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Embracing Changing Technology and New Technical Services Workflows in Migrating to a Next-Generation Library Management System Kay Johnson, Head of Collection and Technical Services Jessica Ireland, Serials & Electronic Resources Librarian McConnell Library, Radford University

Embracing Changing Technology and New Technical Services Workflows in Migrating to a Next-Generation Library Management System

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Embracing Changing Technology and New Technical Services Workflows in Migrating to a Next-Generation Library Management System

Kay Johnson, Head of Collection and Technical Services

Jessica Ireland, Serials & Electronic Resources Librarian

McConnell Library, Radford University

Summary

• Introduction and Initial Cleanup (Kay)• Background and First Steps

• Migration Process and Workflow Analysis

• Migrating the KB and Ordering (Jessica)• KB Migration

• Ordering

• Aftermath, Lessons Learned, and Next Steps (Jessica and Kay)

Radford University and McConnell Library• Radford University was founded in 1910 in Radford, VA. It is a public Master’s university

with almost 10,000 students. • McConnell Library has 35 faculty and staff, and provides access to around 400 databases,

53,700 e-journals and 1550 print journal titles. About 60 diverse e-resources are provided for free or cost-share by the Virtual Library of Virginia (VIVA) consortium.

In early February 2015, the Dean of McConnell Library announced the library would migrate to:

OCLC WorldShare Management Services

What Migrates? What Doesn’t Migrate?

Does Migrate

• Bibliographic records, sort-of

• Item records

• Patron data & Circ data

• Reserves

• Holdings records

Doesn’t Migrate

• Acquisitions data

• Knowledge base

• ERMS data

• Check-in records

• Authority records

Migration Process

Selected Key Deadlines and Events:

• February 2015 – Begin data clean-up to migrate from legacy system to OCLC Worldshare Management Services (WMS).

• May 2015 – Migrate knowledge base to WorldCat knowledge base.

• June 29, 2015 – Hire temporary assistant to help with serials migration.

• August 11, 2015 – First OCLC WMS Cohort meeting.

• September 17, 2015 – Legacy bib and item data sent to OCLC

• December 13, 2015 – Go Live in WMS.

• January 2016 – Begin ordering and check-in in WMS.

Key Serials Pre-Migration Projects

• Barcode and create item records for all of the bound journal volumes

• Create dummy items for all of the currently-received serialsExample: American Libraries LHR in WMS 876 field:

• Move the e-journals and print journals to the OCLC knowledge base

• Begin adding local information to vendor records

• WEEDING!

Knowledge Base Set-up

• Very short timeframe to migrate KB data.

• Data-dump from previous KB.

• Selecting collections and individual titles.

• Adding print titles.

Brilliant

• The price – it’s free!

• One-click to turn on collections

and individual titles.

• Add to Order button – allows links

between KB and Acq module.

Collection Manager

Collection Manager Detail

And not so much…

• Problems with some of the data for streaming video and music collections.

• Delays with removing titles no longer in collections.

• More robust/improved searching needed.

http://i.telegraph.co.uk/multimedia/archive/03481/Grumpy_Cat__3481823b.jpg

Training and Workflow Considerations

• WMS training videos, WMS training videos, WMS training videos!!!!• Networking and collaboration

• OCLC workflow analysis

• CaTS retreat

Training WebinarsSeptember 2015

Sunday Monday Tuesday Wednesday Thursday Friday Saturday1 2 3 4 5

@2 pm 1on1 meeting with Denise Migration Questionnaire

6 7 8 9 10 11 12

@2-4 pm Local Holdings Records for Monographs in WorldShare Record Manager

@2-4 pm Local Holdings Records for Serials in WorldShareRecord Manager

Scope Statement approval due

13 14 15 16 Bib Data Due 17 18 19

@2 pm WMS Overview/Sneak Peak

@2-4 pm Receiving and Invoicing in WorldShareAcquisitions

@2-4 pm Editing Bibliographic Data in WorldShare Record Manager

20 21 22 23 24 25 26

@2 pm WMS Basic Cataloging Workflows

@9-11 am Check out and Check in (recorded)

@9 am-10:45 Holds (recorded)

27 28 29 30

@2 pm WMS Circulation Workflows

@2-4 pm Check Out and Check In

@9 am Course Reserves (Recorded)

Blue=cohort meetings

Green=CATS related webinars

Purple=Access Services webinars

(Webinars are live unless otherwise indicated)

Schedule by Jackie DeLong

Networking and Collaboration

OCLC WorkflowAnalysis

• Day 1 – Current Workflow• Day 2 – Proposed Changes and Q&A

CaTS Retreat

• Morning – PEST & SWOT Analyses, Review of Position Descriptions and Literature, including NASIG Core Competencies

• Afternoon – Break-Out Groups, Short & Long-Term Goals

Selu Retreat, Radford University

Aftermath, Lessons Learned, and Next Steps

National Weather Services, 11/7/11

Key Serials Post-Migration Projects

• Create order records for all subscriptions and standing orders, including activating vendor records

• Activate titles for serials check-in

• Clean-up LHRs, including adding Film/Fiche

• Match unresolved titles

Serials Gone Wrong – The Beehive, Part 1Master Bib Record Data:

Local Bib Data:

Patron Display:

Serials Gone Wrong – The Beehive, Part 2LHRS:

Receipt of JournalsFirst Received 2017 March on 5/23/16???Can’t be deleted because it has been received.

Generating Labels at Check-In

Oops! Big mistake on our end…

Former location for periodicals was: Periodicals

In an effort to be helpful, new locations were:

1st Floor – Journals

2nd Floor – Journals

Wasn’t a good plan since shifting is ongoing and large global changes cannot be done locally.

OCLC changed the location of all items to: Journals

Subscriptions Ordering

• Acquisitions data does not migrate, so orders had to be created post-migration.

• Gathered order record data and previous 5 years of payments from old system.

• Vast differences between orders in old system and orders in WMS.

• WMS purchase order structure is very similar to the structure in eVA(Virginia’s electronic procurement system).

WMS Purchase Order

eVA Purchase Order

A Few Positives from Migration…

• Data migrated as expected

• We came up in WMS two days early

• Only 616 records out of 288,530 did not match up with OCLC bib records

• Time savings with authority work and serials KB

• OCLC customer service

• Continually evolving library management system

• Closer working relationships

• Opportunity to re-evaluate and re-create workflows

• WMS and the KB run on all browsers and all devices!

A Few Negatives from Migration…

• Data migrated as expected, with some added twists

• Continually evolving library management system

• Forced to re-evaluate and re-create workflows

• Those pesky print and microform journals

Migration Lessons Learned

• Start early

• Clean up the legacy data and pull critical data that may not migrate before migration

• Plan and meet together often

• Learn from others

• Keep up with changes

• Mistakes will be made

Future Steps

• Populate license manager

• Run reports and do fiscal close

• Experiment in printing journal issue labels

• Submit enhancement requests

• Revisit retreat goals

• Continue to re-evaluate positions and workflow

• Stop and catch breath! Transition from putting out fires to a normal workflow. Continue to develop processes and procedures.

The Road To Success is AlwaysUnder Construction

Jessica Ireland, Robin Hardee, Emily Hess, Kay Johnson

Jessica Ireland – [email protected] Johnson – [email protected]