SWAN Committee of the Whole Meeting
Presented by Aaron Skog, SWAN Executive Director
RAILS Burr Ridge
November 11, 2014
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Novelist Select
Integration (don’t be
confused by Novelist
Plus)
For All SWAN Libraries
1 Year subscription
Cost covered by RAILS
Integration will
continue with
Enterprise
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Titles loaded in
Millennium now
automatically create the
library holding
information
Saves Your Staff Time!
Only for titles added
starting October 2014
 eRead Illinois
 OverDrive groups Media
on Demand, eMedia
Library, & My Media Mall
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Symphony Profiling
Complete
Data Extracted from
Millennium & Loaded
into Symphony
“Core” Training
Complete
PR Team
UX Team
Start to Offline Circ
4/11 – 4/13
Suspend Tech Services
4/4
Library Staff Access
Install Workflows
Mentor
Quarterly
All Library Staff
11/10
12/4
1/16
Member
Libraries
July 21
September 11
November 1
December 21
February 11
April 1
Start
Wed 6/11/14
Finish
Project
Prep
Policy
Profiling
Test Data
Load
In Person Library Staff
Training
2/3 - 4/10
SWAN Core Training
9/15 - 1/16
3rd
Party
Int.
Enterprise
Config.
SVA
SWAN
staff
Load
Policies
8/13
Install Symphony
Production Environment
7/16
Install Workflows
Implementation Team
9/1
Wed 4/15/15
Symphony 3.5
Upgrade
1/4
Final Data Call and Data
Resolutions
3/23
Unique Management
Onsite
1/23
GO LIVE
4/14
June 2014
 Server Hardware Build-Out
October 2014
 Training Continued
 Enterprise (OPAC) configuration
July 2014
 Operating System Installation and
Configuration
 SWAN Staff Sandbox Testing
 Operating System Testing
 SD Symphony 3.4 Installation
 Data Profiling and Policy Load
November 2014
 Performance Testing & Benchmarks of
Hardware
 3 rd Party Integration (Ongoing)
 SVA (Auto Dialer) Installation and
Configuration
 Additional Workflows installations and
testing
August 2014
 Initial Data Load
September 2014
 Core Training for SWAN
 Initial Workflows Installations
December 2014
 Complete Sip2 Configuration
 Upgrade from Symphony 3.4 to 3.5
 Online payment configuration
(BLUEcloud Commerce)
 Clone Symphony Production to
Symphony Practice system
6
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 training
March 2014
 Library staff training
April 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
7
What Libraries Will Have at Go Live
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Symphony
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Enterprise profiles for 77 libraries &
additional 77 profiles for internal kiosk-only
configuration (no e-books or external
websites)
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E-book integration
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OverDrive
▪
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▪
▪
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3M Cloud Library
Axis 360 (B&T)
Electronic resource searching (EDS API
integration)
SVA automated calling
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eMedia Library
Media on Demand
My Media Mall
All Advantage accounts
Notifications will be limited in scope at first
Server workload will be monitored
Symphony Debt Collect integration with
Unique Management Services
Patron Credit Card Payment Online
Planned for Post Go Live
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Mobile App BookMyne +
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Social Library
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Portfolio
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Analytics
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MobileCirc
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Symphony Outreach
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Online Patron Registration
Before Go Live
After Go Live
•Lending &
Borrowing
•Patron
Notification
•Security
•MARC & Item
•Patron fields
•Types/Groups
•Mapping
•Acquisitions
•Cataloging Group
•Circulation
•Searching
•UX for
Discovery/OPAC
•77+ Profiles
•Enlist library grp
•eResource Central
setup
•Collection mgmt
Profiling
Data
Migration
Training
Search
E-books
•EBSCO Discovery
Service
•Online
Subscriptions
Integration
•Self-checks
•Peripheral
hardware (spine
labels, etc.)
•RFID, AMH
•Online patron
payments
•Debt Collect
•RB Billing
•Credit Cards
•Analytics
•Ad Hoc Rpts
•Info for Patrons
•Enlist Library PR
staff
EDS
3rd Party
Integration
Financials
Reports
PR
• BookMyne+
• MobileCirc
• Facebook app
• Enlist library
grp?
• Portfolio
• Conversion
• OMAI
harvesting
Mobile
Social
•SD person on site
3 days (pre,
during, post)
Go Live
• Address issues
• 12 weeks of
phone calls
• SWAN staff grp
“Sure Start
12”
Digital
Collections
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SWAN Staff Building Symphony
Required Codes & Counts
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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)
Patron Records
Checkout records
Holds
Bibliographic MARC
Item Records
Acquisition Order
Records
 Serial Records
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Process:
 Load data & evaluate
 Report issues to SD
data load specialist
 Adjust mapping
 Wipe out data
 Repeat until perfect
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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)
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November 24 Meeting with 4
SirsiDynix Consortia
 CCS, LINC, MAGIC, & RSA
 Enterprise Q&A
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2 Meetings to Date
 Communication plan
 Talking points
 Create tools or graphics for library use
 Contribute content to a patron-facing support site
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Message for Patrons (newsletter blurb)
New Library Catalog Coming This Spring
Members 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.
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Will also be sent out via SWANcom
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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
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.
Memo #2:Outline of Training
Plan
Memo #3: Access to SirsiDynix
Mentor
Role of Mentor
Specific Mentor classes
Symphony practice system
In-person Training
Train the trainer
Library Visits
New SWAN website for patron
help
• Library staff logins &
Passwords Distributed
• Accessing User Accounts &
How to Create New Accounts
• How to log in
• Assigning Classes
• Where to Get Mentor
Documentation
• Mentor Classes Prerequisite
for In-Person Training
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17
Demonstration of SirsiDynix Mentor following
Committee of the Whole migration update
SWAN has compiled a list of required classes
based on library function
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Cataloging
 Demo and Q&A (3 sessions): Week of February 2
 Hands On (10 sessions): March 24-April 10
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Circulation
 Staff Training (60 sessions): February 23-March 6
 Manager Training (4 sessions): March 3-March 13
 Member Services Site Visits: March 24-April 10
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Enterprise and Workflows Searching for Desk Staff
Blue Cloud Analytics & Symphony Reports
Serials
Acquisitions
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2.
3.
4.
5.
6.
Hardware & Peripherals Survey: Completed
Billing Survey: Completed
Resource Lists (Database Integration with
EBSCO EDS): Completed
Enterprise Survey, including Pick Up
Anywhere: Library Response Due Nov 28
Holds, Receipts: Coming Soon
Other Surveys: Possible, we are learning &
building as we go
DUE FRIDAY
NOVEMBER 28
5:00PM
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Library contact person
Theme choice & Logo
Proxy server?
Pick Up Anywhere?
eCommerce & credit cards
Interest in “Enterprise Rooms” Training
Post go-live: Kids Catalog, Online Registration, &
Digital Archives with Portfolio
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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
Example of consortium-wide adoption:
PrairieCat consortium
 7% of all holds selected a pickup other than
home library
 50,000+ holds of the 690,000 annually
 July 1, 2013 – June 30, 2014
RSA Library in
Peoria/Normal Area
% Pick
Up
All
Anywhe Existing
re Holds Holds
Existing Existing
Home Pick Up
Library Anywhe
Holds re Holds
RSA Library in
Peoria/Normal Area
% Pick
Existing Existing
Up
All
Home Pick Up
Anywhe Existing Library Anywhe
re Holds Holds Holds re Holds
Peoria
6%
3,052
2,884
168
Hudson
0%
104
104
-
Fondulac
7%
671
622
49
Morrison & Mary Wiley
Memorial Library
16%
82
69
13
Morton
1%
599
591
8
Chenoa
1%
69
68
1
Normal
0%
569
567
2
Washington
10%
434
391
43
Mount Hope Foxgrove
8%
60
55
5
Pekin
16%
396
333
63
Crevecore
34%
59
39
20
Alpha Park
6%
376
355
21
Peoria Hts
25%
48
36
12
Dunlap
19%
355
286
69
Filger
2%
41
40
1
Chillicothe
26%
274
202
72
Carlock
3%
31
30
1
Metamora (5 libraries)
30%
261
184
77
Brimfield
8%
189
174
15
Martin Township
3%
31
30
1
Lillie M Evans
14%
175
150
25
25%
28
21
7
Heyworth
0%
173
173
-
Deer Creek
Atlanta (tiny library
community library with larger
libraries around it)
53%
17
8
9
Tremont
16%
163
137
26
Farmington Area
24%
123
94
29
Marquett Hts
8%
13
12
1
RSA Library in
Peoria/Normal Area
% Pick
Up
All
Anywhe Existing
re Holds Holds
Existing Existing
Home Pick Up
Library Anywhe
Holds re Holds
Peoria
6%
3,052
2,884
168
Fondulac
7%
671
622
49
Morton
1%
599
591
8
Normal
0%
569
567
2
Washington
10%
434
391
43
Pekin
16%
396
333
63
Alpha Park
6%
376
355
21
Dunlap
19%
355
286
69
Chillicothe
26%
274
202
72
Metamora (5 libraries)
30%
261
184
77
Brimfield
8%
189
174
15
Lillie M Evans
14%
175
150
25
Heyworth
0%
173
173
-
Tremont
16%
163
137
26
Farmington Area
24%
123
94
29
 Peoria’s newest branch is
on the way home to folks
in Chillicothe, Dunlap, and
Brimfield.
 Peoria is also used by
Washington since there
are a lot of Caterpillar
commuters in that area
stop by Peoria
 Fondulac library is in the
middle of East Peoria and
has a couple Caterpillar
plants in walking
distance. They have lots
of non-Fondulac pickups.
 Overall “nobody is getting
abused”
Studying SWAN Reciprocal Borrower Statistics
in Millennium, this is compiled by Library Patron
Checkouts at a Library Location (Stat Group)
 Millennium answers the question as
“Where do my patrons go?”
Not
“Which patrons come to my library?”
Tough to compile a comprehensive view
 Analysis of Woodridge, Downers Grove, and
Indian Prairie PATRONS

PTYPE DGS-Patron
Woodridge
Woodridge Self Check
Indian Prairie
IndianPrairie SelfCk
Downers Grove
Downers Grove SlfChk
TOTAL
Total Checkouts as Reciprocal
Borrowers
Checkouts % of 10/2014
969
363
496
547
12,013
41,341
2%
1%
1%
1%
21%
73%
56,855
4%
3,501
6%
They also like Hinsdale & LaGrange & Westmont & Clarendon Hills!
PTYPE WRS-Patron
PTYPE DGS-Patron
Woodridge
Woodridge
Woodridge
Self Check
Woodridge
Self Check
Indian Prairie
Indian Prairie
IndianPrairie SelfCk
IndianPrairie SelfCk
Downers Grove
Downers
GroveGrove SlfChk
Downers
Downers Grove SlfChk
TOTAL
Checkouts % of 10/2014
Checkouts
19,600
969
10,664
363
496
209
547
148
12,013
153
41,341
705
% of 2014
62%
2%
1%34%
1% 1%
1%
0%
21%
73% 0%
2%
56,855
4%
Total Reciprocal Borrower
Total Checkouts
Checkouts as Reciprocal
3,501
6%
Borrowers
1,409
TOTAL
31,673
They also like Hinsdale & Westmont & Clarendon Hills!
4%
4%
PTYPE INS-Patron
Woodridge
Woodridge Self Check
Indian Prairie
IndianPrairie SelfCk
Downers Grove
Downers Grove SlfChk
TOTAL
Total Checkouts as Reciprocal
Borrowers
Checkouts % of 10/2014
106
163
17,057
22,073
147
498
0%
0%
41%
54%
0%
1%
41,147
2%
2,017
5%
They also like Hinsdale & Westmont & Clarendon Hills!
Based on PrairieCat & RSA, SWAN
might see the following
• Pickup Anywhere will be popular but not
overwhelming
• Larger libraries in SWAN could expect 7% of
holds to be Pick Up Anywhere
• Smaller libraries might see a larger percentage
1.
2.
ILL Lending/Borrowing checkouts follow
profile of Circulating Library: Symphony ILS
configured by SWAN Profile Team: Start
date April 14, 2015 Go-Live
Consolidate Circulation Configuration:
Symphony ILS configured by SWAN Profile
Team: Start date April 14, 2015 Go-Live
A. Minimum 2 Renewals, exception library-
designated collections
B. Grace periods of zero or 3 days
3. Create Uniformity in the Way that Member
Libraries Catalog Volumes:
Waiting on Symphony data load to finalize
naming convention
4. Standardize Treatment of Boxed Sets:
Cataloging Users Group set January 1, 2015 for
start of new packaging
**Prior box-sets packaging exempt**
Symphony Debt Collect Integration with Unique
Management Services
 RB & ILL Reimbursements: RAILS Finance &
SWAN Member Services
 Online Patron Payment System

 Goal: have all SWAN patron payments online deposit
directly in library bank accounts
▪ Enterprise integration with credit cards allows individual
library credit card merchant accounts
▪ BLUEcloud Commerce integration at circulation desk with
Symphony ILS
▪ December 4 Quarterly Meeting Presentation by SirsiDynix
Justin Swain on payment options & sign-up
Workshops: what did you learn?
What can we share at December Quarterly?
Millennium server maintenance Wednesday
11/12 4am
Aaron Skog, [email protected]