Orbis2

July 2001 Activity Report

 

  1. The library announced on 3 April that it would open contract discussions with Endeavor for the licensing of Voyager as our next library management system. The Migration Management Group is pleased to announce that it successfully completed those discussions early in July. Key considerations in the contract were specifications for the migration of NOTIS data to Voyager and a list of the enhancements to Voyager we are seeking. Some enhancements are required as part of our implementation of Voyager over the next twelve months (including global data change capabilities, field level data replacements, course reserves, pseudo patron messages, Old Yale classification numbers, and encryption capabilities).
  2. Four review groups investigated Endeavorís self-checkout software, LinkFinder Plus, ENCompass, Universal Borrower, Ex Librisís SFX and MetaLib, and the possibilities for integrating Insightís Luna software and Voyager. Acting on the recommendations of these groups, the library is at this time buying two additional software products. One is Endeavorís interface to the 3-M and Checkpoint self-checkout systems, and the other is Ex Librisís SFX and MetaLib software. We hope to have the content linking capabilities of the latter in service by this fall and to bring up self-checkout by the beginning of the Fall 2002 semester.
  3. The library is putting in place the server on which the Voyager test software will be mounted later in July. We expect to operate all migration activities on this server into the first quarter of calendar year 2002, when we expect to commission our new production hardware. ITS staff continue to investigate our options for the production server, tape subsystem, and disk subsystem. They met recently in California with Endeavor and Sun Micro Systems staff.
  4. The Migration Management Group charged an Orbis2 Implementation Team in June. This new team, working with key operating units throughout the library, will coordinate the following implementation tasks:

The Orbis2 Implementation Team will work initially in a set of Work Groups described below. Further work groups for non-Roman scripts, reports, and training and documentation will be created in the fall. The Work Groups are asked to consult widely with expertly informed staff throughout the library as they address their specific tasks.

Members of the Orbis2 Implementation Team are:

Data Migration: Kalee Sprague (chair), Susanna Lengyel, Gail Barnett, and Audrey Novak

Systems Installation, Implementation, Operations: Roy Lechich (chair), Jeffrey Barnett, Gail Barnett, Wesley Most, and Karen Reardon

Circulation: Shawn Steidinger (chair), Susan Burdick, Marybeth Bean, John Gallagher, and Judy Parker

Cataloging and Authority Control: Patricia Thurston (chair), Marsha Cornelius, Ken Crilly, Richard Sarcia, and Manon Theroux

Acquisitions and Serials Control: Cindy Crooker (chair), Fanny Hsieh, Mary Ellen Barbarito, Susanna Lengyel, Roy Bohlander, Jim Shetler, Amelia Vitorino, and one more member to be appointed

OPAC: Ellen Cordes (chair), Emily Horning, Kalee Sprague, Denise Hersey, and one more member to be appointed

The charge to the Orbis2 Implementation Team follows:

The selection and contract negotiation phase of the Orbis2 project is about to be concluded. This milestone marks the start of the implementation phase of the migration from NOTIS to Voyager. Implementation will continue for a little more than a year. We will bring the Endeavor Voyager system into production in July 2002. A sixty-day system acceptance period will end in Sept 2002.

Implementation will affect every department and every staff member in the Yale University Library. Tasks within this phase include:

 

Structure of the Implementation Team The Implementation Team will initially be divided into smaller working groups each responsible for a different aspect of the project. Each work group will have a chair. The number of these work groups is expected to change over time as the work intensifies and the project needs change.

Work groups responsible for major system modules (Acq, Cat, Circ, etc.) will develop an ongoing relationship with existing library support committees such as the Cataloging Coordinating Committee and the Circulation Support Groups. The Implementation Team work groups will review decisions with, seek the advice of, and communicate regularly with the larger committees. Similarly, the individual workgroups will seek the advice of and communicate regularly with each other. Periodically throughout the project the entire Implementation Team will meet together to exchange information.

A member of the Migration Management Group will serve ex officio on each of the work groups. The LMS Project Manager will coordinate the activities of the Implementation Team and will meet regularly with the work group chairs.

Charge:

The initial Implementation Team work groups and their charges include but are not limited to:

IMPLEMENTATION GROUP CHARGE

Acquisitions and Serials Control

Profiling and testing the acquisitions and serials control modules. Determining and documenting acquisitions and serials control workflow on Voyager. Determining operator security levels for acquisitions and serials control. Identifying, creating and testing client macros. Working closely with the Data Migration group, testing and tuning the migration of active NOTIS acquisitions data to Voyager, and inactive NOTIS data to offline files. Working closely with the Training Group, assisting in the preparation of documentation and training. Working closely with the reports group, identifying and testing initial report requirements. Working closely with the Library Systems Office, identifying and testing acquisition record transfers to and from Voyager to other university systems and/or vendor systems. The Acquisitions and Serials Control group will work with the Acquisition Support Group. The MMG member will be Marcia Romanansky.

Cataloging and Authority Control

Profiling and testing the cataloging module. Determining and documenting cataloging and authority control workflow on Voyager including identifying changes needed in our automated authority control processing with OCLC MARS. Determining operator security levels for cataloging and authority control. Identifying, creating and testing client macros. Working closely with the Data Migration group, testing and tuning the migration of MARC and item data from NOTIS (both ltyl and ltlc) to Voyager and testing NOTIS record cleanup programs. Working closely with the Training Group, assisting in the preparation of documentation and training. Working closely with the reports group, identifying and testing initial cataloging report requirements. Working closely with the Library Systems Office, identifying and testing MARC record import and export needs. The Cataloging and Authority Control group will work with the Cataloging Coordinating Committee. The MMG member will be Joan Swanekamp.

Data Migration

Implementing the decisions made by the Data Migration Work Group including local record cleanup projects, the migration of active records from NOTIS to Voyager and the migration of inactive records from NOTIS to separate offline databases. The Data Migration group will work closely with the Acq/Serials, Cat/Auth, and Circ work groups. The MMG member will be Audrey Novak.

Circulation

Profiling and testing the circulation module including notice forms and course reserves. Determining and documenting circulation workflow on Voyager. Determining operator security levels for circulation. Identifying, creating and testing circulation client macros. Working closely with the Data Migration group, testing and tuning the migration of patron, transactions, fines, fees and item status data from NOTIS to Voyager. Assisting the Cataloging and Authority control group in the testing and tuning of the item data migration. Working closely with the Training Group, assisting in the preparation of documentation and training. Working closely with the reports group, identifying and testing initial circulation report requirements. Working closely with the Library Systems Office, identifying and testing patron record import requirements and bursar transaction transfer needs. Collaborating with the OPAC group on the implementation of Voyager patron empowerment functions. Implementing circulation self-checkout. The Circulation group will work with the Circulation Support Group. The MMG member will be Susan Crockford-Peters.

Online Catalog

Configuring and testing the online catalog (WebVoyage) including designing the html OPAC screens. Identifying OPAC indexes. Collaborating with the Circulation group on the implementation of Voyager patron empowerment functions. Creating publicity and "training" or help documentation for our readers. The Online Catalog group will work with the SQIC Bibliographic Access Committee. The MMG member will be Alan Solomon.

System Installation, Implementation, Operations

Installing, configuring, testing and operating central server hardware, Oracle and the Voyager server applications. Coordinating with the Workstation Support Group's installation, configuration and testing of Voyager clients. The MMG member will be Fred Martz.

Future groups include:

 

Membership and Consultants

Each work group will include 3-8 members. The groups are expected to consult widely throughout the library and to recruit additional members for limited periods of intensive activity such as during the quality assurance testing of the data migration.

Charge Duration and Level-of-effort

The Implementation team's charge will be completed after Voyager goes into production and Yale University accepts the system. The experience of institutions such as Cornell and Princeton suggests that Implementation Team members will devote 35% to 50% of their time working on the LMS implementation.