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INFOhio Library Automation Transition - Backgrounder

October 24, 2002

DRA/MultiLIS is a legacy library automation system that uses older system and database technology. This, combined with the fact that other MultiLIS customers around the world are migrating away from MultiLIS in favor of newer technology and interfaces, directly impacts the future of MultiLIS enhancements.

INFOhio believes that all modules of library automation software must have a graphical interface to provide Ohio schools with state-of-the-art software. INFOhio approved the migration of its OPAC in 1998 to such an interface and committed to upgrade the other modules: circulation, cataloging, reports and inventory.

Critical needs that the new software will afford our member schools and keep INFOhio viable into the future include:

• Ability to keep pace with the next generation of library automation software enabling the library to move into the classroom and provide greater access by the ability to search all fields in a record (i.e., reading programs)

• Optional OPAC content enrichment (for selected titles display related information such as author biographies, book reviews, table of contents, book jacket images); additional minimal charge per district if purchased on a statewide level

• Ability to provide an inexpensive option for standalone systems to migrate to INFOhio while maintaining a point and click application

2.   Why the selection of Sirsi's K-12 Unicorn product?

Estimates for the replacement costs of the MultiLIS licenses, if another vendor were selected, are in excess of four million dollars. Staying with Sirsi would allow the transfer of the MultiLIS licenses at no additional cost. This is a most important consideration in light of today's economy.

INFOhio's relationship with DRA/MultiLIS has been positive over the past nine years we have been a customer. Now that Sirsi owns MultiLIS, we believe our partnership has grown to allow INFOhio to have valuable input into the development of the Unicorn software.

In response to a January 2002 Request For Information, Sirsi leadership demonstrated the company is willing to take the necessary steps to address the issues INFOhio feels are important and to make Unicorn work in the consortium-based environment required in Ohio.

3.   What is INFOhio's process for investigating the proposed library automation software?

INFOhio takes the responsibility of migrating nearly 2000 libraries to new library automation software very seriously. Due to INFOhio's unique structure for delivery, support and use of its automation software, there are concerns and issues to be addressed from each of our different associates: INFOhio Governing Advisory Board, MCOECN, DASite Directors, INFOhio Providers, Library/Media Center staff and patrons, and other INFOhio partners.

Therefore, INFOhio has implemented the following structure to help with the investigation and migration process:

Transition Steering Committee (Terri Fredericka, Chairperson) - Comprised of INFOhio staff, consultants and Board members. This committee works directly with Sirsi to address any software, marketing or licensing issues and costs associated with the transition. They will develop the migration timeline and overall implementation plan and cost based on input from the various transition committees and pending approval by all required parties.

Transition Team (Terri Shutt, Chairperson) - Comprised of interested INFOhio Board members, DASite Directors and Providers, INFOhio consultants and school library staff. Team members are asked to participate on one of the transition subcommittees and provide input regarding the migration.

Transition Advisors - Select team of ten consisting of INFOhio's Trainers, Technical Support Staff, Transition sub-committee chairs, and representatives from the Union Catalog and Library Automation task forces. This team receives detailed training on the software directly from Sirsi. The diverse background of this team helps ensure that INFOhio evaluates the software from all perspectives. Transition Advisors are responsible for identifying follow-up tasks to the various transition subcommittees and Transition Steering Committee. They also assist with transition communications and provide input into the data conversion and migration plan.

Transition Subcommittees and their tasks:

Transition Hardware Committee (John Mitchell, Chairperson) - Investigate system hardware platforms and pricing for DASite directors and review client machine specs for recommendations to school libraries.

Transition Technical Interface Committee (Bobbie Warthman, Chairperson) - Investigate technical aspects of the software: patron updating, loading of MARC records, custom reports, OPAC customizations, recommendations for barcode and barcode scanner compatibility. Help develop training materials specific to INFOhio Providers.

Transition User Interface Committee (Marie Alford, Chairperson) - Investigate functionality, features and compatibility of library staff modules and patron OPAC. Review and identify policies and practices used by INFOhio libraries to determine common and unique situations that must be considered during implementation. Evaluate/develop training materials specific to library staff and patrons.

4.   What is the timeframe for transition?

The INFOhio Governing Advisory Board has been working diligently for the past several years as the motions below indicate.

98.06-04  Don Mayle moved and Sally Norton seconded to encumber available funds to purchase the WEBooking and WEB2 products, with final purchase contingent on successful discussions with the vendors and appropriate approvals as required.

01.08-08 It was moved by John Mitchell and seconded by Pat Johnson to accept the "INFOhio Taos Migration Plan" including:

• INFOhio TAOS Migration Timeline

• Investigation of other Sirsi products

• Moratorium on future MultiLIS enhancements as of January 1, 2002

• Additional information on projected migration costs

02.03-03 It was moved by John Mitchell and seconded by Jerry Woodyard to approve 1) the proposed library automation migration from MultiLIS to the Unicorn product and 2) a five year commitment to an INFOhio/Sirsi working partnership, conditional on INFOhio receiving necessary funding appropriations.

Tentative timeline for complete upgrade to new modules is:

• Sirsi Pre-Training for Transition Advisors     Summer/Fall 2002

• Evaluation of INFOhio test data                         Fall 2002

• Evaluation of hardware platforms                     Fall 2002

• Planning for implementation                              Winter 2002/Spring 2003

• Training for pilot sites                                          Spring 2003

• Pilot implementations                                         Summer/Fall 2003

• Training for all DASites                                       Throughout 2003 – 2004

• Transition for all DASites                                    Throughout 2004 – 2005

5.   What will the DASite server platform be?

INFOhio is currently investigating both available server platforms, Windows and Unix.

The DASite Directors have established a committee to review technology issues including migrating other applications to a Unix platform. A successful test of the Unix system in Lima will provide necessary assurances to the DASite Directors.

The Windows platform is still under consideration. However, a number of critical issues need to be considered in-depth before a decision is made to take this path. These include:

• The need to comply with the security requirements as required by the State relative to each district’s student information

• Time needed to make the necessary software enhancements to handle consortium based systems

• Its ability to handle the large number of libraries required by the DASites

6.   What can member schools/districts do this year to prepare?

INFOhio tools will assist providers and users in evaluating, cleaning, and correcting existing MultiLIS data.

Types of cleanup:

• Ensure all items have Location Codes, Collection Codes, and Call numbers.

• Ensure that call numbers are correct and uniform (no extraneous spaces, no extraneous prefixes as part of the call number, etc.).

• Eliminate bibs without items (excluding RecordProtectors).

• Ensure patron and item barcodes meet prescribed INFOhio 14-digit standards.

• Clean up of Document Types.

• Begin to replace dumb terminals in libraries.

• Alert your DASite of important and/or unique situations with your existing data.

Additionally, INFOhio sees cleanup occurring in Phases. Related documentation (Database Cleanup) explains cleanup in terms of:

• Why cleanup is important

• Benefit of cleaning up data

• Phases of cleanup

• Criteria to look for in records

• Where to find the cleanup reports in the menus

• Specifics on how to run the cleanup report and what it looks like

• How to interpret report results

• Corrective actions to be taken

7.   What hardware resources should school libraries plan for to ensure a smooth transition?

Hardware for Libraries - The most critical point is that dumb terminals are not useable in this new software environment. A personal computer is required for all staff workstations that need to run the Unicorn WorkFlows client software.

The WorkFlows client is PC based. What does this mean for Macintosh users? Currently in the absence of a Mac based WorkFlows client, Mac users will need to use a PC emulation program like Virtual PC. Sirsi has a number of customers doing this successfully. In addition, Sirsi is working on a new version of the WorkFlows client to be released in 2004. The new version will be more platform independent, capable of running on Windows 2000, XP and future versions of Windows as well as on current Macintosh OS X operating systems, thus eliminating the PC emulation program requirement for Macs. For complete workstation requirements, please refer to  the Equipment Specifications posted on the Transition section of the web site.

In addition to the Mac client, many new software features for both PC and Mac clients are planned for WorkFlows in 2004.  Libraries should consider if they need to replace or add memory to existing staff workstations. Patron OPAC stations do not necessarily require as much RAM, but they should be capable of supporting current browser versions of Internet Explorer or Netscape.

Also barcode scanners used with dumb terminals are usually not compatible with personal computers and will likely need to be replaced. Libraries should check compatibility with the scanner vendor, their DASite, or consult the INFOhio Transition web site Equipment Specifications for a list of tested scanners .

8.   What resources should DASites and school districts plan to commit for staff training to ensure a smooth transition?

• DASite training - INFOhio plans to use the train-the-trainer method employed in the past. We will also look at new ideas and technologies to enhance training for providers (i.e. Web-based training, IVDL training when applicable, regional trainings, etc.). As with MultiLIS, we anticipate approximately 10-15 training days for DASite staff to learn the operation, management and maintenance required for the new software. In the past INFOhio has provided this training free, with sites being responsible for any travel and lodging expenses. As with any new installation/conversion there will be added work and responsibilities initially, but we would expect those to level off after the initial hurdle and as familiarity grows with the new application.

• Building/District training - Training for library staff will continue through the DASite Providers, a model that has worked very well in the past. INFOhio's first priority will be to train the providers. Library staff training will be handled at the local or regional level as it is now. We are exploring the use of Web-based training modules from Sirsi. INFOhio also plans to develop new training materials and tip sheets and make them available from INFOhio's Web page to assist library staff and patrons.

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