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Virtual Migration
 

Virtual Migration

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Discussion of a library\'s migration from one integrated library system to another, hosted ILS. Given at the Special Libraries Association Annual Meeting in Denver, 2007.

Discussion of a library\'s migration from one integrated library system to another, hosted ILS. Given at the Special Libraries Association Annual Meeting in Denver, 2007.

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  • Rough Schedule for SLA CE: Virtual Migration: Moving to a Web-based Integrated Library System Joan 8:00 – 8:10 Introductions: speakers, course content, etc. I. Setting the Scene Mary 8:10 – 8:30 A. The Interior Landscape: Where We Are Now Handout: Survey Monkey results Joan 8:30 – 8:45 B. The Exterior Landscape, Pt. 1 – What our Customers See Joni 8:45 – 9:15 C. The Exterior Landscape, Pt. 2 – What the Vendors Sell Handout: Product Info Spreadsheet II. Moving On: Product Selection Joni 9:15 – 9:45 A. Scoping out the Scene: How to Talk the Talk Handout: List of Questions for Vendors 9:45 – 10:00 Break David 10:00 – 10:45 B. Reaching Your Destination: Selection & Implementation  Handout Mary 10:45 – 11:45 C. Lessons Learned: Gloom and Glee Handout: Checklist, Timeline Joan + 11:45 – 12:00 Wrap-up, Q&A, etc.                 

Virtual Migration Virtual Migration Presentation Transcript

  • Virtual Migration Selection & Implementation David P. Whelan Director Cincinnati Law Library Association www.cincinnatilaw.org
  • Overview
    • Selection
    • Implementation
    • Post-Migration
  • Selection
    • Who
    • Vendor
    • Web-based
    • Hosted or Licensed
    • Pricing
    • Modules
    • Customization
    • Test-Drive!
    Web-based Hosted or Licensed Customization
  • 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
  • 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
  • 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
  • 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
  • Installation
    • 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
  • 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?
  • 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
  • System Configuration
    • 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 & 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/
  • 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
  • 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
  • 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!)
  • 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
  • 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
  • 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
  • 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
  • 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