embracing changing technology and new technical services workflows in migrating to a next-generation...
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Embracing Changing Technology and New Technical Services Workflows in Migrating to a Next-Generation Library Management System
Kay Johnson, Head of Collection and Technical Services
Jessica Ireland, Serials & Electronic Resources Librarian
McConnell Library, Radford University
Summary
• Introduction and Initial Cleanup (Kay)• Background and First Steps
• Migration Process and Workflow Analysis
• Migrating the KB and Ordering (Jessica)• KB Migration
• Ordering
• Aftermath, Lessons Learned, and Next Steps (Jessica and Kay)
Radford University and McConnell Library• Radford University was founded in 1910 in Radford, VA. It is a public Master’s university
with almost 10,000 students. • McConnell Library has 35 faculty and staff, and provides access to around 400 databases,
53,700 e-journals and 1550 print journal titles. About 60 diverse e-resources are provided for free or cost-share by the Virtual Library of Virginia (VIVA) consortium.
In early February 2015, the Dean of McConnell Library announced the library would migrate to:
OCLC WorldShare Management Services
What Migrates? What Doesn’t Migrate?
Does Migrate
• Bibliographic records, sort-of
• Item records
• Patron data & Circ data
• Reserves
• Holdings records
Doesn’t Migrate
• Acquisitions data
• Knowledge base
• ERMS data
• Check-in records
• Authority records
Migration Process
Selected Key Deadlines and Events:
• February 2015 – Begin data clean-up to migrate from legacy system to OCLC Worldshare Management Services (WMS).
• May 2015 – Migrate knowledge base to WorldCat knowledge base.
• June 29, 2015 – Hire temporary assistant to help with serials migration.
• August 11, 2015 – First OCLC WMS Cohort meeting.
• September 17, 2015 – Legacy bib and item data sent to OCLC
• December 13, 2015 – Go Live in WMS.
• January 2016 – Begin ordering and check-in in WMS.
Key Serials Pre-Migration Projects
• Barcode and create item records for all of the bound journal volumes
• Create dummy items for all of the currently-received serialsExample: American Libraries LHR in WMS 876 field:
• Move the e-journals and print journals to the OCLC knowledge base
• Begin adding local information to vendor records
• WEEDING!
Knowledge Base Set-up
• Very short timeframe to migrate KB data.
• Data-dump from previous KB.
• Selecting collections and individual titles.
• Adding print titles.
Brilliant
• The price – it’s free!
• One-click to turn on collections
and individual titles.
• Add to Order button – allows links
between KB and Acq module.
And not so much…
• Problems with some of the data for streaming video and music collections.
• Delays with removing titles no longer in collections.
• More robust/improved searching needed.
http://i.telegraph.co.uk/multimedia/archive/03481/Grumpy_Cat__3481823b.jpg
Training and Workflow Considerations
• WMS training videos, WMS training videos, WMS training videos!!!!• Networking and collaboration
• OCLC workflow analysis
• CaTS retreat
Training WebinarsSeptember 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5
@2 pm 1on1 meeting with Denise Migration Questionnaire
6 7 8 9 10 11 12
@2-4 pm Local Holdings Records for Monographs in WorldShare Record Manager
@2-4 pm Local Holdings Records for Serials in WorldShareRecord Manager
Scope Statement approval due
13 14 15 16 Bib Data Due 17 18 19
@2 pm WMS Overview/Sneak Peak
@2-4 pm Receiving and Invoicing in WorldShareAcquisitions
@2-4 pm Editing Bibliographic Data in WorldShare Record Manager
20 21 22 23 24 25 26
@2 pm WMS Basic Cataloging Workflows
@9-11 am Check out and Check in (recorded)
@9 am-10:45 Holds (recorded)
27 28 29 30
@2 pm WMS Circulation Workflows
@2-4 pm Check Out and Check In
@9 am Course Reserves (Recorded)
Blue=cohort meetings
Green=CATS related webinars
Purple=Access Services webinars
(Webinars are live unless otherwise indicated)
Schedule by Jackie DeLong
CaTS Retreat
• Morning – PEST & SWOT Analyses, Review of Position Descriptions and Literature, including NASIG Core Competencies
• Afternoon – Break-Out Groups, Short & Long-Term Goals
Selu Retreat, Radford University
Key Serials Post-Migration Projects
• Create order records for all subscriptions and standing orders, including activating vendor records
• Activate titles for serials check-in
• Clean-up LHRs, including adding Film/Fiche
• Match unresolved titles
Receipt of JournalsFirst Received 2017 March on 5/23/16???Can’t be deleted because it has been received.
Oops! Big mistake on our end…
Former location for periodicals was: Periodicals
In an effort to be helpful, new locations were:
1st Floor – Journals
2nd Floor – Journals
Wasn’t a good plan since shifting is ongoing and large global changes cannot be done locally.
OCLC changed the location of all items to: Journals
Subscriptions Ordering
• Acquisitions data does not migrate, so orders had to be created post-migration.
• Gathered order record data and previous 5 years of payments from old system.
• Vast differences between orders in old system and orders in WMS.
• WMS purchase order structure is very similar to the structure in eVA(Virginia’s electronic procurement system).
A Few Positives from Migration…
• Data migrated as expected
• We came up in WMS two days early
• Only 616 records out of 288,530 did not match up with OCLC bib records
• Time savings with authority work and serials KB
• OCLC customer service
• Continually evolving library management system
• Closer working relationships
• Opportunity to re-evaluate and re-create workflows
• WMS and the KB run on all browsers and all devices!
A Few Negatives from Migration…
• Data migrated as expected, with some added twists
• Continually evolving library management system
• Forced to re-evaluate and re-create workflows
• Those pesky print and microform journals
Migration Lessons Learned
• Start early
• Clean up the legacy data and pull critical data that may not migrate before migration
• Plan and meet together often
• Learn from others
• Keep up with changes
• Mistakes will be made
Future Steps
• Populate license manager
• Run reports and do fiscal close
• Experiment in printing journal issue labels
• Submit enhancement requests
• Revisit retreat goals
• Continue to re-evaluate positions and workflow
• Stop and catch breath! Transition from putting out fires to a normal workflow. Continue to develop processes and procedures.
The Road To Success is AlwaysUnder Construction
Jessica Ireland, Robin Hardee, Emily Hess, Kay Johnson
Jessica Ireland – [email protected] Johnson – [email protected]