Embracing Changing Technology and New Technical Services Workflows in Migrating to a Next-Generation Library Management System Kay Johnson, Head of Collection and Technical Services Jessica Ireland, Serials & Electronic Resources Librarian McConnell Library, Radford University

Summary Introduction and Initial Cleanup (Kay) Background and First Steps Migration Process and Workflow Analysis Migrating the KB and Ordering (Jessica) KB Migration Ordering Aftermath, Lessons Learned, and Next Steps (Jessica and Kay)

Radford University and McConnell Library Radford University was founded in 1910 in Radford, VA. It is a public Master’s university with almost 10,000 students. McConnell Library has 35 faculty and staff, and provides access to around 400 databases, 53,700 e-journals and 1550 print journal titles. About 60 diverse e-resources are provided for free or cost-share by the Virtual Library of Virginia (VIVA) consortium.

In early February 2015, the Dean of McConnell Library announced the library would migrate to: OCLC WorldShare Management Services

What Migrates? What Doesn’t Migrate? Does Migrate Bibliographic records, sort-of Item records Patron data & Circ data Reserves Holdings records Doesn’t Migrate Acquisitions data Knowledge base ERMS data Check-in records Authority records

Migration Process Selected Key Deadlines and Events: February 2015 – Begin data clean-up to migrate from legacy system to OCLC Worldshare Management Services (WMS). May 2015 – Migrate knowledge base to WorldCat knowledge base. June 29, 2015 – Hire temporary assistant to help with serials migration. August 11, 2015 – First OCLC WMS Cohort meeting. September 17, 2015 – Legacy bib and item data sent to OCLC December 13, 2015 – Go Live in WMS. January 2016 – Begin ordering and check-in in WMS.

Key Serials Pre-Migration Projects Barcode and create item records for all of the bound journal volumes Create dummy items for all of the currently-received serials Example: American Libraries LHR in WMS 876 field: Move the e-journals and print journals to the OCLC knowledge base Begin adding local information to vendor records WEEDING!

Knowledge Base Set-up Very short timeframe to migrate KB data. Data-dump from previous KB. Selecting collections and individual titles. Adding print titles.

Brilliant The price – it’s free! One-click to turn on collections and individual titles. Add to Order button – allows links between KB and Acq module.

Collection Manager

Collection Manager Detail

And not so much… Problems with some of the data for streaming video and music collections. Delays with removing titles no longer in collections. More robust/improved searching needed.

Training and Workflow Considerations WMS training videos, WMS training videos, WMS training videos!!!! Networking and collaboration OCLC workflow analysis CaTS retreat

Training Webinars September2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday pm 1on1 meeting with Denise Migration Questionnaire pm Local Holdings Records for Monographs in WorldShare Record pm Local Holdings Records for Serials in WorldShare Record Manager Scope Statement approval due Bib Data Due pm WMS Overview/Sneak pm Receiving and Invoicing in WorldShare pm Editing Bibliographic Data in WorldShare Record Manager pm WMS Basic Cataloging am Check out and Check in am-10:45 Holds (recorded) pm WMS Circulation pm Check Out and Check am Course Reserves (Recorded) Blue=cohort meetings Green=CATS related webinars Purple=Access Services webinars (Webinars are live unless otherwise indicated) Schedule by Jackie DeLong

Networking and Collaboration

OCLC Workflow Analysis Day 1 – Current Workflow Day 2 – Proposed Changes and Q&A

CaTS Retreat Morning – PEST & SWOT Analyses, Review of Position Descriptions and Literature, including NASIG Core Competencies Afternoon – Break-Out Groups, Short & Long-Term Goals Selu Retreat, Radford University

Aftermath, Lessons Learned, and Next Steps National Weather Services, 11/7/11

Key Serials Post-Migration Projects Create order records for all subscriptions and standing orders, including activating vendor records Activate titles for serials check-in Clean-up LHRs, including adding Film/Fiche Match unresolved titles

Serials Gone Wrong – The Beehive, Part 1 Master Bib Record Data: Local Bib Data: Patron Display:

Serials Gone Wrong – The Beehive, Part 2 LHRS:

Receipt of Journals First Received 2017 March on 5/23/16??? Can’t be deleted because it has been received.

Generating Labels at Check-In

Oops! Big mistake on our end… Former location for periodicals was: Periodicals In an effort to be helpful, new locations were: 1 st Floor – Journals 2 nd Floor – Journals Wasn’t a good plan since shifting is ongoing and large global changes cannot be done locally. OCLC changed the location of all items to: Journals

Subscriptions Ordering Acquisitions data does not migrate, so orders had to be created post- migration. Gathered order record data and previous 5 years of payments from old system. Vast differences between orders in old system and orders in WMS. WMS purchase order structure is very similar to the structure in eVA (Virginia’s electronic procurement system).

WMS Purchase Order

eVA Purchase Order

A Few Positives from Migration… Data migrated as expected We came up in WMS two days early Only 616 records out of 288,530 did not match up with OCLC bib records Time savings with authority work and serials KB OCLC customer service Continually evolving library management system Closer working relationships Opportunity to re-evaluate and re-create workflows WMS and the KB run on all browsers and all devices!

A Few Negatives from Migration… Data migrated as expected, with some added twists Continually evolving library management system Forced to re-evaluate and re-create workflows Those pesky print and microform journals

Migration Lessons Learned Start early Clean up the legacy data and pull critical data that may not migrate before migration Plan and meet together often Learn from others Keep up with changes Mistakes will be made

Future Steps Populate license manager Run reports and do fiscal close Experiment in printing journal issue labels Submit enhancement requests Revisit retreat goals Continue to re-evaluate positions and workflow Stop and catch breath! Transition from putting out fires to a normal workflow. Continue to develop processes and procedures.

The Road To Success is Always Under Construction Jessica Ireland, Robin Hardee, Emily Hess, Kay Johnson Jessica Ireland – Kay Johnson –