Migration Update

SWAN Committee of the Whole MeetingPresented by Aaron Skog, SWAN Executive DirectorTinley Park Public LibraryAugust 12, 2014

Migration! SWAN Staff Activity

SD Consortia Summit

Timeline Updated Symphony Profiling

Underway Data Extracted

from Millennium & Undergoing Analysis by SD

Additional Teams Formed

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

Migration: Updated Timeline 8/12

GO LIVE4/14

StartWed 6/11/14

FinishWed 4/15/15

Install WorkflowsImplementation Team

9/1

Suspend Tech Services4/4

Start to Offline Circ4/11 – 4/13

July 21 September 11 December 21 February 11 April 1

Project Prep SWAN Core Training

9/15 - 1/16

3rd Party Int.

Enterprise Config. SVA

In Person Library Staff Training

2/3 - 4/10

Install Symphony Production Environment

7/16

Load Policies

8/13

Unique Management Onsite10/13

Library Staff Access Mentor

11/3

Symphony 3.5 Upgrade

1/4

Install Workflows All Library Staff

1/16

Final Data Call and Data Resolutions

3/23

Quarterly9/4

Test Data Load

PolicyProfiling

November 1

COW8/12

Member

Libraries

SWAN staff

Migration

•Lending & Borrowing•Patron Notification•Security

Profiling

•MARC & Item•Patron fields•Types/Groups•Mapping

Data Migration

•Acquisitions•Cataloging Group•Circulation•Searching

Training

•UIX for Discovery/OPAC•77+ Profiles•Enlist library grpSearch

•eResource Central setup•Collection mgmt

E-books

•EBSCO Discovery Service•Online Subscriptions IntegrationEDS

•Self-checks•Peripheral hardware (spine labels, etc.)•RFID, AMH3rd Party Integration

•Online patron payments•Debt Collect•RB Billing•Credit Cards

Financials

•Analytics•Ad Hoc Rpts

Reports

•Info for Patrons•Enlist Library PR staff

PR

•SD person on site 3 days (pre, during, post)

Go Live

• Address issues• 12 weeks of

phone calls• SWAN staff

grp“Sure Start 12”

• BookMyne+• MobileCirc

Mobile

• Facebook app• Enlist library

grp?

Social

• Portfolio• Conversion• OMAI

harvesting

Digital Collections

Befo

re G

o

Live

Aft

er

Go

Live

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)

Profiling: How Symphony Circ Map Works

Circulation Maps

Circulation Rules

Billing Structure

User Profile

Location

Library

Item Type

Loan Period

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

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

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

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

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.

Migration TrainingSD

Distance TrainingSept or

Oct

SD MentorNovember

SD In PersonJanuary

SWAN Distance Training

Feb - Mar

SWAN In Person:

Hands OnFeb - Mar

5 Circ Mentors & SWAN staff

5 Cataloging Libraries & SWAN staff

15 Acq Libraries & SWAN staff

Serials: All Libraries Searching: All Libraries ?Circulation: All Libraries Cataloging: All Libraries Analytics: All Libraries ?

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

Migration Training

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

Hardware Recommendations Staff Desktop

Hardware Public Desktop

Hardware Tablet Requirements

& Recommendations: Coming Soon!

Peripheral Requirements & Recommendations: Coming Soon!

Migration Technology:Required/RecommendedDesktop Hardware

Hardware Type

Recommendation Type

CPU Memory

Hard Disk

OS / Software

Monitor Resolution

Peripheral Ports

Staff Desktop / Client Workstation

Minimum Required

3Ghz Intel P4 or AMD equivalent

1GB 1GB Windows XP 32-Bit

1024x768 x4 USB 2.0

Recommended

Intel Core i3, i5, i7 or AMD equivalent

4GB or higher

120GB or higher, 7200RPM or SSD disk speed

Windows 7 64-bit or newer

1280x720 or higher

x2 USB 2.0

x2 USB 3.0

Parallel Port

Online Patron Access Catalog (OPAC) Workstation

Minimum required

3Ghz Intel P4 or AMD equivalent

1GB 1GB Internet Explorer Browser 8

1024x768 x2 USB 2.0

Recommended

Intel Core i3, i5, i7 or AMD equivalent

4GB or higher

120GB or higher

Chrome, Firefox, Public Web Browser

1280x720 or higher

x2 USB 2.0

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

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

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/?e

ventID=17747 Change Management for SWAN

Supervisors/Managers 1:30PM – 4PM http://www.librarylearning.info/events/?e

ventID=17748

22

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

SWAN RFID Workshop

Proposed Administrative Rules for Illinois Library Systems

Section 3030.215 Standards for Core Services to Members(c) Bibliographic Access Standards3030.215 (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.

Questions & DiscussionAaron Skog, aaron.skog@railslibraries.info