1. SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director May 12, 2015

2.  Data Migration  Search Indexes  Enterprise  3 rd Party Transition  Training Provided  Tickets Opened & Closed

4. Large like a county or major city library, but less centralized Less cohesive with data entry Complex lending and holds

5. TOLD WASN’T POSSIBLE  Checkout History  Patron Signatures & Patron Photos, only 1 image possible WHAT WE FOUGHT FOR  Got the History Out & Into Symphony  SirsiDynix developed Symphony 3.5 for 2 images & Integrated Topaz hardware into Symphony 3.5

6. GO LIVE 4/14 Start Wed 6/11/14 Finish Wed 4/15/15 Install Workflows Implementation Team 9/1 Suspend Tech Services 4/2 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 1/23 Library Staff Access Mentor 11/10 Symphony 3.5 Upgrade 12/23 Install Workflows All Library Staff 1/16 Final Data Call and Data Resolutions 3/23 Quarterly 12/4 Test Data Load Policy Profiling November 1 Member Libraries SWAN staff

7. 1. We Want You! 9/10 2. Training Overview 11/3 3. Mentor Available 11/10 4. Register for Training 12/4 5. Ecommerce Enrollment 1/6 6. Ent Stress Test 1/16 7. WorkFlows Install 2/2 8. Training Update 2/6 9. WorkFlows Test Logins 2/10 10. Catalog Suspension 3/10 11. Circulation Updates 3/13 12. New Installer 3/13 13. Enterprise Checklist 3/17 14. Workflows Offline 3/24 15. Production Logins 3/30 16. ProPay Accounts 4/6 17. Support & Communication 4/8 18. Circulation Update 4/9 19. SIP2 & Vendors 4/9 20. Go-Live Prep 4/9

9. 4 Bookmarks 3 Staff Newsletters New Patron Website “Your New Catalog”

10. Overview in Presentation 1. Patron Records 2. Bibliographic Records 3. Item Records 4. Holds 5. Photos & Signatures 6. SIP2 & “PCODE4” Data Also Extracted as Part of Migration 7. Checkouts 8. Acquisitions Orders 9. Acquisitions Vendors 10. Acquisition Funds 11. Serial Records 12. Reading History 13. Authorities

12. Patrons Purged 120,000 in March Patron Data: All Reformatted Upper case Name fields Phone 555-555-5555 ZIP + 4 Updated with NCOA Total of patrons updated with National Change of Address: 98,519 Fix for PO Box Address Forthcoming 5 Hour PIN Goof On April 4/22 between 9 AM and 2 PM PINs were reverted to the last four digits of user phone numbers. Approximately 51,000 users were affected. Change reversed at 2pm 880 Thousand

13. Bibs Loaded Perfectly Initially diacritics displayed incorrectly 146,745 bibs or 11% Fixed on April 22 1.3 Million

14. Items Issues Encountered Week 1 & 2 Barcode Problem Autogenerated barcodes in Symphony MARC vs. Non- MARC Variety of Issues, all fixed (next slide) Remaining Call Number Problem One portion of the call number, subfield |e was mapped in correctly No data was lost! Fix underway, complete by June 4 Quarterly 8 Million Now 94% Accurate Example: CD ROCK APPL-F WHEN Now CD ROCK APPL-F

15. Items 8 Million All Problems Below Now Resolved Problems Encountered Total Items Affected % of the Collection Auto-generated barcodes30,0000.37% Locations mis-mapped to SWS5,5590.07% Created date defaults to 1970306,9423.82% I-Type mapped incorrectly4090.01% PCS items listed incorrectly as Dewey30,7720.38% BZS items listed incorrectly as Dewey9,2930.12% Status "i" not mapped to storage9,3420.12%

16. Holds 83,109 Loaded Item holds all migrated as title holds Suspended/frozen holds (vacation holds, etc.) all arrived *active* in Symphony Two reported tickets noting some holds did not migrate 83 Thousand

17. Holds Holds Craziness! April 14 & 15 Fix Put in April 16 Library Holds Shelf Process April 17 “Trust the Process” aka “The Most Important SWANcom Ever” HUGE HELP from Library Staff to Fix SirsiDynix Support Reset all Holds Status Monitored the holds throughout 83 Thousand

18. Photos & Signatures Total Number of Patrons Signatures: 252,373 Photos: 77,265 Problems Resolved 222 Photos Missing, Reloaded 492 Signatures Missing, Reloaded Since the Migration 10 New libraries now doing both 2 New doing signatures 4 Signatures libraries added photos 1 photo, added signatures 330 Thousand

19. Photos & Signatures Imaged Improved by SirsiDynix Not just resized, but cropped to smaller size Cropped Photos to Face using facial feature recognition algorithms Reduced Signature Image but made sure to retain resolution & legibility 330 Thousand AFTER

20. SIP2 Transitioned Pre-Go-Live April 11 – 13 & Some on April14 40 Vendors 45 Services 13M (Cloud Library) 23M (Self-Check, Gates, AMH) 3AllData 4AtoZ the USA 5Baker & Taylor (TitleSource) 6Baker & Taylor (Axis 360) 7Bibliotheca (Self-Check, Gates) 8Bookletters 9Boopsie 10Bowker (Library Anywhere) 11Cassie (Librarica) 12Cen-Tec (Self-Check) 13Comics Plus 14Comprise (SAM) 15Comprise (Smart Money Manager) 16CUBS 17CultureGrams 18Dear Reader 19D-Tech (Self-Check, Gates, AMH) 20EBSCO 21EBSCO (Flipster) 22EnvisionWare (PC-Res) 23Evanced 24Gale 25Grey House Publishing 26Infogroup 27Ingram 28iTEAM 29iVerse Media 30Learning Express Library 31Library Ideas (Freegal) 32Lynda 33Mango Languages 34Midwest Tape (Hoopla) 35Morning Star 36Newsbank 37Overdrive 38Proquest 39Public Records 40 Recorded Books (OneClick Digital, Zinio) 41TBS (Today’s Business Solutions) 42Tech Logic (AMH) 43VendPrint 44World Book Online 45World Trade Press

21.  Problems After Go-Live: User Categories 1-5 only passed in SIP2 messages. Solution put in place Friday April 17 by moving User Cat 11 to 4.  UserCategory4 can be used as Internet Y/N OR a demographic field  Full Cross-Reference found at the SWAN support site under documentation/swantech  https://support.swanlibraries.net/system/files/Public/SWANTech/Pcode4Cat4_Cro ss_Reference.pdf https://support.swanlibraries.net/system/files/Public/SWANTech/Pcode4Cat4_Cro ss_Reference.pdf

22. Indexes Enterprise Affected: 13 hours of 576 hours possible April 28: lasted 4 hours (3pm -7pm) April 30 : lasted 9 hours (7am – 4pm) Unfortunately during business hours Other Enterprise Login on iPad tablets Logo Display Corrected (iOS users) on April 22 Affected 38 library profiles, representing 8% of all catalog users Enterprise

23. Indexes Symphony Indexes Affected April 14 Go-Live, issues reported Auto-generated barcodes Locations mis-mapped to SWS Created date defaults to 1970 I-Type mapped incorrectly PCS items listed incorrectly as Dewey BZS items listed incorrectly as Dewey Status "i" not mapped to storage April 23: 200,000 records repaired, needed indexing Library staff searches affected Compounded by Enterprise down on April 28 Search indexes fixed April 29 SWAN staff very happy with solution Improved for large database Symphony Searches

24. Tickets April 14 – May 8 (25 Days) OPENED: 1,596 CLOSED: 1,244 OPEN: 352 78% CLOSED

25. Training 2,334 Staff

26. SWAN Vmware Server Environment Servers 5 Running Millennium Test Server Millennium Report Server Millennium Production Server No Server Performance Problems During Past 25 Days SWAN hardware supports 5 ILS servers simultaneously Millennium & Symphony Symphony Test Server Symphony Production Server

27.  Consultant on-site 4 days  Monitored SWAN go-live from Lehi, UT  Daily calls scheduled  Support Team  SaaS Team

28.  Huge Help During Migration  Patient  Followed our memos & directions  Worked with Patrons  Holds fix on Friday April 17

29. eResource Central Stable throughout last 25 days Known Issue with OverDrive statistics New Registrations will appear to be higher Patrons using eRC for first time SirsiDynix notes this is an issue with OverDrive’s software API

30. Text Messaging: started Tuesday April 21 First day patrons got a text & email Corrected following day 422 User Accounts Signed up presently Email Notification: started Tuesday April 21 Print Notices: all mailed from SWAN directly Overdues & Billing Billing Notices: enabled Wed May 6 Text, email, & print

31. TEXT COURTESY NOTICE 8:30AM TEXT OVERDUE NOTICE (1 st & 2 nd ) 8:32AM EMAIL COURTESY NOTICE 8:40AM EMAIL OVERDUE NOTICE (1 st & 2 nd ) 8:42AM PRINT OVERDUE NOTICE (1 st & 2 nd ) 8:44AM TEXT BILL NOTICE 8:48AM EMAIL BILL NOTICE 8:50AM PRINT BILL NOTICE 8:50AM TEXT HOLD PICKUP NOTICE 8:52AM EMAIL HOLD PICKUP NOTICE 8:54AM

32.  Have you verified your library’s emails?  SWAN Aliased Email: aaa@notices.swanlibraries.netaaa@notices.swanlibraries.net  https://support.swanlibraries.net/alias-emails https://support.swanlibraries.net/alias-emails  Accessible/Changeable by library directors  Patron Notices & Reports  Sent from “Your Local Library” (sirsi@sdcatalog.swanlibraries.net)sirsi@sdcatalog.swanlibraries.net ▪ This is due to limitations of the system  Replies to noreply@swanlibraries.netnoreply@swanlibraries.net  No options to capture “bounce” notifications at this time

34.  Staff Training on Reports Limited  Data “shake out”  BLUEcloud Analytics not ready yet  Symphony Reports is not just Statistics  Task Manager for Overnight Processes  Notifications to Patrons (Text, Email, Print)  “Read-only” reports, e.g. provide me a stat  “Write” reports, e.g. Acquisition  Stat reports running several hours interfere with morning notification

35. Proposed Outline of Symphony Reports 1. Library Staff Will Use Reports Template Folder 2. Use of reports from 9AM – 6PM (Symphony restart at 9:55PM, ends running reports) 3. No reports can be scheduled outside of this range without SWAN staff consultation 4. Reports running over 20 minutes might be cancelled centrally by SWAN staff 5. More staff training will be provided 6. Developing customized reports for statistics is underway, conversations started

36. Focus on Next Round of Solutions SVA: Voice Automation Notifcation BLUEcloud Commerce BLUEcloud Analytics MobileCirc BookMyne + Classes

37. ProjectJune Q2 2015Sept Q3 2015Dec Q4 2015 BLUEcloud CatalogingProgress Report BLUEcloud AnalyticsProgress Report Enterprise Profiles & Rooms TrainingAnnounce Classes Enterprise 4.5May/June Upgrade EBSCO EDS (needs Enterprise 4.5)Progress Report BookMyne “+” PilotProgress Report MobileCirc PilotProgress Report Strategic Partnership Program (SPP)Report SVA PilotProgress Report on Library Pilot Update on Pilot Credit Card Swipes PilotProgress Report on Library Pilot Pick Up AnywhereReport Social Library (Facebook Integration)Progress Report LDAP Login IntegrationProgress Report Symphony Site AdministratorsProgress Report Portfolio (digital collections)Progress Report

38. ILS Features – RankedApril 2013 SWAN Library staff was asked to put into order ten software features where a 1 was the most important and 10 being the least important of the ILS features. 1stConsistent and reliable response time at peak hours 2ndQuality training and accessible documentation 3rdStrong support and ongoing development from the vendor 4th Robust bibliographic data tools allowing for easy manipulation by staff & vendors 5thNotifications via phone, email or text 6thCustomizable holds system designed for a multi-library group 7thSupport for a variety of mobile devices 8thStaff and Patron screens are similar 9thSeamless and easy offline system 10thOperating system neutral

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