Lehigh University

OLE Implementation:

Success and Lessons Learned

Doreen Herold

Manager of Technical Services

Sharon Wiles-YoungDirector Of Library Access Services

FROM Kuali Days 2013

Kuali Days 2014

Indianapolis

Implementation Schedule

ORIGINAL PLAN MILESTONE SHIFTS

OLE 1.0

February 2014

Testing and training

February 2014--Version 1.0 released

Testing of migration of data, integrations, performance (Lehigh servers)

Testing of OLE UI and functionality (OLE servers)

Full staff training/introductions to OLE: March 20, April 3, May 21

REALITY: Functionals cleaning up data in Sirsi: open orders, locations, circulation charges

(including those with long overdues/multiple renewals), circulation policies

Functionals looking at data; System analyst loading to test and production servers

OLE 1.5

May-June 2014

July original go live date

March 2014--Version 1.5 released and loaded at Lehigh

Tables, Chart of Accounts, data migration scripts, circulation policies

May 2014--Test server loaded with 1.5 and Lehigh institutional data; Focused training

June 2014--Serial holdings data, serial receiving and serial open orders loaded

July 2014--Testing EOCR’s, finalizing Chart of Accounts, finalizing holdings and item record

structure, testing all circulation features

August 2014

Vacation!

August 4, 2014: GO Live with OLE 1.5.1Final pull of data last week of July, August 1st- offline circulation final pull of Circulation

transactions

LEHIGH INTO PRODUCTION: August 4th

Kuali Days 2014

Indianapolis

Reality of GO LIVE

GO Live moved from July to August 4th:

Clean up data, hold orders/approvals, process backlogs--electronic books, print collections

What was not completed by August 4th:

• Circulation policies needed to be refined

• Held all circulation notices (e.g. reminders about due dates, overdues, books held, etc.) from

being sent to users until we could confirm accuracy

• ILL NCIP needed more testing by vendor : PALCI (Relais consortium ILL of books) not

available for more than over 2 weeks; Processed user requests through ILLiad

• Reserves not ready but was coded later for VuFind

• Roles and Permissions not configured

• Budget amounts uploaded after in production

Kuali Days 2014

Indianapolis

Migrated Data

PATRON DATA

Patron records 20,588

Charges 13,602

Holds 136

Bills 300

BIBLIOGRAPHIC DATA

MARC Records 1,148,144*

Holdings records (call nos., locations, barcodes,

item types, holdings statements)

879,039 (holdings)

1,064,536 (items)

Eholdings records (call nos., locations, holdings

statements, URLs)

392,999

ACQUISITIONS DATA

Open orders (subscriptions/standing orders)

3,485 (51 did not load)

Vendors 582*

Accounts/Funds 122

Serial receiving 3,104

16,964 (issues)*

Kuali Days 2014

Indianapolis

Migration Data Sheets

Kuali Days 2014

Indianapolis

Data Clean Up: Opportunities

Data Clean up before migration:

● Location codes: Delete old location codes

● Item statuses: Clean up missing, lost items

● Item types: Are there item types no longer necessary?

● Funds and Accounts- Librarians reviewed accounts

● Old open orders- reviewed and canceled

● Circulation transactions- charges to shelves

● Shadowed records in Sirsi- old projects

Kuali Days 2014

Indianapolis

Migration of Data: What happened

● Chart of Accounts - Change in philosophy at last minute

● Bib/item/holdings for multi-volume and multiple copies - Holdings record for each volume?

● Serial Receiving brought over too much individual received issue data

● Serial open orders - amending order functionality slowed processing until patch release

Success:Migration of data and less reliance on manual input

Kuali Days 2014

Indianapolis

Discovery layer VuFind: Lehigh Library Users

experience

Kuali Days 2014

Indianapolis

Lessons Learned

● How are data fields used (e.g. item types affect circulation policy)

● Borrowing policies - time to rethink policies (e.g. changed circulation policy, less not more)

● Crucial to have a test and production servers--we have used the test server frequently to test

versions/patches, to test record loads, to learn about chart of accounts without accidentally

spending billions of dollars) AND KEEP IN SYNC WITH PRODUCTION!

● Training has to be generalized and then move into focused training. And don’t be afraid to

repeat over and over again. Don’t start too early. And try and train with your own institutions

data so it’s in context. Communicate why Lehigh is implementing OLE

○ After go live and working in production for a couple of months have staff share tips,

tricks such as using macros, moving around OLE with up and down arrow keys option to

mouse work

● Cataloging staff working in Connexion Client (OCLC; to benefit from the power of OLE’s bib

import tool which can be used to populate holdings/item/eholdings records)

Kuali Days 2014

Indianapolis

Staff Comments

● Serials receiving like the pop up acknowledgements- Lehigh has canceled notes, JSTOR moving

wall notes; Checkin process faster without having to worry about prediction patterns

● Slow processing performance

● Still adjusting to OLE terminology, workflows and business rules

● Creation of new documents for each process in Select and Acquire

● Let’s get going!

Kuali Days 2014

Indianapolis

Librarian Comments

● Migration of data much better than last system data migration: Serial orders, receiving records,

holding records

● Realizing efficiencies in Acquisitions

● Structure of records eholdings, holding records

● Opportunity to store local data in the item record rather than in the bibliographic record (ex. Spec

Coll copy and circulating copy)

● Review policies and philosophies

● Interoperability with Identity Management system on campus- patron records, OLE login using

LDAP

● Reporting of bugs to project, system analysts help identify functionality issues, sharing of

information during implementation with OLE partners and OLE project team

ONE MEASURE OF INITIAL SUCCESS

During our migration from Sirsi to OLE, there was no service disruption to Lehigh Library users.

Services continued and VuFind continued to meet their needs

Kuali Days 2014

Indianapolis

organizations lead to a true understanding of the technology's applicability, risks and benefits

Gartners Group - Hype Cycle

Many thanks to our colleagues for helping make this happen…

Lehigh University’s Staff

University of Chicago’s Staff

Kuali OLE Staff

Kuali OLE Partner Libraries