Migration to Kuali OLE - Chicago
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1 Migration to Kuali OLE - Chicago A Tale of two universities Frances McNamara Director Integrated Library Systems and Admin and Desktop Systems University of Chicago Library
2 University of Chicago Migration Why be an Early Adopter? Roadmap for Migration Expectations and Risks 2
3 Why be an Early Adopter? Waning support for Legacy Systems Cost of overlap Old System/New System Increased difficulty for Integrations Lack of New Features 3
4 CURRENT SYSTEMS Horizon Cataloging/Auth Circulation Serials Control HIP/OPAC Other vendors III Acquisitions Atlas Course Reserve Atlas Special Collections Atlas Interlibrary Loan Dematic AutoStorage Retrieval OPAC Discovery tools Aquabrowser/LENS Ebsco Discovery Service
5 Kuali OLE Systems OLE Cataloging/Auth Circulation Serials Control Acquisitions Interface to Atlas Course Reserve Atlas Special Collections Atlas Interlibrary Loan Dematic AutoStorage Retrieval OPAC Discovery tools Vufind Open Source OPAC Ebsco Discovery Service
6 Roadmap: Implementation Planning Big Picture Project Tasks Scheduled and Prioritized tasks GO LIVE The Goal Post Implementation Shutdown old systems, Ongoing Support systems, Cleanups 6
7 Plan/Execute/Post 7
8 Implementation Planning Justification Requirements Budget Project Plan 8
9 Implementation Planning Justification Planning since pre 2007 Requirements Already listed s/kuali/index.html Budget & Project Plan Might benefit from review by consultant as this is first big Open Source implementation 9
10 Implementation Planning - Budget Kuali membership Yr 1 5 OLE partner contributions Yr 1 5 Travel/Training Yr 1 5 Hardware/Software Yr 3 4 Data migration consulting Yr 3 4 Configuration/customization consulting Yr 3 4 Kuali OLE Programmer/Analyst Yr 3 5 Vufind Programmer/Analyst Yr 2 5 Becomes Operating after Yr 5 10
11 Implementation Planning - Plan Project Manager and Technical Lead ILS Basecamp project Configuration plan for dev/test/prod environments SMEs and Testers working on OLE project Migration Steering Committee Library Managers Module level groups Library SMEs Training group Library trainers Schedule for implementation Go Live date Review and Approval by Library Administrative Committee 11
12 Implementation Execution Configuration Data migration Customization Integration Testing Training Go Live 12
13 Implementation Planning - Execution Configuration Use Consultant who has KFS configuration experience Work with OLE project e.g., hardware, operating systems, MySQL vs. Oracle, benchmarking suite, etc. with documentation and training for ILS staff Data Migration Acq use Consultant who has done KFS data conversions Circ Library staff + Consultant Bib/Item data Library staff 13
14 Implementation Planning - Execution Customization Use Consultant who has OLE experience Local customizations Customizations to submit to OLE Doc & training for Library staff to support Integration Contract out some, Dematic ASR integration Some done by Library staff, evoucher for Comptroller List of 22 large and small identified 14
15 Implementation Planning - Execution Testing Training Go Live Use Library staff Use Library staff Partner with OLE project Core staff as Early Adopter Use Library staff Help from OLE project Core staff/partners and other Kuali projects 15
16 Post Implementation Ongoing support Upgrades Changes and Enhancements Cleanup Shutdown old systems System Tuning 16
17 Implementation Planning - Post Ongoing support Kuali OLE project and community (sustainability being defined) Library technical staff contribute Upgrades Kuali OLE project and community Library technical staff contribute Changes and Enhancements Library technical staff support and contribute back to project when appropriate 17
18 Implementation Planning - Post Shutdown old systems Library technical staff System tuning Library technical staff 18
19
20 Vended vs. Open Source Vended systems Licensing Fee or Subscription Annual maintenance Kuali OLE Kuali membership Partner Contribution Local hardware Local hardware or Hosting Charge for Implementation package (setup, data migration, training) Consulting for Implementation package (setup, data migration) Internal Staff Local environment Testing/training Setup/data migration Integration programming 20
21 STAFFING Vended vs. Open Source Horizon and III, etc. 1 Lib Systems Analyst 1 Systems Librarian 2 Senior PA 1 Junior PA Kuali OLE and Vufind, etc. 1 Lib Systems Analyst 1 Systems Librarian 3 Senior PAs 2 Junior PAs 21
22
23 Kuali OLE Expectations Best case Start migrating 2013 Shutdown HZN Jan 2015 Shutdown III Jan Complete with current staff plus $$K consulting All data moves over All current functions supported Worst case Migrate later than summer 2014 HZN/III running beyond Jan Need additional staff or additional consulting Lose some data Some functions not supported 23
24 Kuali OLE Risks & Opportunities Risks Schedule delays translate to costs as we keep old systems running Lack of functionality Staffing insufficient Cost increases Opportunities ERM features GoKB improves eresource management and saves money Improved functionality Quicker turnaround on fixes and enhancements we need Cost decrease or more for your money 24
25 OLE, OLE, OLE!!! 25
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