c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Virtual Migration

Selection & Implementation

David P. WhelanDirectorCincinnati Law Library Association

www.cincinnatilaw.org

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Overview

• Selection

• Implementation

• Post-Migration

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Selection

• Who• Vendor• Web-based• Hosted or Licensed• Pricing• Modules• Customization• Test-Drive!

Web-basedHosted or Licensed

Customization

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Web-Based

• Native v. Virtual

• Both use Web browser

• Virtualized systems use additional software (plug-ins or clients)

• Virtualized systems may require more Internet bandwidth

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Web-Based

d r a m a t i z a t i o n

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Hosted or Licensed

• Depends on– Hardware availability– Software compatibility– Staff skills and availability– Desire for portability

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Hosted or LicensedCurrent Environment Possible Environment

WindowsServer

LinuxServerNetwork OS

Microsoft IIS ApacheWeb Server

MySQLMicrosoft SQL Database

Application Language

Active ServerPages

Perl / PHP

L A M

P

Reso

urces v. C

on

trol

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Customization

• Native Web based system should support HTML, other customizations

• Greater control when you license– Still limited to system architecture– Control will depend on product

• Greatest control with open source– Unlimited control of look and operations– Greater oversight needed to ensure can be

upgraded

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Customization

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

CustomizationK

oh

a C

lass

icK

oh

a Z

oo

m

Ko

ha

Zo

om

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Implementation

• Don’t rush

• Identify people and things necessary for successful completion– Get on IT staff project schedule– Purchase hardware or upgrade

systems in advance

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Installation

• Hosted – Skip to next step!

• Licensed– Install Web server– Install Database– Install ILS Application(s)

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Installation

Port 80Web

Traffic

Port 3306MySQL

DatabasePort 8081

OPACAdmin

Your Internet Connection: Opening Ports

Think of a sieve . . .

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Data Migration

• Basics– Essentially self-contained data– MARC / bibliographic data– Patron information

• More Difficult, More $$– More linkages to reproduce– Transaction information

• Most Difficult– More linkages, different formulas– Serials predictions

Need

s v. Co

st

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Data Migration

• Transaction Data– Only kept for annual report?– Need long-term tracking?

• Serials Predictions– Lots of serials AND all current?– Fewer serials OR some lapsed?

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Testing

• This is an iterative step– Do it after the first data migration– … and the second …– … and the third …– … and after each subsequent step

• Try adding a record

• Try searching for an item

• Browse through the catalog

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

System Configuration

• Set up groups and roles

• Place users into groups

• Configure patron groups, borrowing privileges

• Configure drop down menus, settings

• Configure workflow

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

OPAC & Search Configuration

• OPAC configuration may be separate from bibliographic settings– Test your OPAC search– Review customizable options– Change search text, help, and defaults

to apply to your users– Use OPAC settings to highlight 856

fields, other useful information

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

OPAC & Search Configuration

• Use HTML to get a better URL

• Best: http://opac.mylib.org

• But you might end up with:– http://69.237.18.192/OPAC/– http://www.mybiz.org:8081

Load OPACInto lower

frame

Create empty 1 pixel high top frame

http://69.63.217.17/C10080Staff/OPAC/ http://www.cincinnatilaw.org/catalog/

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Training

• Get some!

• Schedule it as close to go live as possible

• Prepare your staff– Give them access to training data– Make sure they can all log in to staff

modules

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Cut Over

• Turn on your new system!– Keep old one running parallel– Update old links to new ILS– Disable external access to old ILS

• Run parallel as long as necessary– Old ILS should be frozen– Limit access to it– Remove it when it becomes a crutch

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Cut Over

New ILS runningcirculation and cataloging, other core modules

Old ILS running

Import missing items

Copy predictions

Grace period to update Z39.50

Close old OPAC firewall ports

specialty modules Activate module(s)

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Go Live!

• Announce the new ILS

• Promote the new OPAC URL

• Shift perspective– Planning is over– Watch for feedback and use– Watch for what does and does not

work as expected (despite testing!)

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Post-Migration

• Plan early for aftermath– Have paper processes available– Be prepared to have mail or processing

back log– Get your $$ worth from your vendor

• Some day, something will go wrong– Enjoy the days when it doesn’t

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Change

• Resistance to change– Will start during testing, if not before– Will continue after going live

• Manage reaction to changes– Consider quick “how to” pages on

new processes / work flow– Jump on problems and get them

sorted out

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Cleaning Up

• Use migration as opportunity– To create only predictions you need– To eliminate patron (and other)

categories you no longer use or need– To leave behind legacy processes or

information that is no longer relevant

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Updates and Upgrades

• Nominate someone to monitor updates and upgrades– Hosting

• Your vendor has a schedule• Stay informed of changes

– Licensed• Create a regular process for upgrades• Ensure your backup can be restored and

you have other recovery options

c i n c i n n a t i l a w l i b r a r y a s s o c i a t i o n

Summary

• Lots of choices for Web-based ILS– Balance resources and control– Balance needs and cost

• Take your time on implementation– ILS is mission critical– Plan the technology– Manage the change