SWAN Committee of the Whole Meeting Presented by Aaron Skog, SWAN Executive Director RAILS Burr Ridge November 11, 2014

 Novelist Select Integration (don’t be confused by Novelist Plus)  For All SWAN Libraries  1 Year subscription  Cost covered by RAILS  Integration will continue with Enterprise

 Titles loaded in Millennium now automatically create the library holding information  Saves Your Staff Time!  Only for titles added starting October 2014  eRead Illinois  OverDrive groups Media on Demand, eMedia Library, & My Media Mall

 Symphony Profiling Complete  Data Extracted from Millennium & Loaded into Symphony  “Core” Training Complete  PR Team  UX Team

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 1/4 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 6

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 7 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.  Will also be sent out via SWANcom

 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 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.

Memo #2:Outline of Training Plan Role of Mentor Specific Mentor classes Symphony practice system In-person Training Train the trainer Library Visits New SWAN website for patron help Library staff logins & Passwords Distributed 17 Memo #3: Access to SirsiDynix Mentor Accessing User Accounts & How to Create New Accounts How to log in Assigning Classes Where to Get Mentor Documentation Mentor Classes Prerequisite for In-Person Training

Demonstration of SirsiDynix Mentor following Committee of the Whole migration update SWAN has compiled a list of required classes based on library function 18

 Cataloging  Demo and Q&A (3 sessions): Week of February 2  Hands On (10 sessions): March 24-April 10  Circulation  Staff Training (60 sessions): February 23-March 6  Manager Training (4 sessions): March 3-March 13  Member Services Site Visits: March 24-April 10  Enterprise and Workflows Searching for Desk Staff  Blue Cloud Analytics & Symphony Reports  Serials  Acquisitions

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: Library Response Due Nov Holds, Receipts: Coming Soon 6. Other Surveys: Possible, we are learning & building as we go

DUE FRIDAY NOVEMBER 28 5:00PM Library contact person Theme choice & Logo Proxy server? Pick Up Anywhere? eCommerce & credit cards Interest in “Enterprise Rooms” Training Post go-live: Kids Catalog, Online Registration, & Digital Archives with Portfolio

 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

Example of consortium-wide adoption: PrairieCat consortium  7% of all holds selected a pickup other than home library  50,000+ holds of the 690,000 annually  July 1, 2013 – June 30, 2014

RSA Library in Peoria/Normal Area % Pick Up Anywhe re Holds All Existing Holds Existing Home Library Holds Existing Pick Up Anywhe re Holds Peoria6% 3,052 2, Fondulac7% Morton1% Normal0% Washington10% Pekin16% Alpha Park6% Dunlap19% Chillicothe26% Metamora (5 libraries)30% Brimfield8% Lillie M Evans14% Heyworth0% Tremont16% Farmington Area24% RSA Library in Peoria/Normal Area % Pick Up Anywhe re Holds All Existing Holds Existing Home Library Holds Existing Pick Up Anywhe re Holds Hudson0% Morrison & Mary Wiley Memorial Library16% Chenoa1% Mount Hope Foxgrove8% Crevecore34% Peoria Hts25% Filger2% Carlock3% Martin Township3% Deer Creek25% Atlanta (tiny library community library with larger libraries around it)53% Marquett Hts8%

RSA Library in Peoria/Normal Area % Pick Up Anywhe re Holds All Existing Holds Existing Home Library Holds Existing Pick Up Anywhe re Holds Peoria6% 3,052 2, Fondulac7% Morton1% Normal0% Washington10% Pekin16% Alpha Park6% Dunlap19% Chillicothe26% Metamora (5 libraries)30% Brimfield8% Lillie M Evans14% Heyworth0% Tremont16% Farmington Area24%  Peoria’s newest branch is on the way home to folks in Chillicothe, Dunlap, and Brimfield.  Peoria is also used by Washington since there are a lot of Caterpillar commuters in that area stop by Peoria  Fondulac library is in the middle of East Peoria and has a couple Caterpillar plants in walking distance. They have lots of non-Fondulac pickups.  Overall “nobody is getting abused”

 Studying SWAN Reciprocal Borrower Statistics in Millennium, this is compiled by Library Patron Checkouts at a Library Location (Stat Group)  Millennium answers the question as “Where do my patrons go?” Not “Which patrons come to my library?” Tough to compile a comprehensive view  Analysis of Woodridge, Downers Grove, and Indian Prairie PATRONS

PTYPE DGS-PatronCheckouts% of 10/2014 Woodridge 9692% Woodridge Self Check 3631% Indian Prairie 4961% IndianPrairie SelfCk 5471% Downers Grove 12,01321% Downers Grove SlfChk 41,34173% TOTAL 56,8554% Total Checkouts as Reciprocal Borrowers 3,5016% They also like Hinsdale & LaGrange & Westmont & Clarendon Hills!

PTYPE DGS-PatronCheckouts% of 2014 Woodridge 9692% Woodridge Self Check 3631% Indian Prairie 4961% IndianPrairie SelfCk 5471% Downers Grove 12,01321% Downers Grove SlfChk 41,34173% TOTAL 56,8554% Total Reciprocal Borrower Checkouts 3,5016% PTYPE WRS-PatronCheckouts% of 10/2014 Woodridge 19,60062% Woodridge Self Check 10,66434% Indian Prairie 2091% IndianPrairie SelfCk 1480% Downers Grove 1530% Downers Grove SlfChk 7052% TOTAL 31,6734% Total Checkouts as Reciprocal Borrowers 1,4094% They also like Hinsdale & Westmont & Clarendon Hills!

PTYPE INS-PatronCheckouts% of 10/2014 Woodridge1060% Woodridge Self Check1630% Indian Prairie17,05741% IndianPrairie SelfCk22,07354% Downers Grove1470% Downers Grove SlfChk4981% TOTAL41,1472% Total Checkouts as Reciprocal Borrowers 2,0175% They also like Hinsdale & Westmont & Clarendon Hills!

Based on PrairieCat & RSA, SWAN might see the following Pickup Anywhere will be popular but not overwhelming Larger libraries in SWAN could expect 7% of holds to be Pick Up Anywhere Smaller libraries might see a larger percentage

1. ILL Lending/Borrowing checkouts follow profile of Circulating Library: Symphony ILS configured by SWAN Profile Team: Start date April 14, 2015 Go-Live 2. Consolidate Circulation Configuration: Symphony ILS configured by SWAN Profile Team: Start date April 14, 2015 Go-Live A. Minimum 2 Renewals, exception library- designated collections B. Grace periods of zero or 3 days

3. Create Uniformity in the Way that Member Libraries Catalog Volumes: Waiting on Symphony data load to finalize naming convention 4. Standardize Treatment of Boxed Sets: Cataloging Users Group set January 1, 2015 for start of new packaging **Prior box-sets packaging exempt**

 Symphony Debt Collect Integration with Unique Management Services  RB & ILL Reimbursements: RAILS Finance & SWAN Member Services  Online Patron Payment System  Goal: have all SWAN patron payments online deposit directly in library bank accounts ▪ Enterprise integration with credit cards allows individual library credit card merchant accounts ▪ BLUEcloud Commerce integration at circulation desk with Symphony ILS ▪ December 4 Quarterly Meeting Presentation by SirsiDynix Justin Swain on payment options & sign-up

Workshops: what did you learn? What can we share at December Quarterly?

Millennium server maintenance Wednesday 11/12 4am

Aaron Skog,