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 early stages of a transition to a next-generation integrated library system. 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: January 2017

A NOTE ON WIKI ACCESS: Many items in this update 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 login information.

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.

 

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

June:

  • Begin final full data load
  • Begin system acceptance testing

July:

  • Complete gap loads
  • "Go Live"