by MLS SWAN Staff

MLS recently had its 80th library go live on its integrated library automation system called SWAN (System Wide Automated Network).

Recently the Bridgeview Public Library (http://www.bridgeviewlibrary.org/bridgeview) was the 80th library to join SWAN. The Brookfield Public Library (http://www.brookfieldpubliclibrary.info) joined in October 2006, and the Thornton Public Library, which was not automated prior to joining SWAN, is currently completing its file building with anticipated circulation on SWAN to start in fall 2009.  Up next is the Oak Park Public Library, which was recently approved for SWAN membership.

What did each of the libraries in SWAN go through to become a member of this service?  What happens at the MLS Burr Ridge office during migration?  What is the role of the MLS staff, and how are staff at the library joining SWAN involved in the process?   These questions and more will be answered as we look behind the curtain in this article at how a library joins SWAN.

Joining SWAN means a library’s collection will be added to and begin circulating on the SWAN catalog http://swan.mls.lib.il.us, through the Encore browser http://swanencore.mls.lib.il.us/iii/encore/app as well as be searchable by other SWAN libraries.  Items can be placed on hold, loaned, and borrowed among SWAN libraries.

On average, joining SWAN can take from twelve to 18 months.  A staff of 19 at MLS, along with a 2-3 Innovative Interfaces Inc. project team, and the staff at the joining library are all involved in the project at some point.   

Beginning the Migration Process

Typically joining SWAN starts when an interested library contacts Aaron Skog, Director of SWAN Services at skoga@mls.lib.il.us to discuss the cost and the process involved.

“After I get off the phone, I push this giant red button on my office wall, and the migration is completed,” says Aaron with a straight face.  “Actually the button is just a drawing.  I wish there was a button!”

The first part of the migration process is to conduct an impact study in order to identify a library’s needs.  The library’s size, current hardware and software compatibility, extent of the collection’s automation, and if the current SWAN network is capable of supporting the new library are all factors that play into the eventual cost and timeline of the project.

Once a library has completed its impact study the SWAN membership votes on approving its membership.  If a library is approved the MLS SWAN staff get started on creating a project plan and timeline. 

Middle Migration Process

Any technology upgrades at either the library’s end or on the SWAN network are identified, purchased, and targeted for installation.  For example both the Brookfield and Thornton Public Libraries required new patron computers, whereas other migrations have required the SWAN network to be upgraded.
In addition to preparing the technology for the migration, a library’s collection, its patron’s records, and other data needs to be mapped, so it can all be added to the SWAN system.  The MLS SWAN staff will meet with library staff to determine how best to translate the current records to something that means something similar in SWAN. This migration process will vary depending on the automation circumstances of the joining library.

If a library joining SWAN is already automated with another vendor, more than likely their records are already organized in a particular way.  The records will need to be mapped into parameters used by SWAN.  

This is typically called “data mapping” during a library migration.  The library will have their data mapped by SWAN staff and Innovative staff into the new configuration and then tested repeatedly by taking a small sampling and loading it onto the SWAN Test server.  Both the MLS SWAN staff and the library staff will review the results.  Anything that is not correct will need to be re-mapped, and the test repeated until all errors are resolved. 

If a library is not automated, as was the case with the Thornton Public Library, the library’s collection needs to be hand entered, a process SWAN calls “file building,” which the MLS SWAN staff will train the library staff to perform.

Throughout all of this, the SWAN department heads Sandy Hayes, SWAN Network Administrator, Tony Siciliano, SWAN Database Manager, and Heidi Bruss, SWAN Software & Training Manager along with Aaron Skog, Director of SWAN Services, and Nancy Ciesiel, Automation Administrative Manager who oversees much of the project management, will begin to meet weekly.  Throughout the project there is continued communication with the project manager at Innovative, and the Library Director and key library staff.

End Migration Process

When the final test of the data mapping has been completed, a final go live date can be identified.  The final load of data will be done during off hours, so as not to impact the other SWAN libraries.

Training takes place throughout the project.  This includes MLS SWAN staff instructing the joining library staff on what’s in a record, how a record is coded, how to conduct searching in SWAN, enter items, create reports etc. This training can take place at either the library or the MLS Burr Ridge office or a mix of both.

Going live onto SWAN involves a final pull of the data.  A previously automated library will need to use both their old and the new SWAN system for a set time period, referred to as a ”gap period.”  The reason for this is just before a library “goes live” on SWAN data is pulled from the library’s existing automation system and then dumped into SWAN.  The library finishes one business day using their old system and begins the very next day using the new system.  Since materials have been checked out on the old system, the library will maintain the old and new systems until all checked out materials have been returned or resolved. 

Go Live – Milestone

Celebrating a library going live on SWAN is always a major milestone.  With the recent launch of the Bridgeview Public Library onto SWAN on April 27, 2009, the MLS SWAN staff brought treats to the library on the morning of the launch to celebrate with the library staff.  The SWAN staff then had their own celebration back at the office later in the week once the launch was a success. 

Some libraries elect to do a soft launch and then announce to the public more formally a week or so later. This gives library staff time to adjust before the community is fully aware of the changes.   

Post Go Live Training Phase

The work is not over once a library has gone live on SWAN.  Additional steps need to be completed by both the MLS SWAN staff and the library staff.  Additional training and checking in with the library staff over the upcoming months continues as they use the system.  Creating certain reports, using features for the first time live that were only experienced by the library staff during the training and other components can only be addressed as they happen.    

Rose Taylor, Library Director at the Bridgeview Public Library provides a few comments and tips about her library’s experience joining SWAN:

“The SWAN staff held our hands throughout the entire process.  They were very patience, went through every step as well as provided very complete written instructions.  Anytime we had a question, we’d call them and they’d answer.  Even after we went live, the SWAN staff continued to come out to the library and conduct training.”

Rose’s tips for a smooth migration:

“During training and the migration keep things up beat and fun.  We did this by having lunch brought in for the staff during training and proving lots and lots of chocolate. Stay positive.  Don’t let the project overwhelm you and your staff.  Especially during the initial stages, there is a lot of repetitive work setting up your parameters.  This work pays off when you go live and don’t have to make as many changes then. Joining SWAN, made life at the Bridgeview Public Library a whole lot easier!”

At the end of every SWAN project, the MLS staff gathers to review what went well and what lessons were learned.  This is where some of the most valuable information is gathered which is then applied the next time a library comes aboard SWAN. 

Any questions about this article should be sent to Aaron Skog at skoga@mls.lib.il.us.

Published July 8, 2009 in vol. 3, iss. 13 [View]