Texas navigator planning guide5 10

WORLDCAT NAVIGATOR PLANNING GUIDE Document Purpose: This document is a resource to help guide your group through its WorldCat Navigator implementation process. Its content and the information you begin to define with it serve as a bridge to move you through early planning, configuration, and rollout. We encourage you to keep a printed or electronic version of it as a ready reference throughout the implementation process. Version: Texas Last Updated: December 2009 WorldCat Navigator What is WorldCat Navigator? WorldCat Navigator is: Group availability based on WorldCat The Navigator Request Engine (NRE) (Optional) Circulation Gateway (Optional) ILLiad Integration. Linked together with authentication, these four components interoperate to provide seamless resource sharing within your library consortium and beyond. WorldCat Navigator manages returnable and non-returnable items, and can integrate with internal circulation systems and the wider OCLC resource sharing network to create a superior discovery-to-delivery tool that saves time for library users and increases efficiency for library staff working in library groups. What is group availability based on WorldCat? Using OCLC symbols, your Implementation Manager builds a group from thousands of records already cataloged in WorldCat by the members of your consortium. The resulting structure enables your library users to limit search results to, and view item availability from, only those institutions within your group. OCLC puts the group structure in place before any other configuration activities are completed. This is typically a very quick step in the process because every library that uses WorldCat on FirstSearch already has the necessary infrastructure in place. Note: If you have a library in your consortium that is not currently cataloging with OCLC, your Implementation Team Lead will help coordinate convenient batch loading of records into the group. Also, see the WorldCat Holdings section of this document for more information about how to update or set holdings in WorldCat. What is the Navigator Request Engine (NRE)? The Navigator Request Engine (NRE) is one of the central and most visible components comprising the WorldCat Navigator service. It is the staff interface for managing interlibrary/consortial request loan and copy requests made via WorldCat Navigator. NRE tracks a request through its complete lifecycle, providing information for both the item Borrower and the item Lender. Additionally, NRE allows your staff to: ,[object Object]

Add and manage end-user accounts

Collect copyright fees for authors and publishers

Run reportsWhat is the Circulation Gateway? Using standard protocols, such as SIP, NCIP, and ECIP, the Circulation Gateway translates messages and instructions between an institution’s circulation system (ILS) and NRE to enable WorldCat Navigator to automatically perform actions in the library’s catalog, such as checking items in and out and creating temporary bib records. For the Texas implementation, circulation interoperability will be configured upon request only for a library that uses a SIRSI ILS (Horizon, Unicorn, or Symphony) and has an NCIP server. What is optional ILLiad integration? If a library uses ILLiad and has installed or plans to install Version 7.3 or higher during its Navigator implementation, its users may place and manage both their NRE and ILLiad requests from a single patron interface. With the Navigator-ILLiad integration, it is unnecessary for a library’s users to log out of Navigator and into ILLiad to place or view requests in ILLiad. In addition to installing V. 7.3 or higher, ILLiad integration requires the installation and configuration of a local instance of EZproxy and the installation of an ILLiad Web service. Both pieces of software are provided by OCLC at no additional charge to a Navigator library. Your OCLC Implementation Manager will work with each library to install and configure both of these components. Service Requirements To fully implement WorldCat Navigator, libraries should meet the following standard requirements: Group Availability Holdings must be current in WorldCat. (See WorldCat Holdings below.) OCLC numbers must be consistently indexed in the OPAC, including prefixing and padding. (See Special Considerations below.) Each library must use one of the five supported ILS systems: Aleph, Horizon, Innovative Interfaces, Unicorn, or Voyager. The group should provide a complete list of institutions, with OCLC symbols, to the OCLC Implementation Manager. (Please use the WorldCat Navigator Implementation Profile form below.) Libraries that do not run Aleph, Horizon, III, Unicorn, or Voyager and wish to be lenders must have a Z39.50 server to establish availability with the Navigator service. Navigator Request Engine IE V. 7.0 Firefox V. 3.X Safari V. 2.0 Circulation Gateway (If implemented) NCIP for SIRSI systems ILLiad Integration (Optional) Installation or upgrade to V. 7.3 or higher Installation of ILLiad Web Service If a library is unable to meet one or more of these service requirements, it may still implement Navigator, but some features or options may not be available to users. The Implementation Process How long will it take to implement Navigator? In general, the implementation process for the first group of Texas libraries will take 90 days. How closely we adhere to this time scale, however, is directly dependent on the responsiveness of the libraries in the consortium. Navigator implementations require collecting critical pieces of information from each participating institution about lending policies, ILS, user authentication, current workflows, and locations (such as those used for pick-up, for managing requests, and for shelving). Questionnaires and spreadsheets are used to gather most of the information needed from libraries. How quickly questionnaires and other documents are completed and returned to the OCLC Implementation Manager impacts the project’s overall timeline. Additionally, some libraries will need to install and configure EZproxy and some institutions may need to install or upgrade ILLiad as part of their Navigator implementation. Like the questionnaires, how quickly libraries are able to complete these activities affects the overall timeline. What is the overall process? A Navigator implementation begins with you reading and completing sections of this Guide and concludes with a successful launch of the service to your library users. In between, the OCLC WorldCat Navigator Implementation Team works with you and your team to reach several key milestones, which include analyzing and evaluating workflows, configuring and testing service components, defining a request form, and marketing and promoting the service. To illustrate the overall process for the first group of libraries in the Texas pilot project, the graphic below highlights the overall timeline and the major milestones to be accomplished during the project: Preparation and Planning During this phase of the project: ,[object Object]

Library Implementation Lead collects an inventory of each library’s authentication method, Z39.50 server information (if applicable),and estimated numbers of holdings in its OPAC

Library Implementation Lead completes the WorldCat Navigator Planning Guide

Library Implementation Lead assembles the Library Implementation Team

Libraries choose staff trainers

Libraries with no OCLC symbols are profiled

Libraries without holdings in WorldCat initiate projects to load their records (using OCLC Batch Services or CatExpress)

Libraries are ISOILL profiled to allow borrowing and lending through WorldCat Resource Sharing

Libraries attend the following webinars or training:

Navigator Demo (Proof of Concept)

Libraries and OCLC officially kick off the projectLoad Holdings into WorldCat This is a backround activity that can take place while the rest of the implementation contiues. As a library loads its holdings into WorldCat, they will appear in search results for the Texas Group. Consequently, group results are anticipated to grow over the pilot period without interrupting the configuration and testing of service components. Of course, the more holdings available in search results, the better the user experience. So it should be incentive for libaries to get their records into WorldCat as quickly as possible over the course of the project. The OCLC Implementation Manager and the OCLC Batch Services Lead will work closely with libraries to ensure that loading their holdings into WorldCat is a smooth and efficient process. Authentication Typically, this is the most labor intensive and time consuming effort shared by libaries and OCLC during a Navigator implemenation. EZ Proxy must be installed, configured, and tested, which necessitates firewall changes and other modifications to local systems and files. Close and frequent communication occurs between OCCL’s Identity Manager and libaries to ensure that Navigator and the authentication methods and databases at the various institutions consistently interoperate with one another. Questionnaire and Spreadsheets There are two questionnaires, the Consortial Questionnaire completed by the Library Implementation Lead on behalf of the entire group and the Individual Library Questionnaire completed by each institution in the Texas pilot. These documents provide essential information about the libraries’ integrated library systems, circulation policies, and interoperability protocols. Additionally, spreadsheets are distributed to each library to collect detailed location information in regards to shelving, pick-up, and request management. This information is critical to successfully configuring lending rules in Navigator. Testing, Reporting Issues, and Retesting After OCLC has configured and tested Navigator discovery and fulfillment, the request form and process, authentication, (optional) circulation interoperability, and (optional) ILLiad integration, libaries will be asked to test these same components. OCLC provides test cases with expected results, a form for recording actual results, and a process for reporting and resolving issues/problems. Once an issue or problem is resolved or if a library requests a change to its configurations, it would be necessary for libraries to retest and report findings. This activity spans the most time because configurations of service components are completed in stages. Each component depends on the succesful implementation of the one before it and only then is the next piece configured and tested. Staff Training OCLC conducts an onsite train-the-trainer program to prepare designated staff from the ranks of the Texas libraries to train their fellow librarians on the operation of the Navigator service within the context of daily workflows. The time alotted in the diagram above represents OCLC’s delivery of the onsite train-the-trainer program and the sessions that staff trainers must conduct for the Texas libraries. The OCLC Training Lead will work with the Library Implementation Lead and the staff trainers to set up a specific date and time to conduct the train-the-trainer program. Generally, this happens approximately three weeks before rollout. Because the program is based on a training and demo system or environment configured to match the Texas Navigator implementation, it is not necessary to wait until a fully operating service is in place for the Texas libraries. Rollout During this phase of the process, the Library Implementation Lead and Library Implementation Team works with OCLC to accomplish the following: ,[object Object]

Meet with OCLC Marketing to devise the best programs to internally and externally promote the service

Create and deploy the HTML search box

Initiate statistical reportsEvaluation This two-month phase of the program is partially a continuation of testing and reporting issues as libraries more vigirously use of the Navigator service. It also involves: ,[object Object]

Coordinate and participate in patron and staff satisfaction surveys

Evaluate and report against project goals and objectivesHow will we run our implementation project? Planning and Preparation: A month is devoted to this effort in order to establish success measures (goals, objectives, and expectations) to inform us, along the way and at the conclusion of the project, when we have been successful. Additionally during this phase, we identify the organizational structures for managing the project at the library and OCLC levels. To do these things, the OCLC and Library Implementation Teams will conduct a series of planning meetings. Kick-Off: Typically, this is an onsite event with representatives from all libraries in attendance. While the agenda is negotiable, this event will at least include: ,[object Object]

Overview of the implementation process (what to expect, how much time it will take, library resources required to do it)

Known issues or concernsThe purpose is to get buy-in from the libraries participating in the pilot by addressing any of their concerns or questions up front. Regular Meetings: As part of the project, we will schedule weekly or bi-weekly meetings between the OCLC Implementation Team and Library Implementation Team. While status is a common agenda item for these meetings, they may be dedicated to authentication, availability, and interoperability. So, some of our meetings may have specific themes, while others are simply to update everyone on how the project is going. During the planning meetings, we agree on the frequency, best days of the week, and times for these meetings. Library and OCLC project teams may also convene or schedule other meetings as necessary to address critical issues. At least once a month, a meeting is held among the library Implementation Team Lead, executive library staff (such as directors), and key OCLC staff from OCLC Sales and Product Management to discuss how we are tracking against success measures and to address any issues related to resources and timeline. Online Project Management Environment: Forms and information, including status documents, are managed online using SharePoint. The link to the Texas project can be found in the links table at the end of this document. Key members of the Texas Library Implementation Team may have full access to the SharePoint site by requesting it from the OCLC Implementation Manager. Reporting Issues and Problems: If a librarian encounters an issue or problem, whether during testing or operating the service otherwise during the implementation, he/she should use the Navigator Problem Report Form, which is a simple Word document that guides the reporter through what is needed for the OCLC team to replicate, diagnose, and resolve an issue. For its part, the OCLC team will keep a spreadsheet of outstanding issues up to date and make it available for review from the SharePoint project site. Also, the spreadsheet will be reviewed during regular status meetings to ensure that critical or major problems are being handled to the satisfaction of the affected library or libraries. What if some libraries in the group have WorldCat Local? If a library’s Full WorldCat Local is either currently live or will go live during a Navigator implementation, the OCLC Implementation Manager will work with the library to create and manage a secondary Service Configuration profile in order to enable the institution to provide WorldCat Local to its users while simultaneously implementing Navigator. The library can deploy/update its Local implementation and test its Navigator without one service disrupting the other. Who participates in the implementation project? OCLC’s experience in implementing services has indicated that the most successful projects are those with strong leadership and dedicated teams provided with well-defined roles and responsibilities at both the library and OCLC levels. Agreeing on an organizational structure from the beginning ensures that projects will be completed on time, with appropriate resources, and to the satisfaction of the libraries. Consequently, one of the first steps in launching your implementation will be for you to form your Library Implementation Team. While OCLC has internal structures for managing projects, we realize that libraries may need help identifying and organizing their resources to implement a service such as Navigator. And so, we offer the following suggestion on how you might organize your library-based team: The time estimates for team members are based on the recommended activities performed by the various roles. Unless otherwise noted on the library organizational chart above, the hours are stated per month. How many members you choose to include on your team can depend on a number of factors, such as number and type of integrated library systems used across the group as well as the variety of methods used to authenticate users. You may also wish to appoint team leads to represent implementation members from across the group. For example, you may have an authentication person from each library, but only the Authentication Team Lead may regularly attend status meetings, report issues, and manage communications among the other authentication team members. To further define potential roles and responsibilities, the following descriptions provide more detail about the specific activities that might be associated with each position on your team: Library Implementation Team ,[object Object]

Read the WorldCat Navigator Planning Guide

Participate in the implementation kick-off meeting

Set and maintain shared vision among libraries in the consortium

Texas navigator planning guide5 10

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