Duke FOLIO Forum August 12 2019

What a great turnout! Thanks to all of you who came yesterday. Due to technical difficulties with the microphone in the room, we were unable to record the session. Rest assured, we’ll get that in place for future forums. We’ll also look at ways to live-stream, perhaps using Zoom meetings.

Deborah Jakubs started us off with a welcome and history of Duke’s involvement in this project. Did you know that Duke was approached by the Mellon Foundation to consider what an open-source system designed by librarians for libraries would look like way back in 2008? We partnered with Lehigh University the University of Chicago, and SOAS University of London. The resulting product was Kuali OLE (Open Library Environment) created in a partnership with the Kuali Foundation. Lehigh, UChicago, and SOAS are all using the OLE software today. The FOLIO project and community grew out of the OLE project.

Dracine Hodges continued with an overview of the FOLIO project. She described the primary partners, the OLE Foundation, EBSCO, and Index Data and listed the partner institutions. Our partner institutions span the globe, so we collaborate over Zoom, Confluence, Slack, and use Jira for tracking the user stories. She gave an overview of the major functional areas, cross-functional areas, and the FOLIO development process. Dracine shared the FOLIO milestones, with release names and dates and described the “cone of uncertainty” as we move farther into the future, which is normal in an agile project.

Lightning Talks were next on the agenda. We heard from Jacquie Samples and Jackie Gottlieb about the Metadata Management SIG, their sub-groups and working groups, and the areas where they are focusing. These areas include Data Import, MARCcat, the Inventory app, Special Collections/Archives, Batch Edit, Data Export, Search Enhancements, Instance Metadata and MARC mapping, Analytics and Bound-withs, and Holding Metadata and MARC mapping, among others. They shared screenshots of an instance record, in this case, an item record for a book and how the administrative data such as the resource ID, ISSN, and other identifiers are shown.

Andrea Loigman and Erin Nettifee presented on Resource Access. They covered the functions included in Resource Access such as loans, returns, requesting, circulation rules, and fees and fines, to name a few. The RA SIG meets twice a week for an hour each, and Andrea as the convener of the RA SIG invites anyone who would like to participate to contact her. Erin ran a live demo using one of FOLIO’s test sites. She showed the process of placing a hold all the way through checking out the item with the hold to the patron who requested it.

Virginia Martin and Julie Brannon presented about the Resource Management SIG. Resource Management includes Acquisitions and E-Resource Management (ERM). Acquisitions functions include Organizations (Vendors), Finance (Budgets), Orders, and Invoices. ERM functions include Licences, Agreements, eHoldings and eUsage. We are not currently using an ERM here at Duke, so implementing an ERM would have to include reviewing MS Word documents where our licence data is stored, and manually inputting the data into the ERM instead of migrating data.

After the lightning talks, Karen Newbery and Laura Cappelletti shared information on Duke’s project plan, starting with a recognition that people learn in different ways and how we plan to address auditory learning (FOLIO Forums, updates at Open Forum and First Wednesday), visual learning (slides, demos, documentation), and kinesthetic learning (testing, training). Over 129 staff members have been identified for interviews across the Duke Libraries, including the professional school libraries. About 115 first interviews have been completed. Sometimes two or three interviews are required to gather all the information. Thanks to all who have taken their time to be interviewed. Each first interview takes about ninety minutes, so if you do the math…that’s a lot of time. We’re taking you’re opinions to the community as we work to build a better product, and as we consider the development of documentation and training. You’re part of the FOLIO community too!

The extended LSP Steering Group is producing a report that outlines five different scenarios that Duke could chose to implement FOLIO. They include implementing all of FOLIO for a small library, implementing all of FOLIO for all libraries or implementing a subset of functionality. The subsets we’re considering are: circulation focused, inventory plus MARCcat focused, or ERM focused. Each scenario is compared using assumptions, risks, impact to staff, and impact to patrons, to name a few criteria. The report will be compared to the list of functionality that will be included in the Market Viable Product (MVP) and presented to the Executive Group.

We reviewed the prospective timeline at Duke, punctuated with the FOLIO release dates. The boxes below the timeline show when and what will be happening here at Duke as we move toward implementation. Note that our date of moving FOLIO into production is still a date range. As we review the features that will be in the Market Viable Product and choose our implementation scenario, we’ll be able to be more precise in choosing our implementation date.

We now have a sample of FOLIO running on a Duke server. Details can be found on the Duke Libraries Wiki (login required). The sample server is not secure, so please do not put private data in it as you create users and other data. Work will continue on building a production-level, stable, and secure server.

Next Duke FOLIO Forum: Wednesday, November 20; 9:30 – 11:30 a.m.; Holsti-Anderson Family Assembly Room (RL 153)

 

 

FOLIO Overview Slides

Ligntning Talks and Local Project Plan Slides

A Brief Guide to Folio Apps

FOLIO is an app-based system – different apps will show up at the top of the browser screen, depending on what your library role is.

Each app listed below is being actively developed, but it may be earlier or later on in the process.

  • Agreements: E-resources or packages would be managed here as agreement lines. Manage relationship between licenses and agreements.
  • Check-in: Check-in and routing items for circulation (different from check-in for acquisitions/receiving.)
  • Check-out: Check-out physical items for patrons.
  • Data Import: Used for importing data records.
  • eHoldings: Connects to the EBSCO KB API. Allows librarians to search KBs, add/remove packages/titles to/from holdings, and manage coverage dates, etc. (Because Duke uses Serials Solutions, this app is likely not to be implemented.)
  • eUsage: Supports display of e-usage data from providers such as GOBI or EBSCO. Can view COUNTER reports via an aggregator using SUSHI credentials as well as allowing users to enter basic usage data for non-COUNTER compliant vendors.
  • Inventory: Instance, holding and item records for physical items and some electronic records (not sure about electronic?)
  • Invoice: Manage invoices which link to purchase order lines in Orders.
  • Finance: Manage budgets using structure that includes Ledgers, Funds, Groups, Budgets, Fiscal Years.
  • Licenses: Manage license records including terms, amendments contacts. Can link to agreements.
  • Orders: Manage orders and receiving of orders.
  • Organizations: Manage data about organizations (vendors.) This is where vendor data is managed for payment of invoices for orders.
  • Requests: Managing requests for items (holds/pages/recalls.)
  • Codex Search: The Codex app is meant to provide a way to search all FOLIO records at once by providing a interface for normalized searching and drill-down. In early/active development.
  • Users:Managing patron accounts and staff accounts. IDM info, contact info, connection to patron history, fines/fees, permissions for library staff.
  • Settings: Configuration options for individual apps and for the FOLIO installation as a whole.

FOLIO@Duke Newsletter v. 1 no. 4

Header FOLIO@Duke Newsletter

Image: FOLIO@Duke Newsletter Header

In this issue:

Save the Date!

FOLIO Community Working Meeting

Steering Group Update

Feature Prioritization and Gap Analysis Results

Library Systems and Integration Support Update

Thinking about Testing

Watch This!

Bee Facts

 

Save The Date!

The Steering Group will be hosting a FOLIO forum on Monday, August 12 at 10:00 a.m. in the Holsti-Anderson Family Assembly Room (Rubenstein 153). All library staff are invited. An agenda will be forthcoming.

FOLIO Community Working Meeting, Crystal City, VA, June 17-19

The FOLIO community has scheduled a working meeting in June. Many of the special interest groups will be taking advantage of this face-to-face time where more can be done than over conference calls. A few of the topics will be discussing strategic plans and road maps, sharing implementation plans between institutions, and working on functional and technical requirements. Around ten library staff from Duke will be attending. Once the final schedule has been created, we’ll share it with you. Look for a recap of the meeting from the Duke attendees in the next newsletter.

Steering Group Update

The Steering Group is starting to plan a FOLIO Forum to be held this summer: the agenda and the date will be forthcoming.

Last month, we discussed the FOLIO Community Working Meeting, who would attend, and what Duke needs from this face-to-face opportunity.

Karen is now the convener for the FOLIO Implementers Group, which includes a primary contact from each institution that is planning to implement FOLIO over the next year. It’s a group to discuss documentation and how it will be presented, what progress each institution is making toward their implementation, and to share ideas and tools to help each other. You can read the about the FOLIO Implementers Group here and find the minutes, members, and details on the members’ implementations.

Feature Prioritization and Gap Analysis Results

Pie chart illustrating the percentage of features deemed necessary to go live with FOLIO vs. those that can wait up to a year later than go-live.

Our Business Analysts, with help from local stakeholders, completed the feature prioritization and gap analysis. They reviewed 468 features on the list prepared by the FOLIO Project Manager. We held multiple meetings with stakeholders to make decisions on what is needed at the time we go-live vs. what could wait, or what we won’t need. After the feature prioritization was done, they reviewed the notes they’ve taken from interviews they’ve conducted, read through hundreds of documented FOLIO issues, listened in on SIG meetings, and created a list of 99 features that Duke gaps that were not clearly stated in any of the existing FOLIO documentation. Some of those gaps that were identified were issues that other institutions had assumed would be included, but were not clearly defined in the available documentation. Other gaps identified are Duke-specific and we will be following up to be sure they’re included in future development.

Library Systems and Integration Support Update

The staff in LSIS have been balancing work on FOLIO with other projects such as the authorities process and reports that have been requested. Our Business Analysts, Erin, Jackie, and Julie, have continued with interviewing staff about their workflows. Matt, our Data Analyst, has been working on the authorities project with Tech Services and creating reports. Over the next few weeks, he will shift his focus to working on data migration mapping from Aleph to FOLIO. Jeff, our developer, has been working on installing FOLIO and all the associated pieces in preparation for working with Jack Hill (Core Services) to be able to easily create multiple FOLIO servers. Jeff has also started work on writing the code to extract data from Aleph to load into FOLIO. He and Matt will work together to be sure the data manipulations in the current extract are documented for our subject matter experts. All this in anticipation of having a Duke copy of FOLIO running for you to use! Our goal is to have a test server for you with Duke data before school starts in August.

Thinking about Testing

By Jackie Gottlieb, Business Analyst, Library Systems and Integration Support

While testing our implementation of FOLIO may not be on most minds yet, the preparation has begun. Effective testing is key to a successful project. In order to effectively test, we need to know what to test and have a plan on how we will perform the tests.  It begins with the interviews being conducted. We are learning your roles, processes, and needs that are translated into expectations and business requirements. For each requirement to be met, there are typically numerous criteria to fulfill. These are called “acceptance criteria” and also serve as Test Cases that require one or more steps to perform as part of the test.

An example of a business requirement is, “As a FOLIO user, font size, style, and color must be configurable by me so that it meets my visual screen needs.” Acceptance Criteria includes, “Font style, size, and color is accessible by user.” ”It can be individually changed by each user.” “Font changes are saved and remain in that same configuration each time user logs in.” Test steps would be, “Log in,” “click on the Font button,” “select and change STYLE,” etc…

As we contact you for your interview, you are helping with this process by openly sharing what you do and how you do it. Thank you each of you who have greatly helped with this process and those who will soon be contacted for interviews.

We are currently exploring testing options and anticipate a plan in place in the coming months.  Stay tuned for part II when we share decisions how testing will be performed and how you will be able to participate.

Watch This!

Upcoming Folio Forum: Roadmap and Bellis Release Demo  Badge with illustration of a bellis flower along with the FOLIO Bellis release date of April 2019

Wednesday, May 29 11:00 a.m.

Room Bostock 024 is reserved for viewing this event, or you may register at the link above to watch on your own.

Description: The FOLIO development continues to move forward, and in April FOLIO introduced the Bellis release. In this forum, you will hear an update on the development roadmap and see a demo of some of the FOLIO Library Services Platform apps. Harry Kaplanian will present deliverables of the roadmap and projections on development in functional areas while Theodor Tolstoy and Lisa Sjogren will show the apps from the perspective of the Chalmers University installation. Presenters: – Harry Kaplanian, Senior Director of Product Management, Software Services, EBSCO Information Services – Theodor Tolstoy, FOLIO Lead Implementation Consultant, EBSCO Information Services – Lisa Sjogren, Librarian, Chalmers University Please use the hashtag #FOLIOforum on social media for these events.

Bee Facts

FOLIO@Duke Newsletter v. 1 no. 3

 

Steering Group Update Reporting SIG Update Business Analyst Update Watch This! Bee Facts

Steering Group Update

The FOLIO project has asked each implementing site to do a feature prioritization and gap analysis by the end of April. The Steering Group charged the Library Systems and Integration Support team with leading the work. The FOLIO Implementer Group’s charge regarding the feature prioritization/gap analysis can be found on the FOLIO wiki. This is the spreadsheet listing all the features that are to be ranked, lists the related FOLIO issues, and includes the 2018 responses from schools that had planned to go live in 2019. You may find the videos that have been produced as part of this process of interest. They are linked in the Watch This! section below.

 

Locally, the LSIS team has been holding reviews of the list with DUL staff who have been serving on the FOLIO SIGs, since they have been involved with the FOLIO conversations thus far. Please feel free to review the spreadsheet and any of the FOLIO issues in areas you’re interested in, but please do not fill in answers on the official FOLIO spreadsheet. Instead, please forward your questions to Julie Brennon, Jackie Gottlieb, Matt Harrington, Erin Nettifee, or Karen Newbery.

 

Reporting Special Interest Group Update

By Angela Zoss, Ph.D., Assessment and Data Visualization Analyst, Assessment & User Experience

I’ve been attending the weekly meetings for the FOLIO Reporting SIG since last September. The Reporting SIG is focused on:

  • gathering data on the reporting needs of institutions implementing FOLIO
  • sharing report requirements and reporting expertise with developers of any FOLIO apps that are implementing internal reports
  • guiding the development of a “data warehouse” that will collect data across FOLIO apps and support broad reporting needs

 

The SIG spent much of last year gathering and prioritizing specific report requirements from member institutions, and we are just ramping up on the development of the data warehouse (officially known as the Library Data Platform, or LDP). The LDP is not an app like the other FOLIO apps. Instead, the LDP is being built as a relational database using open source database software called PostgreSQL.

 

For the last few months I’ve been directly involved in the design of the LDP through my participation in a report prototyping subgroup. The subgroup starts by looking for specific reports that have been requested by multiple institutions and rated as high priorities. Then the fields specified in the requirements for that report are matched up with data elements in the data storage modules for the FOLIO apps. Those data elements are then organized into the growing database schema for the LDP, according to both best practices and ease of use for report writers. Once the schema has been updated, LDP developers generate fake data to fill up the database tables and enable queries. Finally, the subgroup writes SQL code that can be used to generate the original report requested.

 

Using a relational database means that any reporting tool that can pull data from a database can be used with the LDP – we won’t be locked into one particular reporting interface. The report prototype subgroup has created a GitHub repository for sharing SQL code for different reports, and subgroup members have been testing that code in various reporting tools (e.g., Tableau, R, Crystal Reports, Aqua Data Studio). Some tools can ingest SQL code directly, whereas others may need a bit of transformation. Documenting processes like that and/or sharing additional code for particular tools will be ongoing work for the subgroup.

 

At Duke, though, we ultimately hope to implement a generalized reporting interface that can make it easy to create custom queries on the fly without having to learn or use the SQL code to query the LDP directly. More on that project in the months to come!

Business Analyst Update

By Julie Brannon, Business Analyst, Library Systems and Integration Support

“What are the biggest challenges in your role?” 

“Tell me about the tasks you perform each day…” 

“What are the biggest pain points you experience in Aleph?’ 

If these questions sound familiar, then you’ve likely spent time with one of the IT Business Analysts as we delve into conversations with a list of approximately 120 staff members from across DUL and the professional libraries.  We’re eager to gather existing documentation about existing processes, learn how you do what you do, listen to your perspectives about the transition to FOLIO, and transcribe your vision of future functionality.   

These interviews are the highlight of my workday and I’ve already enjoyed the opportunity to meet with 17 interesting and welcoming professionals who are patient and generous with their time.  These discussions provide the basis for inventories of existing business process, lists of reports and services, and system integrations.  We’re busy translating those conversations into process workflow diagrams, business requirements, and future test cases. 

So, if you haven’t already, please start gathering those documents, examples, complaints, and wish lists because sooner or later one of us may stop by your desk to ask “So, what documents about your work currently exist?” or “What reports do you wish you could run?” 

 

Watch This!

Have you seen FOLIO yet? Check out these video overviews! These videos were produced to show the new features that we’re prioritizing, but they show more than that. Get a feel for how different apps work, how to navigate in FOLIO  and what some of the screens look like!

ERM Functionality and Time Line

Bee Facts

Spring time is Swarm time. Learn why bees swarm and what to do if you see a swarm of bees can be found at the link below.

FOLIO@Duke Newsletter v. 1 no. 2

The FOLIO@Duke Newsletter is a communications tool intended to keep staff abreast of news, schedules and important information regarding the development and implementation of FOLIO at Duke. We will regularly convey four main cornerstones of the project in each newsletter. Those cornerstones are Steering Group Updates, highlights of the project’s driving values and road map, discussion of FOLIO design and functionality, and updates about Duke’s migration activities and timeline.

In this issue:

FOLIO SIGs Steering Group Update Watch This! Bee Facts

FOLIO Special Interest Groups (SIGs)

Thank you to all who have served on the various SIGs and SIG Subgroups! Your work helps make sure Duke’s needs are met by FOLIO.

Product Council

Data Migration

Reporting

Special Collections Working Group

User Management

Resource Access

Metadata Management

Resource Management

Consortia

Accessibility

FOLIO Implementation Group

Steering Group Update

The Data Retreat was held on February 11, and included participants from across the Duke University Libraries, facilitators, and representatives from technical services from the Goodson Law Library and the Ford Library. The focus was creating a SWOT (strengths, weaknesses, opportunities and threats) for DUL owned catalog, acquisitions, patron, and circulation data. We discussed data standards that are currently in use, challenges we face when data we receive is inconsistent, and the importance of having the systems external to our ILS having access to consistent data. There was agreement that it was time well spent and that another retreat should be held.

Watch This!

Folio Year in Review:

Panelists:
  • Christopher Spalding, EBSCO 
  • Michael Winkler, OLE 
  • Sebastian Hammer, Index Data

The leaders of the FOLIO project review highlights from the year past and discuss what they’re looking forward to in 2019.

Folio Roadmap Update

Presenter: Harry Kaplanian

Harry Discusses the FOLIO decision making of organizing the Jira issues for the project as well as lays out a FOLIO Milestones chart (at 18:24) with the planned releases up to Q2 2020.

Bee Facts

Cook something delicious using honey!

FOLIO@Duke Newsletter v. 1 no. 1

The FOLIO@Duke Newsletter is a communications tool intended to keep staff abreast of news, schedules and important information regarding the development and implementation of FOLIO at Duke. We will regularly convey four main cornerstones of the project in each newsletter. Those cornerstones are Steering Group Updates, highlights of the project’s driving values and road map, discussion of FOLIO design and functionality, and updates about Duke’s migration activities and timeline.

In this issue:
New Staff
What is an LSP?
Steering Group Update
Value: Communication
Calendar
Watch This
Bee Facts
Project Plan

Welcome New Library Systems and Integration Support Staff!

Julie Brannon: Julie comes to us from Elon University’s Center for Religious and Spiritual Life. She has previously worked as a Database Specialist at LabCorp and a Software Developer and Business Analyst with Blue Cross Blue Shield. Julie has a BA in Economics and History from West Virginia Wesleyan College and an MSIS from UNC-CH.

Jackie Gottlieb: Jackie was a Senior Business Analyst with Rise Against Hunger non-profit company. Her previous position was as a Project Manager/Business Analyst for over 7 years at Duke University’s School of Nursing. Jackie has a BFA in Photography from Kutztown University in PA and a M.S. in Training and Development from NC State University.

Erin Nettifee: You may know Erin from her work as the Service Desk Coordinator in Access and Delivery Services in Perkins. She has previously worked with OIT as the Link Services Coordinator and worked on the ServiceNow implementation. She has taken on the testing lead for the Request Application, written end-user documentation for SharePoint, service at the Link, and for the Perkins Service desk. Erin has a BA in American History and Mathematics from Northwestern University and a MLIS from the University of Washington.

Kristen Wilson: Is a project manager/business analyst at Index Data, will also be joining the LSPSG meetings. Kristen is shadowing the team to help Index Data gain real-world insight into the implementation process as they develop a suite of FOLIO services. By supporting Index Data in this process, Duke will help to ensure a diversity of high-quality service offerings within the FOLIO community.

What is an LSP?

LSP stands for Library Services Platform. Instead of one monolithic integrated library system (ILS) that contains all of the workflows and all of the data involved in resource management, a Library Services Platform offers modular applications where each application can specialize in one function and keep the data related to that related to that function. The specialized applications communicate via APIs, over the web. The LSP allows for the connections to knowledge bases, shared indexes or link resolvers. An LSP may also allow the connection to external applications that are related to library resource management but have not been part of traditional ILS such as external reporting applications, data repositories, or even workflow engines.

Steering Group Update

A Duke University Libraries committee you haven’t heard of? Shocking, right? The Library Services Platform Steering Group (LSPSG) is comprised of Laura Cappelletti, Dracine Hodges, Andrea Loigman, Karen Newbery, and Sarah Schmidt. This group replaces the ILS Transition Steering Group with several members continuing service (Dracine, Andrea, and Sarah).
The LSPSG are tasked with providing leadership for DUL as we prepare to migrate to our next library service platform (i.e.from ALEPH to FOLIO). This migration is planned for the summer of 2020, ideally as FY20 ends. The LSPSG meets monthly and is in frequent contact with one another. This newsletter will be issued monthly to help you all keep up with what is happening on the FOLIO front. At any time, if you have a question about FOLIO, please don’t hesitate to talk to any member of the LSPSG.

The FOLIO Product Council acts on behalf of the OLE Community and FOLIO partners to express and champion priorities in the development of the FOLIO Library Service Platform, and ensure the relevance and cohesiveness of the FOLIO project. It’s mission was outlined in the FOLIO Product Council Charter dated 2017-02-13. Dracine Hodges is Duke’s representative on the Product Council.

Communication

We hear you! Communication will be a huge part of the FOLIO project here at Duke, and we’re refocusing on ways to better communicate—starting with this newsletter! Look for additional newsletters, blog posts, status updates at open meetings, updates on our wiki.

Calendar

January 24: Open Forum 9:00

Come to Open Forum to meet the new Business Analysts and hear our introductory update.

February 11: Data Retreat 9:00 – 11:00 a.m. in the Edge Workshop Room

Invitees will review and discuss points such as those below as we refocus the work of the Data Normalization Team.

      • where is data strong/standard?
      • where does data present challenges? 
      • how do we want to enhance our data in prep for BIBFRAME/Linked Data
      • what policies do we need?

For Your Viewing Pleasure

FOLIO Forum: a regular series of presentations/webinars on FOLIO and related projects/efforts

Project Plan

Bee Facts

Honey has natural preservatives and bacteria can’t grow in it.

Bees have five eyes – two compound eyes and three tiny ocelli eyes.

Bees have two stomachs – one stomach for eating and the other special stomach is for storing nectar collected from flowers or water so that they can carry it back to their hive.

Welcome to FOLIO at Duke

FOLIO logo

  FOLIO – The future of libraries is open

Welcome to the FOLIO at Duke site. We will use this site for communication to the Duke University Libraries’ staff as well as anyone else who is interested in our progress as we adopt the FOLIO Library Services Platform at Duke.