Soaring Into The Cloud

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This presentation was given at the Nebraska Library Association Annual Meeting in Kearney, NE during October 2013. Presenters were; Rene J. Erlandson and Rob Ross. The program outlines the migration from a traditional integrated library system to OCLC's cloud-based WMS/WCL platform.

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Soaring Into The Cloud

  1. 1. Rene J Erlandson (UNO – Director, Virtual Services) Rob Ross (OCLC – Director, Implementation Programs) Nebraska Library Association Annual Conference Kearney, NE Oct. 4, 2013
  2. 2. Things to think about when considering a migration: •Change Management •Migration Process •ROI •Tips / Best Practices
  3. 3. University of Nebraska Omaha • • • • Metropolitan University 15,000+ students Criss Library and UNO-Kaneko Library 1.2M volumes
  4. 4. Looking for? • Forward positioned system • Patrons first • Full material integration • User friendly • No more ―where do I go‖ • Other libraries • Access to global community • Staff side • Increase efficiencies • Improve e-resource control • Improve staff opportunities • Flexible/Open system • Partnership • Buffet vs. A la Carte
  5. 5. OCLC’s purpose… ―We will work together to improve access to the information held in libraries around the globe, and find ways to reduce costs for libraries through collaboration.‖
  6. 6. WMS’s goals… • To save libraries time. • To save libraries money. • To increase satisfaction of library patrons and staff. • To offer an open platform on which libraries can create and share the Apps they need.
  7. 7. A growing community with shared commitment to library cooperation. Over 150 libraries live
  8. 8. WMS libraries by the numbers… Libraries Implemented Globally 13 3 AMERICAS ANZ EMEA 138
  9. 9. Implementation Cycle Order Welcome Ongoing Support Annual Service Check 1-month Check-In Institution Setup 6-month Effective Use Assessment 3-month Check-In Success Planning Effective Use / ROI Assessment Training Product Implementation
  10. 10. Implementation Cycle = 24-month care cycle
  11. 11. Process? • August 2012, ―Live‖ March 1, 2013 • Migrated around 1M records • > 50 ―errors‖ • Active Change Management • Workflows • ROI
  12. 12. Change is hard 72% of change efforts fail due to a combination of staff resistance and ineffective management behavior Adopting WMS is a huge change for libraries • Tools (WMS) • People (new roles) • Processes (new workflows) Keller, Scott and Aiken, Carolynn, ―The inconvenient truth about change management‖, ―The McKinsey Quarterly, 2009
  13. 13. Some perspective 1. On average, libraries change systems every 10 years. 2. Workflows are often, literally, ingrained. 3. These systems impact virtually every staff member— • • • • • Technical Services Access Services Systems Librarian Reference Services Administration = This is a big deal!
  14. 14. Change curve Source: Duck, J. D. (2001). The change monster: The human forces that fuel or foil corporate transformation and change. New York: Crown Business. , pgs. 16-17
  15. 15. Plan for Change • Who will organize & communicate? • Stakeholders? • Communicate & Listen • Talking points • Implementation Team • Working Groups • Advisory Board • Does the vendor have change management/workflow consulting service?
  16. 16. Communication Strategy • One person disseminating information • Sending out meeting announcements, updates etc • Talking points • Update as needed • We are in this together • Regular meetings • • • • All staff Departmental Implementation Team Advisory Board
  17. 17. Build a Culture of Change ***OPPORTUNITY: • • • • Processes Workflows Interests Job Descriptions
  18. 18. Migration • Schedule • What needs/can be migrated? • Record requirements • Bib, Patron, etc • Do as much clean-up as possible BEFORE creating migration files • Be proactive!!!
  19. 19. Migration • Who is already using the system? • Who is migrating about the same time as you? • Anyone else migrating from (or has already migrated from) your legacy platform? • Make some contacts.
  20. 20. Traditional implementation model • 1-on-1 projects • Lack community (isolating) • Take a long time • Costly • No opportunity for peer learning
  21. 21. Cohort model for implementation • Group projects • Built on community (inclusive) • Do not take a long time • Less costly • Harness the wisdom of the community
  22. 22. How cohorts work Cohort Members— • Attend scheduled, virtual class sessions • Complete homework assignments • Participate in class discussions • Chat with OCLC ‗Professors‘ during ‗Office Hours‘ • Graduate
  23. 23. Current cohort curriculum Sessions— 9. Circulation Workflows, pt. 1 10. Circulation Policies 1. Welcome session 2. Data Migration (3 sessions) 3. Your Goals for WMS 11. Circulation Workflows, pt. 2 12. Acquisitions Workflows, pt. 1 4. Effective Use – Achieving Goals 13. Acquisitions Workflows, pt. 2 5. Change Management 14. WorldCat Local, pt. 1 6. WMS Staff Training (unlimited!) 15. WorldCat Local, pt. 2 7. kb and ILR 16. Authentication 8. Return on Investment 17. Testing/Validating Data 18. Preparing go live/Marketing/WMS Community
  24. 24. Migration: Training • Everyone!! • Early and often • Group and individual • Find counterparts at similar system institutions • Discuss if/how processes & workflows will need to change
  25. 25. Breaking free from the workflow rut http://answers.yahoo.com/question/index?qid=20101201092200AAXpc9E
  26. 26. Migration: Workflow Changes • Previous ILS reflected paper processes of 20 years ago • WMS/WCL is a global system • Cataloging is done at point of order • Hard look at ―why‖ • Implemented DDA/PDA at the same time. • Seamless • Highly successful
  27. 27. Migration: Before / After • Before • Welcome Questionnaire • Data Migration Questionnaire • Translation Table • Scope Statement • Clean up bib and patron records/data • Training / Education After • TEST, TEST, TE ST • Clean up errors • Clean up bib data • Education
  28. 28. What we‘ve observed… The degree to which libraries are ready to creatively re-think how they can achieve their goals, are open to trying new approaches, and are willing to question everything about their library‘s current operations is the degree to which they will be successful.
  29. 29. ROI Survey Method • Surveyed WMS libraries live for more than 6 months • 13 survey questions • 36 out of 86 contacted have responded as of 9/26/13 • Both quantitative and qualitative questions • Aggregated results
  30. 30. ROI Survey Format
  31. 31. ROI : UNO • $186,655 staff salaries re-allocated to priority projects • Acquisitions/Cataloging 7 to 3 • Annual Charges/Maintenance Fee savings $43,565
  32. 32. ROI: Indirect Outcomes of the Migration • Established a culture of change • Enabled staff to reconceptualize/redefine positions • Encouraged staff learn new skills
  33. 33. Community Collaborations
  34. 34. Community Inputs
  35. 35. 100TH WMS CELEBRATION at UNO
  36. 36. Tips from Rene • Communicate • Clean-up data BEFORE • Figure out a way to get Reference involved early on
  37. 37. Tips from Rob • Embrace the journey • Stewards of the past; pioneers of the future • Celebrate often!
  38. 38. Rene Erlandson University of Nebraska Omaha rerlandson@unomaha.e du Rob Ross OCLC rossr@OCLC.org

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