccurate report results Not searchable in Create Lists Functionality issues – such as odd checkout

behavior Display problems – in Webpac, Encore, e.g.

Material types

Why is it bad?

Deleted from tables before records Inserted by record template

◦ Null in the fixed fields◦ Removed from table-not template

Valid code with blank label Valid <space> as code

What causes bad codes?

Use Sierra Statistics in FUNCTION Check Field Statistics Select Record type

How to find bad codes?

The Statistics function is a tool for creating a wide range of statistical reports about your database. Such as: How many records are for titles in foreign languages How many records were cataloged in a specified time

period A comparison of the number of records cataloged in one

time period versus the number cataloged in a different time period

Counts of records in each call number range A projection of costs for future purchases, based on

payments made in the past A cross tabulation of one fixed-length field against another

for a range of records (e.g., material types per branch location)

Using Statistics

Statistics offers two main methods of operation, selected by clicking the tabs on the left of the main window:

Saved Queries From this tab, you can

◦ create a new query, ◦ run a saved query, ◦ schedule a saved query, or ◦ edit a saved query. Note that this is the tab presented when

Statistics first starts. Results Files From this tab, you can

◦ view query results and ◦ create reports based on these results.

You should choose your Statistics settings before you begin using Statistics.

Integrating Statistics into Your Workflow

How to Operate Statistics

When a query is run, the server acquires a user license for the process. The user license is released after the data has been accumulated.

Scheduling queries to run during low-demand hours can ease the impact on user license usage.

Note : that the user license for a scheduled query is taken at the moment when the query begins. If a license is not available at the scheduled time, the Results File for that query shows "No License" in the Status column. The query can be restarted manually at any time.

Statistics Function and Licenses

Accumulation Process Licensing◦ This setting determines if the user can start multiple data

accumulation processes in a single session. The three choices are:1. Accumulate in the background

If this option is chosen, the user can start more than one data accumulation process. Each process is launched as a new system process, taking a user license from the pool of licenses available to your user group. If a user license is not available, you will be so advised.

2. Always accumulate in the foreground If this option is chosen, the user can start only one data accumulation

process. This option uses your current user license to launch the data accumulation.

3. Ask each time If this option is chosen, each time the user starts a data accumulation

process, Sierra Statistics asks if the process should run in the foreground (which allows one process only) or in the background (which allows multiple processes by taking a user license from the pool of licenses available to your user group for each).

More on Licensing

FAQ on Bad Codes Go to CSDirect for additional information: http://csdirect.iii.com/documentation/badcode.shtml http://

csdirect.iii.com/sierrahelp/Content/sgstat/sgstat_creating_reports.html

http://csdirect.iii.com/documentation/booltroubleshooter.shtml#bad

Found in the IUG Conference 2015 website under: “N08 A Clean System is a Happy System: or How to Clean up Messy Data” – Kathy Perone

What Does RDA Have to Do With My

Life?

What is RDA?  ◦ Resource Description and Access (RDA) is used in MARC21

bibliographic, authority, and holdings formats and is the proposed successor to Anglo-American Cataloging Rules (AACR2), which govern descriptive cataloging.

◦ RDA updates existing description guidelines and provides a framework for describing all resources.

Get support for your RDA project – funding and administrative.

Use third party vendors for database conversion and ongoing record updates – i.e. Backstage, Marcive, etc.

Keep in mind Sierra Load Table adjustments will be part of the conversion process.

Review Sierra indexes for any needed updates.

RDA for Consortiums

Understand concerns of member libraries – i.e. GMD –remove, keep but not add, or???

Training workshops, templates, and “quick sheets” to simplify cataloging basics in RDA.

RDA changes not only affect catalogers, but also those who use the catalog – library staff and patrons.

Preparation for changing to RDA

Request Innovative Service Commitment: Review current configuration for RDA: http://csdirect.iii.com/support/servcomm_form.php?id=464

Quick Guide: RDA, webpub.def, and WebPAC display: http://csdirect.iii.com/sierra/kb/article.php?cat_id=8&art_id=542

RDA Conversion Services from Innovative

Load Library of Congress MARC TAG validation tables to replace existing tables (Sierra)◦ Use when a new MARC tag or subfield shows is red in Sierra

Load updated Special Field Codes file Review current configuration for RDA

◦ No charge, can and should be repeated and RDA rules are updated◦ Updates load table to support RDA changes or the library’s cataloging

needs If staff has had Load Profile training, they can change their own tables Optionally request that Innovative review load tables and recommend

changes◦ Adjusts indexing for RDA as necessary

Optionally request that Innovative review index rules and recommend changes

◦ Adjust other aspects of validation and display in response to RDA changes Don’t forget to update Record Display Definition File (webpubdef) to display or

prevent display in WebPAC of new fields introduced in RDA Update BIB Templates and any cataloging instructions

Innovative and RDA

Don’t travel two roads – Either RDA or AACR2 going forward Don’t merge records to avoid RDA records for multiple

imprints – Trade vs Paperback GMDs – Bite the bullet and trust RDA will describe your item You have the option to suppress things in the WebPac if you

need to During Authority Control vendors processing of your

database, freeze any editing of bibliographic records. Plan for database clean-up time after processing.

Tips on RDA Cataloging in Sierra

RDA Cataloging in Sierra with Julie Woodruff and Kathy Setter from the Indianhead Federated Library System. See session “R06 RDA and Sierra”

“F09 A Tale of Two Libraries: RDA conversion from an academic and a public library perspective” by Lori Thorrat, Dana Miller, and Marcive

IUG Sessions to consult:

A Encore Duet of Tulips

Innovative and EBSCO Information Services have partnered with EBSCO Discovery Service™

(EDS) to bring users the most comprehensive collection of full-text articles (and eBooks!)

available. Encore Duet is described as a unified discovery solution which:

◦ Includes real time circulation◦ Provides relevancy ranking◦ Provides access to databases with ONE search◦ Offers real time patron information◦ Allows access to archive collections

Encore Duet and EBSCO Discovery Service (EDS)

Encore is 9 years old. Innovative is working on new architecture

for Encore. The single result set from Encore Duet

integrates articles with results from your library.

Users discover all types of content with one search.

More about Encore

Offers access to more searchable full-text information than any other discovery service.

Largest index of the world’s literature. Provides the highest quality content

available. Offers most detailed indexing, including

subject indexing.

EBSCO Discovery Partnership Is a Good Thing

Hopefully, Innovative will make Encore ADA compliant.

And RDA compliant Be able to work with Google Analytics

Promises of improving Encore Duet and meeting deadlines with their new PPOR for Encore

Now for the things to be worked on:

P06 Sierra Tips and Tricks: From a mile-high consortium by Mary Katherine Katzer, Member Services Librarian, Marmot Library Network

Marmot Library Network ◦ Hosts ILS of 1.7 M Bibliographic records ◦ 3 M item records◦ 16 Public library systems, 5 school districts, and 6

academic libraries in Colorado◦ 27 Member libraries with 100 buildings◦ 30 years in business

Basic System Administration Tips and Tricks

Marmot Library Network

On Sierra for 18 months Innovative customer for 14 years Staff of 12 full-time and 1 half-time

Mary’s presentation was targeted specifically for multi-type library systems, but would also be informative for smaller library systems or the single-site library.

Marmot Library Network

Wide variety of options under ADMIN / SETTINGS

Recent patron history, recent search history, recent check-in history and recent record history

Advanced searching or search limiting

Browse query

Awesome functions that are “everywhere”

There are so many options available under ADMIN and SETTINGS. Take the time to look under each of the tabs to see what options can be selected so the system works harder for you. Many fields can be set to “pre-fill” during specific tasks.

When changes are made, make sure to click on “Save settings” and “OK” before you exit. This will save the changes to this user account. Also remember that settings here affect everyone who uses the account.

Browse query Is available in the “search” function of all workflows

Clicking on Tools and then Browse Query will open a window that looks just like what opens in Create Lists. Create the search query as you would if you were using the Create List functionality.

Browse query continued

•Any function or task that requires a name–Create lists (file name as well as saved

sorts, lists, exports, and saved searches)–Record templates–Sierra statistics–Print templates–Data exchange (file names prior to

loading)

Must start with the 2 or 3 letter “base” code of the member’s location code

As Marmot continues to grow, they came to realize

how important it was to have…..Naming standards

Must be three lines long. Used on a regular basis. Difficult to construct. Coded properly.

Marmot Guidelines to Save Reports

Inese Christman, Assistant DirectorWisconsin Valley Library ServiceWausau, WIichristman@wvls.org 715-261-7257

Thank you!