SWAN Committee of the Whole Meeting
Presented by Aaron Skog, SWAN Executive Director
Oak Lawn Public Library
July 8, 2014
SD Consortia Summit
Timeline Drafted
Symphony Profiling
Underway
 Data Extracted from
Millennium &
Undergoing Analysis by
SD



Before Go Live
After Go Live
•Lending &
Borrowing
•Patron
Notification
•Security
•MARC & Item
•Patron fields
•Types/Groups
•Mapping
•Acquisitions
•Cataloging Group
•Circulation
•Searching
•UIX 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
Project
Manager
Data Analyst
Symphony
Consultant
Enterprise
Consultant
SVA
Consultant
Server
Hardware
Consultant
Core Trainers
(Train the
trainers)
System Admin
Circ, Cat,
Reports,
Enterprise
Custom
Development
SirsiDynix Consortia Summit: Hosted by SWAN
June 4
 Consortia Managers & Staff
 CCS, LINC, MAGIC, & RSA– all SirsiDynix
customers
 How they designed Symphony
 Resource Sharing
 Managing Enterprise

Summit #2 Scheduled: July 28
 Review SWAN Symphony Profile, aka “Sanity Check”
Quarterly
9/4
COW
7/8
July 21
Library Staff Access
Mentor
11/3
September 11
Install Workflows
All Library Staff
1/16
November 1
December 21
Start to Offline Circ
4/11 – 4/13
Suspend Tech Services
3/30
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.
Load
Unique Management
Policies
Onsite
8/13
10/13
Install Symphony
Production Environment
7/16
Install Workflows
Implementation Team
9/1
Wed 4/15/15
SVA
Symphony 3.5
Upgrade
1/4
Final Data Call and Data
Resolutions
3/23
GO LIVE
4/14
Symphony ILS
Software New features
 Focus on Patron
Experience
 Is preserving current
practice best for
patron?
 Opportunity to rethink
design & services that
make patrons happy

Use Technology to
Provide
the Best Patron
Experience
#1 Set ILL Lending/Borrowing at Home
Library
 The default setting in Symphony allows
the borrowing library to determine the
loan rule
 For INNOPAC/Millennium: currently, the
reverse – the owning library determines
the loan rule
 Patrons express dissatisfaction when
they pick up materials and discover that
the ILL materials circulate differently
 SWAN patrons do not understand how
they receive overdue notices from
libraries they have never visited
Recommendation: Opt for the Symphony
software default setting & allow the
borrowing library rules to define the
circulation rule, instead of the lending
library
Patron
Home Library A
Materials (3
wks)
Now
ILL Materials
Library B Rules
(2 wks)
Patron
Proposed
Home Library A
Materials (3
wks)
ILL Materials
Library B (follow
Library A rules)
#2 Consolidate Circulation Configuration: Create
uniformity for the optimal patron experience
 Set all grace periods to two days
 Allow unlimited renewals, but with “unseen
renewals” set to 2, with the 3rd at the library
 Provide Symphony “alternate loan periods”
 Member library sets checkout period & fines
Have the SWAN Circulation Advisory Committee
make a final recommendation to the SWAN Board
for approval in August 2014
#3 Create Uniformity in the Way that Member
Libraries Catalog Volumes
 SWAN should resolve this patron service issue
for go-live, during the profiling phase
 Uniform data entry for volumes will make
Symphony & Enterprise software work better
Recommendation: Have the Bibliographic Services
staff set the standard for data entry for multivolume records for all cataloging libraries and noncataloging libraries in SWAN
CURRENT EXAMPLE (ENCORE)
ENTERPRISE EXAMPLE IF WE
DON’T ENFORCE UNIFORMITY
#4 Recommendation: Standardize Treatment of
Boxed Sets
Recommendation: Have all boxed sets cataloged
uniformly by SWAN libraries starting January 1,
2015.
 Boxed sets will circulate for two weeks to allow
patrons time to view the material.
 This applies only to new sets acquired by SWAN
libraries. Existing collections will not have to be
repackaged or re-cataloged (unless a library
choses to do so)
Library staff enter
a “pre-cat” brief
record for the
complete boxed
set based on ISBN
Patrons place
holds on boxed
set pre-cat
record, AKA bib
level hold
Upon receiving their
items, some libraries
add the complete
boxed set as a single
item, while some add
each disc as an
individually circulating
item
ILS cannot distinguish
between a boxed set
or a specific disc for
holds placed on a precat, and patrons may
end up receiving disc
six instead of the
boxed set or the first
disc of the set
Does This Sound Familiar?
Unhappy
patron
Pre-cat example of upcoming DVD release: 60 holds waiting
5 videodiscs in box set
#5 Pick Up Anywhere for All Public Libraries
 Colleges & Special Libraries exempt
 SWAN must focus on its reciprocal borrowing
experience, as it is higher than ILL within the
consortium (1.5 million RB annually vs. 1.1 million ILL)
 Creating greater flexibility in pick up locations will
better serve patrons with diverse needs
Recommendation: All public libraries in SWAN should
allow patrons within the OPAC to select a location other
than their home library for pickup of materials



Symphony “profiling” work began July 7
Final design is due on August 8
Go-live date of April 2015
 College Spring break
 Two months prior to start summer reading

Request the SWAN Board take action on the
following five recommendations at Friday
July 18 Board Meeting

SWAN Board July 18 9:30am: RAILS Burr Ridge
 RAILS Parking Lot will be repaved that day
 Park next door in west lot of 100 Tower Drive
▪ When using their parking lot please park your vehicle along
the back East section, the row close to RAILS
▪ During the construction period, please use the kitchen door
only for ingress and egress


Committee of the Whole August 12 9:30am:
Tinley Park Public Library
Quarterly Sept 4 9:30am : RAILS Burr Ridge
 Live Streaming & Recording
Aaron Skog, [email protected]