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

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



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

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

    • 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
    • Goals of presentation Successes Mistakes Experiences
    • Outline • Background • Data migration • Training • Still to come • What we would have done differently? • Questions?
    • 3rd ILS Vendor/Product Years CLSI 1984 - 1994 DRA Classic 1994 – 2008 Innovative Interfaces Inc.’s Millennium 2008-
    • 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
    • Other partners along the way… • Shelby State Community College – now Southwest Tennessee CC – 1995-2000 • Dyersburg State Community College – 1998-2001
    • 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
    • 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
    • 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
    • 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
    • Challenges • Age of DRA • Consortial catalog • DRA support running out – Little time to plan/prepare • Technical issues • Staff for coming changes • Doing both simultaneously
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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
    • Search by titles (subject browse also available) Online AND print holdings statements display
    • 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 – will take another couple years • Started in the Js: Journal of the...
    • Working in the Client
    • 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
    • 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
    • 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
    • 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)
    • Catalog QuickSearch Catalog Classic
    • 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)
    • 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
    • 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
    • Google Analytics
    • 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
    • Questions? PowerPoint slides are at: slideshare.net Contact Information: Paul Gahn paulgahn@memphis.edu Kay Cunningham lkcnnngh@memphis.edu Elizabeth McDonald emcdnld1@memphis.edu