1. SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director Tinley Park Public Library August 12, 2014

2.  SD Consortia Summit  Timeline Updated  Symphony Profiling Underway  Data Extracted from Millennium & Undergoing Analysis by SD  Additional Teams Formed

3.  Summit #2 : July 28 Meeting with 4 SirsiDynix Consortia  CCS, LINC, MAGIC, & RSA  Review SWAN Symphony Profile Draft, aka “Sanity Check”  SWAN incorporating suggestions & feedback  Consortia experience & administering the ILS important considerations  SWAN path selected: more work at onset, but better for long term

4. GO LIVE 4/14 Start Wed 6/11/14 Finish Wed 4/15/15 Install Workflows Implementation Team 9/1 Suspend Tech Services 4/4 Start to Offline Circ 4/11 – 4/13 July 21September 11December 21February 11April 1 Project Prep SWAN Core Training 9/15 - 1/16 3rd Party Int. Enterprise Config. SVA In Person Library Staff Training 2/3 - 4/10 Install Symphony Production Environment 7/16 Load Policies 8/13 Unique Management Onsite 10/13 Library Staff Access Mentor 11/3 Symphony 3.5 Upgrade 1/4 Install Workflows All Library Staff 1/16 Final Data Call and Data Resolutions 3/23 Quarterly 9/4 Test Data Load Policy Profiling November 1 COW 8/12 Member Libraries SWAN staff

5. Lending & Borrowing Patron Notification Security Profiling MARC & Item Patron fields Types/Groups Mapping Data Migration Acquisitions Cataloging Group Circulation Searching Training UIX for Discovery/OPAC 77+ Profiles Enlist library grp Search eResource Central setup Collection mgmt E-books EBSCO Discovery Service Online Subscriptions Integration EDS Self-checks Peripheral hardware (spine labels, etc.) RFID, AMH 3 rd Party Integration Online patron payments Debt Collect RB Billing Credit Cards Financials Analytics Ad Hoc Rpts Reports Info for Patrons Enlist Library PR staff PR SD person on site 3 days (pre, during, post) Go Live Address issues 12 weeks of phone calls SWAN staff grp “Sure Start 12” BookMyne+ MobileCirc Mobile Facebook app Enlist library grp? Social Portfolio Conversion OMAI harvesting Digital Collections Before Go Live After Go Live

6.  SWAN Staff Building Symphony  Required Codes & Counts  Libraries (84)  Locations (236)  User Profile (198)  User Categories: 12 types (700+)  Item Types (83)  Item Categories (underway)  Loan Periods (21)  Circulation Rules (99)  Billing Structure (underway)  Circulation Map (1,300)  Hold Map (670)

7. Circulation Maps Circulation Rules Billing Structure User Profile Location Library Item Type Loan Period

8.  Comprised of SWAN staff (same as Profiling Team) & SD Data Migration Specialist  Mapping the Millennium data to New Symphony Codes  Perfecting Innovative Interfaces final data extract  Build New Servers: all virtual machines (“VM’s”)  Evaluating data load with SD  Recommendations on Millennium data cleanup forthcoming: August – December ‘14

9.  UX & Discovery team: 3 library staff & SWAN migration staff  Anthony Andros, Tinley Park Public Library  Keisha Hester, Calumet City Public Library  Tara Wood, Oak Park Public Library  Team will support SWAN staff during the migration & provide input to SWAN staff on  OPAC configuration: Enterprise work starts October 2014  Consult on the development of a training plan for public service staff  Contribute to training as needed, potentially creating print or digital training aids and/or presenting group training sessions  Desired enhancements

10.  The team will support SWAN staff during the migration, and will comprise up to five staff from member libraries with experience in public relations, marketing, and/or graphic design  Team members will consult on the development of a  Communication plan  Talking points  Create tools or graphics for library use  Contribute content to a patron-facing support site  As part of the communication plan, the team will develop a strategy for the type, number, and scope of tools to be created for member library use  The team will also determine responsibilities for creation of those tools  Team members, SWAN staff, and potentially other member library staff could be responsible for creation of various elements

11.  EBSCO EDS = EBSCO Discovery Service “Application Programming Interface” (API)  Connects Library Subscription Databases with new OPAC Enterprise  Led by SWAN Special Projects Coordinator Rebecca Malinowski  Meetings with EBSCO Completed  SWAN will be the first consortium to use EDS APIs  SWAN Requesting Libraries to Respond to Forthcoming Survey

12.  September: SWAN Staff begins distance training with SirsiDynix  October: Mentor Webinar for library managers  Early November: All library staff have access to SirsiDynix Mentor  January: Symphony Workflows installed on library workstations  February-March: All Staff Training  Combination of hands on and demos, in person and webinar.

13. SD Distance Training Sept or Oct SD Mentor November SD In Person January SWAN Distance Training Feb - Mar SWAN In Person: Hands On Feb - Mar 5 Circ Mentors & SWAN staff  5 Cataloging Libraries & SWAN staff  15 Acq Libraries & SWAN staff  Serials: All Libraries  Searching: All Libraries  ? Circulation: All Libraries  Cataloging: All Libraries  Analytics: All Libraries ? 

14.  Cataloging  Demo and Q&A (3 sessions): Week of February 2  Hands On (10 sessions): March 24-April 10  Circulation  Staff Training (12 sessions): February 23-March 6  Manager Training (6 sessions): March 3-March 13  Member Services Site Visits: March 24-April 10  Enterprise and Workflows Searching for Desk Staff  Blue Cloud Analytics & Symphony Adhoc Reports  Serials  Acquisitions

16.  Hardware & Peripherals Survey: Completed  Billing Survey: Completed  L2 Account Update: due Friday 8/22  Database Integration with EBSCO EDS Document to Complete: Coming Soon  Training Survey: Coming Soon  Other Surveys: Possible, we are learning & building as we go

17.  Staff Desktop Hardware  Public Desktop Hardware  Tablet Requirements & Recommendations: Coming Soon!  Peripheral Requirements & Recommendations: Coming Soon!

18. Hardware Type Recommendation Type CPUMemoryHard Disk OS / Software Monitor Resolution Peripheral Ports Staff Desktop / Client Workstation Minimum Required 3Ghz Intel P4 or AMD equivalent 1GB Windows XP 32-Bit 1024x768 x4 USB 2.0 Recommended Intel Core i3, i5, i7 or AMD equivalent 4GB or higher 120GB or higher, 7200RPM or SSD disk speed Windows 7 64-bit or newer 1280x720 or higher x2 USB 2.0 x2 USB 3.0 Parallel Port Online Patron Access Catalog (OPAC) Workstation Minimum required 3Ghz Intel P4 or AMD equivalent 1GB Internet Explorer Browser 8 1024x768 x2 USB 2.0 Recommended Intel Core i3, i5, i7 or AMD equivalent 4GB or higher 120GB or higher Chrome, Firefox, Public Web Browser 1280x720 or higher x2 USB 2.0

19. Where are we?  Entering the Neutral Zone  Very fluid period  Answers will not be apparent  Transition process  Does not end with Go-Live in April ‘15  Replacing old habits with new ones  Period to Review policies & procedures  Adjust staff response time & commitments William Bridges: 3 Phases of Transition

20.  No new acquisition library implementations  No further Millennium Loan Rule adjustments  No additional Millennium Location Codes  No library migrations into SWAN  Slower response to original cataloging requests  Staff away from desk  Exceptions:  Emergency or planned library closings  Work related to the migration, e.g. system- wide patron purge

21. SWAN is offering two workshops on October 9, 2014  Registration required, 1 rep per library, max 77  Change Management for SWAN Administrators/Directors 9:30AM – 12PM  http://www.librarylearning.info/events/?eventID =17747 http://www.librarylearning.info/events/?eventID =17747  Change Management for SWAN Supervisors/Managers 1:30PM – 4PM  http://www.librarylearning.info/events/?eventID =17748 http://www.librarylearning.info/events/?eventID =17748

22. Register Today! Thursday, August 14 th from 10am-3pm (with a brief 1 ½ hour intermission for lunch)  What is RFID?  Technologies and Industry Trends  Existing RFID configurations in SWAN Libraries  Data models in-place, types of tags and hardware within SWAN  Vendor Guest Speaker from Envisionware  How to tag or retag your collection  Member Library Experiences with RFID implementations  Member Library Q&A Panel 22

23. Section 3030.215 Standards for Core Services to Members (c) Bibliographic Access Standards 3030.215 (c) (1) Encourage full member libraries to participate in a Local Library System Automation Program. Only full member libraries are eligible for Local Library System Automation Program participation; developmental libraries and non-system members cannot participate. Systems should work collaboratively to eliminate existing restrictions on participation by full members in such shared automation programs. The Local Library System Automation Program resource sharing plan should be in compliance with the system resource sharing plan. 3030.215 (c) (2) Explore the potential of emerging integrated library system software and other resource discovery tools that facilitate resource sharing and participate in the creation of a regional and/or statewide Local Library System Automation Program. 3030.215 (c) (3) Develop and strengthen the ability of member libraries’ staffs to implement and use currently available and emerging resource discovery tools.

24. Aaron Skog, aaron.skog@railslibraries.info