Functional Migration Activities

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Last updated September 27, 2014.

To facilitate the Library’s migration process, the University of Chicago Integrated Library System unit (ILS) established an ILS Migration Steering Committee (IMSC) made up of key decision-makers in the Library. The IMSC reports directly to the Library’s Administrative Committee (AdCom); two members of the IMSC are also members of AdCom. The IMSC’s charge and duties are as follows:

IMSC, under the guidance and direction of ILS, exists to make decisions about any matters pertaining to the migration from Horizon and Millennium to Kuali OLE. These matters include, but are not limited to:

  • pre-migration data cleanup
  • data mapping from old to new systems
  • data archiving of historical information NOT to be migrated to OLE
  • OLE configuration settings
  • testing preliminary and final release versions of OLE
  • developing training programs for staff
  • training staff
  • scheduling
  • internal communications

IMSC is the decision-making body for the migration process as a whole and will meet as needed to discuss cross-functional concerns, hear status reports from lead members for the various functional areas, and/or resolve specific functional issues referred to it. It, in conjunction with ILS, will identify and assign migration-related tasks and projects. The IMSC will document its activities on Staffweb and/or Basecamp and provide regular status reports to AdCom (schedule TBD). AdCom provides IMSC with input on any general matters referred to it, and may raise questions, intervene on any issue, or give directives as needed.

IMSC members acting as leads for a functional area are expected to speak for all staff stakeholders in that function (regardless of work unit). As such, each lead member will form an informal subgroup of stakeholders for the purpose of soliciting input and reaching decisions on migration matters related to the functional area. Should a subgroup be unable to reach decisions on any matter, IMSC as a whole will make the decision. Subgroups will meet on their own (with the ILS liaison) as needed and may be invited to meet with the full IMSC as required.

IMSC will also coordinate its work as needed with the Discovery Tools Group as it works to implement the Library's new user interface in conjunction with OLE. The Web Program Director as an IMSC member-at-large will be the Group's liaison.

Following OLE implementation, it is envisioned that IMSC will be replaced by a group to advise ILS on implementation of new OLE releases, define and prioritize enhancements, etc.

Duties

All members will be expected to:

  • attend meetings (frequency to depend on nature/scope of pending/current projects)
  • respond to questions, make recommendations, etc., as requested by ILS concerning specific matters related to the migration
  • assist ILS in communicating major decisions to staff
  • perform and/or coordinate assigned tasks

In addition, lead members for a functional area will be expected to:

  • represent the requirements/concerns of staff stakeholders of the functional area (regardless of library work unit)
  • recruit staff stakeholders
  • lead discussions with stakeholders on migration matters and make decisions as required
  • perform and/or coordinate assigned tasks such as data cleanup, review of data mapping documents, test software, etc.
  • determine training requirements for the functional area and assist ILS in identifying trainers and developing training classes

“Lead members for a functional area” refer to those IMSC members who lead “working groups” in the following areas:

  1. Cataloging
  2. Acquisitions
  3. Circulation
  4. Serials Receiving
  5. Reporting

The working groups’ members are key staff members in their respective functional areas and work with a designated ILS staff member on any matters related to moving data and operations from Horizon and Millennium to Kuali OLE for the respective functional areas. VuFind implementation is managed by a separate group that includes technical support from ILS; insofar as a migration of VuFind from Horizon to Kuali OLE is concerned, ILS’ role is primarily technical, although the circulation working group will be involved in testing “my account” functions when these are moved to VuFind/Kuali OLE.

Most of the actual work of performing gap analyses, testing, developing training, etc. is done by members of the IMSC working groups. It is important to note that since ALL Library units use one system, we have explicitly made clear that the working groups “represent the requirements/concerns of staff stakeholders of the functional area (regardless of library work unit)”. This is an effort to make clear that while individual library departments performing the same function (e.g., the Library has four cataloging departments) may have differing policies or procedures, use of the ILS must be the same.

One of the most important tasks of the IMSC is to ensure that staff receive the necessary training in Kuali OLE that includes both the instruction on how to use the new ILS AND any changes to policies/procedures/workflows that the new system will require. The IMSC has adopted a training plan included as Appendix B.

Details on our migration – along with links to the IMSC charge, training plan and other documents – can be found at: http://www.lib.uchicago.edu/staffweb/depts/ils/kuali/index.html.