Using

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SESSION 1317

• Using
• OPEN SOURCE software
• in a Shared ILS

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Speakers

• Shann Leighton, CEOShelburne Public Library
• Agnes Rivers-Moore, CEOHanover Public Library
• Wilda Allen, CEOGrey Highlands Public Library
• Rose Dotten, CEOShelburne Public Library

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Introduction

• SHANN LEIGHTON
• Selection, Consortium, RFP

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THE MIGRATION PROCESS

• AGNES RIVERS-MOORE
• CEO / Chief Librarian,
• Hanover Public Library

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KOHA DATA MIGRATIONor, How we got from A to B

• Make migration choices
• Study tables and data in Spectrum and in Koha
• Study local library procedures
• Match up similar functionality in both systems
• Extract tables data from Spectrum
• Clean up data (a little late)
• Manipulate data to fit Koha tables
• Create method to insert data into Koha tables
• Run, test, amend, run, test, amend repeat
• Insert all data to sandbox system and test
  again
• Turn over to library staff
• Repeat with new data and GO LIVE

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Migration choices

• Critical decision what do you need to keep?
• Spectrum had about 60 tables, Koha about twice
  that many.
• Our vendor offered to transfer almost everything
  over.
• Most systems allow at least simple export and
  import of MARC and Patron records.
• Circulation, fines, holds, history can be very
  difficult.
• Statistics were not possible to migrate over.

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Study Spectrum

• Know where you are coming from.
• A thorough understanding of how the old system
  works is needed.
• In our case we used in-house staff with systems
  experience.
• Remember, Garbage in, garbage out! Clean up the
  data first as far as possible.
• Extract and study the old system tables,
  relationships, data formats etc.

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Study Koha

• Study the new system tables and relationships.
• Look for basic data elements
• Spectrum p_patron table is Koha borrowers
• Spectrum loclseq is Koha itemnumber
• Identify how tables are linked hidden system
  IDs
• A partial diagram of key Koha tables

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Study library procedures

• Look at the basic library procedures.
• Study Koha system options and rules.
• Apply what the new system can do to what the
  staff and customers need.
• Just because the old system did it one way does
  not mean that is the best way prepare for
  change.
• We discovered that six libraries using the same
  system had six different ways of doing
  everything!

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Match functionality

• Match up new functionality to old e.g. when a
  book is checked out, which tables are accessed,
  how are they linked?
• Check that each data element
• has a place in the new system.
• Make a clear map of which data goes where.
• Make sure your vendor/consultant understands.

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Extract data

• Figure out how to extract the data you need.
• In Spectrum this required purchasing proprietary
  software from the database vendor the Spectrum
  system vendor did not have the tools we needed.
  
• some folks would have given up here.

• Convert the extracted data into a format you
  can work with.

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Clean up

• Data out is only as good as what you put in.
• This stage is a good time to look at the mess and
  clean it up - reformat addresses to conform to
  Canada Post requirements, fix postcodes etc.
• Weed out the old. Every stage will take longer if
  you leave in ancient history and inactive
  accounts.

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Manipulate to fit

• Modify, combine, split or edit to fit
• Koha needed datetime together - Spectrum stored
  them in separate fields.
• Spectrum split patron notes into
• different elements -
• Koha has a single text area.
• Yes/No flags were 0/1 or -1/0

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Insert data

• Use import where possible (MARC records, patrons)
• Time to do some programming for the rest, write
  scripts to insert modified data, line by line,
  into the new Koha SQL database tables.
• Run a sample, check result, modify, check.
• Document every change carefully.
• Run full insert of each table, and CHECK AGAIN.

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Set up Sandbox

• Set up a test system with all the rules and
  preferences
• Import every part of the data, as intended for
  the final system
• Test it does what you believe it should do due
  dates calculate correctly, fines accrue, overdue
  reminders are generated
• ( if using email reminders, dont connect to
  the outside world yet!)

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Run, test, amend

• Check and double check
• Once all the basic patron, MARC and item tables
  are filled, check for functionality check out,
  check in, create hold, add patron, add item
• Add other data elements and check each works
  (holds, fines, checkout history match up with the
  correct patron and item)

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Staff testing

• Turn it over to staff who know the data from
  their own library to test it intensively.
• They will spot errors in the data
• They will learn to watch the screen
• This is when good trainers will be discovered

Ask the Librarian!
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Do it for real

• (Of course there is a lot of staff training and
  other preparation I am skipping over here.)
• Final data extraction back up, back up, back
  up!
• Repeat the data manipulation exactly as
  documented
• Insert the data to the new Koha system
• Test that everything works one more time
• Turn OFF the test system!
• GO LIVE !

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KOHA GREAT FEATURES

• ROSE DOTTEN
• CEO / Chief Librarian,
• Shelburne Public Library

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KOHA Great Features what we like

• Customizable add graphics, logos, hours, change
  for upcoming events etc.
• Access from home! a great feature for our
  patrons
• Links to Amazon, other catalogues and sources
  etc.
• Logistics- Print and design our own barcodes,
  uses Copy cataloguing and z39.50 protocols

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OUR Library Home Page and access to KOHA
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LOGIN SCREEN
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Review your own file
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What you can do
Your own information
Purchase Suggestions
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What Andrew has checked out ALL or last 50
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Current Title Checked Out Search sidebar
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Sidebar Information during Search
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Shelf Browse- a fun feature
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Holds Queue
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Holds Pending- date range
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Holds awaiting pickup great feature to
quickly check when catalogue says AVAILABLE
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KOHA MULTI-BRANCH ASPECTS

• WILDA ALLEN
• CEO / Chief Librarian,
• Grey Highlands Public Library

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KOHA features for Multi-Branch Library
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Financial

• Start-up costs (approx. ¼ cost of proprietary
  software)
• Costs for ongoing maintenance and yearly support
  (1/4 cost of proprietary software)

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Circulation Features

• Patron Memberships registration at one branch
  is membership at all branches
• Patrons may
• Borrow from any branch with card
• Return items to any branch
• Reserve item from one/all branch(es) through
  online catalogue. May also indicate where they
  want to pick
• Online catalogue- provides option to search all
  branches or single branch

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Circulation Features

• Staff may access
• Circulation Activity system-wide
• Staff have real time access to circulation
  activity of materials at the other branches-
  useful for checking on status of materials.
• Patron records-fines, messages, membership
  status
• Materials Check-in-  pop up "transfer" messages
  for materials belonging to other branches
• Interbranch loans- "transfer" feature allows for
  tracking of the item from time hold is placed to
  transfer of material until it is checked in by
  the borrowing library.   "waiting" feature- until
  patron picks up item.

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Cataloguing and Acquisitions, Collection
Maintenance

• Importing of marc records- holdings for branches
  allows for unique call numbers at branches
• Donated materials- additional holdings can be
  added to records in database
• Weeding of materials-staff can check database for
  other copies.
• Bulk loans or blocks of materials can be moved to
  other branches by "transfer" feature.

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Adminstration

• Web-based product- allows administrators to log
  in to any branch from any computer

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• The SAUGEEN LIBRARY CONSORTIUM welcomes new
  members interested in using KOHA.
• Contact Shann Leighton
• shannleighton_at_primus.ca
• The support of the Government of Ontario through
  the Ministry of Tourism and Culture is
  acknowledged.

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SAUGEEN LIBRARY CONSORTIUM

• COST TO IMPLEMENT SYSTEM IN
• SIX LIBRARIES

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SAUGEEN LIBRARY CONSORTIUM

• Saugeen Library Consortium Feb. 2011
• Finances
• Grant Applicaton 133,107
• Actual Costs 180,983
• Difference -47,876

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SAUGEEN LIBRARY CONSORTIUM

• BREAK DOWN OF EXPENSES
• GRANT ACTUAL DIFFERENCE
• Manag. Admin. 14,500 14,750 -250
• Data Migration 37,012 37,984 -972
• Hardware Set-up 26,385 35,335 -8,950
• Cust. Sup. Datbs Managmt 16,450 21,300
  -4,850
• Staff Training 5,700 6,908 -1,208
• Promotion to Public 15,000 5,731
  9,269

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• DONATED SERVICES AND MATERIALS
• GRANT ACTUAL DIFFERENCE
• Library Staff Admin. 6,160 46,803 -
  40,642
• Computer Hardware 11,900 12,174
  -274
• Total 133,107 180,985 -47,878

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SAUGEEN LIBRARY CONSORTIUM

• Revenue GRANT ACTUAL DIFFERENCE
• LSDF Grant 50,000 50,000
• Grand Valley Library 8,348 9,106
  -758
• West Grey Library 9,984 12,419
  -2,435
• Hanover Library 10,710 10,624 86
• North Perth Library 13,097 14,996
  -1,899
• Shelburne Library 9,836 11,089
  -1,253
• Grey Highlands Library13,072 14,072
  -1,000

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SAUGEEN LIBRARY CONSORTIUM

• Donated Services and Material
• GRANT ACTUAL DIFFERENCE
• Library Staff Admin. 6,160 58,677
  (combined)
• Computer Hardware 11,900 -40,617
• Total 133,107 180,983 -47,876