1. We would’ve, we should’ve, but we didn’t: if we knew then, what we know now Betsy Friesen NAAUG 2003

2. “From the errors of others, a wise man corrects his own.” -- Publius Syrus

3. University of Minnesota Aleph Implementation Contract signed with Ex Libris in April 2001 Contract signed with Ex Libris in April 2001 Trainer meetings began July 2001 Trainer meetings began July 2001 Implementation meetings began Fall 2001 Implementation meetings began Fall 2001 3.5 million records converted for UM-TC 3.5 million records converted for UM-TC UM-TC up July 1, 2002 UM-TC up July 1, 2002 Coordinate campuses STP July 14, 2003 Coordinate campuses STP July 14, 2003

5. Opportunities to Err General General Conversion Conversion Documentation Documentation Implementation Implementation Training Training Post-Switch to Production Post-Switch to Production

6. General Issues Devote as many systems staff as you can to implementation Devote as many systems staff as you can to implementation Purchase necessary hardware Purchase necessary hardware –Newest and as high end as possible for servers –Soundcards and speakers for circ –Larger monitors for some areas Choices matter Choices matter Set a date for STP and stick to it Set a date for STP and stick to it

7. Conversion: Data Explore multiple paths to your destination Explore multiple paths to your destination Utilize as big a test set as possible Utilize as big a test set as possible Convert only essential data (know what you can give up) Convert only essential data (know what you can give up) Clean up data Clean up data Identify post-STP clean up projects Identify post-STP clean up projects

8. Conversion: Record Review Choose record reviewers who know the data Choose record reviewers who know the data Make sure reviewers can comply to demands of reviewing Make sure reviewers can comply to demands of reviewing Start training earlier Start training earlier Write scripts for record reviewers to use Write scripts for record reviewers to use Work in pairs Work in pairs Meet as a group regularly Meet as a group regularly Review record displays from public OPAC, as well as GUI Review record displays from public OPAC, as well as GUI

9. Documentation Read it all … then read it again (web guide, How Tos, and PRBs) Read it all … then read it again (web guide, How Tos, and PRBs) Experiment and make sure a ‘solution’ works Experiment and make sure a ‘solution’ works Ask questions Ask questions

10. Implementation Implementation team Implementation team Indexing Indexing Tables Tables Training Training

11. Implementation Team Should have a thorough understanding of all functional areas Should have a thorough understanding of all functional areas Assign a manager to keep members on task Assign a manager to keep members on task Get beyond politics for the ‘greater good’ Get beyond politics for the ‘greater good’

12. Indexing Beware what you wish for Beware what you wish for Watch for the ‘little things’ Watch for the ‘little things’ Test indexing early and often Test indexing early and often Beware of running background index jobs after STP Beware of running background index jobs after STP

13. Tables Start early … wait, start earlier than that Start early … wait, start earlier than that Accept defaults when possible to be able to start testing earlier Accept defaults when possible to be able to start testing earlier Develop experts in each functional area Develop experts in each functional area Understand the integration of the tables Understand the integration of the tables

14. Training Appoint a training manager Appoint a training manager Pick people who are: Pick people who are: – Interested in the system as a whole –Comfortable speaking to groups Invite your ‘volunteers’ to participate Invite your ‘volunteers’ to participate Prepare local documentation describing work procedures Prepare local documentation describing work procedures

15. Post-STP Issues Take down old system ASAP Take down old system ASAP Keep ear to ground & listen for rumblings Keep ear to ground & listen for rumblings Provide ‘reinforcement’ training where necessary Provide ‘reinforcement’ training where necessary Begin data clean up ASAP Begin data clean up ASAP Have macro software/training in place Have macro software/training in place Communicate progress/issues to staff Communicate progress/issues to staff

16. Top 10 List of Things We Would’ve Done Differently 10. Review records on the web OPAC, as well as the GUI 9. Clean-up data prior to conversion 8. Appoint implementation team manager 7. Develop experts earlier & in greater numbers in functional areas 6. Take down old system as early as possible

17. Top 10 List of Things We Would’ve Done Differently 5. Set a date for STP, stick to it, make it work 4. Start tables work early & understand their inter-relationships 3. Read documentation; read it again; write local procedures ASAP 2. Provide as large a test environment as possible 1. Test indexing early and often