Implementing WorkFlows in a multi-site academic environment (University of Southampton libraries) John Feechan

University of Southampton Library: n 7 sites (6 use Unicorn) n 5 libraries in Southampton, 1 in Winchester, 12 miles distant n 210 library staff n 3 systems staff n 180 staff PCs

WorkFlows n Did we want it? n What were the benefits? (Should we believe the hype)? n If yes, how soon? n What was involved in moving from InfoView to WorkFlows? n Feb. 1999, attended Sirsi seminar

Initial testing n Systems staff assess WorkFlows using our test server n Selected other staff also given access and asked for feedback

Testing questions n Do we want to use the Sirsi delivered settings: toolbars, function key settings etc.? n Do we want to (can we?) load a copy of WorkFlows onto our PC server and use that or onto each individual PC?

Post-test decisions n Server configuration l customise l properties l toolbars l function keys

Post-test decisions n PC configuration l install on PC server and use that copy l install direct to each (180!) PCs l balance needs of staff using their own PC & those moving between PCs, e.g. loans desk PCs l install to each PC via application wrapper

Drawbacks to this approach n To update client PCs, we need: l to update the WorkFlows software on the PC server l every PC to reinstall WorkFlows to pickup a new version of the software with the relevant changes l to communicate this to 210 staff l to update the 180 PCs

Why this route? n Each site exists as a library in its own right n WorkFlows is highly configurable n Enables local variation and self- determination

Setup n Configuration changes needed: l multiple user access policies - 1 for each site l add site WorkFlow properties to user access policy l changes to relevant user profiles l also in user access policies, modify access control policies (access lists) in WorkFlows

Implementation n Staff training organised n July WorkFlows live n Staff allowed to use either InfoView or Workflows during summer vacation n WorkFlows replaces InfoView from September 1999

Post-implementation n Further feedback and fine-tuning n Investigate new server/client installation options for WorkFlows with