Status updates

Student checking out a book at another university library.

View the latest news and status updates about the implementation process, along with a summary, milestones, and key implementation features. 

 

FALSC and Florida’s public postsecondary libraries are in the process of a transition to a next-generation integrated library system (ILS). This multi-year effort marks the largest transition to an integrated academic library catalog/discovery system in Florida’s history.

Implementation Overview

Organizational Framework for ILS Implementation

 

Implementation Status Update: October 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 Inc., and the colleges and universities are moving ahead on an agreed-upon timeline with development and testing for the implementation of the new integrated library system (ILS), 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                                                          

Our project enters a crucial phase in October with the beginning of Pre-Production Verification. FALSC, FLVC, the Working Groups, and any library staff who choose to participate will conduct a formal, time-intensive program of functionality, integrations, and performance testing on the new ILS, Sierra/Encore Duet. In December, following Pre-Production Verification, the project will undergo Executive Review.

The October testing will be guided by a detailed Sierra/Encore Duet Preproduction Verification Test Plan that has been distributed to project participants. The Test Plan includes concise descriptions of the work and goals of October testing, schedules, and links to checklists and workflow test scripts for each of the various areas of the new system.

FALSC and FLVC staff kick off Preproduction Verification the first week of October. The Working Groups will begin testing Oct. 9 and continue through Oct. 20.

Work will be conducted on the Production server with newly reloaded data. The reload to that server of millions of records from the colleges and universities was completed Sept. 30.

All of our project servers have now been upgraded to the newest versions of Innovative’s software, with Sierra 3.3 now running on Test, Training, and Production. The two servers that run the discovery tool, Test and Production, have been loaded with Encore Duet 4.6.3.

Other recent activity includes:

  • Ongoing creation of staff user accounts by FALSC, pending the return of user-information spreadsheets from the institutions
  • Patron data migration and ongoing patron loads meetings with Innovative
  • Continued discussions with Innovative on OAI-PMH Harvesting
  • Commitment from Innovative to develop option for institutions to turn local paging on or off
  • Final corrections and customization for Encore mobile suites, underway now
  • Development of “OAK: Online Access to Knowledge” banners for statewide interface pages

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

 

Opportunities for Participation

Pitch in for October Testing: All library staff who have been trained on the new system are invited to participate in October testing, beginning after Oct. 9. To help, please join the Discussion Group in your area of interest. The Working Groups will provide testing information to the Discussion Groups, and Working Group documents will provide hotlinks to feedback reporting forms, so testers can record their results.

Start customizing: Library Staff who have been trained on Sierra can access the Production server to review and test local loan policies, review records, and customize templates and other functions in the new system.

Brush up on the new system: There is no active in-person training at the moment, and won’t be until refresher classes start in Spring 2018. However, that doesn’t mean training isn’t available. Library staffers can review a wealth of materials on the Training Tracks wiki. Please note that the wiki is currently being streamlined and revised, but documentation and recordings still can be accessed from the page. 

 

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.

 

Prior Implementation Status Updates

 

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

Throughout the year: 

  • Continued system development and testing
  • Data loading and review

January:

  • Reload of data from BSLW to Test server

February - July: 

  •  In-person training for public college and university library staff statewide

August - September:

  • Production server reloaded with millions of freshly extracted, merged, and de-duped records from the colleges and universities

October - December:

  • Preproduction Verification testing and feedback

December:

  • Executive Review and Approval to Proceed

2018

January-April:

  • Client Readiness Review

July:

  • Phased "Go Live"