Migration Update

SWAN Committee of the Whole MeetingPresented by Aaron Skog, SWAN Executive DirectorOak Lawn Public LibraryJuly 8, 2014

Migration! SWAN Staff Activity

SD Consortia Summit

Timeline Drafted Symphony Profiling

Underway Data Extracted

from Millennium & Undergoing Analysis by SD

Migration! How We See It

•Lending & Borrowing•Patron Notification•SecurityProfiling

•MARC & Item•Patron fields•Types/Groups•MappingData Migration

•Acquisitions•Cataloging Group•Circulation•SearchingTraining

•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 CardsFinancials

•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

harvestingDigital Collections

Befo

re G

o Liv

eAf

ter G

o Liv

e

SirsiDynix Project Team

Project Manager

Data Analyst

Symphony Consultant

Enterprise Consultant

SVA Consultant

Server Hardware Consultant

Core Trainers

(Train the trainers)

System Admin

Circ, Cat, Reports,

Enterprise

Custom Developme

nt

Migration Update

SirsiDynix Consortia Summit: Hosted by SWAN June 4 Consortia Managers & Staff CCS, LINC, MAGIC, & RSA– all SirsiDynix

customers How they designed Symphony Resource Sharing Managing Enterprise

Summit #2 Scheduled: July 28 Review SWAN Symphony Profile, aka “Sanity

Check”

Migration! Timeline 7/8

StartWed 6/11/14

FinishWed 4/15/15

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

Install WorkflowsImplementation Team

9/1

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

Suspend Tech Services3/30

Start to Offline Circ4/11 – 4/13

GO LIVE4/14

COW 7/8

Quarterly9/4

Test Data Load

PolicyProfiling

November 1

Whitepaper Overview: 5 Recommendations

Symphony ILS Software New features

Focus on Patron Experience

Is preserving current practice best for patron?

Opportunity to rethink design & services that make patrons happy

Strategic Direction 1

Use Technology to Provide

the Best Patron Experience

Member Input Sessions

Whitepaper Overview: 5 Recommendations

#1 Set ILL Lending/Borrowing at Home Library The default setting in Symphony allows

the borrowing library to determine the loan rule

For INNOPAC/Millennium: currently, the reverse – the owning library determines the loan rule

Patrons express dissatisfaction when they pick up materials and discover that the ILL materials circulate differently

SWAN patrons do not understand how they receive overdue notices from libraries they have never visited

Recommendation: Opt for the Symphony software default setting & allow the borrowing library rules to define the circulation rule, instead of the lending library

Patron

Home Library A Materials

(3 wks)

ILL Materials Library B

Rules (2 wks)

Patron

Home Library A Materials

(3 wks)ILL Materials

Library B (follow

Library A rules)

Now

Proposed

Whitepaper Overview: 5 Recommendations

#2 Consolidate Circulation Configuration: Create uniformity for the optimal patron experience Set all grace periods to two days Allow unlimited renewals, but with “unseen

renewals” set to 2, with the 3rd at the library Provide Symphony “alternate loan periods” Member library sets checkout period & finesHave the SWAN Circulation Advisory Committee make a final recommendation to the SWAN Board for approval in August 2014

Whitepaper Overview: 5 Recommendations

#3 Create Uniformity in the Way that Member Libraries Catalog Volumes SWAN should resolve this patron service issue

for go-live, during the profiling phase Uniform data entry for volumes will make

Symphony & Enterprise software work betterRecommendation: Have the Bibliographic Services staff set the standard for data entry for multi-volume records for all cataloging libraries and non-cataloging libraries in SWAN

CURRENT EXAMPLE (ENCORE)

ENTERPRISE EXAMPLE IF WE DON’T ENFORCE UNIFORMITY

Whitepaper Overview: 5 Recommendations

#4 Recommendation: Standardize Treatment of Boxed Sets

Recommendation: Have all boxed sets cataloged uniformly by SWAN libraries starting January 1, 2015. Boxed sets will circulate for two weeks to allow

patrons time to view the material. This applies only to new sets acquired by SWAN

libraries. Existing collections will not have to be repackaged or re-cataloged (unless a library choses to do so)

Whitepaper Overview: 5 Recommendations

Library staff enter a “pre-

cat” brief record for the

complete boxed set

based on ISBN

Patrons place holds on boxed

set pre-cat record, AKA

bib level hold

Upon receiving their items, some libraries add the complete boxed set as a single

item, while some add each disc as an individually circulating item

ILS cannot distinguish

between a boxed set or a specific disc for holds

placed on a pre-cat, and patrons

may end up receiving disc six

instead of the boxed set or the first disc of the

set

Unhappy patron

Does This Sound Familiar?

Whitepaper Overview: 5 Recommendations

Pre-cat example of upcoming DVD release: 60 holds waiting5 videodiscs in box set

Whitepaper Overview: 5 Recommendations

#5 Pick Up Anywhere for All Public Libraries Colleges & Special Libraries exempt SWAN must focus on its reciprocal borrowing

experience, as it is higher than ILL within the consortium (1.5 million RB annually vs. 1.1 million ILL)

Creating greater flexibility in pick up locations will better serve patrons with diverse needs

Recommendation: All public libraries in SWAN should allow patrons within the OPAC to select a location other than their home library for pickup of materials

Whitepaper Overview: Timeline Symphony “profiling” work began

July 7 Final design is due on August 8 Go-live date of April 2015

College Spring break Two months prior to start summer

reading Request the SWAN Board take action

on the following five recommendations at Friday July 18 Board Meeting

SWAN Board, COW & Quarterly SWAN Board July 18 9:30am: RAILS Burr Ridge

RAILS Parking Lot will be repaved that day Park next door in west lot of 100 Tower Drive

▪ When using their parking lot please park your vehicle along the back East section, the row close to RAILS

▪ During the construction period, please use the kitchen door only for ingress and egress

Committee of the Whole August 12 9:30am: Tinley Park Public Library

Quarterly Sept 4 9:30am : RAILS Burr Ridge Live Streaming & Recording

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