Endeavor Implementation Project

Endeavor Implementation Project
Orientation Notes (2/28/2000-3/3/2000)

System Administration

• The module where sites configure features to be available in the functional modules and throughout the database. All decisions makers will use the System Administration module with the support of the UH Manoa Library Systems Department.

Training Database

• Each library will have a training database (or share one) in which to test configuration options; spend as much time as possible playing in the training database to see how decisions affect display; logon is demo, password demo.

Basic Record Structure

• MARC bib record - will contain CARL record number
• MARC holdings record (MFHD) - 852: Voy loc code, class no, cutter no, copy no (display in OPAC)
• Item record - 866: multi-parts, issues; barcode, item type, note, volume, part, chronology, temp loc, status (lost, charged, etc)
• There is a separate MFHD for each unique combination of location, call no and copy no.
• Multi-volumes are items attached to one MFHD. If have two sets, each is a MFHD attached to bib record.
• Serial issues are attached to one MFHD (unless more than one subscription).
• Can have a bib record alone (orders); a bib with a MFHD and no items, or a bib with a MFHD and attached items. Cannot have a MFHD or an item by itself.
• Owner of a bib record can give others authorization to edit.

Security

• Set up security in System Administration early to know who is doing what; give individuals their own logons. Training database logon is demo/demo (change soon); Sys Admin logon is SYSADMIN/EISI.
• Operator profiles - staff by name, logon, password
• Master profiles (system administrator and backup person), Acq/Ser profiles, Cat profiles, Circ profiles - supervisor level, other levels
• Generic logon for student help
• Give fewer privileges at first and then expand as needed
• Create training profile for new staff
• A location can can be associated with multiple security profiles
• When accept production load, change password immediately (at same time send email accepting it).
• Levels of access on server are: root, voyager, oracle
• Change standard logons when George does technical training

Building Blocks of Voyager

• Locations, item types, patron groups (codes are 10 character which has a longer name and sometimes an even longer OPAC display name)

Extracts/Loads

• We should strip out N... barcodes; not needed
• If want a category of records suppressed in OPAC from the start, need to determine the location to be suppressed before the load. Suppressing is not retroactive.
• Flat file of serial holdings to be output with a link to bib in each.
• Bib and MFHD createdin extract processing; item record created during load
• Give item level data as a flat file or 949 in bib and map of what is in file or 949
• Give temp records as flat file: open order records (need to create brief bib for each); circ on the fly if needed; work file records
• Marcive - try to load ahead
• Reserve - want to load?
• Endeavor is not in the business of data cleanup but can handle some needs based on data priorities
• Endeavor needs a serials holdings file asap; we must (1) identify what data elements we want to extract; (2) give list of elements prior to extraction, (3) extract and send.
• Bound-withs are a migration issue
• Mapping files: one maps all locations in CARL to the primary classification scheme used in the location - used to create indicators for call number tag in MFHD; also gives source of call number; the other maps the CARL location and media type to the Voyager item type and location (if a combination is not found during the load, the MFHD is created with a default of "review" for item type and location in Voyager.
• Start work on mapping files immediately Š drafts by 3/20/00 (each library can do its own draft and must include all locations Š will combine later)
• Mapping for TTP images to Voyager location unclear. Karen can work directly with Martha to do mapping
• Each database can be authorized pre or post
• Can load a file of records as suppressed from OPAC from Day 1, e.g. Control File
• AV Center wonÕt want any costs in item records (because used for lost fee calculation if a value entered)
• Can use web browser to view test load and production load
• Duplicate patron barcodes among CCs may cause some patron transactions not to load. Probably easiest to use a report to manually edit to add missing transactions.
• Bishop library database, State Archives and TTP go to LTI for authorizing.
• Hawaii Sheet Music: put in Manoa database?
• Will we dedupe a shared database
• Historical fines and fees SIFF not available; has to be developed
• CCs can have up to two weeks to accept loads in order to coordinate input
• For test load, identify a list of problematic records: serials, multi-volume sets, long records; will look at in Cataloging and OPAC to see what records look like; also do random searching; look for patterns of problems; give Voyager record number, describe problem, give 3-4 examples of each problem
• Use standard codes (existing in CARL?) to represent each library to include in Voyager codes

Locations

• Shelving locations come from load; site adds activity locations (e.g. Circ Desk)
• Location code migrated stays the same (difficult to change); need to think about new locations expected to be needed in the near future, e.g. Archives
• If change a location, it is not retrospective - only new books can have changed location (no global change)
• Any one location can go with one matrix of item types and policy groups

Item Types

• Item types are used in all modules
• Item types drive loans (not locations): patron group by item type matrix determines loan period
• CARL media codes do not make good item types because CARL is a loan period type code; however useful to add some extra types for reserve like 2hr, 1day, etc
• Item types need to be specific to accommodate different loan periods: REFBK, GENBK, GOVDBK, HLBK, SLBK, etc; a separate item type is the only way to get different loan periods for media types in different libraries or collections within a library.
• Can add more item types after we accept load
• Use generic item types to simplify matrices, then each library might have some special item types

Policy Groups

• Patron groups come from load.

Circulation Calendars

• Open transactions load; calendar start date has to accommodate oldest transaction; we get a report of transactions out of date range.
• Fixed due dates for faculty and grads require multiple calendars during the year

Policy Groups (Circulation System Admin Button)

• One policy group for each circulation point with locations associated.
• Voyager does not support replacement cost by LC class (ask for as an enhancement via Support Web)

Circulation Matrix

• Include non-circulating item in matrix to allow exceptions to the rules

Patron Record

• Statistical categories in patron records require SQL to report on them.

Short Loans

• All short loan items have same loan period (okay for AV?)
• We are first site to use Short Loan feature; may have problems using for booking
• For Avbooking, set up each library as a patron then they can go into Manoa database and place a short loan request against AV Center.

Cataloging

Acquisitions

Searching

Technology

System Configuration Practice

• People playing with configuration of a module should work with others doing the same module in the same training database so they avoid duplication of effort.
• Keep tract of settings you want and those you do not want.

Training

• Schedule training rooms
• Ask people for scheduling conflicts early
• Windows
• Access
• Do show and tell for faculty in staff meetings
• Use Voyager-L and Support Web for training materials
• The days of training we have in the contract can be used any way we want
• Need to refresh a training database prior to Endeavor training so exercises will work

Functional Training (4/11-5/5/00)

• 8-10 people per 4-day session
• Ideal is one person per PC, but two per PC is okay
• If need to have two per PC, pair people who do not work together (different functional areas)
• Train the trainer style, all have to attend all four days
• People should spend some time in training database before functional training
• First half-day of functional is on searching
• Attendees at first session should be the key trainers (observe in the second session)
• Key trainers do not need to represent every library
• Have at least one person from each site should attend
• Sites coming up first should attend earlier training dates
• Make a complete list of all staff to be trained; donÕt leave any library out
• Key trainers should be good teachers, not necessarily department heads
• Suggestion to make one Modular Training session into a 4-day Functional, specifically for community colleges
• Schedule early any extra functional training wanted to be sure Endeavor trainers are available
• Following training, trainees need to practice in training database every day; identify a PC within each department where staff can get away from interruptions; use the manuals; provide exercises
• Do not schedule training during weeks of data load tests

Modular/Advanced Training

• Endeavor trainers need to know ahead if modular training will be advanced or repeat of functional
• Early advanced training to develop a group who can answer advanced questions
• Have department heads attended advanced training even if not in core trainer group
• Save most modular for post production training and version 2000 training
• Train on searching, circulation, cataloging and serials checkin first; acquisitions later for most libraries
• Use for 3 days of Acquisitions (the most difficult to learn), 1 day of Cataloging and for Image Server training (catalogers primarily; not needed by Systems people)
• If want OPAC configuration training, could use the Cataloging day

Hub (Central Server) Considerations

Questions listed at end of Orientation Training

• One database versus many? (Decision needed from Steering Committee to Project Manager by 3/24/00)
• How many separate databases can the server handle?
• Historical fine/fee SIFF Š Endeavor needs to develop - when to be ready?
• Config files for virtual web hosting for web server Š are they separate for each library in a shared database?
• How do limits work in a shared database?
• How do we handle multiple fixed due dates during the year? (one calendar for each period?)
• How does copying of authority records work in a Voyager to Voyager database connection?
• How to be migrate proxy borrower relationships?
• Are there records besides Control File records that we want to suppress in OPAC from the start?
• How will temporary records be handled? (lack of bib record is a problem)
• Pre- or post-authorization? How will the decision affect work flow? (Pre means we can have one extraction, post means we can have two extractions; Project Manager does a great deal of data clean up work in either case)
• How does ADSL network connection affect Voyager? (HML question)
• How can Short Loan support booking needs?
• When will HPJI citation server load be done?
• How will Bound-withs be handled? (Voyager does not handle well)
• How will call numbers and holdings information be parsed? (CARL data issue)

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Comments to Wil Frost, Head, Library Information Technology Division, University of Hawai'i at Manoa Library, 2550 The Mall, Honolulu, Hawaii 96822 USA. Last modified: March 8, 2000.