July 2001 Activity Report
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.
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.
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.
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.
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.