SWAN Migration Update

SWAN Quarterly MeetingPresented by Aaron Skog, SWAN Executive DirectorRAILS Burr RidgeDecember 4, 2014

Timeline Team Updates Training Plan Mentor Enterprise Survey

Results Pick Up Anywhere E-Commerce

Recommendation & Discussion

Migration: Updated Timeline 12/4

GO LIVE4/14

StartWed 6/11/14

FinishWed 4/15/15

Install WorkflowsImplementation Team

9/1

Suspend Tech Services4/4

Start to Offline Circ4/11 – 4/13

July 21 September 11 December 21 February 11 April 1

Project Prep SWAN Core Training

9/15 - 1/16

3rd Party Int.

Enterprise Config. SVA

In Person Library Staff Training

2/3 - 4/10

Install Symphony Production Environment

7/16

Load Policies

8/13

Unique Management Onsite1/23

Library Staff Access Mentor11/10

Symphony 3.5 Upgrade

12/23

Install Workflows All Library Staff

1/16

Final Data Call and Data Resolutions

3/23

Quarterly12/4

Test Data Load

PolicyProfiling

November 1

Member

Libraries

SWAN staff

4

June 2014 Server Hardware Build-Out

July 2014 Operating System Installation and

Configuration SWAN Staff Sandbox Testing Operating System Testing SD Symphony 3.4 Installation Data Profiling and Policy Load

August 2014 Initial Data Load

September 2014 Core Training for SWAN Initial Workflows Installations

SirsiDynix Migration: Project Dates

October 2014 Training Continued Enterprise (OPAC) confi guration

November 2014 Performance Testing & Benchmarks

of Hardware 3 rd Party Integration (Ongoing) SVA (Auto Dialer) Installation and

Confi guration Additional Workfl ows installations

and testing

December 2014 Complete Sip2 Confi guration Upgrade from Symphony 3.4 to 3.5 Online payment confi guration

(BLUEcloud Commerce) Clone Symphony Production to

Symphony Practice system

5

SirsiDynix Migration: Project Dates

January 2014 Release Symphony Workflows

staff client SWAN staff training in Lehi, UT

on application programming interface (API)

SirsiDynix onsite trainers working with SWAN staff & trainers & acquisitions libraries & six cataloging libraries & serials users

Unique Management onsite configuration of Symphony Debt Collect

Acceptance Tests of Symphony ILS servers

February 2014 Library staff trainingMarch 2014 Library staff trainingApril 2014 Suspend Technical Service

Cataloging April 4 – April 13 Send authority, item, bib, acq,

serials data to SD Circulation stops & Offline begins

April 11 – April 13 GO LIVE Tuesday April 14

Migration Teams

•Lending & Borrowing•Patron Notification•Security

Profiling

•MARC & Item•Patron fields•Types/Groups•Mapping

Data Migration

•Acquisitions•Cataloging Group•Circulation•Searching

Training

•UX for Discovery/OPAC•77+ Profiles•Enlist library grpSearch

•eResource Central setup•Collection mgmt

E-books

•EBSCO Discovery Service•Online Subscriptions IntegrationEDS

•Self-checks•Peripheral hardware (spine labels, etc.)•RFID, AMH3rd Party Integration

•Online patron payments•Debt Collect•RB Billing•Credit Cards

Financials

•Analytics•Ad Hoc Rpts

Reports

•Info for Patrons•Enlist Library PR staff

PR

•SD person on site 3 days (pre, during, post)

Go Live

• Address issues• 12 weeks of

phone calls• SWAN staff

grp“Sure Start 12”

• BookMyne+• MobileCirc

Mobile

• Facebook app• Enlist library

grp?

Social

• Portfolio• Conversion• OMAI

harvesting

Digital Collections

Befo

re G

o

Live

Aft

er

Go

Live

Profiling Team

SWAN Staff Building Symphony Required Codes & Counts

Libraries (84) Locations (236) User Profile (198) User Categories: 12 types (700+) Item Types (160+) Item Categories Loan Periods (21) Circulation Rules (99) Billing Structure Circulation Map (1,300) Hold Map (670)

COMPLETE

Data Migration Team

Patron Records Checkout records Holds Bibliographic

MARC Item Records Acquisition Order

Records Serial Records

Process: Load data &

evaluate Report issues to

SD data load specialist

Adjust mapping Wipe out data Repeat until

perfect

UNDERWAY

User Experience Team

UX & Discovery team: 3 library staff & SWAN migration staff Completed Enterprise

Administration Training Reviewed Options Participated in Enterprise

Consulting Calls Proposed Enterprise Rooms

training (see survey #4) November 24 Meeting

with 4 SirsiDynix Consortia CCS, LINC, MAGIC, & RSA Enterprise Q&A

UNDERWAY

Public Relations Team

2 Meetings to Date Communication plan Talking points Create tools or graphics for library use Contribute content to a patron-facing

support site

UNDERWAY

Public Relations Team

Message for Patrons (newsletter blurb)New Library Catalog Coming This SpringMembers who enjoy using the library catalog to find and order books will have a lot more to like, starting this spring.  Your Name Library, in connection with other public libraries in the SWAN library consortium, will switch over to a new software system in April 2015. The catalog will be easier to search and will offer many new features to enhance your library experience. Our newsletter and other member communications will provide more details as they become available. Using your library is about to get even better.

 Sent out via SWANcom Posted in Migration Bulletin

EBSCO EDS Team

Purpose EBSCO EDS = EBSCO

Discovery Service “Application Programming Interface” (API)

Connects Library Subscription Databases with new OPAC Enterprise

Led by SWAN Special Projects Coordinator Rebecca Malinowski

Meetings with EBSCO Completed

SWAN Survey #2: Library Resources compiled and sent to SD & EBSCO

Work Completed EDS integration for

4 SWAN test libraries

1. Brookfield Zoo2. Elmwood Park

Publlic Library3. Morton

Arboretum4. South Suburban

College

UNDERWA

Y

Migration Training Plan

September: SWAN staff

begins distance

training with SirsiDynix

Early November: All

library staff have access to SirsiDynix

Mentor

January: Symphony Workflows

installed on library

workstations

February-March: All Staff Training• Combination

of hands on and demos, in person and webinar.

15

Migration Training Plan

SirsiDynix Mentor•1,853 Users Created•900 Staff have begun using Mentor•Required Classes & Recommended Classes in Migration Memo #3

16

Migration Training Plan

Common Issues with SirsiDynix Mentor•Problems with browser version•Pop Up Blocker•Staff progress quirks•Assigning Mentor Managers

17

Migration Training Plan

SWAN Solutions•Review documentation carefully•Watch SWAN YouTube Videos•Report issues migrationhelp@swanlibraries.net•Do not wait until January, start now

Cataloging Demo and Q&A (3 sessions): starting on

February 4th Hands On (13 sessions): March 24-April 10

Circulation Staff Training (3 programs/60 available

sessions): February 23-March 6 Supervisor/Manager Training (4 available

sessions): March 10th & March 12th Member Services Site Visits: March 24-April

10

Migration Training

Enterprise and Workflows Searching for Desk Staff (5 sessions) Feb. 23rd & 25th, March 3rd & 5th

Blue Cloud Analytics & Symphony Adhoc Reports

Serials (1 program/2 sessions) March 9th & March 11th

Acquisitions (2 days hands on training) Jan. 12th & 13th or Jan. 14th & 15th

Migration Training

104 Training Sessions Sessions Repeat In Person & Hands On

Acquisitions Cataloging Circulation Circulation Managers Enterprise OPAC Serials

YouTube recordings will be made available

Convenient Sites for Classes1. Blue Island Public Library2. Cicero Public Library3. Downers Grove Public Library4. Eisenhower Public Library District5. Glenwood-Lynwood Public Library6. Homewood Public Library7. Indian Prairie Public Library

District8. Northlake Public Library9. Oak Lawn Public Library10. Prairie Trails Public Library11. RAILS Burr Ridge 12. Tinley Park Public Library13. Woodridge Public Library

Migration Training

REGISTRATION NOW OPENLook for Migration Memo #4 After 12/4 Quarterly

Migration Training

Migration Surveys

1. Hardware & Peripherals Survey: Completed

2. Billing Survey: Completed3. Resource Lists (Database Integration

with EBSCO EDS): Completed4. Enterprise Survey, including Pick Up

Anywhere: Completed5. Holds, Receipts: Coming Soon6. Other Surveys: Possible, we are

learning & building as we go

Migration Survey #4: Enterprise

Thank you for completing this! Let’s review the responses

SWAN Enterprise Theme Choices

#4 Enterprise Survey ResultsSWAN is considering providing Rooms Training in January to give interested libraries time to add content to their Enterprise profiles. Are you interested in attending Rooms Training? Note: Choosing "yes" will not register you for a training session. Offerings will be scheduled after gauging interest and beginning initial Enterprise configuration.

63 Libraries Expressed

Interest

What are Enterprise Rooms?

#4 Enterprise Survey ResultsEnterprise Portfolio supports digital asset management, allowing libraries to incorporate locally digitized collections into the public catalog. SWAN will be configuring Portfolio for interested libraries after April 2015. Are you interested in using Portfolio to manage your digital collections?

29 Libraries: Yes30 Libraries: I’m not

sure17 Libraries: No

Pick Up Anywhere for SWAN

Migration Survey #4: Enterprise Survey & Pick Up Anywhere Each library Enterprise profile will have a list

of allowed pickup locations Libraries opting in must commit to 6 months

(April – Sept 2015) SWAN will present data at the Sept 2015

Quarterly Meeting A second enrollment period will occur in Sept

2015▪ Leaving or joining the service

Pick Up Anywhere for SWAN

Yes! Willing to Participate April – Sept 20151. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Bedford Park Public Library District4. Bellwood Public Library5. Berkeley Public Library6. Berwyn Public Library7. Blue Island Public Library8. Bridgeview Public Library9. Broadview Public Library District10. Brookfield Public Library11. Chicago Heights Public Library12. Chicago Ridge Public Library13. Cicero Public Library14. Clarendon Hills Public Library15. Crestwood Public Library District16. Crete Public Library District17. Dolton Public Library District18. Downers Grove Public Library19. Eisenhower Public Library District20. Elmwood Park Public Library21. Evergreen Park Public Library22. Flossmoor Public Library23. Forest Park Public Library24. Frankfort Public Library District25. Glenwood-Lynwood Public Library District26. Harvey Public Library District27. Hinsdale Public Library28. Hodgkins Public Library District29. Homewood Public Library District30. Justice Public Library District

31. La Grange Park Public Library District32. La Grange Public Library33. Lyons Public Library34. Markham Public Library District35. Matteson Public Library36. Maywood Public Library District37. McCook Public Library District38. Melrose Park Public Library39. Midlothian Public Library40. Morton Arboretum41. Northlake Public Library District42. Oak Lawn43. Oak Park Public Library 44. Palos Heights Public Library45. Palos Park Public Library46. Park Forest Public Library47. Richton Park Public Library District48. River Forest Public Library49. River Grove Public Library District50. Riverdale Public Library51. Riverside Public Library52. Schiller Park Public Library53. Steger-South Chicago Heights Library District54. Stickney-Forest View Library District55. Thomas Ford Memorial Library56. Tinley Park Public Library57. Westchester Public Library58. Westmont Public Library59. William Leonard Public Library District60. Woodridge Public Library

Pick Up Anywhere for SWAN

Waiting Until Sept 20151. Beecher Community Library

District2. Chicago Heights Public

Library3. Indian Prairie Public Library

District4. Nancy L. McConathy Library

District5. North Riverside Public

Library District6. Prairie Trails Public Library

District7. South Holland Public Library

District8. Thornton Public Library9. Worth Public Library District

Not Participating (Special & College Libraries Exempt)1. Brookfield Zoo Library2. Morton Arboretum (Sterling

Morton Library)3. Prairie State College Library4. South Suburban

Community College Library

No Response/Awaiting Response5. Calumet City Public Library6. Calumet Park Public Library7. Summit8. University Park

Finances Team

Recommendation Online credit card and debit card payments made by patrons

in Enterprise OPAC should go directly to the SWAN library and no longer be held by the SWAN organization Funds can be scheduled at whatever frequency the library sets

(daily, monthly, etc.) To achieve this, each SWAN library must sign up for a credit

card merchant account with ProPay BLUEcloud Commerce with ProPay will provide libraries the

opportunity to integrate card swipes with Symphony SWAN Board approve $4,800 of the $500,000 migration

funds be set aside to purchase 1 ProPay magnetic stripe reader for each of the 77 SWAN libraries for later post-go-live deployment

Starting at April go-live, all online Enterprise payments funds made by patrons will go to the patron’s home library

Existing Process

Patron Pays in OPAC

PayPal (SWAN)

Credit Card

Merchant (SWAN)

Bank Account (SWAN)

SWAN Finance

SWAN Creates

Checks for 77 Libraries

(4 x Year)

Bank Account (Library)

SWAN Online E-Commerce Process

Credit Card

Merchant (Library)

Bank Account (Library)

Patron Pays in Library

Enterprise Profile

Recommended Process

ProPay

Each Library’s

Dedicated Profile

Funds arrive on schedule

library determines

SWAN Online E-Commerce Process

CURRENT ARRANGEMENT PROS

Easy for library (no merchant account)

100% Library participation

CURRENT ARRANGEMENT CONS

Library waits for check

Some libraries never cash the check (sad, but true)

Staff time on the quarterly reconciliation of funds received & amounts to be reimbursed

SWAN auditor raised concerns

#4 Enterprise Survey Results

Does your library currently accept credit cards at the circulation desk and/or self-check stations?

Yes responses1. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Downers Grove Public Library4. Eisenhower Public Library District5. Elmwood Park Public Library6. Evergreen Park Public Library7. Forest Park Public Library8. Frankfort Bookmobile9. Frankfort Public Library District10. Hinsdale Public Library11. Indian Prairie Public Library District12. La Grange Park Public Library District13. La Grange Public Library14. Markham Bookmobile15. Markham Public Library District16. Midlothian Public Library17. Northlake Public Library District18. Oak Lawn19. Oak Park Public Library20. Riverdale Public Library21. Riverside Public Library22. Tinley Park Public Library23. Woodridge Public Library

SWAN may be able to provide libraries with one ProPay point of sale credit card terminal to enable credit card transactions at the circulation desk. Additional credit card terminals can be purchased for approximately $60. Does your library plan on using more than one credit card terminal?

Yes responses1. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Berwyn Public Library4. Bridgeview Public Library5. Broadview Public Library District6. Cicero Public Library7. Clarendon Hills Public Library8. Crete Public Library District9. Eisenhower Public Library District10. Elmwood Park Public Library11. Harvey Public Library District12. Homewood Public Library District13. Indian Prairie Public Library District14. La Grange Park Public Library District15. Melrose Park Public Library16. Northlake Public Library District17. Oak Lawn18. River Forest Public Library19. Riverside Public Library20. South Holland Public Library21. Thomas Ford Memorial Library22. Westmont Public Library

#4 Enterprise Survey Results

How many new credit card terminals do you anticipate needing at your library, including the one SWAN may be able to provide?

Acorn Public Library District 2Alsip-Merrionette Park PLD 3Berwyn Public Library 4Bridgeview Public Library 2Broadview Public Library District 2Cicero Public Library 4Clarendon Hills Public Library 2Crete Public Library District 1Eisenhower Public Library District 1Elmwood Park Public Library 3Harvey Public Library District 0Homewood Public Library District 3Indian Prairie Public Library District 3La Grange Park Public Library District 3Melrose Park Public Library 3Northlake Public Library District 2

Oak Lawn 3River Forest Public Library 1Riverside Public Library 2

South Holland Public Library 5

Thomas Ford Memorial Library 2Westmont Public Library 5

#4 Enterprise Survey Results

56

Finances Team

Next Steps Quarterly feedback SWAN Board December 21 Meeting

Should each SWAN library have a ProPay account?

Approve funds for 77 ProPay swipes?

Finances Team

Remaining Tasks of Finances Team Symphony Debt Collect Integration with

Unique Management Services RB & ILL Reimbursements: RAILS Finance

& SWAN Member Services

Finances Team

December 4 Quarterly Meeting Presentation by SirsiDynix Justin Swain on payment options & sign-up

Questions & DiscussionAaron Skog, aaron.skog@railslibraries.info