SWAN Quarterly Meeting Presented by Aaron Skog, SWAN Executive Director RAILS Burr Ridge December 4, 2014

 Timeline  Team Updates  Training Plan  Mentor  Enterprise Survey Results  Pick Up Anywhere  E-Commerce Recommendation & Discussion

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 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

June 2014 Server Hardware Build-Out July 2014 Operating System Installation and Configuration SWAN Staff Sandbox Testing Operating System Testing SD Symphony 3.4 Installation Data Profiling and Policy Load August 2014 Initial Data Load September 2014 Core Training for SWAN Initial Workflows Installations October 2014 Training Continued Enterprise (OPAC) configuration November 2014  Performance Testing & Benchmarks of Hardware  3 rd Party Integration (Ongoing)  SVA (Auto Dialer) Installation and Configuration  Additional Workflows installations and testing December 2014  Complete Sip2 Configuration  Upgrade from Symphony 3.4 to 3.5  Online payment configuration (BLUEcloud Commerce)  Clone Symphony Production to Symphony Practice system 4

January 2014  Release Symphony Workflows staff client  SWAN staff training in Lehi, UT on application programming interface (API)  SirsiDynix onsite trainers working with SWAN staff & trainers & acquisitions libraries & six cataloging libraries & serials users  Unique Management onsite configuration of Symphony Debt Collect  Acceptance Tests of Symphony ILS servers 5 February 2014  Library staff training March 2014  Library staff training April 2014  Suspend Technical Service Cataloging April 4 – April 13  Send authority, item, bib, acq, serials data to SD  Circulation stops & Offline begins April 11 – April 13  GO LIVE Tuesday April 14

What Libraries Will Have at Go Live  Symphony  Enterprise profiles for 77 libraries & additional 77 profiles for internal kiosk-only configuration (no e-books or external websites)  E-book integration  OverDrive ▪ eMedia Library ▪ Media on Demand ▪ My Media Mall ▪ All Advantage accounts  3M Cloud Library  Axis 360 (B&T)  Electronic resource searching (EDS API integration)  SVA automated calling  Notifications will be limited in scope at first  Server workload will be monitored  Symphony Debt Collect integration with Unique Management Services  Patron Credit Card Payment Online Planned for Post Go Live  Mobile App BookMyne +  Social Library  Portfolio  Analytics  MobileCirc  Symphony Outreach  Online Patron Registration

Lending & Borrowing Patron Notification Security Profiling MARC & Item Patron fields Types/Groups Mapping Data Migration Acquisitions Cataloging Group Circulation Searching Training UX 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

 SWAN Staff Building Symphony  Required Codes & Counts  Libraries (84)  Locations (236)  User Profile (198)  User Categories: 12 types (700+)  Item Types (160+)  Item Categories  Loan Periods (21)  Circulation Rules (99)  Billing Structure  Circulation Map (1,300)  Hold Map (670) COMPLETE

 Patron Records  Checkout records  Holds  Bibliographic MARC  Item Records  Acquisition Order Records  Serial Records Process:  Load data & evaluate  Report issues to SD data load specialist  Adjust mapping  Wipe out data  Repeat until perfect UNDERWAY

 UX & Discovery team: 3 library staff & SWAN migration staff  Completed Enterprise Administration Training  Reviewed Options  Participated in Enterprise Consulting Calls  Proposed Enterprise Rooms training (see survey #4)  November 24 Meeting with 4 SirsiDynix Consortia  CCS, LINC, MAGIC, & RSA  Enterprise Q&A UNDERWAY

 2 Meetings to Date  Communication plan  Talking points  Create tools or graphics for library use  Contribute content to a patron-facing support site UNDERWAY

 Message for Patrons (newsletter blurb) New Library Catalog Coming This Spring Members who enjoy using the library catalog to find and order books will have a lot more to like, starting this spring. Your Name Library, in connection with other public libraries in the SWAN library consortium, will switch over to a new software system in April The catalog will be easier to search and will offer many new features to enhance your library experience. Our newsletter and other member communications will provide more details as they become available. Using your library is about to get even better.  Sent out via SWANcom  Posted in Migration Bulletin

Purpose  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 Survey #2: Library Resources compiled and sent to SD & EBSCO Work Completed  EDS integration for 4 SWAN test libraries 1. Brookfield Zoo 2. Elmwood Park Publlic Library 3. Morton Arboretum 4. South Suburban College UNDERWAY

September: SWAN staff begins distance training with SirsiDynix 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.

SirsiDynix Mentor 1,853 Users Created 900 Staff have begun using Mentor Required Classes & Recommended Classes in Migration Memo #3 15

Common Issues with SirsiDynix Mentor Problems with browser version Pop Up Blocker Staff progress quirks Assigning Mentor Managers 16

SWAN Solutions Review documentation carefully Watch SWAN YouTube Videos Report issues Do not wait until January, start now 17

 Cataloging  Demo and Q&A (3 sessions): starting on February 4th  Hands On (13 sessions): March 24-April 10  Circulation  Staff Training (3 programs/60 available sessions): February 23-March 6  Supervisor/Manager Training (4 available sessions): March 10 th & March 12th  Member Services Site Visits: March 24-April 10

 Enterprise and Workflows Searching for Desk Staff (5 sessions) Feb. 23 rd & 25 th, March 3 rd & 5th  Blue Cloud Analytics & Symphony Adhoc Reports  Serials (1 program/2 sessions) March 9 th & March 11th  Acquisitions (2 days hands on training) Jan. 12 th & 13 th or Jan. 14 th & 15th

 104 Training Sessions  Sessions Repeat  In Person & Hands On  Acquisitions  Cataloging  Circulation  Circulation Managers  Enterprise OPAC  Serials  YouTube recordings will be made available Convenient Sites for Classes 1. Blue Island Public Library 2. Cicero Public Library 3. Downers Grove Public Library 4. Eisenhower Public Library District 5. Glenwood-Lynwood Public Library 6. Homewood Public Library 7. Indian Prairie Public Library District 8. Northlake Public Library 9. Oak Lawn Public Library 10. Prairie Trails Public Library 11. RAILS Burr Ridge 12. Tinley Park Public Library 13. Woodridge Public Library REGISTRATION NOW OPEN Look for Migration Memo #4 After 12/4 Quarterly

1. Hardware & Peripherals Survey: Completed 2. Billing Survey: Completed 3. Resource Lists (Database Integration with EBSCO EDS): Completed 4. Enterprise Survey, including Pick Up Anywhere: Completed 5. Holds, Receipts: Coming Soon 6. Other Surveys: Possible, we are learning & building as we go

 Thank you for completing this!  Let’s review the responses

SWAN is considering providing Rooms Training in January to give interested libraries time to add content to their Enterprise profiles. Are you interested in attending Rooms Training? Note: Choosing "yes" will not register you for a training session. Offerings will be scheduled after gauging interest and beginning initial Enterprise configuration. 63 Libraries Expressed Interest

Enterprise Portfolio supports digital asset management, allowing libraries to incorporate locally digitized collections into the public catalog. SWAN will be configuring Portfolio for interested libraries after April Are you interested in using Portfolio to manage your digital collections? 29 Libraries: Yes 30 Libraries: I’m not sure 17 Libraries: No

 Migration Survey #4: Enterprise Survey & Pick Up Anywhere  Each library Enterprise profile will have a list of allowed pickup locations  Libraries opting in must commit to 6 months (April – Sept 2015)  SWAN will present data at the Sept 2015 Quarterly Meeting  A second enrollment period will occur in Sept 2015 ▪ Leaving or joining the service

Yes! Willing to Participate April – Sept Acorn Public Library District 2. Alsip-Merrionette Park PLD 3. Bedford Park Public Library District 4. Bellwood Public Library 5. Berkeley Public Library 6. Berwyn Public Library 7. Blue Island Public Library 8. Bridgeview Public Library 9. Broadview Public Library District 10. Brookfield Public Library 11. Chicago Heights Public Library 12. Chicago Ridge Public Library 13. Cicero Public Library 14. Clarendon Hills Public Library 15. Crestwood Public Library District 16. Crete Public Library District 17. Dolton Public Library District 18. Downers Grove Public Library 19. Eisenhower Public Library District 20. Elmwood Park Public Library 21. Evergreen Park Public Library 22. Flossmoor Public Library 23. Forest Park Public Library 24. Frankfort Public Library District 25. Glenwood-Lynwood Public Library District 26. Harvey Public Library District 27. Hinsdale Public Library 28. Hodgkins Public Library District 29. Homewood Public Library District 30. Justice Public Library District 31. La Grange Park Public Library District 32. La Grange Public Library 33. Lyons Public Library 34. Markham Public Library District 35. Matteson Public Library 36. Maywood Public Library District 37. McCook Public Library District 38. Melrose Park Public Library 39. Midlothian Public Library 40. Morton Arboretum 41. Northlake Public Library District 42. Oak Lawn 43. Oak Park Public Library 44. Palos Heights Public Library 45. Palos Park Public Library 46. Park Forest Public Library 47. Richton Park Public Library District 48. River Forest Public Library 49. River Grove Public Library District 50. Riverdale Public Library 51. Riverside Public Library 52. Schiller Park Public Library 53. Steger-South Chicago Heights Library District 54. Stickney-Forest View Library District 55. Thomas Ford Memorial Library 56. Tinley Park Public Library 57. Westchester Public Library 58. Westmont Public Library 59. William Leonard Public Library District 60. Woodridge Public Library

Waiting Until Sept Beecher Community Library District 2. Chicago Heights Public Library 3. Indian Prairie Public Library District 4. Nancy L. McConathy Library District 5. North Riverside Public Library District 6. Prairie Trails Public Library District 7. South Holland Public Library District 8. Thornton Public Library 9. Worth Public Library District Not Participating (Special & College Libraries Exempt) 1. Brookfield Zoo Library 2. Morton Arboretum (Sterling Morton Library) 3. Prairie State College Library 4. South Suburban Community College Library No Response/Awaiting Response 1. Calumet City Public Library 2. Calumet Park Public Library 3. Summit 4. University Park

Recommendation  Online credit card and debit card payments made by patrons in Enterprise OPAC should go directly to the SWAN library and no longer be held by the SWAN organization  Funds can be scheduled at whatever frequency the library sets (daily, monthly, etc.)  To achieve this, each SWAN library must sign up for a credit card merchant account with ProPay  BLUEcloud Commerce with ProPay will provide libraries the opportunity to integrate card swipes with Symphony  SWAN Board approve $4,800 of the $500,000 migration funds be set aside to purchase 1 ProPay magnetic stripe reader for each of the 77 SWAN libraries for later post-go-live deployment  Starting at April go-live, all online Enterprise payments funds made by patrons will go to the patron’s home library

Existing Process Patron Pays in OPAC PayPal (SWAN) Credit Card Merchant (SWAN) Bank Account (SWAN) SWAN Finance SWAN Creates Checks for 77 Libraries (4 x Year) Bank Account (Library) Credit Card Merchant (Library) Bank Account (Library) Patron Pays in Library Enterprise Profile Recommended Process ProPay Each Library’s Dedicated Profile Funds arrive on schedule library determines

CURRENT ARRANGEMENT PROS  Easy for library (no merchant account)  100% Library participation CURRENT ARRANGEMENT CONS  Library waits for check  Some libraries never cash the check (sad, but true)  Staff time on the quarterly reconciliation of funds received & amounts to be reimbursed  SWAN auditor raised concerns

Does your library currently accept credit cards at the circulation desk and/or self-check stations? Yes responses 1. Acorn Public Library District 2. Alsip-Merrionette Park PLD 3. Downers Grove Public Library 4. Eisenhower Public Library District 5. Elmwood Park Public Library 6. Evergreen Park Public Library 7. Forest Park Public Library 8. Frankfort Bookmobile 9. Frankfort Public Library District 10. Hinsdale Public Library 11. Indian Prairie Public Library District 12. La Grange Park Public Library District 13. La Grange Public Library 14. Markham Bookmobile 15. Markham Public Library District 16. Midlothian Public Library 17. Northlake Public Library District 18. Oak Lawn 19. Oak Park Public Library 20. Riverdale Public Library 21. Riverside Public Library 22. Tinley Park Public Library 23. Woodridge Public Library

SWAN may be able to provide libraries with one ProPay point of sale credit card terminal to enable credit card transactions at the circulation desk. Additional credit card terminals can be purchased for approximately $60. Does your library plan on using more than one credit card terminal? Yes responses 1. Acorn Public Library District 2. Alsip-Merrionette Park PLD 3. Berwyn Public Library 4. Bridgeview Public Library 5. Broadview Public Library District 6. Cicero Public Library 7. Clarendon Hills Public Library 8. Crete Public Library District 9. Eisenhower Public Library District 10. Elmwood Park Public Library 11. Harvey Public Library District 12. Homewood Public Library District 13. Indian Prairie Public Library District 14. La Grange Park Public Library District 15. Melrose Park Public Library 16. Northlake Public Library District 17. Oak Lawn 18. River Forest Public Library 19. Riverside Public Library 20. South Holland Public Library 21. Thomas Ford Memorial Library 22. Westmont Public Library

How many new credit card terminals do you anticipate needing at your library, including the one SWAN may be able to provide? Acorn Public Library District 2 Alsip-Merrionette Park PLD3 Berwyn Public Library4 Bridgeview Public Library2 Broadview Public Library District2 Cicero Public Library4 Clarendon Hills Public Library2 Crete Public Library District1 Eisenhower Public Library District1 Elmwood Park Public Library3 Harvey Public Library District0 Homewood Public Library District3 Indian Prairie Public Library District3 La Grange Park Public Library District3 Melrose Park Public Library3 Northlake Public Library District2 Oak Lawn3 River Forest Public Library1 Riverside Public Library2 South Holland Public Library5 Thomas Ford Memorial Library2 Westmont Public Library5 56

Next Steps  Quarterly feedback  SWAN Board December 21 Meeting  Should each SWAN library have a ProPay account?  Approve funds for 77 ProPay swipes?

 Remaining Tasks of Finances Team  Symphony Debt Collect Integration with Unique Management Services  RB & ILL Reimbursements: RAILS Finance & SWAN Member Services

December 4 Quarterly Meeting Presentation by SirsiDynix Justin Swain on payment options & sign-up

Aaron Skog,