Presented by Doreen Herold and Sharon Wiles-Young at Kuali Days 2014, November 12, 2014, Indianapolis, IN

1. Lehigh University
OLE Implementation:
Success and Lessons Learned
Doreen Herold
Manager of Technical Services
Sharon Wiles-Young
Director Of Library Access Services

2. FROM Kuali Days 2013

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Indianapolis
Implementation Schedule
ORIGINAL PLAN MILESTONE SHIFTS
OLE 1.0
February 2014
Testing and training
February 2014--Version 1.0 released
Testing of migration of data, integrations, performance (Lehigh servers)
Testing of OLE UI and functionality (OLE servers)
Full staff training/introductions to OLE: March 20, April 3, May 21
REALITY: Functionals cleaning up data in Sirsi: open orders, locations, circulation charges
(including those with long overdues/multiple renewals), circulation policies
Functionals looking at data; System analyst loading to test and production servers
OLE 1.5
May-June 2014
July original go live date
March 2014--Version 1.5 released and loaded at Lehigh
Tables, Chart of Accounts, data migration scripts, circulation policies
May 2014--Test server loaded with 1.5 and Lehigh institutional data; Focused training
June 2014--Serial holdings data, serial receiving and serial open orders loaded
July 2014--Testing EOCR’s, finalizing Chart of Accounts, finalizing holdings and item record
structure, testing all circulation features
August 2014
Vacation!
August 4, 2014: GO Live with OLE 1.5.1
Final pull of data last week of July, August 1st- offline circulation final pull of Circulation
transactions

4. LEHIGH INTO PRODUCTION: August 4th

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Reality of GO LIVE
GO Live moved from July to August 4th:
Clean up data, hold orders/approvals, process backlogs--electronic books, print collections
What was not completed by August 4th:
• Circulation policies needed to be refined
• Held all circulation notices (e.g. reminders about due dates, overdues, books held, etc.) from
being sent to users until we could confirm accuracy
• ILL NCIP needed more testing by vendor : PALCI (Relais consortium ILL of books) not
available for more than over 2 weeks; Processed user requests through ILLiad
• Reserves not ready but was coded later for VuFind
• Roles and Permissions not configured
• Budget amounts uploaded after in production

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Migrated Data
PATRON DATA
Patron records 20,588
Charges 13,602
Holds 136
Bills 300
BIBLIOGRAPHIC DATA
MARC Records 1,148,144*
Holdings records
(call nos., locations, barcodes,
item types, holdings statements)
879,039 (holdings)
1,064,536 (items)
Eholdings records
(call nos., locations, holdings
statements, URLs)
392,999
ACQUISITIONS DATA
Open orders
(subscriptions/standing orders)
3,485 (51 did not load)
Vendors 582*
Accounts/Funds 122
Serial receiving 3,104
16,964 (issues)*

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Migration Data Sheets

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Data Clean Up: Opportunities
Data Clean up before migration:
● Location codes: Delete old location codes
● Item statuses: Clean up missing, lost items
● Item types: Are there item types no longer necessary?
● Funds and Accounts- Librarians reviewed accounts
● Old open orders- reviewed and canceled
● Circulation transactions- charges to shelves
● Shadowed records in Sirsi- old projects

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Migration of Data: What happened
● Chart of Accounts - Change in philosophy at last minute
● Bib/item/holdings for multi-volume and multiple copies - Holdings record for each volume?
● Serial Receiving brought over too much individual received issue data
● Serial open orders - amending order functionality slowed processing until patch release
Success:
Migration of data and less reliance on manual input

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Discovery layer VuFind: Lehigh Library Users
experience

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Lessons Learned
● How are data fields used (e.g. item types affect circulation policy)
● Borrowing policies - time to rethink policies (e.g. changed circulation policy, less not more)
● Crucial to have a test and production servers--we have used the test server frequently to test
versions/patches, to test record loads, to learn about chart of accounts without accidentally
spending billions of dollars) AND KEEP IN SYNC WITH PRODUCTION!
● Training has to be generalized and then move into focused training. And don’t be afraid to
repeat over and over again. Don’t start too early. And try and train with your own institutions
data so it’s in context. Communicate why Lehigh is implementing OLE
○ After go live and working in production for a couple of months have staff share tips,
tricks such as using macros, moving around OLE with up and down arrow keys option to
mouse work
● Cataloging staff working in Connexion Client (OCLC; to benefit from the power of OLE’s bib
import tool which can be used to populate holdings/item/eholdings records)

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Staff Comments
● Serials receiving like the pop up acknowledgements- Lehigh has canceled notes, JSTOR moving
wall notes; Checkin process faster without having to worry about prediction patterns
● Slow processing performance
● Still adjusting to OLE terminology, workflows and business rules
● Creation of new documents for each process in Select and Acquire
● Let’s get going!

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Librarian Comments
● Migration of data much better than last system data migration: Serial orders, receiving records,
holding records
● Realizing efficiencies in Acquisitions
● Structure of records eholdings, holding records
● Opportunity to store local data in the item record rather than in the bibliographic record (ex. Spec
Coll copy and circulating copy)
● Review policies and philosophies
● Interoperability with Identity Management system on campus- patron records, OLE login using
LDAP
● Reporting of bugs to project, system analysts help identify functionality issues, sharing of
information during implementation with OLE partners and OLE project team
ONE MEASURE OF INITIAL SUCCESS
During our migration from Sirsi to OLE, there was no service disruption to Lehigh Library users.
Services continued and VuFind continued to meet their needs

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organizations lead to a true
understanding of the technology's
applicability, risks and benefits
Gartners Group - Hype Cycle

15. Many thanks to our colleagues for helping make this happen…
Lehigh University’s Staff
University of Chicago’s Staff
Kuali OLE Staff
Kuali OLE Partner Libraries