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Integrated Library System Implementation

This wiki provides a forum for communicating project elements to UCB Library staff, for staff to provide input at various points in the implementation process, and is a clearinghouse for documentation about the project.

Project scope: ILS Implementation

Replace Gladis/Pathfinder/Innopac with Innovative's Millennium Integrated Library System, including Innovative's Electronic Resources Management System. Migrate data from Gladis and Innopac to Millennium. Incorporate the following affiliated libraries who are not already using GLADIS: ITSL, IGSL, WRCA; migrating their data from Melvyl to Millennium. ILS must inter-operate correctly with external systems. Evaluate and recommend additional modules for future action. Initiate staff training and documentation. Communicate with Library staff about the project. Design and execute metrics for system performance and usability. Target date to complete migration: June 1st, 2009. NOTE: The following affiliated libraries are out of scope: Giannini (could be a later project), Law (declined participation), and EERC (declined participation). revised 10/17/08

See Project Links at left for related documents and pages.

Project Updates: New updates appear at the top.

  • 9/21/09 - Authority record load is underway and will take a few weeks to complete. The order of the load is:
Name authority records that were not blind in Gladis
Subject authority records that were not blind in Gladis
Name authority records that were blind in Gladis (those still blind to be suppressed or deleted)
Subject authority records that were blind in Gladis (those still blind to be suppressed or deleted)
  • 9/14/09 - Location in the bib record is now being automatically set nightly based on the location in the item record. This makes a pre- or post-search limit by location possible - this limit examines the location in the BIB record only. Adding, deleting or editing item records will trigger the bib record location to be reset based on the existing item locations each night. The processing is not smart enough to know to skip suppressed items. This works in our favor in that we can suppress the items for the location WEB which only exist to allow OPAC limiting to electronic resources based on the location "wb" being added to the bib record each night. However, it means that items that are suppressed for other reasons do still have their location reflected in the bib record, which isn't always desired. If you limit to a location and there is no unsuppressed item for that location, the public display is very confusing because no call number or location information shows. This may mean our procedures call for deleting items or changing their location when we don't want a pre-search limit to the original location to retrieve the record.
  • 7/15/09 - An Integrated Holdings Group has been formed - see "Working Groups" link at left. Millennium documentation site up and running - meet "AskTico": http://www.lib.berkeley.edu/Staff/asktico/
  • 7/9/09 - Very successful Circ and OPAC go-live occurred 6/24/09. New on the wiki (at left): post migration cleanup list and known issues page.
  • 6/22/09 - Information about Circulation policy changes and instructions for email setup for patrons here: http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Links.PressReleases
  • 6/16/09 - New Target GO LIVE date for Circulation and our OskiCat OPAC: Wednesday June 24th. Gladis will be available for normal circulation (except patron edits) through 5pm Monday June 22nd. Migration Checkout module can be used to check out only (no check in) Tuesday June 23rd. Patron edits stop Friday June 19th 5pm.
  • 6/3/09 - Acquisitions, Cataloging, and Serials GO LIVE on production server. OCLC files from 3/1 on have loaded. Promptcat files expected to load week of June 8.
  • 5/27/09 - Item load has completed, and migration of acquisitions and serials data from our old innopac machine is complete and data/display issues are being worked on. Overall the acquisitions and serials migration has gone well it appears. Holdings are now loading from Gladis and need to be merged with the holdings (aka checkin) records from innopac. After that step is complete, the records sent from OCLC and via Promptcat since 3/1 must be loaded - then Cataloging, Acquisitions, and Serials modules go live (hopefully next week). Item types (itypes) have been set in batch mode based on bibliographic record criteria, details coming soon. Our next batch job is to set the sublocation codes for locations that have sublocations.
  • 5/12/09 - Reserves Working Group being formed. Sample records and url for OPAC sent to allusers as Early Bird followup 5/11/09. Questions and comments from early bird posted under "Questions&Answers" link at left. Acquisitions and Serials migration to the production server in progress, along with load of Gladis holdings data. Expect to have access to the Cataloging, Acquisitions and Serials modules on production in late May.
  • 4/23/09 - New Transitional Working Group on Technical Processes:

Details under the Working Groups page or here: http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Links.ILSTechnicalProcessesTransitionalTaskForce

  • 4/17/09 - Advisory Group decisions on billing migration and policy sent to allusers with the subject:
OskiCat migration: Billing policy and migration decisions
  • 4/15/09 - NEW SCHEDULE

May 4-8 Innopac Acquisitions and Serials migration to the Production Server. Acquisitions and Serials unavailable during this migration.
May 11ish - Cataloging "go live" target
June 12 5pm - Gladis goes down for circulation migration. No automated circulation on Gladis over the weekend of June 13-14
June 15 (Monday) - Migration of Gladis circulation data to the production server. Production server and circulation unavailable. Some limited ability to check OUT only should be available via Millennium but no other circulation transactions (returns, renewals, etc.)
June 16 (Tuesday) - OPAC and Circulation go live - Gladis/Pathfinder retired.

  • 4/10/09 - Bibliographic load complete: 7,211,222
Total input from Melvyl + Gladis was: 7,413,853
Count of records deduplicated by OCLC number: 202,631
  • 4/7/09 - Policy regarding circulation and authority control has been posted by the ILS Advisory Group under the "Policy and Procedure" link at left.
  • 3/27/09 - Oskicat Logo Design Contest -- Please publicize!
The Public Information Group (PIG) is holding a contest to design a logo for Oskicat. Undergraduate and graduate students are encouraged to submit their entry by Friday, 17 April 2009 to oskicat@library.berkeley.edu. Multiple entries are welcomed.
For more details, and to become a friend, please visit Oskicat on Facebook:
  • 3/23/09 - A new link has been added to the sidebar at left for Policy and Procedure. This is where decisions made by the ILS Advisory Group will appear (under the policy section) and nuts and bolts procedures/decisions made by the Implementation Team will appear (under the procedures section). These pages will be added to as policies and procedures are ready.
  • 3/18/09

A brief history of the OskiCat name chosing process has been posted here on the Q&A page:
http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Main.QuestionsAmpAnswers

  • 3/15/09 It's been a busy week! Read on...
* Loading to the production server (our new home) began 3/11/09! Here are the counts of records that will be loaded to OskiCat:
- From Gladis:
- Bibliographic: 6,963,764
- Item (v/c): 12,342,856
- Holdings (notes like SUF, SHL, SUM, etc.): 989,737
- Authority: 7,727,240
- From Melvyl (bibliographic and holdings):
- Water Resources Center Archives: 107,842
- Institute of Governmental Studies: 94,526
- Institute of Transportation Studies: 247,721
* Brief publicity about OskiCat sent to allusers and Deans and Directors listserv by Tom 3/10/09.
Please note that while we will be sending a fresh copy of OskiCat to Melvyl starting in mid-May, our
updated records won't appear in Melvyl until mid-late August due to load restrictions on the Melvyl
side. Next Generation Melvyl however will show our records as soon as they are cataloged, and call
number and location information will be available for all our materials in Next Generation Melvyl
beginning 5/27/00 when circulation and the OPAC go live.
* Circulation policy survey sent to Roundtable from the ILS Advisory Group 3/11/09.
  • 3/6/09 Did you miss the Early Bird 3/3, or want quick links to the documents mentioned?
* Our scribes noted questions and answers, and these are posted here:
* Notes about the OPAC design process are here: http://sunsite3.berkeley.edu/wikis/ILS/index.php?n=Links.OPACDesignGroup
* The Training update is here:
* I'm sorry if you missed the paper cups (containing the small number of catalog records than can be sent from OCLC during the interim period until 4/20 - only items not represented in GLADIS in any form) - we don't have an online version for you. But if you're wondering where to find the call number and location for one of those few items that was cataloged on OCLC in the interim and sent to the shelf, we have a matrix. WARNING: It is complex, and at this point only a tiny portion of our collection requires this kind of sleuthing, so use it with care. This situation is temporary. See "Where to Find the Best Catalog Info During the Transition to Millennium":
  • 3/3/09 Meet the OPAC and learn about the circulation system: Early Bird May 5th, Tuesday, 8:30-10. Location Alumni House.
  • 2/25/09 GLADIS MAINTENANCE retirement details: A recent allusers message detailed what staff can and can not do during the GLADIS Maintenance freeze. See attached document here: Attach:GLADISMaintFreeze.doc The primary impact for patrons and public service staff will be that the flow of new books will slow to a trickle over the next several months as the data is migrated. Although maintenance functions will resume in Millennium around April 20th, the ordering slowdown and backlog of items to be processed, combined with the learning curve inherent in using any new system mean that this trickle will probably take some months to be restored to normal operations.
  • 2/9/09 Old purchase order information:

The ILS Advisory Group has approved not migrating historic order data from Gladis that loaded to Gladis from Innopac. This means that the same order information that is in Innopac now is what will be available in OskiCat. Although it was originally the Implementation Team's intent to migrate this data, technical limitations on how it could be mapped and the lack of programming to export this information led to the decision to leave it behind. The good news is that we no longer remove old information after a given time period as we will not be hitting maximum record count limits as we did in our old system.

  • 2/9/09 Bibliographic record deduplication:

We have a number of reasons to want to deduplicate (ie, combine the holdings and keep only one bib) bibliographic records by OCLC number in this project. The goal is to have any given OCLC number represented in the catalog only once. This aids the connection between Next Generation Melvyl, is better for users (they see one record instead of two), and helps record loading rules. Some of the types of records we intend to deduplicate in this project are: n-level NRLF records for other campuses with the UCB record, records coming from Melvyl for the three new affiliated libraries with n-level NRLF records and with Gladis records, and UCB records in Gladis which are duplicates according to OCLC matching criteria as identified following OCLC Reclamation.

The Advisory Group has approved the plan to load the records hierarchically so that units' records who tend to do the most modifications are preferred. This is the hierarchy we propose. In any case where a record matches on OCLC number, the bib record higher on the list will be retained, and the matching record lower on the list will be discarded. Holdings will be added. NOTE- Some 1,200+ serial records identified as duplicates by OCLC reclamation incorrectly will be excluded from this deduplication.

1- Self-cataloging units, record levels f, r, b (these are high level records, currently sent to OCLC)
2- Records from ITSL, IGSL, and WRCA from Melvyl
3- Other Gladis units, record levels f, r, b (these are high level records, currently sent to OCLC)
4- Self-cataloging units, lower record levels except n, q, x
5- Other Gladis units, all other record levels except n, q, x
6- All n-level (NRLF inventory control records)
7- All q level (quick, on the fly records created for circulation)
(x are course reserve records which we will not migrate)
  • 2/9/09 Create Lists policy:

Background: Create Lists is the tool used to run queries or boolean searches on Millennium. It is very powerful, but use requires considerable caution and expertise because of potential negative system performance impact, limitations on available list space, and because accurate results rely on both considerable training in the art of creating the queries and expertise in the MARC or other data that is being queried. This policy will be adjusted if needed as we see how well it works.

1- Create Lists authorization will be given to a limited pool of people, at the discretion of each module lead (ACQ/SER: J.Gordon, CAT: R.Brandt, CIRC: M.Marrow). We plan to start with roughly 8-12 people authorized from each module, plus a few selectors. Each module lead can elect to add candidates that meet the requirements to this pool.
2- Requirements for being authorized to use Create Lists: 1- Participate in initial and ongoing training in Create Lists, 2- Serve as a resource for staff who need lists run, 3- Familiarity with the data in the records that will be used, 4- Exercise caution in formulating queries with system performance issues in mind, 5- Conform to the file management guidelines below.
3- File management requirements: Naming: File names are to begin with "Save until [date]" following by a brief description and your initials (Millennium supplies). Example: Save until 012109 MUSI dvd records.
4- Anyone authorized to use Create Lists can remove the contents of any expired list per the "save until" date in the name, or any list which does not match the naming requirement, with the provision that all lists are saved for 24 hours.
  • 1/17/09 - Ordering interruption: The final Millennium migration carries a unique impact for the Acquisitions process. The migration requires new order record numbers to be assigned to all existing orders. This will create a new and time consuming workflow to match new Millennium order numbers to legacy orders. A slowdown of new order creation in Millennium will be implemented from March 1 through April 29, 2009, as an attempt to control the impact of final migration on the acquisitions process. Selectors can continue to place selections on GOBI and those selections will be approved as orders no later than May, 2009. Course reserve, faculty requests and priority rush orders will be placed. In anticipation of this slowdown, selectors should place as many orders as possible before March 1st. In light of this extraordinary situation, Collections Council has authorized a one-time suspension of the annual collections fund carry-forward tax. See details in email from C. Eckman to selectors 9/25/08.
Other important dates:
GLADIS frozen as of March 1st, except for circulation and patron activity. Final data output of the bibliographic, item, holdings and authority data from GLADIS begins March 1st. Changes to these data types resumes on Millennium April 20th.
Innopac acquisitions and serials data moves to the new OskiCat production server at the beginning of April. Dawn of an integrated system.
GLADIS circulation and patron changes cease 5pm Friday May 22nd. No automated circulation on either system over Memorial Day Weekend and Tuesday May 26th. OskiCat circulation and OPAC go live Wednesday May 27th, GLADIS/Pathfinder retired. Full system integration from this point forward.
  • 1/17/09 - New Working Group formed: New Processes Working Group How will we make use of an integrated library system? What are logical ways to structure workflows within this system? A new group is charged to look at our library processes in a systematic way, gather best practices, and to engage library experts (you who do the work hands on) to map out what we do now and how we want to try doing our work in Millennium. More here: http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Links.NewProcessesGroup
  • 1/16/09 - Next Early Bird date changed to Tuesday March 3, 2009, Morrison 8:30-10
  • 1/7/09 - Throughout the Library, many staff are working hard on this project - some units have summarized their contributions. To see these, look here: http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Main.StaffContributions
  • 1/2/09 - Save the Date! Project Update Early Bird scheduled for 2/5/09 RESCHEDULED for 3/3/09 - 8:30-10:00, Morrison Library.
  • 12/8/08 - Cataloging Module co-leads announced: Randal Brandt and Tonette Mendoza will share the job for the Cataloging Module that Jim Gordon and Rebecca Green performed for the Acquisitions and Serials modules. Mark Marrow and Penny Bertrang will share this job for the Circulation Module. The module lead job includes being the primary authorizations contact, being the lead trainer, and working closely with Library Systems on system setup.
  • 12/2/08 - Cataloging and Circulation Module trainers have been confirmed and are named on the Training plan page (see link at left)
  • 11/18/08 - Sixty-six classes on Acquisitions, Serials, Profile Evaluation, and View Only reach 358 participants. See the full report at: http://sunsite3.berkeley.edu/wikis//ILS/index.php?n=Links.November182008TrainingReport.
  • 11/17/08 - Allusers call for responses from those who use Gladis Maintenance or Autocirc. Responses due 11/25 in order to get your pc on the list to be upgraded if necessary and have the client installed, and to be sure your staff are counted for training/account planning (form on Staff Web removed 4/12/10)
  • 11/3/08 - Innopac went live with it's Millennium facelift this morning! Details about how to connect were sent to allusers. Still confused about what server is what? Sometimes we all are! Here's a redo of the "boxes" exercise from the early bird for a refresher:
  • 10/24/08 - Bye bye Innopac! That icon on your desktop that says Innopac can be deleted - we're never using that one again. The system is unavailable during the upgrade to Millennium. Stay tuned for an allusers message early on 11/3 announcing availability with instructions on how to connect via the client. Anyone who needs access to Innopac data will need to have the client installed.
  • 10/17/08 - Project charge has been revised to encompass including Melvyl records for the following affiliated libraries as part of our Integrated Library System: WRCA, ITSL, IGSL. Many other affiliated libraries already use GLADIS and will automatically be included in the project.
  • 10/16/08 - OPAC design guidelines - The Advisory Group has finalized the design guidelines for the OPAC working group. The guidelines can be found on the OPAC Design Group page.
  • 10/3/08 - Lots of updates!
- Did you miss the Early Bird on 10/2? A summary has been posted here: Attach:Early_Bird_10_02.doc Δ
- We have a name for our new system - The ILS Advisory Group has selected OskiCat as the name for our implementation of Innovative's Millennium software. Congrats to Sheehan Grant for submitting the winning nomination. The Prize Committee is working full time to put together your fabulous prize package, which will include a dedicated Early Bird chair for a year, as well as other goodies. Thanks to all who submitted nominations!
- The Millennium client for those who currently use Innopac should be installed by mid-October - instructions will be coming out soon, and PC Experts have been trained to assist with this process.
- Logins/authorizations to the new system will be provided following training. Those who have already identified themselves as Innopac users will be sent training invitations soon.
  • 9/5/08 - Naming contest - To propose a name for our new system email your suggestion to bdykman@library.berkeley.edu by Sept. 24th. The Implementation Team will review all nominations and forward a short list of finalists to the Advisory Group and Tom Leonard for final selection Sept. 25th. The new name will be announced at the Early Bird on 10/2/08.
  • 9/2/08 - Last chance needs - Any needs that did not have a chance to be articulated during one of the council or unit based needs sessions can be sent by email, including a brief explanation of WHY, to ctakaro@library.berkeley.edu - DEADLINE Sept. 10th. A summary of the needs identified will be part of the Early Bird on 10/2/08.
  • 8/15/08 - Project Update Early Bird scheduled for 10/2/08 in Morrison, 8:30 am. Find out how training will be done, hear updates from the Working Groups, review the project schedule, etc.
  • 8/11/09 - Library trainers for Serials and Acquisitions posted - see "Training plan" link at left.
  • 7/29/09 - Revised timeline posted, Working Groups charged so far being organized.
  • 7/11/08 - Millennium Acquisitions and Serials Control modules have a go-live target date of Nov. 3nd. In order to prepare for client installation and to create authorizations, all current INNOPAC users must send the following information to J. Gordon by 7/25/08 in order to have access to the new system:
1. Name
2. Is this a student employee? If so, who supervises?
3. Unit
4. The IP addresses of the PC or PCs used by this person for INNOPAC
5. The functions performed in INNOPAC (e.g., fund accounting, checkin, ordering, creating lists, etc.)
6. The login used to access INNOPAC (or specify if you access INNOPAC without a login/password)
  • 7/9/09 - INNOPAC minor upgrade completed. Next phase requiring downtime scheduled for July 22, 1-5 pm.
  • 7/3/08 - INNOPAC downtime scheduled for July 9 1-5pm for system work in preparation for Millennium migration. System will be completely unavailable during

this time.

  • 6/16/08 - Allusers call for two ways to help the project: 1- Send 25 favorite/problem Gladis records as part of the sample data set to test the new system to: djemison@library.berkeley.edu and 2- Volunteer to be on a short term topic specific working group on mapping Gladis holdings (email ctakaro@library.berkeley.edu)
  • 6/5/08 - Early Bird with 45 minute product demo by Innovative Sales staff. Attendance estimated at 175.
  • 5/29/08 - Implementation team first meeting. Project Day 1.
  • 5/16/08 - Project wiki created, Implementation team being formed. Early Bird planned for June 5th, Alumni House.
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