Sierra/Encore Duet Implementation Update

 

Thank you for your hard work on the next-generation ILS project.

Here's an overview of recent progress.

OCTOBER 2016

 

 

 

DISTRIBUTION NOTE: This message is being sent to FLVC staff and multiple Listservs: ILS-IMPLEMENTATION-TEAM, ILS-COORDINATORS, FLVC-LS-MEMBERS-COUNCIL, ILS-IT-CONTACTS, and FLVC-LIBS-ALL.

 

 

Leadership and Collaboration

The groups involved in the initial set-up phase of the integrated library system (ILS) implementation project continue to meet regularly and collaborate to push the work forward. The ILS Implementation Team responsible for many project deliverables meets bi-weekly, and met last on Oct. 10. The Implementation Team is made up of the nine Working Group chairs, multiple liaisons from FALSC, project co-leads Ellen Bishop and Dave Whisenant, Members Council on Library Services representatives Anne Prestamo and Lori Driscoll, and FALSC Executive Director Elijah Scott. For details on their work, visit the ILS Implementation Team Wiki.

The ILS Working Groups, made up of librarians from the universities and colleges and focused on various areas of the new system, meet regularly and post minutes to the corresponding Discussion Group Listservs. Their summary reports are below, and more information is available on the project wikis

The ILS Coordinators representing each of the 40 institutions in the system are holding monthly meetings with the implementation project co-leads. ILS Coordinators are responsible for putting together local implementation teams at their institutions. To learn more, visit the ILS Coordinators Wiki

WIKI ACCESS: 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. For login information, please contact your Local ILS Coordinator or the Help Desk, (877) 506-2210 or help@flvc.org 

 

 

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 and profile evaluation. 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 has set up a secondary server. FALSC has sent information to the Working Groups so they can access the new environment, where they will continue to review the data load. 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.

FALSC staff created a Google spreadsheet to allow Working Group members to report issues/problems/questions so they can be tracked and passed on to Innovative.

There were issues with some Working Group members being unable to access our Sierra server due to firewall setups at their institutions. We are in the process of resolving these issues, and on Oct. 7 sent a message to the libraries and IT staff. We also created wiki pages on what exactly is needed to access the 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

Innovative will provide additional training for the Working Groups for several weeks in October, November and December. FALSC Assistant Director for Library Relations Brenda Rutten continues to book spring in-person training sessions on the new system for library staff. 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 and profile evaluation. 

 

 

Encore Duet Setup

EBSCO and the libraries continue work on setting up the Encore Duet discovery tool. The Group 1 and 2 libraries are almost finished with their profiles, and the profiling of Group 3 libraries has begun. 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 clarify one point of confusion that has arisen at some institutions: Curriculum Builder will work with both Encore Duet and the EDS interface.

 

 

Information Technology

ILS IT Contacts have been identified for each institution and an Information Technology web page on the implementation project website has been created. The FALSC/FLVC development team is exploring options for patron authentication that will initially be used with the new ILS, and for access to electronic resources using EZProxy. We have sent a questionnaire out to both the ILS IT Contacts and the MCLS list to gather current practices at each of the 40 institutions.

 

 

Communications

The Members Council on Library Services reviewed the formal ILS Implementation Communications Plan at its September meeting, and efforts are on track to keep stakeholders apprised of the project’s progress through this newsletter, status updates on the FALSC website, project wikis, and Listservs. 

 

 

 

 

News from the Working Groups

Below is a brief update from each of the nine Working Groups. For more information, please visit the Working Group wikis. For login assistance, contact the FLVC Help Desk at (877) 506-2210 or help@flvc.org.

Acquisitions & Serials

Chair: Ernestine Holmes, FAMU 

The Acquisitions & Serials Working Group meets biweekly and is discussing what order records will be migrated.  They are working on order status “new.”  A spreadsheet was created for each campus to do clean up and to define what is new.  We were instructed to hold off on further code creation until the ACQ data is loaded and we’ve been through training.  Schools were given Sierra logins and access their own data in the system.  They continue to review bibliographic data and prepare for upcoming training.  

 

Cataloging & Authorities

Chair: Annie Glerum, FSU

Working Group members are reviewing data loaded into Sierra from Aleph, concentrating on bibs, items, and holdings records.  As an ongoing effort and now also as part of the official data review in Sierra, we continue to look at the results of the Backstage Library Works deduplication process to report issues and suggest improvements.   

 

Circulation & Resource Sharing

Chair: LeEtta Schmidt, USF 

The Circulation & Resource Sharing Working Group has recommended common display names to limit the number of Sierra itypes, and completed step-by-step instructions to help institutional staff merge collections that have few items, if desired. The group is finishing a recommendation to use the Global patron database in Sierra. We also are beginning to look at status (formerly item process status) labels to suggest common language.   

 

Discovery Configuration

Chair: Allison Jai-O'Dell, UF

Discovery Configuration Working Group members are reviewing the Sierra location codes and providing input to local ILS Coordinators. In addition, they are reviewing Sierra WebPac functionality. EBSCO is working with the institutions to configure the mega-index and link resolver.  Group 1 started on August 1, Group 2 started on Sept. 1 and Group 3 started on Oct. 1. EBSCO has created accounts for most of the Group 1 and 2 institutions.   

 

Discovery Interface

Chair: Alexis Carlson, IRSC

The Discovery Interface Working Group participated in data review training and a Q&A session with Schlomit Schwarzer, lead trainer for Innovative Interfaces, to help her prepare the online training she will present to the Working Group later in the fall. The group met on Sept. 26 to discuss the data review training and the Q&A meeting. The group has been participating in the review of bibs, items, and holdings records, with a focus on how data appears in Encore.   

 

E-Resource Management

Chair: Tina Buck, UCF

Since the last update, the ERM Working Group attended profile evaluation training and reviewed our own data through the Sierra client. We scheduled our ERM Working Group training session with the Innovative trainer for Nov. 29-30.  We continued our discussion of fixed field codes, and took a look at another consortium’s decisions on those fields.  We also appointed a liaison to the Acquisitions & Serials Working Group.   

 

Joint Use

Chair: Janice Henderson, NFSC

The Joint Use Working Group is currently looking at Sierra options for managing materials that are owned by the partner institution and circulated by the host institution.  The lead Innovative trainer met with us Oct. 11 to explore these options and other issues associated with joint-use facilities.   Anyone involved with college or university joint-use facilities or with an interest in them needs to join the Joint Use Discussion Group list (ILS-JOINT-USE-DISCUSSION) and visit the Joint Use wiki to review the information for local information accuracy.   

 

Systems

Chair: Parker Fruehan, FGCU

The Systems Working Group continues to assist with the profile evaluation.  Sub-groups on Reporting, Access and Permissions, Printing, Batch Loading, Data Conversion, and ERP Interoperability are gathering information about Sierra to provide recommendations on implementation.

  

Training

Chair: Sara Alegria, Miami Dade College 

The Training Working Group met with our Innovative Interfaces lead trainer, reviewed proposed training agendas, and offered suggestions for topics to be included. The group has been looking at existing documentation to identify any gaps and to determine which Quick Start Guides need to be created and by whom. We also are creating an FAQ document addressing questions and concerns from the Training Survey. In-person spring training locations have been reserved at 30 locations around the state. See the Training Calendar and Topics spreadsheet for more details.

 

 

 

 

ABOUT FALSC: The Florida Academic Library Services Cooperative provides services and information to the libraries of the state's 40 public colleges and universities. FALSC has offices in Tallahassee and Gainesville, and is part of the Florida Virtual Campus (FLVC), which is administered by the University of West Florida's Innovation Institute. To learn more, please visit FALSC.org.