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: 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.

 

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

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"