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FOLIO@Duke Newsletter v. 2 no. 1

Header FOLIO@Duke Newsletter
FOLIO@Duke Newsletter Header

In this issue:

Duke FOLIO Forum Date and Time

Steering Group Update

Watch This

Bee Facts

Save The Date – Upcoming FOLIO Forum

 

Duke FOLIO Forum

February 19, 2020
10:00 a.m. – 11:30 a.m
Korman Assembly Room (Perkins 217)

Steering Group Update

On January 8, we gathered about 60 library staff who will be serving on the teams as we implement FOLIO here at Duke. We viewed a slide deck talking about the implementation timelines (ERM and the full implementation), reviewed the roles people will fill on the teams, and some basic team behaviors and norms. The larger group then broke into teams to schedule their first meeting and to review the team charters. Some teams even had time to do some brainstorming on tasks the teams should complete (for example, a glossary of terms). Members of the Duke University Libraries Executive Group attended as well to show support for the project. Teams will keep minutes from their meetings on the FOLIO project wiki. Duke staff, make sure you log in!

From January 22-24, eleven staff members of the Duke University Libraries and the David M. Rubenstein Rare Books and Manuscripts Library attended WOLFcon at Texas A&M University. WOLFcon is a gathering for members of the Open Library Foundation (OLF) and the open source software communities that are a part of OLF, including VuFind, ReShare, Coral, GOKb, and FOLIO. Local staff attended meetings regarding all parts of FOLIO, from the apps for functional areas (check-out, organizations, inventory, etc.), to discussions leaning more toward the technical (data loading, performance, accessibility, etc.).

Watch This

WOLFcon Plenary, Day One – January 22, 2020

Learn some history about Texas A&M University, and hear from David H. Carlson,
Dean of University Libraries

Bee Facts

More about Edelweiss, the flower for which the most recent version of FOLIO was named.

FOLIO@Duke Newsletter v. 1 no. 6

Header FOLIO@Duke Newsletter

Upcoming Duke FOLIO Forum

Steering Group Update

Watch This!

Bee Facts

Duke FOLIO Forum

November 20, 2019
9:30 a.m. – 11:00 a.m
Korman Assembly Room (Perkins 217)

Agenda:

Update on international FOLIO project

Lightning Talks by members of international FOLIO project Special Interest Groups

  • User Management
  • Reporting
  • Data Migration
  • Other Special Interest Groups

Duke’s updated timeline

Approach to implementation

Questions

Steering Group Update

Over the past month the Steering Group has been discussing how to tackle the tasks we’ll need to complete for implementation of the ERM-focused apps in the third quarter of 2020, and the rest of the FOLIO apps in third quarter 2021. Historically, we’ve focused on our functional areas with a team for circulation, one for cataloging, and one for acquisitions. We know that each one of those areas affects the others, and are very aware that we need to facilitate discussions on those cross-functional areas with appropriate subject matter experts. We’ve been discussing how to set up the working groups to accomplish that. We’ll be sharing more at the Duke FOLIO Forum on November 20.

Watch This!

Bee Facts

Podcast:
It may not seem obvious at first, but the pollination prowess of bees affects much of what, how and why we eat. And it goes far beyond honey served from a jar. Thor Hanson is a biologist and author of the book Buzz: The Nature and Necessity of Bees. Francis Lam talked with Hanson about the importance of bees and honey to not only our food supply, but their greater connection to the evolution of both plants and humans.

FOLIO@Duke Newsletter v. 1 no. 5

Header FOLIO@Duke Newsletter

In this issue:

Save the Date!

Steering Group Update

Duke University Libraries staff brainstorm a timeline for implementing FOLIO.

Library Systems and Integration Support Update

ERM Focused Applications

Watch This!

Bee Facts

Save The Date!

Duke FOLIO Forum

Wednesday, November 20 at 9:30 a.m.

Holsti-Anderson Family Assembly Room (Rubenstein 153).

All library staff are invited. An agenda will be forthcoming.

Steering Group Update

In August, the Steering Group made a recommendation to the Duke University Libraries’ Executive Group that we implement Electronic Resources Management-focused parts of FOLIO in Summer/Fall 2020.

The Steering Group also participated in a brainstorming session. We considered high-level subjects that need to be completed such as loading user data, integrating OCLC Connexion, and setting up our location structure. We wrote those subjects on sticky notes and placed them on whiteboards that were divided into quarters of the year. We worked on planning parallel timelines; one for the potential ERM-focused implementation and one for implementing all of FOLIO. The discussion that followed helped us think through the need to consider our timelines and make sure that staff are not overbooked on the different tasks that need to be done at the same time. We continued the discussion into our next meeting with discussion on how to organize smaller working groups and be sure that we are addressing the cross-app features (locations and item states are two) in a functional way. In the past, we’ve organized our working groups into functional areas and we need to take the time and decide if that’s the right decision for this implementation.

 

ERM-Focused Applications

So what does it mean to have an “ERM-Focused” implementation? An ERM system keeps track of agreements, licences, usage statistics and can help with the workflow involved in managing electronic resources. Virginia Martin and Julie Brannon developed a presentation showing what FOLIO apps would be involved, and how we might use them. Duke is not using an ERM application right now, so having one would be a benefit to us, making it easier to answer questions that come up about our electronic resources.

FOLIO ERM Overview Slides 9_5_19

Library Systems and Integration Support Update

An update of Aleph being is planned. OIT is requesting that we update Oracle to the most recent version. In order to update Oracle, we’ll need to update Aleph to the most recent version. Fortunately, a whole upgrade with new servers and a fresh installation won’t be necessary, but we will have to schedule a short window of downtime, tentatively planned for the December break. There are some new features which we’ll share soon, so we’ll need staff to help thoroughly test those as well as testing our regular tasks to be sure everything works as expected.

Watch This!

The most recent FOLIO Forum included an overview of apps that are included in acquisitions.

Bee Facts

Did you know that Pranayama is the Hatha yoga practice of breath control? And that it includes the “bee breath”?

Yoga Bee Breath (Brahmari):

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.

Implementation Timeline (Tentative)

2019

Quarter 3

Commit to implementing FOLIO ERM-focused apps

Organize working teams

Begin analyzing data for ERM

Quarter 4

Compose Team Charters

Define Tasks for Teams

Continue Work on Tentative Timeline

2020

Quarter 1

Local FOLIO Instance Ready

Deploy ERM test environment

Install Library Data Platform (LDP)

Collect custom ERM queries for LDP

Define service point strategy (circ desks)

Define location strategy

Define data migration for bibs/holdings/items

Quarter 2

Create ERM documentation

Train ERM staff

LDP training for staff

Test pre-built ERM queries

Notices strategy

Map items to inventory app

Map data for orders

Quarter 3

Tentative Go-Live for ERM!

Have a party!

Fines strategy

Load order data

Verify MARC data migration