Planning by the Seat of Your Pants:
Implementing an ILS on a Timeline

                   April 10, 2009
 Tennessee Librar...
Goals of presentation
Successes



               Mistakes



                           Experiences
Outline
    • Background
    • Data migration
    • Training
    • Still to come
    • What we would have
      done diffe...
3rd ILS
Vendor/Product                             Years


CLSI                                       1984 - 1994


DRA Cl...
Four Institution Consortium of Sorts
 Institution                 Students      Items         Joined

 University of Memph...
Other partners along the way…

• Shelby State Community College
  – now Southwest Tennessee CC
  – 1995-2000


• Dyersburg...
How was Innovative selected?
• RFP (Request for Proposal)
• Fall 2004- Fall 2005
     • Three phase project
        – Writ...
Selection Time Line
• 2004 /2005 - Draft RFP
• Looking for funding
• 2006:
    June        Revised RFP
    July        RFP...
Implementation Timeline
2007
   – February         Budget planning meetings/timeline
                      No official dat...
Implementation Team Structure
• Implementation              • Teams at III
  Team, chairs of each           – General Impl...
Challenges
• Age of DRA
• Consortial catalog
• DRA support running out
  – Little time to plan/prepare
     • Technical is...
Other timeline challenges
• Paul started full-time in     • III trainer/consultant
  March 2008                      was p...
What was migrated?
• Migrated:                   • Not migrated:
  – Bibliographic and item      – Authority records from
...
Garbage out/Garbage in
• Migration is often a good time to clean out
  and start over, but sometimes there just isn’t
  en...
Authority records
• All bibliographic records sent to MARCIVE for
  authority processing
  – Bibliographic records sent:  ...
Fine records
• Bursar collects all money, not Library
• DRA/Bursar interface
   – Paid/unpaid data out of sync
   – Imposs...
Serials Holdings – Starting Over
• DRA Holdings data
  – incorrect & incomplete
• Migrated bibliographic data
  – titles n...
Search by titles
             (subject
             browse also
             available)




Online AND
print
holdings
stat...
Holdings not yet
           entered




Holdings
entered
How Many Holdings?
• 2,100 of 3,100? current subscriptions
  – after 8 months of data entry
• 9,100+ closed holdings
  – w...
Working in the Client
Implementation Team Training
             4 weeks of onsite Training
 Dates            Training covered
                  ...
Herding cats:
Staff training issues and challenges
– Trainers were being trained at the same time
– Profile/test database ...
Staff and Public Training
Staff Training               OPAC Training
• Millennium                 • Demonstrations
  docum...
Training Complications
• Multiple Search Interfaces
  – Out-of-box Millennium
     • Available during the implementation p...
Catalog
          QuickSearch




Catalog
Classic
The End is Still Not Nigh
• Acquisitions                         • Serials
   – only UM and Law will use             – In ...
What worked well?
• Records migrated cleanly
• Getting basic functionality up and running
  – Cataloging and circulation
•...
What would we have done differently?
• Allow greater flexibility   • Project manager based
  on who receives system       ...
Google Analytics
Lessons Learned
• Understand the product      • Involve everyone, the
                                sooner the better
• ...
Questions?
PowerPoint slides are at:
    slideshare.net




                            Contact Information:
           Pa...
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Planning by the seat of your pants : implementing ILS on a deadline

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Paul Gahn, Kay Cunningham, and Elizabeth McDonald, University of Memphis Libraries

Migrating from a character to a web based ILS required extensive work and flexible prioritizing to meet a six-month deadline.

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Planning by the seat of your pants : implementing ILS on a deadline

  1. 1. Planning by the Seat of Your Pants: Implementing an ILS on a Timeline April 10, 2009 Tennessee Library Association Conference, Nashville Paul Gahn, ILS Librarian Kay Cunningham, Electronic Resources Librarian Elizabeth McDonald, Head of Cataloging
  2. 2. Goals of presentation Successes Mistakes Experiences
  3. 3. Outline • Background • Data migration • Training • Still to come • What we would have done differently? • Questions?
  4. 4. 3rd ILS Vendor/Product Years CLSI 1984 - 1994 DRA Classic 1994 – 2008 Innovative Interfaces Inc.’s Millennium 2008-
  5. 5. Four Institution Consortium of Sorts Institution Students Items Joined University of Memphis 20,000 1,212,556 Libraries (Main library & branches) University of Memphis 425 89,625 August 2002 Law School Jackson State Community 2,705 138,428 1995 College LeMoyne-Owen College 800 111,596 February 2002
  6. 6. Other partners along the way… • Shelby State Community College – now Southwest Tennessee CC – 1995-2000 • Dyersburg State Community College – 1998-2001
  7. 7. How was Innovative selected? • RFP (Request for Proposal) • Fall 2004- Fall 2005 • Three phase project – Writing – Review – Finalize Draft • Task Force with Subcommittees – Acquisitions/Periodicals – Circulation/Reserves – Cataloging – Public Services – Systems
  8. 8. Selection Time Line • 2004 /2005 - Draft RFP • Looking for funding • 2006: June Revised RFP July RFP to vendors September Vendor responses October Vendor demonstrations • Selection, not official
  9. 9. Implementation Timeline 2007 – February Budget planning meetings/timeline No official dates – March Authority control RFP – November Implementation meetings set – December Test extract of DRA database 2008 – January – July Training and migration – July 22 Go Live for Circulation – Late August Start of Fall Semester
  10. 10. Implementation Team Structure • Implementation • Teams at III Team, chairs of each – General Implementation work team – Federated Search – Implementation Technical – Encore Implementation – Acquisitions /Serials – Bibliographic – Circulation – Public Presence/ERM/Federated Search – Bursar Interface – Location codes
  11. 11. Challenges • Age of DRA • Consortial catalog • DRA support running out – Little time to plan/prepare • Technical issues • Staff for coming changes • Doing both simultaneously
  12. 12. Other timeline challenges • Paul started full-time in • III trainer/consultant March 2008 was pulled to another project before training – PLUS: Familiar with DRA was completed system and had worked part-time on reports and – MINUS: Lack of data extracts and loads consistency for UM, but had to be – PLUS: New trainer kept brought up to speed on us on track better when numerous issues we would ask “What if” – MINUS: Started after questions initial system training took place
  13. 13. What was migrated? • Migrated: • Not migrated: – Bibliographic and item – Authority records from records DRA – Patron and fine records – Acquisitions data (Vendors, funds, orders) – Course reserves – Serials holdings
  14. 14. Garbage out/Garbage in • Migration is often a good time to clean out and start over, but sometimes there just isn’t enough time • Different approaches for different data types: – Authority records – Fines – Serials holdings
  15. 15. Authority records • All bibliographic records sent to MARCIVE for authority processing – Bibliographic records sent: 1,053,167 – DRA authority records left behind 475,212 – New authority records loaded into III 719,926 – Ultra-tight deadlines • GAP period and GAP load • Post-processing
  16. 16. Fine records • Bursar collects all money, not Library • DRA/Bursar interface – Paid/unpaid data out of sync – Impossible to know when fines have been paid – Paid fines • New Millennium WebPac feature: My Account – Paid fines from DRA displayed as unpaid • Fine display suppressed until all current UM faculty/staff/students’ fines were audited – Fine display restored, October 2008 – Reconciliation of non-current student fine data continues
  17. 17. Serials Holdings – Starting Over • DRA Holdings data – incorrect & incomplete • Migrated bibliographic data – titles not scoped; locations not provided • Alternative – journal title search • within ILS, but interfacing with Serials Solutions’ A-Z list • Solution - February 2009 – Temporary holdings records created – Exported print title holdings to Serials Solutions for integration with online titles
  18. 18. Search by titles (subject browse also available) Online AND print holdings statements display
  19. 19. Holdings not yet entered Holdings entered
  20. 20. How Many Holdings? • 2,100 of 3,100? current subscriptions – after 8 months of data entry • 9,100+ closed holdings – will take another couple years • Started in the Js: Journal of the...
  21. 21. Working in the Client
  22. 22. Implementation Team Training 4 weeks of onsite Training Dates Training covered •ILS WebPac and database evaluation January 29- •System and WebPac administration Feb.1 •Circulation parameters •Acquisitions and Serials parameters •Cataloging I, Acquisitions I, Serials I March 11-13 •Circulation I, Acquisitions II, Serials II April 15-18 •Systems •Cataloging II, Circulation II May 13-15 •Media Management
  23. 23. Herding cats: Staff training issues and challenges – Trainers were being trained at the same time – Profile/test database was roughly 25% of database – Customization of web catalog interface came very late in the process – Multiple interfaces – New search concepts • Faceted search, Federated search
  24. 24. Staff and Public Training Staff Training OPAC Training • Millennium • Demonstrations documentation • Demonstrations with • Hands-on hands-on opportunities – Requests for Comments – Prioritized by • Hands-on sessions departmental migration demands – Assignments • Cataloging • Circulation
  25. 25. Training Complications • Multiple Search Interfaces – Out-of-box Millennium • Available during the implementation period • Used during staff training – Customized Catalog Classic • Only available one month before Going Live – Encore, or Catalog QuickSearch • Only available after “Go Live” – Plus, a MetaSearcher (ResearchPro)
  26. 26. Catalog QuickSearch Catalog Classic
  27. 27. The End is Still Not Nigh • Acquisitions • Serials – only UM and Law will use – In process • ERM • Statistics – Resource records being • Web PAC customizations created – Custom colors for JSCC and • Licenses and Contacts still LeMoyne-Owen to come – Google book preview • Media management – Multiple LDAP login to • Scanned articles/tests for include JSCC Course reserves • Reports (create lists)
  28. 28. What worked well? • Records migrated cleanly • Getting basic functionality up and running – Cataloging and circulation • Separate OPAC pages for each partner library • No acquisitions money • Gantt chart forced us to focus
  29. 29. What would we have done differently? • Allow greater flexibility • Project manager based on who receives system in company’s office training from vendor • Circ & cataloging • More thought on design training ASAP of location codes • Test load should have – less re-creation of been a full not partial former system load • Used mnemonics • Add Google Analytics as instead of alpha- soon as possible numeric for codes
  30. 30. Google Analytics
  31. 31. Lessons Learned • Understand the product • Involve everyone, the sooner the better • Have a bulldog on your – Tech decisions impact side Public Services • Plan for change – Public desires have Tech – even if it isn’t coming consequences tomorrow • Always be ready to AND REMEMBER… move • Stay flexible • Any choice has consequences
  32. 32. Questions? PowerPoint slides are at: slideshare.net Contact Information: Paul Gahn paulgahn@memphis.edu Kay Cunningham lkcnnngh@memphis.edu Elizabeth McDonald emcdnld1@memphis.edu

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