prior status updates

 

Implementation Status Update: August 2017

A NOTE ON WIKI ACCESS: Many items below refer readers to wikis for more information. Since there is proprietary information on the wikis, a generic password is required to view content. Access is available to staff at Florida’s public higher-education institutions. Please contact your local ILS Coordinator or the Help Desk, help@flvc.org or (877) 506-2210 (toll free), to request log-in information.

Leadership and Collaboration

Library and technology staff from the Florida Academic Library Services Cooperative (FALSC), Florida Virtual Campus (FLVC), system vendor Innovative Interfaces, and the colleges and universities are moving ahead on an agreed-upon timeline with development and testing for the implementation, which is scheduled to Go Live in July 2018.

Here’s an update on key groups:

  • The ILS Working Groups, made up of staff from the universities and colleges and focused on various areas of the new system, remain in place and meet regularly, posting updates on the ILS wiki. 
  • The ILS Implementation Team meets every other week. The Implementation Team is made up of the Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services.
  • The ILS Coordinators representing each of the 40 colleges and universities meet monthly with the implementation project co-leads, Ellen Bishop and Dave Whisenant. Find a list of Coordinators on this website.

Visit the Sierra / Encore Duet Implementation Wiki for details on each group’s activities, including meeting agendas, notes, and documentation.

Implementation and Migration                                                          

Testing of the newest beta versions of the ILS and discovery tool software, Sierra 3.2 and Encore 4.6.2., has been under way on our project servers for several weeks. The Production server became unavailable July 26 as Innovative began a fresh reload of millions of records from the colleges and universities, and will remain unavailable for testing and changing data until the reload is complete, on Sept. 30. Workflow testing and changing data continues on the Sierra Test and Training servers, and on the union statewide Encore Test suite.

On Aug. 30, the Test server will be loaded with a new version of the Sierra software, 3.3 Beta. Check the status and availability of the servers at any time on the project wiki.

FALSC and FLVC staff and Innovative are currently working through a list of 21 development issues that are scheduled to be resolved by December. Twelve of those issues are resolved – firmly scheduled, delivered, or closed. Other issues will be addressed in upcoming software releases throughout the remainder of the year.

Other recent work includes:

  • Reconfiguration of acquisitions data and holdings records for several libraries that want multiple accounting units
  • Ongoing EBSCO harvest of bib records from FALSC Test Server into EDS
  • Initial creation of staff user accounts
  • Continued discussions with Innovative and the libraries for Authentication setup
  • Production Verification Test Plan for the October testing and review
  • Patron data migration and ongoing patron loads meetings with Innovative
  • Continued discussions with Innovative on necessary requirements for OAI-PMH Harvesting

For more details on current project status, please see the newest edition of the Sierra/Encore Duet Implementation Update newsletter or visit the project wiki.

Opportunities for Participation

Discuss! Library staff who aren’t already involved with the implementation are encouraged to join a Discussion Group to offer feedback on the new ILS. For those unfamiliar with the project’s Organizational Framework, there are eight Working Groups directly involved in helping develop various areas of new ILS. Each of those has a corresponding Discussion Group following and commenting on the work. The Discussion Groups are a great way to monitor developments in areas that interest you, and offer library staff a chance to weigh in on specific aspects of the implementation – Acquisitions/Serials, Cataloging/Authorities, Circulation/Resource Sharing, Discovery Interface, E-Resource Management, Joint Use, Systems, and Training. To learn more or find links to sign up, visit the Discussion Groups page on this website.

Put that training to work: Library staff who have been through training can begin reviewing data and practicing workflows on Sierra Test. After the reloading process on the Production server is completed Sept. 30, trained staff can access that server to review, test, and customize local loan policies, review records, and customize templates and other functions in the new system.

Brush up on the system: For the first time in months, there is no active in-person training to talk about, and there won’t be until refresher classes start in Spring 2018. Right now, we encourage staffers to review the documentation and recordings accessible on the Training Tracks wiki.

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "ILS Newsletters" box at the left of this page.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: July 2017

Leadership and Collaboration

Since the March 31st announcement that our project has been extended for a year, with Go Live now set for July 2018, staff from the Florida Academic Library Services Cooperative (FALSC) and the Florida Virtual Campus (FLVC) have worked with system vendor Innovative Interfaces Inc. to develop a new project timeline. The original Organizational Framework for the project remains in place, and all work by FALSC, Innovative, and library staff continues.

Here’s an update on key groups:

  • The ILS Working Groups, made up of staff from the universities and colleges and focused on various areas of the new system, remain in place and meet regularly, posting updates on the ILS wiki. For summaries of their recent work, see “News from the Working Groups” below.
  • The ILS Implementation Team meets every other week. The Implementation Team is made up of the Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services.
  • The ILS Coordinators representing each of the 40 colleges and universities meet monthly with the implementation project co-leads, Ellen Bishop and Dave Whisenant. Find a list of Coordinators on FALSC.org.

Visit the Sierra / Encore Duet Implementation Wiki for details on each group’s activities, including meeting agendas, notes, and documentation.

Special Note on the Discovery Working Groups: Following approval by the MCLS at its May 24-25 meeting, the two Working Groups concentrated on the discovery tool were combined into one group in order to simplify their work. The Discovery Interface Working Group and the Discovery Configuration Working Group are now the Discovery Interface Working Group, with members subscribed to a new mailing list, ILS-DISCOVERY-WORKING. The lists formerly used by the separate groups are closed to new posts, but older posts remain available. The two discovery tool Discussion Groups also are merging. For anyone keeping count of Working Groups, the change means that there are now eight.

Implementation and Migration                                                          

Our new high-level project timeline maps out when each desired software feature in the new system will be developed and when new versions of the full system software will be released and tested, and sets timeframes for data conversion, a client readiness review, and the Production Go Live period. (For details on the timeline, please see the June/July edition of the Sierra/Encore Duet Newsletter.)

A full, finished version of the system software is scheduled to be released in December 2017 for executive review and approval, with the readiness review and Production Go Live period occurring in 2018.

Currently, we are testing a new version of the Sierra software. Sierra 3.2 Beta was released May 25 and has been loaded on our Sierra Test server. Check service status and availability at any time on the project wiki.

Sierra 3.2 addresses several development issues, including support for multiple time zones, API functionality (patron CRUD, patron authentication, staff authentication, non-batch fines output or cash transactions), back-end functionality for audit trails for record edits, and a self-harvesting tool for OAI-PMH harvesting.

Other recent work includes:

  • Round 1 profile evaluation of system settings by institution staff completed June 16.
  • Circulation transaction data continues to be tweaked, and appears improved.
  • Evaluation of acquisitions data load continues; profile changes are ahead.
  • Bib/Item/Authority Data for August/September reload delivered to BSLW.
  • EBSCO harvest of bib records from FALSC Test Server into EDS continues. 

Training

In-person spring training on the new system wrapped up in early June. Coordinating, hosting, and presenting these sessions was a huge group effort, and many thanks go to the 31 host sites, all participants, and our trainers from Innovative.

Dating from Feb. 14, nearly 150 sessions were presented throughout the state, with each class accommodating up to 15 trainees.

In-person training provides the foundation for supplemental educational activities, including refresher training to be offered in Spring 2018.

Now the extended timeline for implementation allows library staff greater opportunity to review data, test and customize local loan policies, and customize templates. Library staffers who have completed training can now focus on reviewing their records and loan polices in Sierra and sending feedback to help@flvc.org with any issues they find. They also can begin customizing templates and other functions within Sierra.

In addition, the Systems Working Group and FALSC have begun the process for creating staff accounts and permissions in Sierra. Library staff will need to be comfortable navigating Sierra in order to test their functions and permissions and make sure they can perform their daily work.

To review topic-by-topic information on training and for links to materials, please see the Training Tracks wiki.

In addition to in-person training, we’ve offered several webinars on ILS topics this spring. Check the Training Tracks wiki for recordings. Going forward, webinars on specific aspects of the system will be offered throughout the coming year. Look for announcements in your inbox as sessions are scheduled.

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "ILS Newsletters" box at the left of this page.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: April/May 2017

As was announced March 31, we have delayed the implementation of the new ILS for a year to allow vendor Innovative Interfaces time to develop a fully functional system that addresses the needs of our consortium. The system is now scheduled to “Go Live” in July 2018. Despite the longer timeline, work on the new system proceeds full speed ahead.

Leadership and Collaboration

The agreement to delay Go Live came after many meetings and consultations among the extensive list of committees involved in the ILS project. Those meetings, in turn, followed on extensive communication with Innovative and between the ILS Working Groups, FALSC, and FLVC IT.

Since the delay was announced, all active groups continue to meet regularly.

Participants during this phase of the project include library and technology professionals from the Florida Academic Library Services Cooperative (FALSC), the Division of Information Technology of the Florida Virtual Campus (FLVC IT), public colleges and universities, and Innovative Interfaces Inc., the software company providing the Sierra/Encore Duet integrated library system.

Here’s an overview of key groups collaborating on the project:

  • The nine ILS Working Groups, made up of staff from the universities and colleges and focused on various areas of the new system, meet regularly and post minutes to corresponding Listservs.
  • The ILS Implementation Team meets every other week. The Implementation Team is made up of the Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services.
  • The ILS Coordinators representing each of the 40 colleges and universities meet monthly with the implementation project co-leads, Ellen Bishop and Dave Whisenant. ILS Coordinators are responsible for putting together local implementation teams at their institutions. Find a list of Coordinators on this website.

Visit the Sierra / Encore Duet Implementation Wiki for details on each group’s activities, including meeting agendas, notes, and documentation.

Implementation and Migration                                                          

FALSC and FLVC IT staff are working with Innovative Interfaces to develop a new project timeline, which will be released in late May. This high-level timeline will cover: the development issues that will be addressed in each Sierra release; the scheduling of a refresh of the database and subsequent testing; and the timing of a revised Go Live schedule.

Meanwhile, work proceeds as before, with FALSC and FLVC IT staff and the Working Groups addressing Sierra and Encore system configuration, data review, authentication, development issues, electronic resource management (ERM) development, acquisitions migration, a Curriculum Builder pilot, patron loads, duplicate patron IDs, joint use, and application program interfaces (APIs). Below are some details on the work in progress.

Server status and data loading: Innovative has completed the setup and is currently loading data for our new Test server for Sierra. The new Encore instance for the Test server also has been set up and is operational. FALSC now has two complete server environments with both Encore and Sierra for Production and Test, and a Training server for Sierra. Check server status at any time on the project wiki.

Encore Duet: Institutions continue to customize the look and feel of their local interface as well as settings in the EDS mega-index. For institutions trying to choose between Encore Duet and EBSCO EDS, a recent webinar offered the opportunity to compare the two discovery tools. “Encore Duet and EBSCO EDS Interface Comparison” was offered on April 11 and April 12. Visit the project wiki’s main page for a session recording.

Sierra Web: The Sierra Web client at https://ils.falsc.org/sierraweb, intended to function as the back-end of the system for library staff at many institutions, continues to experience slow response times despite efforts to correct the problem. Innovative is recommending that everyone use the Sierra Desktop Application (SDA) Java client instead of Sierra Web. Instructions for downloading the SDA client can be found on the wiki here. If anyone has problems downloading the client, please contact the Help Desk. The training sites have been asked to install the SDA client in all training workstations.  

Go Live Steps: It should be noted that the document, released in February by Innovative, is no longer valid. Please scrap any copies you have. A fresh version will be released well in advance of the new Go Live date, July 2018. 

Ongoing Topics

The postponement allows more opportunity to develop and test solutions for ongoing issues. Topics to be addressed in the coming months include:

  • Managing multiple time zones
  • Authentication
  • APIs
  • PDA/DDA solution
  • OAI-PMH harvesting data format limitations and availability of the self-harvesting tool
  • Mobile Encore sites for full suites
  • Mapping problem affecting Encore display of material type and statuses
  • SIP2 encryption
  • ERM full functionality with the Open Knowledgebase
  • Full Encore Duet/EDS API from EBSCO
  • Browse Searching in Encore
  • Sierra Web application
  • Paging in Sierra
  • Local field display in Encore
  • Timeout page in Encore
  • Audit trail for record edits
  • Support for multiple roles for patrons
  • Log tracking of all activities
  • Restricting access to course reserve materials

Technology: FALSC and FLVC began individual meetings with each institution’s IT staff on SSO functionality and authentication in January, and those meetings were completed in early March. The FALSC and FLVC development team is exploring options for patron authentication and for access to electronic resources. Where available, our goal is for students and faculty to use each institution’s native Single Sign-On/Identity Provider (SSO/IdP) solution. We have received responses from all 40 colleges and universities about each institution’s current authentication functionality, and testing has begun at several institutions. Our authentication team will be contacting the remaining institutions to begin testing authentication integration with Sierra.

As part of the Sierra project, a new process for uploading student and personnel patron files was implemented in February. About 50 percent of the institutions have already migrated to the new process, and we’d like to migrate the remaining institutions by June 1. If your institution needs assistance with the new process, please contact the Help Desk

Training

The in-person training and webinar schedule is continuing as planned, and it’s important that staffers who are registered for in-person training attend. Classroom sessions provide the foundation for supplemental training activities.  

The delay in implementation allows library staff greater opportunity to review data, test and customize local loan policies, and customize templates. Library staff who have completed their training can now focus on reviewing their records and loan polices in Sierra and sending feedback to help@flvc.org with any issues they find. They also can begin customizing templates and other functions within Sierra.

Webinars will be offered throughout the coming year to increase knowledge on specific aspects of the system. Please take a look at the webinar schedule and follow the instructions to register for the sessions relevant to you. Note that many of these webinars, such as customizing notices and spine labels, require in-person training to be completed beforehand.

All webinars will be recorded and made available to all library staff. Please check the Training Tracks wiki for recorded webinars and new documentation.

In addition, FALSC plans to begin the configuration of individual staff user accounts soon. Library staff will need to be comfortable navigating Sierra in order to test their functions and permissions and make sure they can perform their daily work.

A year may seem like a long time, but it will fly by!

If your in-person training is coming up: Please note there are online prerequisites for anyone attending the sessions. The Training Tracks wiki offers step-by-step details on how to prepare for classroom training, and organizes the materials into topic categories. Links to relevant sites are included.

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "ILS Newsletters" box at the left of this page.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Announcement: March 31, 2017

After meetings and consultations among the extensive list of committees involved in the Sierra/Encore Duet project, we have agreed to delay implementation of our next-generation integrated library system for approximately one year, meaning that the new system will launch in July 2018.

At FALSC, our goal is to ensure that we deliver the products and services that best meet the needs and expectations of our member libraries. Innovative Interfaces, our ILS vendor and partner in this project, is equally committed to ensuring the success of its customers by providing the utmost level of quality in systems and support. We have reached a point in the process of the implementation project where we all agree that the only way for us – both FALSC and Innovative – to meet those objectives and uphold our common standards of excellence, will be to slow down and allow the company more time to craft a solution that fully addresses the needs of our consortium.

This delay doesn’t mean that work will stop, nor does it mean that the work completed so far has been effort wasted. Quite the contrary! In order to deliver a next-gen ILS that meets the needs and expectations of everyone involved, all activity on the system will continue, albeit on a revised timeline that will be released in a few weeks.

Training will go on as scheduled. The Working Groups immersed in the details of their respective areas will continue to have input on development of the system and the work needed for migration of data. FALSC will continue to provide regular and timely updates on the project through multiple outlets, including the Sierra/Encore Implementation Update and this website, as work moves ahead.

 

Implementation Status Update: March 2017

Leadership and Collaboration

All key groups involved in the implementation are meeting regularly to move the project forward.

Beyond all the library staff putting in time and effort on learning the new system, participants during this phase of our project include library and technology professionals from the Florida Academic Library Services Cooperative (FALSC), the Division of Information Technology of the Florida Virtual Campus (FLVC IT), public colleges and universities, and vendor Innovative Interfaces Inc., the software company providing the Sierra/Encore Duet integrated library system.

Innovative Interfaces continues to collaborate very closely with us to ensure the implementation’s success.

Innovative staffers Scott McCausland and Martha Gettys attended the Members Council on Library Services (MCLS) meeting in Ocala on Feb. 14 to hear members’ thoughts and offer insights on the implementation process.

On Feb. 16, Innovative CEO Jim Tallman and COO Roger Leitner met in Tallahassee with Michael Dieckmann, Chief IT Strategist of UWF’s Innovation Institute; FALSC Executive Director Elijah Scott; and implementation project co-leads Ellen Bishop and Dave Whisenant. The group had a productive discussion on technical issues.

There will be a virtual meeting of the MCLS on April 12, from 10:30 a.m. to 12:30 p.m. ET, to discuss the project’s progress. More specifics will be announced as they are available.

Meanwhile, here’s an update on three key groups active in the implementation now:

  • The nine ILS Working Groups, made up of staff from the universities and colleges and focused on various areas of the new system, meet regularly and post minutes to corresponding Listservs. 
  • The ILS Implementation Team meets every other week, and meets next on March 6. The Implementation Team is made up of the Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services.
  • The ILS Coordinators representing each of the 40 colleges and universities are meeting monthly with the implementation project co-leads, Ellen Bishop and Dave Whisenant. The Coordinators met on Feb. 23 and meet next on March 23. ILS Coordinators are responsible for putting together local implementation teams at their institutions. Find a list of Coordinators on this website.

Visit the Sierra / Encore Duet Implementation Wiki for details on each group’s activities, including meeting agendas, notes, and documentation.

Implementation and Migration                                                          

FALSC and FLVC IT staff and the Working Groups are tackling Sierra and Encore system configuration, data review, authentication, development issues, EBSCO profiles, electronic resource management (ERM), acquisitions migration, a Curriculum Builder pilot, patron loads, duplicate patron IDs, joint use, and application program interfaces (APIs). Below are some details on the work in progress.

Go Live Steps: This document recently released by Innovative outlines the steps for final migration from Aleph to Sierra this summer and tentatively specifies important dates. It has been shared with the ILS Working Groups and ILS Coordinators, and is available for download on the project wiki. Library staff are advised to read through the document so that they are aware of dates relevant to their work.

Server status: FALSC now has three servers environments hosted by Innovative Interfaces. There is a Production, Training and a new Test environment that is being built this week. FALSC has also requested a new Encore instance for the Test server.  

Data loading: In March, Innovative will use our new Test Sierra server to reload all data. This will be a “dress rehearsal” for the final load in the summer. The Go Live Steps document, detailed above, outlines Innovative’s procedures on how and when final data loads will happen.

Encore Duet: Institutions continue to design and tweak the look and feel of their local interface as well as settings in the EDS mega-index. For institutions trying to choose between the two discovery tools, EBSCO presented two webinars in January on the pros and cons of Encore Duet vs. EDS. Recordings are available on the project wiki. Plans are in the works for EBSCO and Innovative to collaborate on a new webinar that will offer a more comprehensive comparison of the two tools. Expect to hear more about that soon.

Sierra Web: All libraries were recently introduced to the site at https://ils.falsc.org/sierraweb, which will be the face of Sierra for library staff at many institutions, functioning as the back-end of the system. Compared to a desktop client, “this will be, in the future, a lot easier for your staff to manage,” ILS project co-lead Dave Whisenant told MCLS members on Feb. 14. We should note that there have been reports of slow response times on Sierra Web during training sessions. Innovative is addressing the issue, and a fix should be in place in early March.

Curriculum Builder: Our ILS installation is to provide each of the colleges and universities with the opportunity to use Curriculum Builder, a tool that allows instructors to access and add content from the libraries to course reading lists. Beta testing on the tool will be conducted for four institutions this spring: Florida Gulf Coast University, Tallahassee Community College, St. Petersburg College, and Indian River State College. 

Ongoing Topics

As is to be expected with a project of this scope and complexity, issues arise. FALSC and FLVC IT staff, the Working Groups, and Innovative Interfaces are working toward solutions for pending matters. During the Feb. 14 MCLS meeting, Ellen Bishop presented the list of the topics and issues that are currently being discussed and worked on with Innovative.

Also at the MCLS meeting, Innovative’s Scott McCausland offered a “hats off” to all of us, praising the libraries and FALSC for putting in place three ingredients crucial to this project’s success:

  • Carefully planned organization
  • Thorough data cleanup
  • Extensive training.

Here are some topics of interest at this stage of the implementation:

Time Zones: The MCLS got good news Feb. 14 when Innovative announced that support for multiple time zones, as versus only Eastern, will be available in the new system by late spring. Previously, that functionality was not promised until September 2017, after the scheduled July Go Live. Given that six of our 40 institutions operate in the Central time zone, this is a welcome development that should help Go Live go more smoothly.

Audit trail for record edits: There is also good news on this front, as the functionality appears to be ready for release in June 2017.

Data harvesting: FALSC is dissatisfied with the data format limitations for OAI-PMH harvesting. Currently only unqualified Dublin Core is supported. In addition, once a collection is loaded into Encore, there is no way to scope the records to a particular Encore suite. Innovative will investigate the issues.

Mobile Encore sites for individual suites: The current setup for Encore does not include a mobile interface for each of the local instances, or suites. It only displays the union view. Innovative will address this issue by June.

Technology: FALSC and FLVC began individual meetings with each institution’s IT staff on SSO functionality and authentication in January, and those meetings should be completed in early March. The FALSC and FLVC development team is exploring options for patron authentication and for access to electronic resources. Where available, our goal is for students and faculty to use each institution’s native Single Sign-On/Identity Provider (SSO/IdP) solution. We have received responses from all 40 institutions to the message posted to the IT-Contacts list asking for information on each institution’s current authentication functionality. Testing will begin the week of Feb. 27 on our new Test server with CAS and LPAD libraries.

As part of the Sierra implementation, there is a new process for uploading student and personnel patron files that must be tested by each institution. An email went out to ILS IT Contacts on Feb. 2 asking that they contact the Help Desk by March 3 for login information that will allow them access to test the process. At this time, more than a third of institutions have responded to the request.

Training

In-person training on the new ILS began Feb. 14 with classes in three cities and continues through mid-June, with more than 150 in-person training sessions at 31 sites throughout the state. FALSC staff plan to be at each location.

For details on the sessions scheduled at each site, please see the Training Calendar and Topics spreadsheet on Google. The ILS Coordinators at each of the 40 colleges and universities have been sent their institutions’ site schedules.

FALSC staff and local ILS Coordinators have handled individual registrations for the in-person sessions. Each attendee receives a registration confirmation by email from FALSC, as well as directions and parking information from the local ILS Coordinator.

At the sessions, each attendee will receive a USB flash drive loaded with topic training agendas, Quick Start Guides, additional files, and links to more information.

There are online prerequisites for anyone attending the in-person classes. Our Training Tracks guide offers step-by-step details on how to prepare for classroom training, and organizes the materials into topic categories. Previously available as a document, Training Tracks is now formatted as an easy-to-use and easily updated wiki. Links to relevant sites are included.

Find the Training Tracks wiki here: 
https://ilsimp.wiki.flvc.org/wiki/index.php/Library_Staff_Training

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "ILS Newsletters" box at the left of this page.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: January/February 2017

Planning and Implementation Teams

The integrated library system (ILS) Working Groups, made up of librarians from the universities and colleges and focused on various areas of the new system, are meeting regularly and posting minutes to the corresponding Discussion Group Listservs. See the project wikis for agendas, minutes, documents, and more. The ILS Implementation Team is meeting bi-weekly, and met last on Jan. 23. The Implementation Team is made up of the nine Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services. Find meeting notes, agendas, and documentation on the ILS Implementation Team Wiki. The project Steering Committee also continues to meet regularly. Check the Participation page of this site for a list of members.

The ILS Coordinators representing each of the 40 institutions in the system are holding monthly meetings with the implementation project co-leads, Ellen Bishop and Dave Whisenant, and are scheduled to meet on Jan. 26. ILS Coordinators are responsible for putting together local implementation teams at their institutions. Find a list of Coordinators on this website, or visit the ILS Coordinators Wiki for more information.

FALSC Project Support                                                          

Implementation and Migration

FALSC and FLVC IT staff and the Working Groups are forging ahead with Sierra and Encore system configuration, authentication, development issues, electronic resource management (ERM), acquisitions migration, a Curriculum Builder pilot at four institutions, patron loads, duplicate patron IDs, joint use, and application program interfaces (APIs).

Three servers are in use for the project: a Sierra training server, a Sierra production server, and an Encore Duet server. FALSC staff and the Working Groups currently are using the Sierra training server for data review. The Sierra production server is being reloaded with new data, and should be available for data review by the end of January. This reload includes files of all record types: bib records, holdings, items, authority records, patrons, cash transactions, checkouts, holds, orders, vendors, fund records, ERM records, and course reserves. After it is complete, we will have more current material to review. The data being used now dates from April. The Sierra production server and the Encore server remain available for configuration while the reload is taking place.

There has been an issue with mapping e-book URLs for colleges in the new system, and FALSC staff is changing the links for e-book records in order to make them work properly. 

Training

In-person training on the new system for library staff will begin in February and continue through early June, on a rolling schedule at locations throughout the state.

Please note that there are online prerequisites for the in-person sessions that staffers who plan to attend will need to complete. The Training Tracks document offers a step-by-step guide for getting prepared, and organizes the materials into topic categories. Links to relevant sites are included in the document, which can be accessed from the Documents page of the Training Working Group wiki.

Individual registration for the training sessions is taking place this month, and will be coordinated by FALSC staff. FALSC will contact ILS Coordinators for the institutions to let them know how many seats they have at each training session and to gather the names of attendees. FALSC then will send follow-up emails to each attendee with a registration confirmation, as well as directions and parking information from the local ILS Coordinator.

Statewide, computer classrooms have been booked at 31 host sites, and each of the 40 ILS Coordinators has been sent their institution’s site schedule. Find details in the updated Training Calendar and Topics spreadsheet on Google. Please note that the spreadsheet has tabs for "Live Training by Date," "Live by Institution," "In-person Topics," "Host Locations," and "Webinar Series."

Training on the new ILS will be accomplished through a variety of formats: documentation, eLearning modules, recorded webinars, and in-person classes. Prerequisites for the classroom sessions are to be completed online, with about four hours required for general introductory materials. Additional time may be needed for materials within areas of specialization.

The Sierra / Encore Duet Training Working Group presented a Training Update on Jan.9 that discussed our plans and Training Tracks. The webinar was well attended, with 220 library staff logged on. See the Training Working Group wiki for a session recording and the PowerPoint. A recording of the webinar also is available on this site's recorded training page.

Encore Duet and EBSCO

FALSC’s role in EBSCO’s initial configuration for the mega-index and link resolver has been completed. EBSCO has some configuration remaining with a couple of institutions and is working directly with them. FALSC continues to review settings for colleges and universities as requested.

EBSCO is conducting two webinars on how institutions can compare their provided Encore discovery interfaces with EBSCO’s EDS interface. The first webinar was at 3 p.m. ET Jan. 19, with a repeat session on Jan. 25. Information is available on the project wiki. Recordings of the webinars will be accessible from the wiki when they are available.

Technology

Meetings with Innovative Interfaces regarding authentication continue as we work through the issue. The FALSC and FLVC development team is exploring options for patron authentication and for access to electronic resources. We sent out an Authentication survey last October to gather information from each institution about their current IdP technology. We have selected five institutions for round one testing and exploration of authentication options. We will be contacting and scheduling the other institutions in subsequent rounds. Where available, our goal is for students and faculty to use each institution’s native Single Sign-On/Identity Provider (SSO/IdP) solution.

See the Information Technology pages on this site and the ILS IT Contacts wiki for the most updated information regarding coordination with institutional IT departments. Click  here for the list of IT Contacts.

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "About" web page for the implementation.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: November/December 2016

Planning and Implementation Teams

The integrated library system (ILS) Working Groups, made up of librarians from the universities and colleges and focused on various areas of the new system, are meeting regularly and posting minutes to the corresponding Discussion Group Listservs. See the project wikis for agendas, minutes, documents, and more. The ILS Implementation Team is meeting bi-weekly, and met last on Dec. 19. The Implementation Team is made up of the nine Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services. Find meeting notes, agendas, and documentation on the ILS Implementation Team Wiki. The project Steering Committee also continues to meet regularly. Check the Participation web page for a list of members.

The ILS Coordinators representing each of the 40 institutions in the system are holding monthly meetings with the implementation project co-leads, Ellen Bishop and Dave Whisenant, and met most recently on Dec. 8. ILS Coordinators are responsible for putting together local implementation teams at their institutions. For more information, visit the ILS Coordinators Wiki.

FALSC Project Support                                                          

Implementation and Migration

The upgraded Sierra production server was up and running as of Oct. 31 with records reloaded for profile evaluation and continued data review. The server’s software now accommodates the expanded tables needed for our installation. The training server was unavailable for data review through Nov. 28.

FALSC staff have created a Google spreadsheet to provide Working Group members with a place to report problems and questions to be passed on to Innovative. Meanwhile, we are working to address concerns and resolve known issues.

  • Meetings with Innovative regarding authentication continue weekly, and testing has begun on a solution. A message was posted to the IT-Contacts list asking for information on each institution’s current authentication functionality. FALSC and FLVC staff are reviewing responses.
  • There were issues with some Working Group members being unable to access our Sierra server due to firewall setups at their institutions. We are resolving these issues, and have created wiki pages on what is needed to access various Sierra environments. To learn more, visit the Access to the Sierra Desktop Application (SDA) wiki or the Network Access to Sierra and Encore Duet wiki.

Training

FALSC staff and the Working Groups began functionality training on the new system in October. Training continued through mid-December, with FALSC staff receiving instruction on a topic in either Gainesville or Tallahassee one week, then Working Group members covering the same topic via Collaborate the next week. Recordings of the Working Group training sessions are available on FALSC.org and the Working Group wikis.

"Spring" training for library staff begins in February, and will be accomplished through a variety of formats: documentation, eLearning modules, recorded webinars, and in-person sessions. 

All library staffers were invited to join the Training Working Group via Collaborate on Nov. 14 for an update on the Sierra/Encore Duet training plan, and a second update is planned in January. The Working Group will discuss the available instructional materials, and outline functional training tracks that will help staffers get started with training. No advance registration is required for the session, which will take place 3-4:30 p.m. EST Monday, Jan. 9. For a Collaborate link to the session, go to the Training Working Group wiki. The update also will be recorded and posted on the wiki and the training page on this site. Recordings of the first update are available now.

Looking ahead, computer classrooms have been booked at 30 host sites for the in-person training next year. Each of the 40 ILS Coordinators has been sent their institution’s in-person schedule.

Registration for training will open in January. Maximum class size is 15, so libraries are asked to send key staff members who can act as a resource for others.

Encore Duet and EBSCO

EBSCO and the libraries continue to work on setting up the discovery tool. Innovative has sent FALSC the first batch of links to the individual Encore library interfaces. After FALSC completes initial review of the Encore suites, institutions will be able to see what their own interfaces look like for the first time.

Technology

See the Information Technology pages on this site and the ILS IT Contacts wiki for the most updated information regarding coordination with institutional IT departments. Click  here for the list of IT Contacts.

Communication

In addition to this website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and is accessible from the "About" web page for the implementation.
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (Please see "A Note on Wiki Access" at top for access information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: October 2016

Planning and Implementation Teams

The integrated library system (ILS) Working Groups, made up of librarians from the universities and colleges and focused on various areas of the new system, are meeting regularly and posting minutes to the corresponding Discussion Group Listservs. See the project wikis for agendas, minutes, documents, and more. The ILS Implementation Team is meeting bi-weekly, and met last on Sept. 26. The Implementation Team is made up of the nine Working Group chairs, multiple liaisons from FALSC, two project leads, and two representatives from the Members Council on Library Services. Find meeting notes, agendas, and documentation on the ILS Implementation Team Wiki. The project Steering Committee also continues to meet regularly.

The ILS Coordinators representing each of the 40 institutions in the system are holding monthly meetings with the implementation project co-leads, Ellen Bishop and Dave Whisenant. ILS Coordinators are responsible for putting together local implementation teams at their institutions. For more information, visit the ILS Coordinators Wiki.

FALSC Project Support                                                          

Implementation and Migration

By mid-September, Innovative Interfaces Incorporated finished setting up FALSC’s primary Sierra server and the Encore Duet server, and completed an initial data load of bibs, items, holdings, and patron data into Sierra. FALSC staff and the Working Groups are now in the process of data review. FALSC staff members are meeting twice a week with Innovative to discuss how the data was converted and what issues need to be addressed. Through mid-October, Working Groups will review the data and make changes to the mapping spreadsheets.

Innovative is now setting up a secondary server. In mid-October, the company will take down the primary server for two weeks to reload our data with the changes in the data mapping spreadsheets and to test new features. The secondary server will be available during this time for continued data review.

Training

FALSC staff continues to book in-person training sessions for spring. Please bear with us as we try to accommodate the needs of all 40 institutions. Meanwhile, Innovative did a four-hour training session for Working Group members on Sept. 20 that covered data review. The lead Innovative trainer continues to conduct shorter sessions with various Working Groups to address training topics for the spring.

Encore Duet and EBSCO

EBSCO and the libraries continue to work on setting up the Encore Duet discovery tool. With a few exceptions, the Group 1 libraries are finished with their profiles. EBSCO began on the Group 2 libraries on Sept. 1, and they are working on their profiles. Profiling Group 3 libraries began Oct. 1. Once the profiles are complete, it will take EBSCO about 30 days to finish the configuration. Afterwards, libraries and/or FALSC can make changes to the settings.

As stipulated by our contract with Innovative, institutions can choose to use either the Encore Duet interface or the EBSCO EDS interface as a discovery tool after Go Live. To help institutions choose between the two interfaces, Innovative and EBSCO have worked together to create a document comparing the EDS interface and Encore Duet. The comparison document was sent to the Implementation Team, the ILS Coordinators, and the two Discovery Working Groups on Sept. 27.

FALSC will provide an Encore Duet interface for all 40 institutions and a union interface. The union view of the Encore Duet interface is where statewide resource sharing or UBorrow will occur. Statewide borrowing is not possible in the EDS interface.

To clarify a point of confusion that has arisen at some institutions: Curriculum Builder will work with both Encore Duet and the EDS interface.

Technology

ILS Information Technology (IT) Contacts have been identified for each institution and an Information Technology web page has been created. FLVC is committed to the goal of having bridge software in place so that all of the IT integrations the institutions currently have will be in place at Go Live in July 2017. This includes the patron file loads, which the institutions should be able to send in their current format. FALSC is also looking at Innovative’s future roadmaps for APIs and Sierra/Encore integration. A testing/training environment will be set up where the APIs can begin to be tested and configured. The first priority is to maintain integrations that institutions currently have in place. Once that goal is ensured, additional API integrations will be deployed as prioritized by membership needs. A list of enterprise resource planning (ERP) integrations for each school has been posted on the web, and FALSC has solicited updated information about ERPs from the ILS IT Contacts.

Communication

In addition to the Sierra/Encore Duet Implementation website, FALSC offers several ways for stakeholders to keep apprised of progress on the ILS project:

  • The Sierra/Encore Duet Implementation Newsletter, which is sent via Listservs to all library staff and posted on the "About" web page for the implementation
  • The Sierra/Encore Duet Implementation Wiki, where users can find agendas, minutes, recordings, and contact information for members of the Working Groups, Implementation Team, ILS Coordinators, and IT Contacts. The wiki also offers information on Working Group training sessions and links to training recordings. (NOTE: Since there is proprietary material on the wikis, a generic password is required to view content. Access is available to staff at Florida’s public institutions of higher education. Please contact your Local ILS Coordinator or the Help Desk to request login information.)
  • The Staying Informed”  handout outlining communication and documentation resources.

 

Implementation Status Update: August 2016

Planning and Implementation Teams

The Sierra Encore Duet Working Groups are meeting regularly and posting minutes to the corresponding Discussion Group listservs. See the Implementation wikis for agendas, minutes, documents and more. The Implementation Team, which is made up of the Chairs and FALSC liaisons of the nine Working Groups, project leads, plus MCLS representation, has begun their regularly scheduled meetings every two weeks. The Steering Committee had its first monthly meeting on July 18th.

FALSC Project Support                                                          

Initial Data Sets and Configuration Profiles

FALSC has completed the initial data exports to both Innovative Interfaces Incorporated (III) and to Backstage Library Works (BSLW), the vendor who will be merging the SUS and FCS bibliographic records for all forty institutions. BSLW has the profile and the complete file of bib and item records to do the initial merge. Data extraction, delivery, and review are expected to be an iterative process throughout the course of the project. In addition, FALSC staff has been working on profiling documents for the RDA and Authority records.  All other records such as holdings, patron data, cash transactions, orders, budgets, vendors, and course reserves have been sent to III for initial profiling and analysis.  FALSC staff has begun the work of completing the profiling spreadsheets that will be used for the initial data mapping and configuration of the system, which has been a huge undertaking. Working Groups will begin their review of the configuration spreadsheets the first of August.

Training

The Training Working Group sent a survey to the ILS Coordinators to help determine the logistics for the in-person training for library staff at all of the institutions in spring 2017.   Survey results are being analyzed. All of the Working Groups had an overview of the functions to assist them in reviewing documentation, data review and implementation planning. All of the individual working group sessions were recorded are available here. You can also access the recording trainings on from the ILS Implementation wiki. There will be additional in-depth training for the Working Groups in the late Fall when the servers are setup for our environment and populated with our data.

Encore/Duet and EBSCO

Configuration of the Encore Duet discovery tool for our new system is underway. EBSCO representatives are contacting the ILS Coordinator at each institution to begin the work required for EBSCO to configure the EBSCO mega-index and the Full Text Finder link resolver, which are part of Encore Duet. The first step is completing EBSCO’s EDS Partner Databasequestionnaire to define electronic content in the mega-index.  After the questionnaire is completed, EBSCO will instruct each institution to send them their holdings files from Serials Solutions or SFX so that they can get the holdings into the Full Text Finder link resolver and get it configured.  A webcast discussing the process was recorded and is available here.

Technology

FALSC staff has had meetings with III to discuss the setup for the hosted servers, authentication needs, and data loading processes.

Communication

Visit the Sierra / Encore Duet Implementation Wiki to see the collaborative work of the Implementation Team and Working Groups. You can also access the newly created ILS Coordinators wiki and the links to the recordings of the Overview and Training sessions.

The Staying Informed” handout was posted on the FLVC-Libraries-All list in early June. It outlines current communication and documentation resources.

The first issue of the Sierra/Encore Duet newsletter went out July 15.  It will be a monthly publication initially and may become more frequent if the need arises.  A new webpage and wiki for the ILS IT Contacts is in the works.

The Sierra/Encore Duet Implementation website is being developed and maintained. 

 

Implementation Status Update: June 2016

Planning and Implementation Teams

The Sierra/Encore Duet implementation Working Groups have begun their work. All Working Groups have met at least once and have selected a chair. FALSC staff liaisons have also been appointed to support each Working Group.

The Implementation Team will meet soon, now that the Working Group chairs have been selected.

The Steering Committee will hold its first online meeting on June 17. 

FALSC conducted five regional meetings this spring, focused on Sierra/ Encore Duet. The meetings drew more than 250 attendees; a majority of college and university libraries were represented. Innovative demonstrated basic functionality of the Sierra modules, and presented Encore Duet.  Attendees were very excited with the next-gen features and functionality. A frequent comment heard was, “Can we have this yesterday?”

FALSC Project Support

Initial Data Sets

FALSC staff have begun working on the initial datasets for this project. Bibliographic and item data, and authority records, were delivered to Backstage Library Works (BSLW) for their review. We have received an initial, sample file of merged Bib records. After review, adjustments have been made to the de-duping profile and returned to BSLW. Holdings records, circulation, course reserve, acquisition data, cash transactions, and patron data were delivered to Innovative. We have begun consultations and profiling instruction with Innovative for migration and data mapping. The extraction, delivery, and review of data is an iterative process that will be performed multiple times over the course of the project.

Training

Innovative provided training for FALSC staff during late May and early June. Staff have begun reviewing Innovative’s documentation and online training, and are collecting more in-depth information from all three vendors (Innovative, BSLW, and EBSCO) in preparation for upcoming conversations we will have with the Working Groups.

We have performed an initial review of Sierra’s user administration, circulation parameters, materials booking, program registration, course reserves, and reports/statistics in preparation for discussion with the Working Groups.

Online system training for all Working Groups will be offered in July, beginning with a “Working Groups Overview” webinar planned for July 6. Additional training will follow in early July, and will be tailored for each Working Group’s respective focus. Each session will be recorded and available from links on the working group wikis and falsc.org.

Introduction to Sierra and Encore Duet Documentation training was recently held for library staff. There were 185 attendees. Access the recorded version.

System Transition

As we transition into working with Sierra/Encore Duet, there will be significant effort involved in configuring the new systems while simultaneously supporting the current systems. FALSC developed the following preliminary guidelines for legacy product support through the transition. These guidelines were discussed with attendees at the Regional User Meetings:

  • Enhancements and integration requests:  Freeze now, unless transferrable to the new system

  • Data loading and quality control:  Continue through the end of 2016, then freeze and develop in new system (All routine data loads will continue until through June 2017)

  • Service requests for broken functionality or system settings in Aleph:  Depending on the request, may be worked on until acceptance of the new system

Communication

Visit the Sierra / Encore Duet Implementation Wiki to see the collaborate work of the Implementation Team and Working Groups.

The Staying Informed” handout was posted on the FLVC-Libraries-All list in early June. It outlines current communication and documentation resources.

An e- newsletter designed to keep the FALSC community up-to-date on the Sierra/Encore Duet implementation is in development. The first issue is tentatively planned for July.

The Sierra/Encore Duet Implementation website is being developed and maintained. 

 

Implementation Status Update: May 2016

Negotiation and Contractual Process

The negotiation was successfully completed, the contract signed, and the agreement between UWF/FALSC and Innovative Interfaces, Inc. is now fully in place. This was the culmination of nearly three years of planning, evaluation, and formal negotiation.

Planning and Implementation Teams

We had 112 applications to serve on one (or more) of the 9 Working Groups – thank you so much to everyone who applied. The Executive Committee met on April 20 and made their selections for the Working Groups. FALSC has now contacted everyone who was selected, and their dean or director, to confirm that they are willing to serve. We have also sent “thank you” letters to everyone who was not selected. One group, the Joint Use Working Group, did not have sufficient applicants, so we have reached out to additional institutions with joint use responsibilities and encouraged them to submit an applicant. The Executive Committee expects to finalize the makeup of that Joint Use Working Group the week of May 9.

The FALSC staff liaisons to each team have already reached out to the members and are setting up initial meetings. The webinar for “Orientation for Working Group Members” was held on Tuesday, May 10 from 3:00 – 4:00 p.m. ET. It was recorded and posed on the Working Group wikis for anyone who cannot attend the live webinar. MCLS Chair Anne Prestamo provided guidance and encouragement. After the orientation webinar, all nine Working Groups will select a chair, establish a meeting schedule, and begin meeting regularly. Support tools, including wikis (ilsimp.wiki.flvc.org) and listservs for both the Working Groups and their associated Discussion Groups are already in place. They will be available from the Sierra / Encore Duet Implementation area of the FALSC website (www.falsc.org) once the groups begin meeting. 

The Implementation Team, which is made up of the chairs of the nine Working Groups plus MCLS and FALSC representation, will be put in place once those chairs have been selected. The Steering Committee is also expected to begin meeting soon. 

FALSC Project Support

Internal FALSC staff are already hard at work providing the initial data sets required to keep this project moving forward. We have delivered bibliographic and item data, and authority records, to Backstage Library Works for their initial review; delivered holdings data, cash transactions, and patron data to Innovative; and are currently preparing circulation, course reserve and acquisitions data files.  Remember that data extraction, delivery, and review is expected to be an iterative process that will be done multiple times over the course of the project. We have also been reviewing the documentation and online training that Innovative provides, and have begun asking all three vendors (Innovative, BSLW, and EBSCO) some more in-depth questions in order to prepare for the conversations we will need to have with the Working Groups.

As we transition into working with Sierra / Encore Duet, we ask everyone to be aware of the effort involved in configuring the new systems and supporting the current systems. FALSC has been reviewing the following proposed guidelines for legacy product support at the Regional User Meetings:

  • Enhancements and integration requests (freeze now unless transferrable to the new system)
  • Data loading and quality control (development of new automated processes continue through the end of 2016, then freeze and develop in new system)
    • All routine data loads will continue until through June 2017
  • Service requests for broken functionality or system settings in Aleph (depending on the request, may be worked on until acceptance of the new system) 

We will revise these proposed guidelines as necessary based on the feedback we receive at the Regional User Meetings, and will continue the discussion at the MCLS meeting on June 14.

Meetings and Training

On May 13, the first webinar in the Sierra / Encore Duet Implementation series was presented: Introduction to Sierra and Encore Duet Documentation. The webinar introduced the Innovative Interfaces documentation portal. Participants received an overview of the Sierra Guide manual, the Sierra Knowledge Base, and Encore Duet documentation. A recording of the meeting is available.

FALSC Regional User Meetings concluded on May 18. The meetings addressed the timeline and implementation plan for the new ILS. Innovative Interfaces staff were on hand to provide an overview and demonstration of the Sierra ILS and Encore Duet discovery interface. Attendees participated in roundtable discussions led by members of the Implementation Team and Working Groups. 

 

March 2016: Next-Gen ILS Task Force

The Next-Gen ILS Negotiation Team, which includes MCLS representatives Anne Prestamo and Janice Henderson, has now essentially completed negotiations with Innovative Interfaces, Inc. We hope to have a contract signed this week. More information about what was negotiated, and next steps, will be forthcoming.

Concurrently, the MCLS and its Executive Committee are moving forward with establishing the working groups as outlined in the Next-Gen ILS Planning and Implementation Framework document. That document will be updated slightly once negotiations are complete. The Ad Hoc committee tasked with determining the process and criteria for the Next-Gen ILS “go live” recommendation will also begin work once a contract has been signed. 

At its February meeting, the Executive Committee discussed the Next-Gen ILS project, including the planning and implementation framework, the process for standing up the working groups, and the charge for the ad hoc committee on go live criteria. 

 

January/February 2016: Next-Gen ILS Task Force

The Next-Gen ILS Negotiation Team, which includes Members Council on Library Services (MCLS) representatives Anne Prestamo and Janice Henderson, began negotiations with Innovative Interfaces, Inc. shortly before the December break. We have had several negotiation meetings on issues including pricing, hosting, and disaster recovery options, implementation timing, data quality and cleanup, and product functionality. FALSC/FLVC technical staff have also had very specific and detailed conversations with Innovative technical staff around product architecture, data extraction and migration, and known technical concerns (e.g., time zones, audit trails). Conversations have also begun between UWF and Innovative legal counsel on contract matters. We hope to be in conceptual agreement with Innovative soon, with a contract signed by the end of February or shortly thereafter. 

At their December 10 meeting, the MCLS provided some significant additional input into the Next-Gen ILS Planning and Implementation Framework, which outlines the expectations for how FALSC, the MCLS, the various workgroups, and local institutional staff will be working together to implement the new system. All suggestions were identified and considered by the MCLS Executive Committee at their December 16 meeting. At that meeting, the Executive Committee approved an updated version of the framework, although they recognized that it may need to be updated again once negotiations are complete. That updated document, with changes identified in red, was sent out to the full MCLS on January 22. Any additional suggestions should be submitted by Tuesday, February 16, and should include specific language and desired location within the document. 

After the December 10 meeting, the Executive Committee also put out a call to the MCLS for volunteers for an Ad Hoc committee tasked with determining the process and criteria for the Next-Gen ILS “go live” recommendation. That task force was formally named at the February 9 MCLS meeting.

 

December 2015: Next-Gen ILS Task Force

We are ready to begin negotiations for a Next-Gen ILS and related products from Innovative Interfaces, Inc. The Negotiation Team has been tasked with responsibility for those negotiations, and will engage with the larger Negotiation Workgroup, as appropriate. In preparation for those negotiations, the MCLS provided input on several high-level planning assumptions in order to ensure that we are moving forward with a common agreement and understanding:

  1. FALSC will implement the complete set of products and services that Innovative bid in their proposal. This includes the Sierra ILS (replacing Aleph and related tools), the Encore Duet discovery interface (replacing Mango and Primo), and the EBSCO index of metadata (replacing the Primo Central Index). All predecessor products will be decommissioned once the Next-Gen ILS is live, and will no longer be supported by FALSC.
     
  2. We are planning for a summer 2017 implementation of those three major components.
     
  3. The libraries at all forty institutions will go live on the new system at the same time, in summer 2017. There will be no period of running multiple production systems in parallel.
     
  4. There will be a single shared bibliographic database for the libraries at all forty institutions.
     
  5. Training will be provided through a combination of online e-learning modules, a mixture of face-to-face library-specific and regional group training, and online webinars. The decision on how much to involve Innovative staff in direct training will depend on several factors including cost, quality, and availability, and will be part of the negotiation process.

The Negotiation Team and Negotiation Workgroup discussed the feedback we received on those planning assumptions at a meeting on November 12, 2015, and agreed that there were no significant concerns in moving forward. Following that meeting the Negotiation Workgroup also provided feedback on a draft training plan, including a recommendation on how much to involve Innovative in the training provided to front-line staff. The Negotiation Team is anticipated to begin formal negotiations with Innovative the week of December 14 and hopes to reach agreement on negotiation points by mid-January with a formal contract being signed shortly thereafter.

The MCLS also provided input into the Next-Gen ILS Planning and Implementation Framework, which outlines the expectations for how FALSC, the MCLS, the various workgroups, and local institutional staff will be working together to implement the new system. An updated version of the framework has been shared with the MCLS and the current standing committees, and is expected to be finalized at the December 2015 MCLS meeting or shortly thereafter.

FALSC has sent some sample data files to Innovative to help the vendor better understand the complexities involved in merging the SUS and FCS databases, as well as options for potential data cleanup.

 

November 2015: Vendor Negotiations

We are planning to move forward with negotiations for a Next-Gen ILS and related products from Innovative Interfaces, Inc.; although there are many details that still remain to be worked out. The Negotiation Team has been tasked with responsibility for those negotiations, and will engage with the larger Negotiation Workgroup, as appropriate. We are anticipating that formal negotiations with Innovative will begin in late November or early December, and hope to reach agreement on negotiation points by the end of the calendar year.

As we move into this next phase, the Negotiation Team and Workgroup has asked the MCLS to provide input on several high-level planning assumptions from which we are operating at this point. The Negotiation Team and Workgroup will discuss all comments at a meeting on November 12, 2015, and will adjust these planning assumptions, as necessary, in order to ensure that we are moving forward with a common agreement and understanding. Should there be any significant concerns, the Executive Committee will discuss those issues at its November 18, 2015, meeting and provide the Negotiation Team with a final recommendation from the MCLS at that time.

At the September 2015 MCLS meeting, FLVC also shared and received feedback on a proposed organizational framework for planning and implementation. We asked library deans and directors to discuss the framework with their staffs, and to provide us with additional feedback. We are now incorporating that feedback into an updated framework, and plan to share that with the Executive Committee, MCLS, and standing committees soon. This Next-Gen ILS Planning and Implementation Framework is expected to be finalized at the December 2015 MCLS meeting, or shortly thereafter. Once negotiations are complete, we will work with the MCLS and the working groups to plan for, and implement, the new system.

 

August 2015: Next-Gen ILS Task Force

FLVC will be moving forward with the planning for and acquisition of a next-gen ILS, thanks to the full restoral of our base budget, the recommendation for a two-year implementation timeline, and the support of legislative staff. A Legislative Budget Request (LBR) for 2016-17 for additional one-time funding has been reviewed by the UWF Board of Trustees, and was presented to the Board of Governors of the State University System at their meeting on September 2.  Dr. Pam Northrup provided an update on the LBRs at the MCLS meeting on September 3.

A model for the ILS Contract Negotiations has been developed and presented to the Executive Committee of the MCLS. The model consists of two tiers of participation: a Negotiation Team and a Negotiation Workgroup. The Negotiation Team will be communicating directly with the vendor to negotiate contract terms and conditions, and consists of the following people:

  • Lead Negotiator – Michael Dieckmann, Chief IT Strategist, UWF Innovation Institute
  • Procurement Officer – Angie Jones, Director of Procurement and Contracts
  • Legal Counsel – To Be Assigned
  • Legislative Liaison – Janice Gilley, Assistant Vice President for Governmental and Community Relations
  • FLVC Representative from Evaluation Team – Ellen Bishop, Manager of Library Services Technical Support
  • FLVC Director of Library Services – Lucy Harrison, Interim Executive Director of the Florida Academic Library Services Cooperative
  • MCLS Chair – Anne Prestamo, Dean of Libraries, Florida International University
  • MCLS Past Chair – Janice Henderson, Director of Learning Resources Center, Northwest Florida State College

The larger Negotiation Workgroup will not participate in negotiations with the vendor, but will be informed of those conversations and will advise the Negotiation Team on issues to be resolved with the vendor; provide answers to technical questions posed by the Negotiation Team; and act as representatives of the partner community on issues where a consensus decision is needed. The Negotiation Team consists of the following people:

  • Co-Chair – Lucy Harrison
  • Co-Chair –  Members Council on Library Services Chair –Anne Prestamo
  • MCLS Past Chair – Janice Henderson
  • Evaluation Team Chair – Jean Phillips, Associate Dean of Libraries for Technology and Digital Scholarship, Florida State University  
  • Evaluation Team Representatives from the Florida College System
    • Pat Profeta, Dean of Learning Resources, Indian River State College
    • Jenna Miller, Professor, Librarian, Santa Fe College
  • Evaluation Team Representatives from the State University System
    • Cecilia Botero, Director, Health Science Center Libraries, University of Florida
    • Kristine Shrauger, Head, Interlibrary Loan and Document Delivery Services, University of Central Florida
  • FLVC Library Staff Subject Matter Experts
    • Jeannie Dixon, Senior Systems Applications Consultant
    • Wendy Ellis, Public Services Systems Specialist
    • Bill Kuntz, Manager, System Applications
    • Cheryl McCraw, Library Services Consultant
    • Mary Ann O’Daniel, Technical Services System Specialists
    • Gerald Snyder, Manager, Library Software Applications Programming
  • FLVC Director of Administration, Chuck Prince
  • FLVC Representative from Evaluation Team – Ellen Bishop, Manager of Library Services Technical Support

An internal pre-negotiation kickoff meeting with both the Negotiation Team and the Negotiation Workgroup took place on September 1, before official negotiations with Innovative begin. This initial meeting did not include the vendor, and was intended to set expectations for the Negotiation Team and Workgroup as we begin the negotiation process. We discussed the negotiation points identified by the Evaluation Team, clarified any assumptions or risks, and discussed the roles of the two teams.

FLVC shared and received feedback on a proposed organizational framework for planning and implementation at the September 2-3 MCLS meeting. The framework will be structured to involve FLVC staff, the MCLS and its Executive Committee, Standing Committees, workgroups made up of institutional subject matter experts, and representatives from all 40 institutions. 

Implementation Timeline Implementation Timeline

2016

July - August:

  • Sierra and Encore servers set up
  • Initial profiling complete
  • Merged records loaded/indexed on the server

September - December:

  • Functionality training for Working Groups and FALSC staff
  • Data clean-up by Backstage Library Works (BSLW)
  • Iterative review of data and parameters

2017

January:

  • Data from BSLW reloaded to test server

February - July: 

  • Training for public college and university library staff statewide

Throughout the year: 

  • Continued system development and testing
  • Data loading and review

2018

July:

  • "Go Live"