Wiki Project
Problem statement:
The public library in Glade Springs, VA with a population of about ninety thousand has recently improved its outreach and as a result has seen an increase in the number of patrons using the library. The library has fallen behind in technologies that serve people with disabilities, who have also started using the library or have expressed a desire to begin using possible resources. The library wants to increase its resources to serve patrons of all kinds, so the library has identified the necessity to change to a different ILS that can easily incorporate new technologies and is capable of handling the varying needs of patrons.
The library recognized a need to update its system before the increase in patrons, but now is ready to change the system rather than continue with the old one. The current system was able to
adequately handle patron needs, but lacks certain abilities. In addition to the current system, the library did not offer extra resources for the in house use of people with disabilities, which could possibly include online reference services.
Evidence to support the problem:
Evidence of the ILS becoming outdated has been present for a few years, but the system was still sufficient to serve the patron needs of the time for the most part. With the new and increased outreach, the library has seen a large increase in patrons and has fully realized the importance of staying up to date on systems and advancements in library technologies. The outreach has also connected with groups of potential library patrons that are unable to physically make it to the library but desire to use resources that the library does not yet offer.
New patrons are disappointed with the outdated OPAC that does not offer some of the functions that patron’s desire. The inefficient OPAC also forces library workers to spend more time on activities that many patrons would prefer to perform themselves. The extra time spent working with OPAC has created a backlog of work for librarians that process and catalog materials. The library's increase in usage has also afforded them a higher budget which can be used to update systems and materials.
The library is not overly concerned with new patrons leaving because they feel they have been able to adequately help patrons with their desires, just not as efficiently as possible, and the library recognizes this might be driving other potential patrons away. The need for an updated system and resources is recognized by all the library workers.
Project goal:
The goal of this project is to implement a new system as well as new resources for the increase of patrons that will allow for a more effortless and straightforward experience for all, especially those with disabilities that have been previously under-represented and as a result have not been
adequately considered when contemplating materials. The goals of the project involve updating the system to include a new/efficient ILS with an OPAC that is easily used by and for patrons, the inclusion of technologies for those with disabilities, as well as extra technology the library can incorporate outside of the ILS to help patrons with disabilities.
The librarians need to be able to transfer over previous bibliographic records and also must have a system that can continue to grow with future developments in the field. The system also needs to have an efficient manner to input new records due to a probable increase in purchases ranging from books to online resources, and audio visual materials. The library workers will need to be trained in the new ILS as well as any additional technologies the library purchases to help better serve patrons with disabilities, which include visual and/or hearing impairment as well as physical and/or mental disabilities.
System requirements:
The required system and goals of this project consist of several different parts. The system requires the capacity to easily input new items in the catalog with varying mediums utilizing MARC records as well as metadata descriptions that can be implemented to best relay information to patrons.
The system also requires an OPAC that can be used to conduct different types of searches through the materials the library offers. Attempts should be made to include descriptions of resources and whether or not the resources can be checked out or have special abilities for those with disabilities should be made evident in the OPAC. If a patron is searching for materials that involve braille or certain other materials they should be able to search by type of material and locate the different options the library has to offer.
The following are specific requirements for the project:
1. Obtain two computers to be used for cataloging and four public computers for access to the OPAC
2. Test the six new computers and their ability to handle the systems after installation including the fine tuning of the software as needed.
3. Decide the best way to catalog new materials including the metadata descriptions to be used for materials.
4. Train staff members on the use of the OPAC not only so they know it themselves, but so the staff can help patrons learn to navigate the system.
5. Train staff in the classification system chosen and all of the options that can be used to help patrons find resources, as well as general information about cataloging that could be helpful when performing in-depth specific searches.
Project deliverable:
1. Computers necessary for installing and setting up new systems 2. System chosen to be implemented by team
3. Classification information and metadata elements and information decided on by team
4. Resources for library workers to use that help clarify and display how information is recorded as well as additional information on the system and how it is used.
5. Direct training of individuals that will be involved with the new system so that they can help patrons with searches.
6. Develop materials, including online resources, for patron use to help explain the OPAC and how it can best be used as well as including software to assist those with disabilities.
Deliverable 1: Computer Requirements
Computers will be researched and decided upon based upon the ability to handle the new system
Computers (six) will be purchased- two for cataloging in the technical services area, four for patrons using the OPAC
All computers will be tested to ensure functioning properly
Deliverable 2: Software Requirements
Software must meet the needs of the different departments including: circulation, reference services, and technical services
Software will be examined and tested for usability by departments
The system that provides the most relevant functions to the departments will be selected and implemented
Deliverable 3: Classification methods and formats
The bibliographic information will involve MARC records
The metadata records will contain relevant fields from the Dublin Core Metadata Initiative (7)
The metadata records will contain three additional fields
Deliverable 4: Software Information Resources Requirements for Staff
The manual must be written in a clear and succinct manner
The manual must be broken down into different sections so that workers can focus on their specific duties with the system
The manual must provide brief statements so that workers who do not work certain functions can still have a general understanding of how the system as a whole works
The manual must list specifics on records including how they will be entered
The manual must clearly explain the use and different functions the OPAC offers and its use
Deliverable 5: Training Requirements
Relevant training will be performed based on job duties (circulation, reference, technical services)
Training will be performed with employees during their work hours
Training will focus on patron interaction and how to best teach the OPAC
Deliverable 6: Software Information Resources Requirements for Patrons
Materials (both written and digital) will be available to patrons regarding the OPAC with regard to functions and how to navigate the catalog
Specific training will be offered upon request so patrons can experience the different functions
Other requirements (if necessary):
System Requirements:
Circulation component
Cataloging component
Reference component
OPAC
MARC record compatibility
Metadata compatibility
Maintenance:
Updates will be run automatically every Saturday night
Maintenance on computers/system will be performed evenings on the weekends when necessary
Examination into the system will be performed on a regular schedule to ensure that all components are working properly
Additional:
Special consideration for patrons with disabilities will be taken into account
Existing/alternatives and feasibility:
Proprietary
1. DIMDATA Semesta 2.4
1. Simple search that returns results in categories 2. MARC standard
3. Built in e-book management 2. Keystone Systems KLAS
1. Maintains reader profiles
2. Users can submit information to system 3. Cataloging function with MARC standards 4. Circulation modules
5. OPAC
6. Customizable searches that allow for user input and suggestions 3. Surpass Select
1. Circulation modules 2. Cataloging abilities 3. Report features 4. Self-service
1. Self check out
2. Information about materials on loan (including overdue items and fines) 5. SirsiDynix Symphony
1. Circulation capabilities
1. Flexible policies, mobile circulation support 2. E-mail, SMS notifications
2. Self service abilities
3. OPAC with customizable searches 4. Cataloging modules
1. MARC record editing, merging, and creation 2. Metadata support
5. Ability to run reports
6. Management of digital resources 7. Acquisitions capabilities
6. Mandarin Library Automation Oasis 1. Cataloging module
1. Copy, edit, delete, create records 2. Circulation capabilities
1. Loan management, fines, patron status, item status 3. Inventory capabilities
1. Run reports
Open Source and Cloud Based 8. OPALS:
1. Circulation modules- loans, reserves, item status, payments 2. Search capabilities
3. Cataloging functions- MARC editor, record importing and exporting 9. NewGenLib
1. Cataloging
1. Ability to create, edit, delete records 2. Available metadata crosswalks 2. Circulation
1. Loaning materials (check in and out, reserves) 2. E-mail, SMS notifications
3. Payment of fines 3. Acquisitions capabilities 4. OPAC
5. Customizable searches (ability to search special collections in the library)
Chosen solution with justification:
Symphony from SirsiDynix was ultimately selected as the best system for the library’s change in system. Symphony allows for a variety of necessary functions involved in cataloging and circulation.
Symphony allows for editing of records as well as fast adding materials to the system. Symphony has a customizable circulation module. The desire to incorporate many different and new materials into the collection to reach all kinds of populations drove the decision. The ability to create and edit metadata information and bibliographic records were important functions. The OPAC from SirsiDynix offers customizable searches necessary for the incorporation of new and old materials.
Keystone Systems provides many functions with regard to libraries involved in serving those with disabilities. KLAS offers functions with regard to reader profiles and allows for user input. Ultimately KLAS seemed to be more focused on libraries designed specifically for individuals with disabilities as opposed to a public library attempting to incorporate materials for all types of patrons. KLAS was more focused with information management than an integrated library system.
Surpass Select and Mandarin Library Automation both offer many necessary functions and appear to have good customer reviews. They have necessary circulation and cataloging functions as well as the ability to run reports and manage the collection. The open source systems also included the circulation and cataloging functions desired. NewGenLib also has an OPAC with customizable searches and acquisitions capabilities. However, it was decided that these systems were not the most effective solutions due to the lack of depth involved with the functions and their apparent lack
of customer support. Many of the systems were geared toward libraries that were not expanding rapidly.
The range of functions offered by Symphony match those desired by the library at this time.
Symphony allows for the inclusion of different types of materials and their descriptions in the system.
The OPAC is customizable and user friendly, allowing for the best results to be returned, whether they involve electronic or physical materials. Symphony’s catalog allows for materials offered by subscriptions such as Overdrive, an e-book and e-audiobook vendor, to be included in results.
Costs estimated/resources:
Resource Worked on by Supplies Cost
Computers Project Staff 6 computers with 2
upgraded monitors $7,000
Software, Licensing, and training
Library staff and company trainers
Hard copy of software and company provided trainers
$70,000
System Launch fee Company IT and Library Staff
Staff training and patron
information materials $1,200
Timeline for completion:
Planned Event Allotted Time Dates
Testing and Committee meeting
of software 5 days 06/01/2015 – 06/05/2015
Purchase upgraded hardware and accessories and hardware setup
5 days 06/06/2015 – 06/12/2015
Software installation 3 days 06/13/2015 – 06/17/2015
Corporate provided training for
library staff 4 days 06/18/2015 – 06/22/2015
Selection of classification 3 days 06/23/2015 – 06/25/2015
systems
Implement classification manual
and create supporting materials Duration of the project 06/23/2015 - TBD
Update current records with new
classification system 3 months 07/01/2015 – 09/30/2015
Promote system benefits to
patron population 2 months 10/01/2015 – 12/31/2015
Solution prototype (an illustrated diagram or a hypothetical case or example as a diagram):
Team workload and roles; and necessary citations if any
Daniel: Research, Jing
Jack: Research, background info
DIMDATA Semesta ILS 2.4 Features. (2015). Retrieved July 8, 2015, from https://www.dimdata.com/semesta.html
NewGenLib. (2014). Retrieved July 12.2015, from http://www.verussolutions.biz/web/content/circulation
Oasis. (2012). Retrieved July 12, 2015, from http://www.mlasolutions.com/products/oasis OPALS. (2015). Retrieved July 12, 2015 from http://help.opalsinfo.net/?page_id=14950
Support and Services. (2014). Retrieved July 10, 2015, from http://www.klas.com/general/support- and-services
Surpass Select. (2011). Retrieved July 11, 2015, from http://www.surpasssoftware.com/surpass- select.html
Symphony. (2014). Retrieved July 11, 2015, from http://www.sirsidynix.com/products/symphony
