Early projects – to be completed at ANY TIME no matter what kind of migration you are looking at. Inventory is important when moving to EG because there is currently no inventory module (need to get a time line on that). Weeding will ensure that you don’t bring over a lot of inactive patrons, older materials you plan to get rid of, etc… This can also save you money as our pricing structure tends to charge per bib and per patron. Migration is the BEST time to look at your policies and see how those are working for you and your patrons. You may be looking to consolidate policies because your old system required that they be input a certain way. OR you may be looking to expand on policies with some of the features Evergreen offers that your old system does not. Explore policy control VERY early in your migration process with your Project Manager and Trainer. These projects will require staff time. Catalogers and reference staff will be critical to your weeding project. For something like inventory, though, you could actually look at volunteers to help scan the items and potentially dispose of items collected during weeding. New employees may need to be hired, in particular if you are looking at some reorganization to accommodate your migration project in general. Outside vendors like LTI and Backstage Solutions can be used to do data cleanup on bibliographic records or potentially with authority records.
Once you’ve committed to moving to Evergreen, you’ll want to make some big decisions. If you are being hosted by Equinox, then that amount will be worked into your contract and you can leave hardware setup to us. If you are hosting your own server, though, don’t forget that ordering, receiving and installing that hardware must be worked into your overall schedule. Sally will discuss different options for training but deciding up front how to train all your staff in the most efficient manner is important. In particular, make sure training rooms and equipment are available, staff schedules are cleared, the library is closed if need be, etc…While many of our customers have provided some wonderful documentation, changes are you’ll want to take some time to do your own local documentation that is reflective of your workflows. Please visit evergreen-ils.org to find all documentation currently available. In addition, you should utilize our general mailing list should you need advice from other Evergreen users on any documentation or potential workflows. Marketing early is key so your patrons will know you are moving to a new system, will know what this means to them (in particular if policies are changing) and so staff know how to communicate a clear message. Marketing could include brochures that explain how to use the new system and when it will go live, press releases to newspapers, flyers in your library, etc… If the library is going to close at all during the migration (we’ll talk about this more in just a minute), you’ll also want to advertise that. Again, I mention staff resources because it’s possible that the migration to a new ILS will open up new opportunities for existing employees or you may need to hire from outside. For instance, several of our customers have hired project managers to lead their migration. You might also need to hire a system administrator or an external trainer, etc… It is almost always guaranteed that a move to a new system will create shifts in the existing organization so just be prepared for that change, know what skill sets you have available and what you might need to hire or train for.
These are the basic stages of an Evergreen migration. Other things that could be included might be a stage for any development work you’ve contracted for, which may also mean additional testing stages. LAUNCH Timelines
Questions to ask as you are migrating and before go live.Many libraries close the day of go live (soft launch) to make sure everything is working well before letting patrons enter the system. You may also close the 2-3 days prior to go live to avoid using the offline module, although most of our libraries have used offline and love it. Keeping your current ILS active for a short time can be beneficial, allowing you to check data, in particular transaction data. The only downside is if you leave the system up too long – staff who are afraid of the change over will use the old system for searching, etc… as long as they can. I saw this at one of my previous jobs. Despite the database being completely out of date, they used their old system because they understood the search syntax and they didn’t want to learn the new ILS.We’ve mentioned this already, but thinking about press and any go live activities is important early in the process so you’ll be ready for the go live day!
The first 30 days following go live are critical. This is when you will find any remaining mapping questions or errors. We are happy to assist in re-mapping anything we can and helping you understand the different choices that can be made. Continued policy review is good during this time because Evergreen will likely work different than your previous ILS. It will be in these first few weeks using the system that you will start to think more about workflows being modified. Use this time to explore and be sure you understand the workflows you’ve decided on and whether you need to change anything. More training is always appreciated in the early weeks when staff are trying to get comfortable. Equinox is happy to provide additional training, maybe one by one online classes as needed, or you may have someone on staff designated to teach refresher classes. Check everyone’s pulse! I certainly do this as a PM. I like to know how everyone is feeling about the change. This is for your patrons and staff. This might be a good time to do surveys of patrons to find out how they like the new system. It’s also a critical time to make sure your staff are comfortable and have everything they need. At the very end of migration before go live, you will get an introduction to our support staff and procedures. You will slowly move over to support and we’ll help you do that. We offer three methods for contacting support: email, phone and portal. If you want to know more about support levels or any pricing, I’m happy to refer you to our sales executive.Questions?
Preparing your staff, in addition to your data, for the migration to a new ILS is integral to a smooth transition. Today, we’ll focus on how to assess your training needs, and we’ll identify best practices for preparing your staff for the transition. These factors will help you to integrate training into your transition.
IT Staff may include those who work with the hardware or the software that runs the ILS. They may troubleshoot the software and answer internal support tickets, and they may ensure that the software is running smoothly. Some IT staff members may be involved in developing the software. Depending on their role, IT staff might need systems administration training, which provides instruction on integration between the server and the software, or they may need specialized training time with a developer.Consortium Administrators may include library systems managers or IT staff, who ensure that the software is running smoothly; administrators who set network-wide policies; or trainers who train library staff at branch libraries. Depending on their role, consortium administrators may need training on server configuration; administrative and reporting features; or front line processes.Local Administrators may include library directors or managers who need to set local policies and run reports. They may also be responsible for day to day operations in the library and want to understand how the software works for front line staff members. They may want training on all aspects of the software that are not IT-related.Front Line Staff need to know how to carry out the processes that are associated with their positions. They will need training on the software so that they will be confident in the new ILS when you go live.
Training can occur at various times and locations depending on the size of your system. As a general principle, training should occur after the test load has taken place and IT staff have had an opportunity to work with the data. IT Staff need to be trained first, with administrators and front line staff following. If you are using a train the trainer model, which we’ll discuss more later, make sure you give your trainers ample time to train front line staff. It is best to train front line staff two-four weeks prior to go live so that they will retain the information and have time to practice further.Training most commonly occurs on-site at your library; remotely via webinar technology; or as blended learning, which is a combination of remote and on-site instruction. On-site training is usually recommended. In this setting, staff members learn the software in the setting in which they will work. They also have more opportunities for hands-on exercises, and they will have an opportunity to make a face to face connection while learning a new ILS. Remote training is usually less expensive and may be suitable for the advanced, self-motivated learner. Blended learning may be appropriate for the skill set needed. For example, your library may want training for both IT Staff and front line staff. Training for IT Staff is rarely held online, but training for front line staff may be available. Look at the needs of your staff, your time, and your budget when choosing a location.
You wouldn’t migrate to a new ILS without considering if your hardware can accommodate a new ILS; you wouldn’t want to migrate to a new ILS without wondering if your staff could do the same. Training will reduce staff anxiety by giving them more confidence when they begin the new ILS, and when your staff seems relaxed and are enthusiastic about Evergreen, your patrons notice, and they will be enthusiastic, also. Finally, training will reduce the number of support tickets that your staff send to your IT department. Occassionally, support tickets are sent not because the software doesn’t work, but because staff do not know how to do the process needed. Thus, training is important for bringing staff into the migration process.
How do you want the training to occur? This will most often be limited by the size of your institution. Project Managers can be internal or external, but they integrate training into the migration process. In a small library, the project manager may be the library director or the Head of IT. In a larger system, it may be a dedicated role.Also, note that if you can’t find a formal training course that suits your staff, investigate a general consulting session in which you could ask a trainer to discuss your specific needs.
Train the Trainer is more common in consortial settings.
After you have assessed your training needs, you will have developed a sense of how to organize your training. However, your staff and trainers also need to be brought into the training process. A few considerations:How is OSS different than proprietary software? What should your staff’s expectations be for how to get help? Use documentation? Support development?Demo the system before staff being using it. Keep staff involved as you migrate to the new ILS.Provide hands on practice before and after training. Find an old computer and set up a practice station. Trainers might provide you with exercises, or you could create your own for the most used processes.Share documentation – Documentation may come from your consortium, orit may come from third party sources, or it may come from a staff member who has been tasked to write the documentation. Staff need to know how they can access self-help materials.Share development news – What is coming next for EG? Keep them in the development loop, esp. if they are awaiting a much-needed functionality. Explain how to get help – Have your help processes changed as a result of migrating to EG? If so, let them know before go live.Provide ongoing training – Staff should be engaged in continuous learning. If a new feature is released, or current employees need a refresher, contact a trainer to provide them with that training.
To get the most out of your training, you will also need to talk with you trainer so that he can better understand your needs.First, share library workflow so that the trainer can walk you through the process on the new ILS. Next, share staff abilities. What are their strengths and weaknesses? Where should emphasis be placed? Third, identify your current system and any important processes or characteristics. Your trainer will want to bridge the gap between the old and new systems. Finally, what do your staff members need to know at the end of training? Are there specific reports that you need to know how to run? Brainstorm answers to this question, and talk with your trainer about the issue. A trainer can ask questions that will help illuminate what you need.
We’ve talked about preparing your data and your staff for migration to the Evergreeen ILS. Questions?
Eg2010 migrationand training-1
Migration & Training<br />Preparing Your Data and Your Staff<br />Growing Evergreen Conference<br />April 22, 2010<br />
Harvesting the Data<br />Time Lines & Tips for Data Cleanup<br />Growing Evergreen Conference<br />April 22, 2010<br />
Early Projects<br />Projects<br />Inventory<br />Weeding<br />Data Cleanup<br />Policy Review<br />Staff Allocations<br />Variety of Staff (particularly catalogers)<br />Potential: New employees or volunteers<br />Outside Vendors<br />
Early Planning<br />Hardware<br />ASP vs. Customer-Hosted<br />Training<br />All Staff or Train the Trainer<br />Policy Development<br />Rethink Current Policies & Procedures<br />Documentation<br />Developing Local Materials<br />Marketing<br />Get the Word Out!<br />Staff Resources<br />Nothing Works Without the Proper Staff<br />
Test Load & Data Review</li></ul>GO LIVE!<br />August - October<br />August<br />July<br />May/June<br />May<br />January - April <br />
Go Live Considerations<br />Will the library close at all?<br />Will you keep your current ILS live for a period of time?<br />Will this be a “soft launch”?<br />What kind of press and documentation do you need to prepare & support your community?<br />
Post Go Live<br />Critical: The First 30 Days<br />Live Check of Data<br />Continued Policy Review<br />Investigate New Workflows<br />More Training<br />Check Everyone’s Pulse! <br />Support Transition<br />Support Introduction (right before go live).<br />Three Methods: Email, Phone & Portal.<br />
Training Your Staff<br />Developing a Plan for Training<br />Growing Evergreen Conference<br />April 22, 2010<br />
Assess Your Training Needs<br />Who?<br />What?<br />When?<br />Where?<br />Why?<br />How?<br />
Who and What?<br />IT Staff<br />Consortium Administrators<br />Local Administrators<br />Front Line Staff<br />
When and Where?<br />On-site Training<br />Remote Training<br />Blended Learning<br />
Talk With Your Staff<br />Explain OSS<br />Demo the system<br />Provide hands-on practice before and after formal training<br />Share documentation<br />Share development news<br />Explain how to get help<br />Continue training<br />
Talk With Your Trainer<br />Share library workflow<br />Share staff skills<br />Share current system requirements<br />Share your goal for the training<br />