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SWAN Quarterly Update

This document provides the agenda for the SWAN Quarterly Meeting in December 2018, including discussions on strategic planning, budget revision, resource sharing, and the purchase of the BLUEcloud Mobile app. It also highlights the progress of the strategic planning process and outlines SWAN's identity, mission, and vision statements.

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SWAN Quarterly Update

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  1. SWAN Quarterly Update December 6, 2018

  2. Dec 2018 Quarterly Meeting Agenda Call to Order and Welcome Public Comment Introduction of New Library Directors Approval of the September Quarterly Meeting Minutes – Action Item (Exhibit pgs. 3-8) Strategic Planning Process – Information Item (Exhibit pgs. 9-15) Recommendation on Purchase of BLUEcloud Mobile app – Discussion Item (Exhibit pgs. 16-18) Revise FY19 Budget – Action Item SWAN Resource Sharing & Find More Illinois – Information Item (Exhibit pgs. 19-26) New SWAN Support Site Overview – Information Item Enterprise Usability Test Report Fall 2018 – Information Item (Exhibit pgs. 27-37) Upcoming Server Upgrade January 2019 – Information Item Green Hills Public Library District Joining SWAN – Information Item SWAN Executive Director & Operations Report (Exhibit pgs. 38-62) Announcements and Questions

  3. Strategic Planning Process Update Ted Bodewes, Julie Milavec, Jamie Bukovac: SWAN Strategic Planning Committee December 6, 2018 SWAN Quarterly Meeting

  4. Strategic Planning Process • Board Strategic Planning Committee • Ted Bodewes, Director Thomas Ford Memorial Library • Jamie Bukovac, Director Indian Prairie Public Library District • Julie Milavec, Director Downers Grove Public Library • Aaron Skog, Executive Director SWAN • Issued RFP, April 9, 2018 deadline • Evaluated 12 Proposals, April 20 Committee meeting • Recommendation of Consulting Within Reach (CWR)

  5. Strategic Planning Activity

  6. Strategic Planning Activity

  7. Timeline of Plan Work

  8. SWAN Strategic Plan This document is intended as a guide for the SWAN Board and Executive Director over the five years between 2019 – 2023. The tactical plan will be updated each year. • Identity: Defines how decisions are made • Mission: Defines the problem in society the organization is trying to solve • Vision: What is the organization’s solution? Purposes of this Strategic Plan • Sets high level strategicobjectives (where you are trying to go) • Articulates the underlying rationale (why you are trying to go there) • Establishes agreed upon markers (how you will know you are making progress) • Provides guiding principles for execution (what is the right path)

  9. Identity, Mission, Vision Identity (Defines how decisions are made) SWAN provides resources and services to member libraries and the constituencies they serve and is governed as a representative democracy of elected Board members who represent the entire membership. Decision making is driven on the patron experience, patron rights, and security. Mission Statement (Defines the problem in society the organization is trying to solve) SWAN seeks to improve patron ease of access to information, resources, and services through serving our member libraries. SWAN is dedicated to supporting our community of member libraries by sharing resources, technology, and encouraging individual and collective growth. Vision Statement (What is the organization’s solution?) SWAN sets the standard of excellence for member and patron experience. We are the catalyst in creating and nurturing an ecosystem of ingenuity and collaboration. We engage in open dialogue with our membership and use purposeful communication in our community. We utilize careful planning of our key resources and are ready to seize opportunities as they arise.

  10. 6 Objectives of Plan • Develop a Shared and Accurate Diagnosis of Member Dissatisfaction Around the Existing ILS and OPAC (Staff Interface and Online Catalog) • Deliver on the Solutions that Can Be Readily Implemented, While Focusing on Long Term Solutions • Reconstitute as a Mission Driven 501c3 with Clear Representative Governance Practices • Increase Presence of the Patron Perspective • Strengthen the Collective Identity • Seek External Funding Options to Support the Research & Development Initiatives of SWAN

  11. Recommendation on Purchase of BLUEcloud Mobile App Aaron Skog, SWAN Executive Director December 6 ,2018 SWAN Quarterly Meeting

  12. Request to Enhance SWAN Mobile Capabilities (Exhibit pgs. 16-18) Sept Quarterly • SWAN’s mobile app BookMyne • What is BLUEcloud Mobile? • Released early 2018 • Now 2018.09 Version • Replacement app for BookMyne & BookMyne + • Encouraged SWAN libraries to download app & watch the webinar

  13. Request to Enhance SWAN Mobile Capabilities (Exhibit pgs. 16-18) BLUEcloud Mobile Capabilities • Individual library branding through templates • Individual library content, such as events • eResource Integration • Axis360 one-click download of content, no additional app or website required • Integration with a new BLUEcloud Search, which is real-time catalog searching, requiring no harvests or extracts • My Account features for holds, checkouts, suspending holds • ISBN Barcode scanning and search against library catalog • Multiple library barcode storage that could be helpful for families What is under development? • Overdrive integration with Mobile, with one-click download of content, no additional app or website required • Ability to pay fines via BLUEcloud Mobile within SWAN’s BLUEcloud Commerce (ProPay) • Format filters that reflect SWAN’s format categories • Push notifications for overdue and holds • Self-service for checkout and check in

  14. Request to Enhance SWAN Mobile Capabilities (Exhibit pgs. 16-18) SWAN Provide Mobile for all libraries 2 Year Subscription 2 Years Paid from Reserves April 2019 SWAN Go-live SWAN BLUEcloud Mobile Single app Customized templates for each library Training for library staff Promotional material for library patrons

  15. Revision of FY19 Budget Article IX Section 6 Voting: The following items require membership vote to pass: Budget & Revisions (In-person affirmative vote of 2/3 of all members present is required) THE FY19 BUDGET LINE #5400 “EQUIPMENT RENTAL, REPAIR AND MAINTENANCE AGREEMENTS” BE REVISED FROM $468,200 TO $491,683 FOR THE SUBSCRIPTION OF BLUECLOUD MOBILE, AND THE FY19 BUDGET LINE #5430 “CONSULTING” BE REVISED FROM $44,500 TO $65,100 FOR THE ONE-TIME SETUP COST FOR BLUECLOUD MOBILE SWAN Library roll call vote performed by Tiffany Verzani, SWAN Board Secretary

  16. SWAN Resource Sharing & Find More Illinois Aaron Skog, SWAN Executive Director December 6, 2018 SWAN Quarterly Meeting

  17. SWAN Resource SharingOverview (Exhibit pgs. 19-26) • SWAN • OCLC • Internet Access • SHARE Illinois • Find More Illinois (NEW: live, but not connected yet)

  18. SWANCirculation5/1/18-10/31/18

  19. SWAN Circulation 5/1/18-10/31/18

  20. Statistics Show Consortium growth reduces external ILL Consortium growth increases internal ILL

  21. New SWAN Support Site Overview Tara Wood, SWAN User Experience Manager December 6, 2018 SWAN Quarterly Meeting

  22. New SWAN Support Site Goes live Tuesday, December 11th Features: Improved searching Rewritten, web-friendly documentation Quick library lookup Known issues tracking See it now at swandev.swanlibraries.net

  23. Print & Download Manuals You can print or save each major section of documentation as a full manual For example, click “Download PDF” from the Circulation to save all circulation documentation in one click

  24. Enterprise Usability Test Report Fall 2018 Tara Wood, SWAN User Experience Manager Aaron Skog, SWAN Executive Director SWAN Quarterly Meeting, December 6 ,2018

  25. Fall 2018 Usability Test Report (Exhibit pgs. 27-37) • Study conducted at libraries: St Charles, Tinley Park, Oak Lawn • Recruited patrons through online survey • Study & Results: Formats, Facets • Recommendations • Rename eReader Facet (Cataloging Advisory) • Combine Physical Format & Digital Format Facets (SirsiDynix Consulting) • User Hierarchical Facets (Enhancement Request) Desired Current Example of Hierarchical Facet

  26. Fall 2018 Usability Test Report (Exhibit pgs. 27-37) Recommendations (cont.) • Use persistent facets, with a “clear search” function (Enhancement request) • Remove the “include/exclude” function for facets (SWAN creates solution) • Implement an Availability facet (Enhancement request) • Research facets and fields to include in search results for vendor and device information (SWAN UX Develop Research Plan) • Research ideal facet behavior (Discovery & User Experience Advisory Group: DUX) • Research a better label for Article Search (SWAN UX create A/B testing) Current: Include/Exclude buttons Current: Search Results & Article Search (EBSCO Discovery Service Web Services integration with Enterprise

  27. Upcoming Server Upgrade Steven Schlewitt, SWAN IT Manager December 6, 2018 SWAN Quarterly Meeting

  28. Server Infrastructure Migration

  29. SWAN Server Environment Benchmark Survey: Thursday, December 13th from 10am-12pm

  30. Server Migration to Azure Cloud: Sunday, January 13th from 6pm • Migration begins 6pm on Sunday, January 13th, extends into Monday, January 14th. • Watch for an “all clear” SWANcom in the morning of the 14th • Acquisitions FREEZE on Friday, January 11th at 12pm • Await SWANcom for go-ahead to resume (expected during the day on the 14th) • Acquisitions performed during the freeze period could cause order issues • No WorkFlows client updates or hostname changes are necessary • SIP2-based PCReservation libraries may need to verify use of hostname and version (4.5+) • Internal network routes may need updates, benchmark test will help to determine this • January 14th‘s morning report schedule WILL experience delays • Please avoid scheduling unnecessary reports until the schedule has caught up. • BLUEcloud Analytics statistics will likely be one day off • These will catch up on Tuesday, Jan 15th • Library staff may need to start Monday, January 14th using Offline mode • Watch the SWANcoms and support site for additional information!

  31. Green Hills Public Library District Migration Joseph Miller, SWAN Project Manager December 6, 2018 SWAN Quarterly Meeting

  32. Green Hills Public Library District Migration • Go-Live Date: January 29, 2019 • RAILS LLSAP Grant will cover all data migration costs, plus small amount to cover print marketing costs • Policies already appearing in Symphony • Test data load completed November 29 • Two primary training dates • December 7 • January 11

  33. December • Dec 6: VPN connections • Dec 7: All Staff Training #1 • Dec 12: Onsite testing • Dec 14: Enterprise initial setup • Holiday break January • Jan 8: BCA training for Mgmt • Jan 11: All Staff Training #2 • Jan 18: Enterprise customizations & Data Testing Resolutions • Jan 22: Prep for Go-Live • Jan 25-28: Final Data Extract and Load • Jan 29: Go-Live

  34. Operations Report Aaron Skog, SWAN Executive Director December 6, 2018 SWAN Quarterly Meeting

  35. Past Quarter Projects: Sept- Dec 2018 • Cloud Infrastructure, Azure Project • Support Redesign • Green Hills Public Library District • Patron Database& NCOA Update • Catalog Deduplication • Serials & Acquisitions Data Cleanup • BLUEcloud Analytics: Collection Management Reports • Drive-Up Window • Symphony Outreach • Overdue Notice Consolidation • OCLC WorldCat Discovery & WorldShare ILL Updates • Enterprise Updates • Enterprise Usability Study • Article Search & OpenAthens

  36. Projects: January – March 2019 • Cloud Infrastructure, Azure Project, January 13 • Green Hills Public Library District, January 29 • Automated Delivery Label • Catalog Deduplication (cont.) • Serials & Acquisitions Data Cleanup (cont.) • BLUEcloud Analytics: Collection Management Reports (cont.) • Enterprise Usability Study with DUX • BLUEcloud Mobile • Strategic Plan & Tactical Plan • FY20 Budget & Fees • Committee of the Whole Meeting, February 5 • Quarterly Meeting, March 7

  37. Announcements & Questions

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