SESSION 1317

Using OPEN SOURCE software

in a Shared ILS

Speakers

Shann Leighton, CEOShelburne Public Library

Agnes Rivers-Moore, CEOHanover Public Library

Wilda Allen, CEOGrey Highlands Public Library

Rose Dotten, CEOShelburne Public Library

Introduction

SHANN LEIGHTON

Selection, Consortium, RFP

THE MIGRATION PROCESS

AGNES RIVERS-MOORE

CEO / Chief Librarian, Hanover Public Library

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

KOHA DATA MIGRATION

or, How we got from A to B

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.

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.

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:

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!

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.

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.

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.

Manipulate to fit

Modify, combine, split or edit to fit:

Koha needed date:time 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

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.

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, don’t connect to the outside world yet!)

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)

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!

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 !

KOHA – GREAT FEATURES

ROSE DOTTEN

CEO / Chief Librarian, Shelburne Public Library

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

OUR Library Home Page and access to KOHA

LOGIN SCREEN

Review your own file …

What you can do…

Purchase Suggestions

Your own information

What Andrew has checked out

– ALL or last 50

Current Title Checked Out – Search sidebar

Sidebar Information during Search

Shelf Browse- a fun feature

Holds Queue

Holds Pending- date range

Holds awaiting pickup – great feature to quickly check when catalogue says

AVAILABLE

KOHA – MULTI-BRANCH ASPECTS

WILDA ALLEN

CEO / Chief Librarian, Grey Highlands Public Library

Start-up costs (approx. ¼ cost of proprietary software)

Costs for ongoing maintenance and yearly support (1/4 cost of proprietary software)

Patron Memberships – registration at one branch is membership at all branches

Patrons may:Borrow from any branch with cardReturn items to any branchReserve 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

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.

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.

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

The SAUGEEN LIBRARY CONSORTIUM welcomes new members interested in using KOHA.

Contact: Shann Leighton shannleighton@primus.ca

The support of the Government of Ontario through the Ministry of Tourism and Culture is acknowledged.

COST TO IMPLEMENT SYSTEM IN SIX LIBRARIES

SAUGEEN LIBRARY CONSORTIUM

SAUGEEN LIBRARY CONSORTIUM

Saugeen Library Consortium Feb. 2011FinancesGrant Applicaton $133,107Actual Costs $180,983Difference -$47,876

SAUGEEN LIBRARY CONSORTIUM

BREAK DOWN OF EXPENSESGRANT 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

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

SAUGEEN LIBRARY CONSORTIUM

Revenue GRANT ACTUAL DIFFERENCE

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

SAUGEEN LIBRARY CONSORTIUM

Donated Services and MaterialGRANT ACTUAL

DIFFERENCE

Library Staff Admin. $6,160 $58,677 (combined)

Computer Hardware $11,900 -$40,617

Total $133,107 $180,983 -$47,876