Implementing Open Source ILS @ Access 2011

Matt Carlson, ILS Administrator, from King County Library System and Grace Dunbar, COO, from Equinox talked about implementing Evergreen ILS at King County.

Why a New System?

  • many reasons, wanted to have more control over tool that everyone was interacting with
  • a lot of development
  • buy in is hugely important: demos with all branches, took Evergreen on a road show
  • might provide new features

Are you ready for [the OSS]?

  • and Is [the OSS] ready for you?
  • is there a test server with a stable release
  • do a gap analysis – software dependent? or workflow dependent?
  • are gaps major or minor?
    • major gaps = large development projects e.g. missing acquisitions module
    • minor gaps = if missing, be creative e.g. receipt not printing exactly the same way
  • Have the resources i.e. developers in-house? If not, you may have to outsource (how Equinox got involved)

Requirements

  • what do you really need?
  • requirements: don’t have staff sit down and say what they want, use
  • use cases – no edge cases, focus on what people do
  • workflows
  • focus on outcomes, not processes
  • be specific

Finding your development partner(s)

  • engage the community via irc, mailing lists, conference
    • evergreen conference is in Vancouver in 2013
  • look locally (other OS projects, students, GSoC participants, etc.)
  • write an RFI or RFP: if want OSS, rethink how RFI/RFP is written because companies don’t own software, provide service
  • request a quote from a vendor
  • may need consultant to help

Contract

Be specific in:

  • hours estimates
  • costs
  • ownership of work
  • documentation
  • interaction with community: make sure that contributions/development work will be accepted, local customizations can be the death of a system
  • deliverables
  • milestones
  • testing/sign

Client Perspective

  • challenges
    • communication
    • scope creep: important to assess input, but cannot just keep adding things
    • be realistic about time for testing, clarifications and feedback
  • best practices
    • update your project plan
    • build a team of subject matter experts
    • provide real examples, use cases and mockups whenever possible
    • never too soon to start thinking about your go live timeline and identify dependencies

Vendor Perspective

  • challenges
    • multiple clients/projects competing for time
    • communication: keeping communication restricted to need to talk to people, while making sure community is kept in , while making sure the feedback can get back up in a meaningful way
    • use cases and mockups: drawings can solve a lot of problems
  • best practices
    • 1-to-1 project managers: one from client side, one from vendor side
    • clear, shared objectives (client/vendor/community)
    • set priorities: something will get changed or not implemented, so set top 5 things

Test

  • create a test manual and use it
  • engage staff and patrons in creative solutions
  • will need a test server for testing and training
  • have an exit strategy

Stay on Target

  • still stick to priorities
  • functionality is key, outcomes work?
  • can always make tweaks later
  • must have plan B, no plan survives initial contact!

Training

  • managers aren’t necessarily trainers: critical to find the right trainer
  • set aside mandatory time: absolutely needed! Something that people will be interacting every day
  • structured feedback is critical, so that feedback is meaningful
  • have a plan for on-going training: new staff, staff that couldn’t attend, changes that come along that need refresher

Implementation

  • implement in phases, whenever possible
  • have a fall back position: rollback to previous version, hot spare, offline mode, handwritten checkouts, smoke signals – communicate fall back plan to staff (aware of procedure, etc.), make sure patrons know you’re doing something new
  • change is hard: celebrate

Take Aways

  • Don’t… freak out
  • Do… have fun, this thing you’re doing is really cool!
  • Do… have a life outside this project

What’s Working and Not Working Now

  • things have gone very well
  • implemented many changes, several upgrades
  • minimal downtime, had some bumps
  • still some features still not there yet

2 thoughts on “Implementing Open Source ILS @ Access 2011

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