Here at Duke, the buzz continues around FOLIO. We have continued to contribute to the international project as active participants on the FOLIO Product Council, special interest groups, and contribute development resources. You can find links to the various groups on the FOLIO wiki.
We’ve also committed to implementing the electronic resource management (ERM)-focused apps in summer of 2020. Starting with the ERM-focused apps will give us the opportunity to use FOLIO in a production environment, and will be a benefit to our Continuing Resource Acquisitions Department since they are not currently using software dedicated to electronic resources to keep track of licences and terms.
Our local project planning has come more into focus as well. We have gathered names for team participants and will be kicking off our project teams in January. As we’ve talked about the implementation here, we’ve realized that we have a number of tasks that will need to be addressed, regardless of subject matter. For example, we’re going to need to map data – not just bibliographic, holdings and item data, but users, orders, invoices, etc. We’ll also need to set up configurations and user permissions for each of the apps, and document, train, and develop new workflows. Since our work is not siloed in functional areas, we need to facilitate discussions among the functional areas. To do that, we’re going to create a set of functional area implementation teams, and work groups around the task areas that need to be addressed.
To learn more about the FOLIO project at Duke, fly on over to our WordPress site and read through our past newsletters, look through slides from past presentations, and check out some fun links to bee facts.
Since my last post about our integrated library system (ILS), there’s been a few changes. First, my team is now the Library Systems and Integration Support Department. We’ve also added three business analysts to our team and we have a developer coming on board this summer. We continue to work on FOLIO as a replacement for our current ILS. So what work are we doing on FOLIO?
FOLIO is a community-sourced product. There are currently more than 30 institutions, over a dozen developer organizations, and vendors such as EBSCO and IndexData involved. The members of the community come together in Special Interest Groups (SIGs). The SIGs discuss what functionality and data is needed, write the user stories, and develop workflows so the library staff will be able to do their tasks. There are ten main SIGs, an Implementation Group, and Product and Technical Councils. Here at Duke, we have staff from all over the libraries involved in the SIGs. They speak up to be sure the product will work for Duke Libraries.
The institutions planning to implement FOLIO in Summer 2020 spent April ranking 468 open features. They needed to choose whether the feature was needed at the time the institution planned to go live, or if they could wait for the feature to be added (one quarter later or one year later). Duke voted for 62% of the features be available at the time we go live with FOLIO. These features include things like default reports, user experience enhancements, and more detailed permission settings, to name a few.
After the feature prioritization was complete, we conducted a gap analysis. The gap analysis required our business analysts to take what they’ve learned from conducting interviews with library staff across the University and compare it to what FOLIO can currently do and what is planned. The Duke Libraries’ staff who have been active on the SIGs were extremely helpful in identifying gaps. Some feature requests that came out of the gap analysis included making sure a user has an expiration date associated with it. Another was being able to re-print notices to patrons. Others had to do with workflow, for example, making sure that when a holdings record is “empty” (no items attached), that an alert is sent so a staff person can decide to delete the empty record or not.
So where to the bees come into all of this? Well, the logo for FOLIO includes a bee!
The release names and logos are flowers. And we’re working together in a community toward a single goal – a new Library Services Platform that is community-sourced and works for the future of libraries.
“Every new beginning comes from some other beginning’s end.” – Seneca The Younger
We’ve all dealt with new beginnings. Take moving to a new city, for example. You’re excited about exploring the new city; getting to know it better, but you’re afraid at the same time. You miss your seeing your old friends. You were an expert of your old home town; you knew the quickest routes to work or the best hole-in-the-wall restaurant. It’s going to take time to be comfortable in your new city. You’ll have to rely on your navigation system to get you from place to place without getting lost. You’ll need to try a whole bunch of new restaurants before you find your new favorite. Eventually, you’ll be comfortable in your new place.
Perhaps your new beginning is a new child being added to your family. You’re overjoyed with the new addition, full of anticipation at what the future will bring, but perhaps you’re morning the loss of one-on-one date nights with your significant other or feel clueless on how to best care for your child. It will take you time to learn how to meet the needs of your new child and balance that with the needs of your significant other. Eventually, parenting will be come old-hat to you and you’ll be comfortable as a parent (as much as one can…).
The Bridges’ Transition Model is a diagram that shows how we move through the transition from old to new. It shows three stages of a transition; the endings, the neutral zone and the new beginnings. Let’s take a look at the above two examples in relation to the three stages
Stage 1 – Ending, Losing and Letting Go
The Endings in the examples above are leaving your friends, losing expertise in knowing how to get around your old city, feeling afraid that you won’t be successful in your new home, morning the loss of your one-on-one time with your significant other, and feeling afraid that you might do something wrong when caring for a new child. It’s important to recognize the feelings of ending, losing and letting go so that you can proceed to the Neutral Zone.
Stage 2 – The Neutral Zone
The Neutral Zone in the examples is the time where you rely on the GPS or Waze to help you get around. You may find yourself frustrated at having to try so many restaurants to find the perfect taco and margarita. You’ll try every trick in the book to find the one that works to put your child to sleep, and that may make you angry.
Stage 3 – The New Beginning
The New Beginnings are exciting. Imagine your happiness at finally finding the perfect taco. You get a diaper on the right way the first time. You get your child to use the toilet for the first time. You know “I’ve got this”, and are more than happy to celebrate.
Let’s take a look at another change and the transitions that go along with that – the new library services platform implementation – FOLIO (you knew I was going to say that, right?).
Stage 1 – Ending, Losing and Letting Go
The end is coming for all those years and work we’ve put into our current system. I don’t expect many of us will be sad, but we’ll all feel disoriented as we try to learn our new workflows.
Stage 2 – The Neutral Zone
As we become more familiar with FOLIO, we may be frustrated that a process takes longer than it used to, because we haven’t mastered the new workflow. Some of us may feel resentful as we were experts and now we’re beginners again. Morale may go down. We need to recognize that we’re all going through this transition together and respect how others are feeling. We need to give encouragement and celebrate progress.
Stage 3 – The New Beginning
In this stage, we see the end of the frustration as we become experts again. Morale goes up. We’re excited because we understand our new workflows and they’re making sense to us.
As we move through the transition to FOLIO or any other new system, we need to take time to recognize how a big change affects us. The change may affect us differently, and it’s important to honor the feelings and trust each other that we’ll work through this transition together and come out stronger by the end.
At the beginning of the school year in elementary school, we were usually given the assignment to write about our summer. I dreaded the assignment. Summers were spent running around from dawn to dusk, maybe a road trip packed into the family car to see relatives, nothing worth writing about. I now understand that it was a great way for teachers to get to know their students; a chance to visit the world through the students’ eyes. I am on my last day of ten days at Duke Kunshan University in Kunshan, China. I was tasked with helping their library as they grow, and this is DKU through my eyes.
Duke Kunshan University is located in Kunshan City, Jiangsu Province. The Province is home to many ancient water towns with buildings lining ancient canals, sidewalks for pedestrians, and shops on the first floor of most buildings. DKU pays homage to the area’s water towns with a pond in the center of campus, small fountains and reflecting pools in front of the academic building. The conference center, the academic building and faculty residences surround the pond. The academic building is home to the canteen, the library, team rooms, and classroom auditoriums. There is a building called the Innovation Center under construction that will house faculty offices and classrooms, with two more phases of buildings and a Duke Gardens area planned. In the center of the pond is a pavilion with arches in tribute to the architecture at Duke.
The library has seven full-time staff and two interns. All staff have Master’s degrees, and the interns are studying for their Masters in Library Science. The staff are from China and Australia and need to wear multiple hats to keep the library running smoothly.
We worked on setting up loan policies and discussed their need to load patrons into our integrated library system. DKU Library is expanding they types of items they’re loaning and expanding borrowing privileges to family of DKU faculty, staff and students as well as DKU alumni and visitors. Extending privileges to DKU family is very important, as DKU as a whole wants to feel like a strong community to everyone who has a link to the University. We started work so they could use the acquisitions module to track budgets and orders, and we solved some technical issues, allowing the staff to send loan notices to patrons and to print spine labels for books.
It wasn’t all work and no play. I visited two local water towns, the cities of Suzhou and Shanghai, and experienced the historic culture of the Kun Opera. I toured an ancient private garden, ate delicious food, shopped in Shanghai, and rode the bullet train which traveled between Kunshan and Shanghai at a speed of 268 km/h. I was honored with a special traditional dinner with the staff that included regional specialties like hairy crab soup, tender loofah and jellyfish. The DKU staff have been welcoming, friendly, and generous. I’m sad to leave and hope I get the opportunity to return. In the meantime, we’ve forged new friendships, new working relationships, and made lasting memories. It was the best summer vacation ever!
Did you ever stop to think about how the materials you find in the Library’s catalog search get there? Did you know the Duke Libraries have three staff members dedicated to making sure Duke’s library catalog is working so faculty and students can do their research? The library catalog is the backbone of the library and I hope by the end of this post you will have a new appreciation for some of the people who support this backbone of the library and what is involved to do that.
Discovery Services is charged with supporting the integrated library system (ILS), aka “the catalog”. What is an “integrated library system”? According to Wikipedia, “an ILS (is used) to order and acquire, receive and invoice, catalog, circulate, track and shelve materials.” Our software is used by every staff person in all the Duke Libraries, including the professional school libraries, the Goodson Law Library, the Ford Library at the Fuqua School of Business, and the Medical Center Library, and the Duke Kunshan University Library. At Duke, we have been using Ex Libris’s Aleph as our ILS since 2004.
Discovery Services staff work with staff in Technical Services who do the acquiring, receiving and invoicing and cataloging of materials. Our support for that department includes setting up vendors who send orders and bibliographic records via the EDIFACT format or the MARC format. Some of our catalogers do original cataloging where they describe the book in the MARC format, and a great many of our records are copy cataloged from OCLC. Our ILS needs to be able to load these records, regardless of format, into our relational database.
We work with staff in Access and Delivery Services/Circulation in all the libraries to set up loan policies so that patrons may borrow the materials in our database. All loan policies are based on the patron type checking out the item, the library that owns the item and the item’s type. We currently have 59 item types for everything from books, to short-term loans, sound CD’s, and even 3D scanners! There are 37 patron types ranging from faculty, grad students, staff, undergrads, alumni and even retired library employees. And we support a total of 12 libraries. Combine all of those patrons, items and libraries, and there are a lot of rules! We edit policies for who may request an item and where they can choose to pick it up, when fines are applied and when overdue and lost notices are sent to patrons. We also load the current course lists and enrollment so students and faculty can use the materials in Course Reserves.
The ILS is connected with other systems. There was a recent post here on Bitstreams about the work of the Discovery Strategy Team. Our ILS, Aleph, is represented in both the whiteboard photo and the Lucidchart photo. One example of an integration point the Library’s discovery interface. We also connect to the software that is used at the Library Service Center (GFA). When an item is requested from that location, the request is sent from the ILS to the software at the Library Service Center so they can pull and deliver the item. The ILS is also integrated with software outside of the library’s support including the Bursar’s Office, the University’s Identity Management system, and the University’s accounting system.
We also export our data for projects in which the library is involved, such as HathiTrust, Ivy Plus, TRLN Discovery (coming soon!), and SHARE-VDE. These shared collection projects often require extra work from Discovery Services to make sure the data the project wants is included in our export.
Discovery Services spent the fall semester working on upgrading Aleph. We worked with our OIT partners to create new virtual servers, install the Aleph software and upgrade our current data to the new version. There were many configuration changes, and we needed to test all of our custom programs to be sure they worked with the new version. We have been using the Aleph software for a more than a decade, and while we’ve upgraded the software over the years, libraries have continued to change.
We are currently preparing a project to migrate to a new ILS and library services platform, FOLIO. That means moving our eight million bibliographic records and associated information, our two million patron records, hundreds of thousands orders, items, e-resources into the new data format FOLIO will require. We will build new servers, install the software, review and/or recreate all of our custom programs that we currently use. We will integrate FOLIO with all the applications the library uses, as well as applications across campus. It will be a multi-year project that will take thousands of hours of staff time to complete. The Discovery Services staff is involved in some of the FOLIO special interest groups working with people across the world who are working together to develop FOLIO.
We work hard to make it easy for our patrons to find library material, request it or borrow it. The next time you check out a book from the library, take a moment to think about all the work that was required behind the scenes to make that book available to you.
Notes from the Duke University Libraries Digital Projects Team