1.3 - Commissioning New Libraries
Introduction
When a library service joins Libraries Victoria, a project plan will be prepared by SirsiDynix in consultation with the Platform Systems Administrator and the new library service, ensuring the new library is migrated smoothly into the system and all staff are trained and given opportunity to familiarise themselves with it.
1.3.1 – Project Management and Roles
Upon agreeing to become part of the Libraries Victoria, SirsiDynix, Libraries Victoria and the new library service will work closely together to implement the Migration Plan. Following are the main roles of each of the three participants:
LMS Vendor
- Overall Project Management
- Policy creation and implementation
- Training in core LMS functionality
- Data conversion and load
Libraries Victoria (Platform System Administrator)
- Assistance with Project Management and scheduling
- Guidance in policy decisions
- Training in Libraries Victoia protocols and structure
- Assistance with testing data conversion
Library
- Extraction and provision of data
- Policy decision making
- Testing of data conversion
See the following Knowledge Article to access New Library Welcome Packs (login required):
1.3.2 – Commissioning Task Schedule
The tasks to be performed when commissioning a new library service into the Libraries Victoria Consortium include, but may not be limited to, the following:
Project Plan
The LMS vendor will prepare a detailed Project Plan, in consultation with the library and the Platform System Administrator, outlining key dates, actions and roles.
Policy Workshop
A joint workshop led by the LMS vendor and the Platform System Administrator to help guide the policy decisions of the new library and map their existing data and policies to the Libraries Victoria database structure. The workshop is generally conducted over two days, and will be held on site at a venue provided by the new library.
Policy Creation
Based on the outcomes of the Policy Workshop, the LMS vendor will create the policy structure for the new library in the Test and Production systems.
Workflows & SymphonyWeb Client
SirsiDynix will provide a copy of the Workflows client and link to SymphonyWeb to the library for installation and testing.
Data Extract (Test)
The library will make available a full data extract from their existing system to SisiDynix for analysis and testing.
If the library’s current data is hosted by a third party (such as their legacy LMS vendor), it is the responsibility of the library to negotiate access and extract the data.
Data Load (Test)
SirsiDynix will load the extracted data to the Test system.
Data Testing
The library will review and test the test data load and report any issues or anomalies.
Training
An extensive training program (at least 10 days) for all library staff on the various LMS modules and related products, led by SirsiDynix and the Platform Systems Administrator. At least one day will be devoted to the Libraries Victoria protocols. Training will be held on-site at a venue provided by the new library.
Note, additional training on non-core products may be made available, and may be delivered remotely via online meeting software.
OPAC/Mobile App Branding and Design
SirsiDynix, in consultation with the library, will prepare the theme customisation for the library OPAC and library instance on the Shared Libraries Victoria (Sirsi Dynix) app. This will include custom CSS for the Enterprise Discovery layer, as well as a BLUEcloud Mobile profile theme.
Data Load, Bibliographic (Production)
An extract of all bibliographic and item data will be provided to SirsiDynix by the library and loaded onto the Production system. The library must cease all modifications to the bibliographic and item data on their legacy system.
Data Testing (Production)
The library to perform testing of the bibliographic data loaded onto the Production system and report any issues or anomalies.
Workflows Client Installation
The library will install the Workflows client on all appropriate staff PCs and prepare them for working in offline mode.
SymphonyWeb and BlueCloud Circulation
These interfaces are browser based, so do not require an installation. However, to faciliate silent printing, libraries will need to install the QZ Tray plugin.
Data Load, Users and Circulation (Production)
An extract of all current user and circulation data will be provided to SirsiDynix by the Library and loaded onto the Production system. The Library must cease all circulation functions, including adding, editing and removing user data, and operate in Offline mode using the Workflows client.
Final Testing and Sign-off
The Library and Platform Systems Administrator will conduct final testing and jointly sign-off on the data conversion.
Additional tasks
Additional tasks may be required, dependent on the library’s needs. These will be negotiated with the library when preparing the project plan.
1.3.3 – Implementation for Shared Services
The process for adding new libraries to Sharing will likely involve the re-organsation of existing Share Networks. The process will follow lines similar to the following:
1. Create new Search Limits for the SHARE networks in Enterprise and BCC.
2. Update the SHARE_LV group to include the new library(ies).
3. Assign the new SHARE_x networks as the Hold Permission group to all participating libraries and assign the SHARE_LV group to the joining Libraries for Display and Maintenance Groups (Bills and Users)
4. Update the Hold Map to make the new collections holdable for other members of their share group.
5. Add Order Hold Fill policies for joining libraries, and update the entries for all other libraries to include the new services within their share group.
6. Update the enforced search limits in all Enterprise profiles and BC Search policies to use that library’s share network group.