SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director Oak Lawn Public Library July 8, 2014

 SD Consortia Summit  Timeline Drafted  Symphony Profiling Underway  Data Extracted from Millennium & Undergoing Analysis by SD

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

Project Manager Data Analyst Symphony Consultant Enterprise Consultant SVA Consultant Server Hardware Consultant Core Trainers (Train the trainers) System Admin Circ, Cat, Reports, Enterprise Custom Development

SirsiDynix Consortia Summit: Hosted by SWAN June 4  Consortia Managers & Staff  CCS, LINC, MAGIC, & RSA– all SirsiDynix customers  How they designed Symphony  Resource Sharing  Managing Enterprise  Summit #2 Scheduled: July 28  Review SWAN Symphony Profile, aka “Sanity Check”

Start Wed 6/11/14 Finish Wed 4/15/15 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 Install Workflows Implementation Team 9/1 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 Suspend Tech Services 3/30 Start to Offline Circ 4/11 – 4/13 GO LIVE 4/14 COW 7/8 Quarterly 9/4 Test Data Load Policy Profiling November 1

 Symphony ILS Software New features  Focus on Patron Experience  Is preserving current practice best for patron?  Opportunity to rethink design & services that make patrons happy

Use Technology to Provide the Best Patron Experience

#1 Set ILL Lending/Borrowing at Home Library  The default setting in Symphony allows the borrowing library to determine the loan rule  For INNOPAC/Millennium: currently, the reverse – the owning library determines the loan rule  Patrons express dissatisfaction when they pick up materials and discover that the ILL materials circulate differently  SWAN patrons do not understand how they receive overdue notices from libraries they have never visited Recommendation: Opt for the Symphony software default setting & allow the borrowing library rules to define the circulation rule, instead of the lending library Patron Home Library A Materials (3 wks) ILL Materials Library B Rules (2 wks) Patron Home Library A Materials (3 wks) ILL Materials Library B (follow Library A rules) Now Proposed

#2 Consolidate Circulation Configuration: Create uniformity for the optimal patron experience  Set all grace periods to two days  Allow unlimited renewals, but with “unseen renewals” set to 2, with the 3 rd at the library  Provide Symphony “alternate loan periods”  Member library sets checkout period & fines Have the SWAN Circulation Advisory Committee make a final recommendation to the SWAN Board for approval in August 2014

#3 Create Uniformity in the Way that Member Libraries Catalog Volumes  SWAN should resolve this patron service issue for go-live, during the profiling phase  Uniform data entry for volumes will make Symphony & Enterprise software work better Recommendation: Have the Bibliographic Services staff set the standard for data entry for multi- volume records for all cataloging libraries and non- cataloging libraries in SWAN

CURRENT EXAMPLE (ENCORE) ENTERPRISE EXAMPLE IF WE DON’T ENFORCE UNIFORMITY

#4 Recommendation: Standardize Treatment of Boxed Sets Recommendation: Have all boxed sets cataloged uniformly by SWAN libraries starting January 1,  Boxed sets will circulate for two weeks to allow patrons time to view the material.  This applies only to new sets acquired by SWAN libraries. Existing collections will not have to be repackaged or re-cataloged (unless a library choses to do so)

Library staff enter a “pre-cat” brief record for the complete boxed set based on ISBN Patrons place holds on boxed set pre-cat record, AKA bib level hold Upon receiving their items, some libraries add the complete boxed set as a single item, while some add each disc as an individually circulating item ILS cannot distinguish between a boxed set or a specific disc for holds placed on a pre- cat, and patrons may end up receiving disc six instead of the boxed set or the first disc of the set Unhappy patron Does This Sound Familiar?

Pre-cat example of upcoming DVD release: 60 holds waiting 5 videodiscs in box set

#5 Pick Up Anywhere for All Public Libraries  Colleges & Special Libraries exempt  SWAN must focus on its reciprocal borrowing experience, as it is higher than ILL within the consortium (1.5 million RB annually vs. 1.1 million ILL)  Creating greater flexibility in pick up locations will better serve patrons with diverse needs Recommendation: All public libraries in SWAN should allow patrons within the OPAC to select a location other than their home library for pickup of materials

 Symphony “profiling” work began July 7  Final design is due on August 8  Go-live date of April 2015  College Spring break  Two months prior to start summer reading  Request the SWAN Board take action on the following five recommendations at Friday July 18 Board Meeting

 SWAN Board July 18 9:30am: RAILS Burr Ridge  RAILS Parking Lot will be repaved that day  Park next door in west lot of 100 Tower Drive ▪ When using their parking lot please park your vehicle along the back East section, the row close to RAILS ▪ During the construction period, please use the kitchen door only for ingress and egress  Committee of the Whole August 12 9:30am: Tinley Park Public Library  Quarterly Sept 4 9:30am : RAILS Burr Ridge  Live Streaming & Recording

Aaron Skog,