March 1, 2012

 Report Server & Encore problems  Projects completed December February 2012  Plans for the next three months  Highlights from RAILS LLSAP Data Center Study  Heartland consortia merger update  PrairieCat migration update

 Fri Feb 17 th Problems began, continued over weekend  Mon Feb 20 th disabled library access to Report Server  Oracle examined hardware: no issues  SWAN staff checked data, found gaps  Tues Feb 28 th Innovative performed data resynchronization, Wed Feb 29 th errors corrected  Thurs Mar 1 st brought back online

 Feb 6 th scheduled upgrade to ver 4.1 canceled  “Data Services” migration required: needs Production Server DOWN TIME  Reboot of Encore on Fri Feb 17 th shook up Production Server: the cause? data services  Migration escalated, attempted & then aborted  Original DOWNTIME estimate: 6 hours  Revised DOWNTIME estimate: 44 hours

 SWAN’s “12 Gifts”  12 features, R2009B enhancements, workshops  Surprise gifts!  What were they?

1. MilCirc recent search results in the Search/Holds mode 2. Print Templates workshop on February 2 nd 3. Millennium “On Search” status 4. New Itypes for DVD boxed sets 5. MilAcq, MilCat, MilSerials “Record View Properties” 6. MilSerials two new frequency codes 7. MilCirc & MilAcq module enhancements 8. Custom return address on circulation notices 9. Encore 4.1 (scheduled for February 6 th ) 10. WebPAC: My Lists/Wish Lists 11. WebPAC: Freeze holds 12. WebPAC: preferred searches

The three WebPAC My Account features associated with the SWAN “12 Gifts” were deployed on February 1 st : 1. WebPAC: My Lists/Wish Lists 2. WebPAC: Freeze holds 3. WebPAC: preferred searches

 “I think you already know that I thought this class was great. I was worried that I would be getting into something way over my head but the procedure, though not intuitive, was explained so well that I quickly caught on and have been playing with the Hold Slip template ever since. I especially liked that the group was kept small enough so we could use the training lab and actually work with the programs with Dave guiding through each step.”  “It was one of the most useful workshops I have attended. I was afraid that the information may be a bit over my head but it was not. If someone is having reservations about attend don’t anyone can do this and its well worth it. Also Dave is an awesome instructor.”

 OverDrive records loaded: 3,407  My Media Mall: 929  eMedia Library: 1,018  Media on Demand: 1,460  Bib Services Team Totals 2011  Original records: 2,020  Copy records: 41, 397

 Acquisitions Workshops:  Innovative trainer on site for two days  Hands on, “triage”  For current SWAN Millennium Acquisitions libraries  Kate Boyle, SWAN Member Services contacted libraries  Pilot Quick Clicks  Ability for brief records to automatically enter SWAN’s bib data  Established toe-hold with Baker & Taylor  Title Source 3 “grid” configuration a BIG component

 Continuing education for circulation  Led by circulation staff “mentors”  Panel discussions  The dates are listed in L2 under the tags “get smart” and are open for registration:  ng.info/tags/?GET+SMA RT ng.info/tags/?GET+SMA RT 1. The A Team: At the front desk 2. Mythbusters: Behind the scenes 3. Let's Make a Deal: Customer Service 4. One Step Beyond: How does SWAN do that?

 Current: SWAN EZProxy  Issues with “Token ID”  Difficult to troubleshoot  Uses last name as password  New: SWAN Patron API  Better OverDrive support  PIN synchronized with Millennium My Account PIN  The catch: all libraries must use PIN, or no password

ENCORE 4.1 UPGRADE (we hope)  Advanced Search  New look  Consortia enhancements

 Setting up SWAN to have its employees  Payroll service  Insurance  Retirement  Health benefits  Employee manual  Policies (holidays, sick time, etc)  Deadline June 30 th  SWAN Personnel/Finance Committee  Jamie Bukovac  Jeannie Dilger-Hill  Rich Wolff

 Six month study completed  Four RAILS LLSAPs & IT dept worked together  Goal: give RAILS Board a recommendation on a consolidation of data center  Why is this important to SWAN?

Five scenarios explored: 1. Data center at an existing RAILS facility 2. Data center at some new RAILS facility 3. Colocation, where RAILS and LLSAP equipment is located at a third-party data center 4. Software as a service/cloud computing/hosting, where the services and equipment are provided by vendors 5. Data center at a member library

 Study of existing RAILS facilities:  Nine elements needed in data centers: size, power, telecom, etc.  Points awarded based on elements  15 total points possible 1. Burr Ridge: 15 points. 2. Geneva: 12 points 3. Shorewood: 12 points 4. East Peoria: 11 points 5. Wheeling: 4 points 6. Coal Valley: 4 points 7. Rockford: 2 points

 Colocation options:  Northern Illinois University (pictured)  Illinois Century Network (ICN)  Commercial vendors

Conclusion:  Consolidate to Burr Ridge data center  Recommendation from 4 LLSAP managers & RAILS IT manager  Presented at RAILS Bd mtg Jan 2012 Report Online: RAILS Board meeting January 27, report-final%20(Doc.% )_0.pdf

 Illinois Heartland Library System (IHLS) process for determining combined ILS vendor  Final recommendation: Polaris  Polaris was the front runner in each phase of the evaluation  After Phase I, Polaris and SirsiDynix were almost tied: 85/100 vs. 82/100  After onsite demonstrations the margin between the two vendors really started to grow

 Phase I–Evaluate the responses from the RFI release  Phase II –Onsite demonstration evaluation  Phase III –Evaluate the responses from the BFO (best-and-final-offer)  /files/jan12_ILS_Vendor_Selection_Process.p df /files/jan12_ILS_Vendor_Selection_Process.p df

 Migration later 2012  Working on buy-in with members  Will have LLSAPs officially disolve  Consolidating funds & dividing migration costs  Will need new contracts with members

 New ILS vendor: Innovative Interfaces  Sierra as the new ILS (leaving SirsiDynix Symphony)  Now 69 full members, 80 Union List members  July 5, 2012 go-live target  Pinnacle Library Cooperative: six libraries  Plainfield Public Library, the Joliet Public Library, the Fountaindale Public Library, the White Oak Public Library, Shorewood-Troy Public Library, and the Lemont Public Library  Polaris  June 16, 2012 go-live target

 Reminder: use the URL below 

 End of Executive Director report  Look for this presentation here: