Virtual Migration Selection & Implementation David P. Whelan Director Cincinnati Law Library Association www.cincinnatilaw.org

Overview Selection Implementation Post-Migration

Selection

Implementation

Post-Migration

Selection Who Vendor Web-based Hosted or Licensed Pricing Modules Customization Test-Drive! Web-based Hosted or Licensed Customization

Who

Vendor

Web-based

Hosted or Licensed

Pricing

Modules

Customization

Test-Drive!

Web-Based Native v. Virtual Both use Web browser Virtualized systems use additional software (plug-ins or clients) Virtualized systems may require more Internet bandwidth

Native v. Virtual

Both use Web browser

Virtualized systems use additional software (plug-ins or clients)

Virtualized systems may require more Internet bandwidth

Web-Based d r a m a t i z a t i o n

Hosted or Licensed Depends on Hardware availability Software compatibility Staff skills and availability Desire for portability

Depends on

Hardware availability

Software compatibility

Staff skills and availability

Desire for portability

Hosted or Licensed Current Environment Possible Environment L A M P Resources v. Control Windows Server Linux Server Network OS Microsoft IIS Apache Web Server MySQL Microsoft SQL Database Application Language Active Server Pages Perl / PHP

Customization Native Web based system should support HTML, other customizations Greater control when you license Still limited to system architecture Control will depend on product Greatest control with open source Unlimited control of look and operations Greater oversight needed to ensure can be upgraded

Native Web based system should support HTML, other customizations

Greater control when you license

Still limited to system architecture

Control will depend on product

Greatest control with open source

Unlimited control of look and operations

Greater oversight needed to ensure can be upgraded

Customization

Customization Koha Classic Koha Zoom Koha Zoom

Implementation Don’t rush Identify people and things necessary for successful completion Get on IT staff project schedule Purchase hardware or upgrade systems in advance

Don’t rush

Identify people and things necessary for successful completion

Get on IT staff project schedule

Purchase hardware or upgrade systems in advance

Installation Hosted – Skip to next step! Licensed Install Web server Install Database Install ILS Application(s)

Hosted – Skip to next step!

Licensed

Install Web server

Install Database

Install ILS Application(s)

Installation Your Internet Connection: Opening Ports Think of a sieve . . . Port 80 Web Traffic Port 3306 MySQL Database Port 8081 OPAC Admin

Data Migration Basics Essentially self-contained data MARC / bibliographic data Patron information More Difficult, More $$ More linkages to reproduce Transaction information Most Difficult More linkages, different formulas Serials predictions Needs v. Cost

Basics

Essentially self-contained data

MARC / bibliographic data

Patron information

More Difficult, More $$

More linkages to reproduce

Transaction information

Most Difficult

More linkages, different formulas

Serials predictions

Data Migration Transaction Data Only kept for annual report? Need long-term tracking? Serials Predictions Lots of serials AND all current? Fewer serials OR some lapsed?

Transaction Data

Only kept for annual report?

Need long-term tracking?

Serials Predictions

Lots of serials AND all current?

Fewer serials OR some lapsed?

Testing This is an iterative step Do it after the first data migration … and the second … … and the third … … and after each subsequent step Try adding a record Try searching for an item Browse through the catalog

This is an iterative step

Do it after the first data migration

… and the second …

… and the third …

… and after each subsequent step

Try adding a record

Try searching for an item

Browse through the catalog

System Configuration Set up groups and roles Place users into groups Configure patron groups, borrowing privileges Configure drop down menus, settings Configure workflow

Set up groups and roles

Place users into groups

Configure patron groups, borrowing privileges

Configure drop down menus, settings

Configure workflow

OPAC & Search Configuration OPAC configuration may be separate from bibliographic settings Test your OPAC search Review customizable options Change search text, help, and defaults to apply to your users Use OPAC settings to highlight 856 fields, other useful information

OPAC configuration may be separate from bibliographic settings

Test your OPAC search

Review customizable options

Change search text, help, and defaults to apply to your users

Use OPAC settings to highlight 856 fields, other useful information

OPAC & Search Configuration Use HTML to get a better URL Best: http://opac.mylib.org But you might end up with: http://69.237.18.192/OPAC/ http://www.mybiz.org:8081 Load OPAC Into lower frame Create empty 1 pixel high top frame http://69.63.217.17/C10080Staff/OPAC/ http://www.cincinnatilaw.org/catalog/

Use HTML to get a better URL

Best: http://opac.mylib.org

But you might end up with:

http://69.237.18.192/OPAC/

http://www.mybiz.org:8081

Training Get some! Schedule it as close to go live as possible Prepare your staff Give them access to training data Make sure they can all log in to staff modules

Get some!

Schedule it as close to go live as possible

Prepare your staff

Give them access to training data

Make sure they can all log in to staff modules

Cut Over Turn on your new system! Keep old one running parallel Update old links to new ILS Disable external access to old ILS Run parallel as long as necessary Old ILS should be frozen Limit access to it Remove it when it becomes a crutch

Turn on your new system!

Keep old one running parallel

Update old links to new ILS

Disable external access to old ILS

Run parallel as long as necessary

Old ILS should be frozen

Limit access to it

Remove it when it becomes a crutch

Cut Over New ILS running circulation and cataloging, other core modules Old ILS running Import missing items Copy predictions Grace period to update Z39.50 Close old OPAC firewall ports specialty modules Activate module(s)

Go Live! Announce the new ILS Promote the new OPAC URL Shift perspective Planning is over Watch for feedback and use Watch for what does and does not work as expected (despite testing!)

Announce the new ILS

Promote the new OPAC URL

Shift perspective

Planning is over

Watch for feedback and use

Watch for what does and does not work as expected (despite testing!)

Post-Migration Plan early for aftermath Have paper processes available Be prepared to have mail or processing back log Get your $$ worth from your vendor Some day, something will go wrong Enjoy the days when it doesn’t

Plan early for aftermath

Have paper processes available

Be prepared to have mail or processing back log

Get your $$ worth from your vendor

Some day, something will go wrong

Enjoy the days when it doesn’t

Change Resistance to change Will start during testing, if not before Will continue after going live Manage reaction to changes Consider quick “how to” pages on new processes / work flow Jump on problems and get them sorted out

Resistance to change

Will start during testing, if not before

Will continue after going live

Manage reaction to changes

Consider quick “how to” pages on new processes / work flow

Jump on problems and get them sorted out

Cleaning Up Use migration as opportunity To create only predictions you need To eliminate patron (and other) categories you no longer use or need To leave behind legacy processes or information that is no longer relevant

Use migration as opportunity

To create only predictions you need

To eliminate patron (and other) categories you no longer use or need

To leave behind legacy processes or information that is no longer relevant

Updates and Upgrades Nominate someone to monitor updates and upgrades Hosting Your vendor has a schedule Stay informed of changes Licensed Create a regular process for upgrades Ensure your backup can be restored and you have other recovery options

Nominate someone to monitor updates and upgrades

Hosting

Your vendor has a schedule

Stay informed of changes

Licensed

Create a regular process for upgrades

Ensure your backup can be restored and you have other recovery options

Summary Lots of choices for Web-based ILS Balance resources and control Balance needs and cost Take your time on implementation ILS is mission critical Plan the technology Manage the change

Lots of choices for Web-based ILS

Balance resources and control

Balance needs and cost

Take your time on implementation

ILS is mission critical

Plan the technology

Manage the change