Bucking the Proprietary ILS: One Library's Koha Migration Experience

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Presented at KohaCon 2013 in Reno, NV.

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Bucking the Proprietary ILS: One Library's Koha Migration Experience

  1. 1. Bucking the Proprietary ILS One Library’s Koha Migration Experience Suzanne Fayle, MSLS Electronic Resources/Systems Librarian Roseman University of Health Sciences
  2. 2. Roseman University of Health Sciences & the University Library • Private, non-profit • College of Pharmacy, College of Nursing, College of Dental Medicine, & an MBA program • Campuses in Henderson, Nevada & South Jordan, Utah • Each campus has a library • Block curriculum • Small library staff •Nevada = 8 staff members •Utah = 5 staff members
  3. 3. What we needed, what we were looking for & why Intuitive staff client Intuitive catalog for users More bang for our buck Improved vendor relations
  4. 4. Reasons for a Support Vendor Small library 13 staff members Many hats Our hat racks are full Remain hosted University continuity Skill set jitters SQL
  5. 5. Meanwhile… • Looked into different open source options • Lurked on list serves • Read articles about system migrations • Played with freely available demos online • Spoke with other Koha users • Director began to build the case & gain support
  6. 6. Library Staff Survey Sent Survey Monkey link to 11 library staff members 9 people filled out survey 14 questions asked
  7. 7. What staff had to say “Make the [reserves] process a lot simpler” “I would like to be able to check something in from a patron and have access to their account right there” “Editing information should be easier such as marking an item lost, billed, staff review, damaged, etc.” “Search functions & results should be clearer” “Sort [items] into groups such as MBA, nursing, or pharmacy so people can browse the course & class books online”
  8. 8. Live Demo of Koha ByWater Solutions • December 2012 • Included some library staff & members of the university's technology services department
  9. 9. Migration Planning Met to create a plan • Migration specialist, director, system administrator • Migration committee? • Other staff members? •Cataloger
  10. 10. Work done before migration • Imported MARC records • Cleaned up item type codes, collection codes, descriptions • Think about what you want to accomplish • Potential to improve workflows • New equipment • Begin pie in the sky discussions
  11. 11. First data extract • Ticket tracker • Dropbox set up • FTP information • March 22nd
  12. 12. Training Period Training • 4 days • Divided up into different sessions • 2-3 staff members per session
  13. 13. Testing Period “Break the System” • Are items checking out correctly? • Are MARC records looking good? • Do branch, collection & item type codes make sense? • Follow test plan & checklists
  14. 14. Final Data Extract • Done over a weekend • 6 hours of down time • Best case scenario for us • Go live • Monday, June 24th
  15. 15. After Going Live Some tweaking was required • Reserve checkout periods • Receipt printing blues • Work around for recalling items • Staff permissions • Item due notices
  16. 16. Communicating with… Staff • Don’t leave them in the dark Users • Emails, LibGuide, word of mouth Vendor you are leaving • Keep it positive • Be fearless • Walk the tightrope Vendor you are welcoming • Let them know your concerns • Be fearless
  17. 17. What I would have done differently Delegate the test plan • Assign specific tasks to specific people Recruit one or two people • Help other staff members along • Point person at each library to communicate with you
  18. 18. What is next for us? Koha • Add new titles list to catalog • Acquisitions • Currently in progress • Contribute to the community Discovery service • In the early stage of implementation now
  19. 19. Suggested reading, survey questions & contact info http://tinyurl.com/ntmavd4 sfayle@roseman.edu @sanorsuzanne

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