SWAN Fireside Poolside Chat August 4 2020 SWAN

SWAN Fireside Poolside Chat August 4, 2020

SWAN Poolside Chat August 4, 2020

From Pandemic to Progress 3

Topics PROGRESS • Tactical Plan Highlights • Aspen – Online Public Access Catalog review PANDEMIC • Action Recap: • EBSCO Updates • Reminders: FF 4 N, Expired Holds • Library Services Updates • By the numbers • Exploratory Research Phase • EBSCO App • EDS/Article Search • Baker & Taylor Rental Collection – BLUEcloud Acquisition • SWAN 100 – Welcoming our newest libraries • Timeline review • Look to the future • Migration Timeline 4

2020 Tactical Plan Highlights April – June 2020 üImplement parallel discovery platform üDevelop audio-visual (AV) Item Type recommendations for SWAN 100 üEstablish uniform parameters for fine free üContinue BLUEcloud Staff interface pilot & targeted deployment Continuing work q. Standardize the management of holds for New Items (Clarity Recommendation) q. Pilot BLUEcloud Acquisitions + Baker & Taylor rental July – September 2020 q. Support & Promote EBSCO grouppurchase q. Add three libraries to SWAN– “SWAN 100 Project” q. Build “your library statistics” monthly report Read full Tactical Plan on SWAN support site About > Mission, History, Objectives > Strategic Objectives > Tactical Plan https: //support. swanlibraries. net/tactical-plan 5

Aspen Discovery • Open-source discovery platform/OPAC • Highest score in the SWAN Discovery Platform Evaluation (March 2020) • Exploratory research & testing phase began in mid. May 2020 https: //support. swanlibraries. net/aspen 6

Implement Parallel Discovery Platform Goal Milestones Milestone Target Start Target Complete Aspen Test System Installation May 2020 June 2020 Create Personas & User Stories May 2020 June 2020 Search Query Set May 2020 June 2020 Expert Review & Configuration June 2020 TBD Usability Testing – Library Staff May 2020 TBD Dependent on test system configuration TBD Usability Testing – Library Patrons Recommendation to SWAN Board Phase 2 - Pilot Phase Done? Q 4 2020 Dependent on Board discussion & decision 7

Aspen vs. Enterprise: Relevancy Showdown! • DUX and cataloging advisory compared keyword searches in Aspen and Enterprise • Used a set of patron personas to develop keywords • Recorded the position of known items in the results (e. g. 2 nd result) • Recorded the number of relevant results in a topic search (e. g. 10/25) Relevancy scores for known item searches Measure Enterprise Aspen Mean 11. 5 1. 9 Median 2 1 Below 1 st 66. 7% 39. 4% Below 5 th 25% 6. 1% Below 10 th 19. 4% 0% 8

Series = "ladies detective agency" Enterprise Aspen 115 2 Keywords: "ladies detective agency", format book, looking for the 2 nd book in the series 9

Popular Title = "alexander hamilton" Enterprise Aspen 39 1 Keywords: "alexander hamilton", first format in results, looking for the Ron Chernow biography but not sure of the author 10

Topic Searches Measured precision by ranking the top 5 results in the search • Relevant • Near • Misplaced • Irrelevant. . . and feeding through a fancy spreadsheet formula Precision scores for topic searches Measure Enterprise Aspen Strict (Rs) 52% 67% Loose (Rs, Ns) 62% 74% Permissive (Rs, Ns, Ms) 82% 87% 11

Author/Director = "steven spielberg" Enterprise Aspen 0 movies in top 5 5 movies in top 5 12

Topic = "new switch games" Enterprise 3 Nintendo Switch games in top 5 Aspen 1 Nintendo Switch games in top 5 Note: Nintendo Switch format shows as "Software" - there is likely some additional configuration to do 13

Aspen: What's Next? • Set up for 4 individual library catalogs for testing: • • Oak Park St. Charles Elmwood Park National University • Configuration training for SWAN staff • More updates in Poolside Chats, User Groups, and the Support Site We'll share links after the initial development is complete! Until then checkout: • Arlington Public Library (VA) • Aspen. Cat (CO) • Anne Arundel (MD). . . and just, keep in mind, Aspen is highly customizable. What you see is not necessarily all you get! https: //support. swanlibraries. net/aspen 14

EBSCO app in the app store Hit the Get started button Find your library Search by name Uses browser to login 15

Open Athens remote login Popular content page Search with limiters Limit by date 16

Read now button Select format Read PDF Anonymous researcher 17

EBSCO SWAN Group Update • Students in school with public library cards can use the EBSCO databases either remotely or at the school. • October 7, 2020 from 1 -2 PM an introduction to EBSCO statistics. 18

What next? • Vendors knocking on our door • Pro. Quest • Ancestry • Chicago Tribune • Outline information gathering process so that we can work together to save money and expand access to resources 19

Baker & Taylor Rental Collection (R&D) Baker &Taylor Symphony ILS BLUEcloud Acquisitions Goal: B&T configuration and processing expertise to assist member libraries • Consistency in recommendations for carts/holding codes • Guidelines for processing procedures Goal: Extend holdability for new items through open SWS collection • Titles will be selected from high demand holds • Sent to members in ILL to fulfill holds • Experiment with floating collections Goal: Test functionality and gain expertise in BLUEcloud Acquisitions • Collection managed through BLUEcloud Acquisitions • Develop expertise and documentation 20

BLUEcloud Acquisitions Fall 2020 • SWAN Headquarters testing in production (B&T Rental) • New Libraries will be using BLUEcloud Acquisitions (Glenside, Roselle, Warrenville) 2021 • Phased migration of existing Acq SWAN libraries to BLUEcloud Acquisitions • Invitation for other non-Acq libraries to use 21

Do you know what OHM is and that SWAN built it? • OCLC Holdings Manager • Replaces OSMOSIS (TMQ) 20 year process for Illinois libraries • Updates OCLC holdings in World. Cat through api set/unset holdings, based on comparison of consortium’s bibliographic catalog • Bibliographic Expertise/Design: Scott Brandwein • Developer: Rudy Host Processed: ü SWAN ü CCS ü Prairie. Cat Up next: • RSA • Pinnacle • SHARE (IHLS) 22

World. Cat Holdings 23

SWAN 100 Migration Timeline Prod Bib Load • November 30 December 6, 2020 Test Data Join SWAN • August 28, 2020 • June 2, 2020 Load Policies • August 5, 2020 New policies will be visible in production. Welcome GSD, ROD, WVD to the family! Tech Freeze (New) Reindexing (Off-Line – ALL) • November 23, 2020 • December 56, 2020 Patron/Circ Load Go Live • December 6, 2020 • December 9, 2020 Offline (New) • December 78, 2020 Date for full re-indexing is not finalized. The rebuild will require all libraries to be in off-line during this process. 24

Action Recap & Reminders • [Ongoing] Local Holds Only (more libraries restarting next week) • Holds placed by CHICAGO_P & NONSWAN_RB profiles will no longer be automatically suspended after 7/7 (local decision on whether to fill) • ILL_LIBS (non-SWAN patrons) will be added to resource sharing group to restart hold fulfillment in Sept. • Clean Hold Shelf processing should follow new Manage Hold Shelf procedures • 1 st Overdue notices now sent at 14 -days overdue instead of 7 (will revisit in August) • No print overdue notices (email, text, voice only) • Patron records with expiration dates between 1/1/2020 -9/7/2020 extended to 9/8/2020 (some libraries excluded specific profiles) [Further extensions, by request, per library] • Online-only cards extended to August 31, 2020 [Libraries can review/extend, as appropriate – see https: //support. swanlibraries. net/documentation/68769] • Unfilled holds with an expiration date of March 16 – September 6, updated to 9/7/2020 [Further extensions, by request, per library] 25

8/4 - Timeline for restart of ILL/RBP Resume Hold Notifications 7/1, 7/8, 7/15, 7/29, 8/5, 8/12, 8/19, 8/26, 9/2 Overdue, Courtesy, Autorenewal Notices June 1 June 26 Custom Long Overdue (removes lost items > 365 overdue) 6/22 Reports sent and News Post Reminder for final Shelf Check Billing Notices Libraries resume resource sharing RBP Resumes & full ILL July 7 Opt-in Sept 9 July 7 for some ILL in SWAN starts for some Aug 12 ILL in SWAN for some Collection reports will not resume until September. 26

Looking to the future (September, Preholidays, start of 21? ) • Reset pick-up anywhere to pre-COVID settings • Reset Enterprise catalog search scope to pre-COVID settings (now set to local catalog by default) • Return to full resource sharing and pre-COVID circ/hold maps for all • 1 st Overdue notice sent at 7 days • Keep Hold Pick-up Notices at 2 PM daily, run once a day (patrons can view online account in Enterprise or mobile app for more frequent updates) 27

Support Questions & Reminders Fine Free for Now (FF 4 N) – patrons are blocked when any item is overdue at 14 days No overdue fines, no accrued fines on account Block at 14 days overdue. You can’t do anything else until you bring those things back. Basically a 2 -week grace period. Expire on Hold Shelf report – now running daily for all libraries This report is necessary for the Hold Shelf Manager wizard to work properly. The report ensures items move on to the next patron rather than trapping again for the same patron. Remember items remain in their current hold status until they are checked in. 28

Library Service Status Updates https: //support. swanlibraries. net/members/library-services-status 1. Reopening/closing status 2. Curbside offerings 3. Patron communications & Enterprise 4. Circ policies and Fine free status 5. Resource sharing and delivery status 29

Library Services Recap https: //support. swanlibraries. net/members/library-services-status • 64 SWAN Libraries resumed resource sharing as of 8/4/2020 • ~70 SWAN Libraries have building open to the public in some capacity • 93 SWAN Libraries resumed delivery service 30

June/July 2019 vs 2020 53% of 2019 4 th full wk July 52% of 2019 3 rd full wk July 48% of 2019 2 nd full wk July 42% of 2019 1 st full wk July 26% of 2019 4 th Holiday wk 22% of 2019 21% of 2019 31

Checkouts in last 14 days – Snapshot 8/3 6 libraries > 10, 000 checkouts 13 libraries > 5, 000 checkouts 51 libraries > 1, 000 checkouts 60 libraries > 500 checkouts 83 libraries > 100 checkouts 32

July 6 Reporting 5 libraries > 5, 000 checkouts 32 libraries > 1, 000 checkouts 51 libraries > 500 checkouts 76 libraries > 100 checkouts Doubled between July 6 -July 20. 25% increase between July 20 -Aug 2 July 20 Reporting 12 libraries > 5, 000 checkouts 48 libraries > 1, 000 checkouts 58 libraries > 500 checkouts 82 libraries > 100 checkouts August 2 Reporting 6 libraries > 10, 000 checkouts 13 libraries > 5, 000 checkouts 51 libraries > 1, 000 checkouts 60 libraries > 500 checkouts 83 libraries > 100 checkouts 33

Library Checklist https: //support. swanlibraries. net/members/library-services-status üReview Library Services Status üComplete Library Status Update & Services Request Form as services change (as often as needed) 34

Questions & Follow-up Send questions to our online ticketing system at help@swanlibraries. net Visit the SWAN Support Site for access to recorded sessions. https: //support. swanlibraries. net Submit a request for additional training topics. Help > Request Forms > Request Training or Consultation 35