HomeMigrationPrinter Friendly Version

Migration

Includes basic information and some documentation distributed by Equinox during earlier version migration training.

1. Basic Evergreen Terms

1.1. Basic Evergreen Terms and Definitions

A Glossary of Evergreen terms

 

1.2. Evergreen Software General Terminology

This is a link to the github page where a glossary for Evergreen is updated:

https://github.com/alynn26/Evergreen-1/blob/master/docs/glossary.adoc

Text of page on July 6, 2019 pasted below:

Acquisitions

Processes related to ordering materials and managing expenditures

Age Protection

Allows libraries to prevent holds on new books (on a item by item basis) from outside the owning library's branch or system for a designated amount of time.

Apache

Open-source web server software used to serve both static content and dynamic web pages in a secure and reliable way. More information is available at http://apache.org.

authority record

Records used to control the contents of MARC fields.

Balance stop percent

A setting in acquisitions that prevents you from making purchases when only a specified amount of the fund remains.

barcode

The code attached to the item. This is not the Circulation ID.

bibliographic record

The record that contains data about a work, such as title, author and copyright date.

Booking

Processes relating to reserving cataloged and non- bibliographic items.

buckets

This is a container of items. See also Record Buckets and Item Buckets.

Call number

An item's call number is a string of letters and or numbers that work like map coordinates to describe where in a library a particular item "lives."

Catalog

The database of titles and objects

Cataloging

The process of adding materials to be circulated to the system.

Check-in

The process of returning an item.

Check-out

The process of loaning and item to a patron.

Circulation

The process of loaning an item to an individual.

Circulating library

The library which has checked out the item.

Circulation library

The library which is the home of the item.

Circulation limit sets

Refines circulation policies by limiting the number of items that users can check out.

Circulation modifiers

Circulation modifiers pull together Loan Duration, Renewal Limit, Fine Level, Max Fine, and Profile Permission Group to create circulation rules for different types of materials. Circulation Modifiers are also used to determine Hold Policies.

copy

see Item

Distribution formulas

Used to specify the number of copies that should be distributed to specific branches and item locations.

Due date

The due date is the day on or before which an item must be returned to the library in order to avoid being charged an overdue fine.

Electronic data interchange (EDI)

Transmission of data between organizations using electronic means. This is used for Acquisitions.

FIFO (First In First Out)

In a FIFO environment, holds are filled in the order that they are placed.

Fund tags

Tags used in acquisitions to allow you to group Funds.

Funding sources

Sources of the monies to fund acquisitions of materials.

Funds

Allocations of money used for purchases.

FRBR (Functional Requirements for Bibliographic Records)

See Library of Congress FRBR documentation

Hold

The exclusive right for a patron to checkout a specific item.

Hold boundaries

Define which organizational units are available to fill specific holds.

Holdings import profile

Identifies the Import Item Attributes definition.

Holding subfield

Used in the acquisitions module to map subfields to the appropriate item data.

ILS

Integrated Library System

ILL

Inter-Library Loan

Import item attributes

Used to map the data in your holdings tag to fields in the item record during a MARC import.

Insufficient quality fall-through profile

A back-up merge profile to be used for importing if an incoming record does not meet the standards of the minimum quality ratio.

item

The actual item.

Item barcode

Item barcodes uniquely identify each specific item entered into the Catalog.

Item Buckets

This is a container of individual items.

Jabber

The communications protocol used for client-server message passing within Evergreen. Now known as XMPP (eXtensible Messaging and Presence Protocol), it was originally named "Jabber."

Juvenile flag

User setting used to specify if a user is a juvenile user for circulation purposes.

KPAC

Kids' OPAC. Alternate version of the Template Toolkit OPAC.

LCCN

Library of Congress Control Number

Loan duration

Loan duration (also sometimes referred to as "loan period") is the length of time a given type of material can circulate.

MARC

Acronym for Machine Readable Cataloging.The MARC formats are standards for the representation and communication of bibliographic and related information in machine-readable form.

MARC batch export

Mass exporting of MARC records out of a library system.

MARC batch import

Mass importing of MARC records into a library system.

MARCXML

Framework for working with MARC data in a XML environment.

Match score

Indicates the relative importance of that match point as Evergreen evaluates an incoming record against an existing record.

Matchpoint ID: 

Minimum quality ratio

Used to set the acceptable level of quality for a record to be imported.

Non-Cataloged

Items that have not been cataloged.

OPAC

Acronym for Online Public Access Catalog. An OPAC is an online interface to the database of a library's holdings, used to find resources in their collections. It is possibly searchable by keyword, title, author, subject or call number. The public view of the catalog.

OpenSRF

Acronym for Open Scalable Request Framework (pronounced open surf). An enterprise class Service Request Framework. It's purpose is to serve as a robust message routing network upon which one may build complex, scalable applications. To that end, OpenSRF attempts to be invisible to the application developer, while providing transparent load balancing and failover with minimal overhead.

Organizational units

Organizational Units are the specific instances of the organization unit types that make up your library's hierarchy.

Organization unit type

The organization types in the hierarchy of a library system.

Overlay/merge profiles

During a MARC import this is used identify which fields should be replaced, which should be preserved, and which should be added to the record.

Owning library

The library which has purchased a particular item and created the volume and item records.

Parent organizational unit

An organizational unit one level above whose policies may be inherited by its child units.

Parts

Provide more granularity for copies, primarily to enable patrons to place holds on individual parts of a set of items.

Patron

A user of the ILS. Patrons in Evergreen can both be staff and public users.

Patron barcode / library card number

Patrons are uniquely identified by their library card barcode number.

Permission Groups

A grouping of permissions granted to a group of individuals, i.e. patrons, cataloging, circulation, administration. Permission Groups also set the depth and grantability of permissions.

Pickup library

Library designated as the location where requested material is to be picked up.

PostgreSQL

A popular open-source object-relational database management system that underpins Evergreen software.

Propagate funds

Create a new fund for the following fiscal year with the same parameters as your current fund.

Providers

Vendors from whom you order your materials. Set in the Acquisition module.

Purchase Order (PO)

A document issued by a buyer to a vendor, indicating types, quantities, and prices of materials.

Quality metrics

Provide a mechanism for Evergreen to measure the quality of records and to make importing decisions based on quality.

Record Bucket

This is a container of Title Records.

Record match sets

When importing records, this identifies how Evergreen should match incoming records to existing records in the system.

Recurring fine

Recurring Fine is the official term for daily or other regularly accruing overdue fines.

Rollover

Used to roll over remaining encumbrances and funds into the same fund the following year.

Shelving location

Shelving location is the area within the library where a given item is shelved.

SIP

Acronym for Standard Interchange Protocol. SIP is a communications protocol used within Evergreen for transferring data to and from other third party devices, such as RFID and barcode scanners that handle patron and library material information. Version 2.0 (also known as "SIP2") is the current standard. It was originally developed by the 3M Corporation.

SRU

Acronym for Search & Retrieve URL Service. SRU is a search protocol used in web search and retrieval. It expresses queries in Contextual Query Language (CQL) and transmits them as a URL, returning XML data as if it were a web page.

Staff client

The graphical user interface used by library workers to interact with the Evergreen system. Staff use the Staff Client to access administration, acquisitions, circulation, and cataloging functions.

Standing penalties

Serve as alerts and blocks when patron records have met certain criteria, commonly excessive overdue materials or fines; standing penalty blocks will prevent circulation and hold transactions.

Statistical categories

Allow libraries to associate locally interesting data with patrons and holdings. Also known as stat cats.

TCN

Template Toolkit (TT)

A template processing system written in Perl.

TPAC

Evergreen's Template Toolkit based OPAC. The web based public interface in Evergreen written using functionality from the Template Toolkit.

User Activity Type

Different types of activities users do in Evergreen. Examples: Login, Verification of account

Vandelay

MARC Batch Import/Export tool original name.

Workstation

the unique name associated with a specific computer.

XML

Acronym for eXtensible Markup Language, a subset of SGML. XML is a set of rules for encoding information in a way that is both human-readable and machine-readable. It is primarily used to define documents but can also be used to define arbitrary data structures. It was originally defined by the World Wide Web Consortium (W3C).

XMPP

The open-standard communications protocol (based on XML) used for client-server message passing within Evergreen. It supports the concept of a consistent domain of message types that flow between software applications, possibly on different operating systems and architectures. More information is available at http://xmpp.org. See Also: Jabber.

xpath

The XML Path Language, a query language based on a tree representation of an XML document. It is used to programmatically select nodes from an XML document and to do minor computation involving strings, numbers and Boolean values. It allows you to identify parts of the XML document tree, to navigate around the tree, and to uniquely select nodes. The currently version is "XPath 2.0". It was originally defined by the World Wide Web Consortium (W3C).

YAOUS

Yet Another Organization Unit Setting

Z39.50

An international standard client–server protocol for communication between computer systems, primarily library and information related systems. See Also: SRU

2. Record Bucket Query

2.1. Record Bucket Record Query Search Help

3. Library Name / ORG Codes

3.1. Abbreviations for Library Name

When you join PaILS and begin to set up Evergreen, you will be asked to give input on what the abbreviation/policy code for your ORG will be.

Choose wisely, using letters that will be unique.

PaILS advises against using PL (public library) or LS (Library System) in new member short codes, because many libraries have these characters, so they aren't "unique".

A best practice may be to select letters that align with your County, Municipality, or Library Name.


Know your ORG's short code--when you submit Support Requests, it's useful to include it so staff can more easily reference your policies by your code.


4. User Registration Concepts

4.1. Patron Account Data

When you join PaILS and move your existing data to SPARK on Evergreen, choose what fields of data are Required.

Your staff can view Required Fields, Suggested Fields, or All Fields when they Create or Edit a Patron.

Most libraries consider the following fields to be Required--which turns them Yellow on the registration screen; you can't save the record until there is data in these fields:

  • Barcode
  • OPAC/Staff Client User Name
  • Password
  • First Name
  • Last Name
  • Date of Birth (DOB) some require this, some don't--it's useful if you run reports of age based use.  (Good practice to put a standard "unlikely" DOB for those who don't want to disclose DOB, suggest 1900-01-01 for consistency)
  • Primary Identification Type (Note on collecting data: Good practice to collect only information you NEED.  If you want staff to verify they checked a drivers license, don't input the whole number, just input the last 3-4 digits--that way we have less risk of storing Protected Information and minimize patron data security risks.)
  • Main (Profile) Permission Group: (Category of privilege you assign)
  • Postal Code  (Note: When a library joins, it's good to review the file on the server that contains the zip code/county/State combinations.  When a new library joins we can add any new zip codes to the file so Evergreen can populate County info based on Zip Code.  Evergreen is programmed to fill in County and State, saving you keystrokes from entering it manually, but when/where you notice it isn't correct, let us know.)
  • Street Address
  • City
  • County
  • State
  • Some choose to make email/phone and notification preferences mandatory.  Look for the little checkboxes for Holds Notices too.
  • Any Statistical Categories you want (or the SPARK Community wants) to collect additional data for your library.  Some of these may be mandatory and some optional.


5. Patron Types

5.1. Patron Type Definitions (SPARK Profile Group)

Here is a list of the Permission Groups, which are Users of the online software.  

There are two primary levels:

  • Patron
  • Staff

This post focuses on the Patron Types.  Patrons are users of the Public Catalog and do not have any permissions to use the staff interface.  Some libraries call them Borrower Types in their policies.

Libraries can set very different policies for each user type.   Using many patron types can cause complex explanations of service levels, but allows for a very detailed level of control.

The graphic shows how they appear in SPARK's Evergreen software on 2019.07.30:

I know there's a SPARK document similar to this somewhere else, so I'm going to stop writing now and look for it. 

Examples in Practice from the SPARK Community:

  • One library uses Temporary to give limited privileges to people in facilities or temporary housing situations when the person doesn't have an ID with their permanent address on it. 
  • Some use Courtesy to allow expanded privileges or exemption from fines for Staff, Trustees, Friends, or Volunteers.
  • Juvenile/YA or Adult?  Your library can choose what age Juvenile/YA ends at and what age Adult privileges begin. 
  • Documentation is a work in progress, but improving.

6. Barcodes in SPARK

6.1. Selecting and Ordering Barcodes

SPARK prefers 14 Digit numeric barcodes.

Libraries migrating to SPARK--Please check with PaILS staff to see if your barcode range duplicates any already in SPARK.  Also, let us know if you are using short barcodes from your previous ILS.

Existing SPARK libraries--When ordering new barcodes, please continue to use your current prefixes. If you have any questions or concerns, please open a ticket with SPARK support.

 

 

 

7. Requesting an Item

7.1. Requesting an Item in SPARK

Download instructions for Requesting Items here.

8. Configuring Notices

8.1. Select Notification Triggers

During your move to SPARK on the Evergreen ILS, you will be asked which notices you would like to have configured.

Standard "migrations" include a specific number of notices that our vendor helps you to configure, but others can always be added.

PaILS encourages the Following Notices as a best practice:

  • Welcome Message: Sent to any patron who supplies an email when they register.  This is your library's chance to send a heartfelt Welcome to Your Library Services and connect with patrons who use online services.  It's a good practice to tell patrons about the features of their account in this message, including a place to update their History preferences and check their accounts online. Empower your patrons with email addresses to manage their account easily.
  • Courtesy Notice:  Sent as a Reminder via email at an interval you choose in number of days BEFORE an item is due to be returned.  With this notice you can encourage a person to renew or return.  Not typically printed or mailed, so patrons without email addresses don't receive these.
  • Overdue Notices:  Decide the intervals you want to send these notices and which method.  Some choose email for First Notice at 3, 5, or 7 Days.  Some use email for 2nd notice at 14 or 28 days and some opt for a print notice at this level too.  3rd Notices can be a FINAL notice before a LOST bill is sent, some choose 30, 45, or 60 days for this notice and many do both email and print for this type of notice.
  • Hold Notices:  Decide the text you'd like to send with Hold Notification Messages.  Tell the patron how long the item will be held and how to get it in simple language.

There are many other options that can be set up.  Work with your Migration Team or with SPARK Support to learn more.


9. Statitical Categories: Stat Cats

9.1. Stat Cats for Users / Patrons

Statistical Categories (aka Stat Cat) allow libraries to associate locally interesting data with users/patrons or with collection items.


PaILS recommends that libraries set up Statistical Categories (stat cats) that meet your need for reports.

Libraries are encouraged to have:
  • Municipality / Residency

Other ways statistical categories for Users/Patrons include:
  • Whether or not you have collected a photo release or Acceptable Use policy for a patron.
  • Tracking ILL patron types.
  • Gender: M, F, Undisclosed  (this is collected less frequently)
  • Age (not encouraged because collecting DOB handles this without extra workflows to update as patrons age)
  • School District
  • Receipt printing preferences
  • Ethnicity (not encouraged as it could be seen as profiling--always leave an option for non-disclosure)
  • Special Status as Board Member, Donor, Volunteer
  • Bookmobile Stop (not sure how this is used)
  • Special Program participation (100 books before K, or Learn to be Healthy)

Attached here is a list of all stat cats that were in use by PaILS Members / SPARK libraries as of May 2019.

9.2. Stat Cats for Items

There's something to say here and someday YOU might just volunteer to write it to help the Community.

10. Opac Icons

10.1. OPAC Icons in SPARK

This documentation was created by our vendor, Equinox in 2017.  All rights reserved.

11. 3.0 Offline Circulation

11.1. Offline Circulation

Please print these instructions and keep them near the circulation workstations for easy reference.

There are steps you must have taken before the system goes Offline to ensure that Offline Circulation will function completely for your location.

The address to bookmark is:  https://<yourhostname>/eg/staff/offline-interface

Note: replace the entire expression <yourhostname> with yourorgcustomname.spark.org

Evergreen's Offline Circulation interface is designed to log transactions during a network outage. Transactions can be uploaded and processed once network connectivity is restored.

Offline Circulation in the Web Staff Client relies on storing some information in the browser for offline use. Prior to using Offline Circulation, you must have access to your production server and register your workstation on the computer and in the browser you intend to use. You must also log in from that browser at least once and visit Search -> Search for Patrons. Perform a search, select a user from the results, and open the Patron Edit interfaces. This will allow the Offline interface to collect the information it needs, such as workstation information and the patron registration form.

 

The Offline Circulation interface can be found by navigating to Circulation -> Offline Circulation.

The permanent link for the Offline Circulation is https://<yourhostname>/eg/staff/offline-interface and it is recommended that this link be bookmarked on staff workstations. This is the location for both entering transactions while offline as well as processing them later. You will see a slightly different version of this interface depending on whether or not you are logged in.  (To continue reading, download the document below here.)

 

12. 3.0 Monograph Parts

12.1. Working with Monograph Parts

13. Copy Templates

13.1. Using Copy Templates in SPARK

Download the instructions for Creating and Using Copy Templates here.

Use Copy Templates to populate item records with pre-defined fiels to increase efficiency of cataloging staff workflows. 

Create templates in Admininstration-->Local Administration-->Volume/Copy Template Editor.

 

 

14. Public Relations / Marketing for Your Transition

14.1. Collection of Ads and Handouts for Migration

Here is a collection of promotional materials including sample press releases, newsletter articles, bookmarks and more that libraries have used in the past to communicate with patrons about their migration.


Thanks to Rose at Pike County, who collected these and sent to PaILS Support Staff to post them as an early contribution to the SPARK Community.

15. Cash Handling Procedures

15.1. Collecting money at your desk: Evergreen Role

Evergreen documentation is here:  http://docs.evergreen-ils.org/2.11/bills_and_payments.html

and here: http://docs.evergreen-ils.org/reorg/3.0/staff_client_admin/_working_with_money.html


Evergreen is used to track fines and fees; this is set up in your policies.

Evergreen can also be used to track other items your library may sell, through "grocery" transactions.

Evergreen can be set up to collect PayPal or credit cards.

 

Notes:

  • Some libraries use a cash register, but connecting this to Evergreen software to open/close the drawer is cost prohibitive to most.
  • If you library has a great cash handling procedure to share with the SPARK Community, please do.

Migration Preparation

1. Consider for Migration

Preparing new libraries to join an Evergreen consortium

Steps to a Successful Move to SPARK, the PaILS branded hosted open source Evergreen Integrated Library System:

Preview the current installation of Evergreen. 

Online meetings/personal visits can be scheduled. 

Interested libraries can view our support site and learn about the SPARK Community and PaILS Membership by asking a staff member, or by getting a referral from a current member library.

Be aware of the time that your staff team will need to invest in the migration process.

Confirm that your location has adequate connectivity and hardware/network to get full benefit.

Note: Working to establish minimum standards--bandwidth for transactions and searches is low. Larger monitors recommended.  Considering regulation that a location MUST have at least one workstation in the location that offers ability to attend online meetings with sound, to talk and screenshare for best online support.  Staff (and patrons) need access to remote view and talk technology to take full advantage.)


Before Signing a Letter of Intent:

Provide Information on a worksheet including: Current ILS, Provider End Date, Barcode Ranges in Use for both patrons and items--include anomalies, Number of Bibliographic Records, Number of Items, Number of Patrons

Sign Commitment to Review Policies.  (Match to a preferred/recommended policy set, created by PaILS with 4 options for Best Practice Patron Serving Equity and Access based policies.  Sue will clarify if libraries can continue to charge for DVDs under the regs.)

Sign Commitment to analyze/clean data

Consider Resource Sharing Future ideas.

Understand costs of migration (time investment included) as well as what the annual cost will be.

Analyze Workflows and Make Sure your Written Policies Match:  Use this list (which we'll break out into a new doc)

Analyze Incoming Library System Workflows and Circulation and Holds Policies

Workflows of Circulation or Front-Line staff : Please describe any workflows that your front-line staff perform on a daily basis. Examples may include :

  1. Do you have a public holds shelf separate from behind the counter?
  2. Do you have a courier service/system for sharing materials between branches? Please describe the set up?
  3. Do you have a workflow for taking monies for services, ie. printing, faxes, etc., and please describe.
  4. Do you have a separate check-in station for material returns?
  5. Self-check station(s)?
  6. Any unique or out of the ordinary duties that front-line staff perform for their patrons?

Circulation: Please describe the way your patrons currently circulate your materials, including as much detail as possible.

  1. Please tell us who can circulate which materials, for how long, how many items at a time or check out thresholds, and the amount of any fine billed to the patron in the event the items become overdue.
  1. Utilization of grace period before overdue fees begin to accumulate?
  1. Do fees cap out at item price or another amount?
  1. What is the fine threshold before a patron is blocked from checking out materials, using public computers, etc.
  1. Which materials are renewable, how many times, and is that the same for every patron?
  1. Do you have patrons who cannot circulate certain materials (such as patrons with Internet only accounts)?
  1. Do you waive overdue fees if patron is paying for lost or damaged materials? Do you allow for replacement items for lost or damaged items?
  1. Are certain patrons/staff exempt from fines?
  1. Any Rental fees involved with any media/dvd or loan types? If so, how much?
  2. Are there materials that circulate for less time than others, such as new books? What is the circulation period for those materials, how many times can they renew, and how do you distinguish them from other (older) materials (e.g. different shelving location)?
  1.  If you have technology, such as e-readers or laptops, can patrons check them out? What are the rules?
  1. Do you check out things like headphones, games, etc.? What are the rules?
  1. Do you have any non barcoded (non-cataloged) items that you share with patrons like honor collections or paperback exchanges?
  1. Are there kits or other groups of items that circulate in a special way?
  2. Do you want to use Evergreen to count programs or program attendance?

Holds: Please describe the way your patrons can currently place holds on your materials, including as much detail as possible.

  1. Which types of materials are holdable/not holdable?
  1. Are there certain patrons who are not allowed to place holds on any/specific materials?
  1. Please describe any hold limits currently in place? 
  1. Are there any materials (holdable for your patrons) that you would prefer to prevent from resource sharing with the consortium?
  1. Are any technology materials (e-readers, laptops, etc.) holdable? What are the rules?


After Signing Letter of Intent

After these steps above are completed and documentation is provided, your migration will be scheduled on a timeline that is mutually agreeable by PaILS Staff, our vendor provider, and member library locations.

Migration Start Date Assigned:

Timetable/Schedule sent out and time blocked by Local Library Staff, PaILS Staff, and Vendor.  PaILS staff and Equinox will set things up based on written policies.

Determine how you will serve patrons outside your service area.

Send letters to neighbors of intended change to let them know of your plans. 


Start of Migration: 

Assign accountability for tasks to be completed by the Migration Team.  Understand the roles.

Commit to a positive attitude towards change.  (Need to find more Change Management resources so libraries can prepare their staff to also embrace change.)

Determine your Name / SHORTCodes under best practices.

Send out letters to neighbors announcing your plans.

Review calendar.  Ensure marketing and closed days are planned.  Consider not having items due during a brief period of time to prevent busy days on Go Live.  Know that there will be a short period of time when no items will be able to be checked in during the transition, so make plans for an overload of materials.  Understand that no items will be added during a short Cataloging Freeze. 

Schedule training times for In-Person and Online Training.  (Custom training schedule based on your needs and amount of time available.)   Much early training is done via recorded video and live online session.

Ensure marketing and closed days (if needed) are planned.

Consider not having items due during a brief period of time to prevent busy days on Go Live.

Complete Policy Mapping Sheets.  PaILS staff and Equinox will set things up based on written policies.

Library exports "Test Load" of bilbiographic database, items, and patrons to vendor; Vendor moves Test Load to test server and library checks data integrity and policy setups on test server.    (All items will transfer, but it is prudent to determine (based on cataloging quality) if all library bibliographic records should enter or only unique bibliographic records.)

Library gets test server for catalog and can customize OPAC look and feel on the test server.  

Library stops all New item ordering (if using acquisitions in current system)

Exisiting database freeze for collection items:  Library stops all new item cataloging for a short period before Go Live. 

Circulation Freeze:  Library stops using existing ILS, and uses Offline Circulation in SPARK/Evergreen for 3 days before Go Live.  Libraries cannot "check-in" items during this period, so they will need to plan ahead for storage/carts for 3-5 days of returned items. 

All SIP connections are set up and tested. 



Soft Go Live Day: 

Work into the plan that the library will have the afternoon of the day before new system in order to catch up on back-logged check-ins and holds.

All SIP connections are set up and tested. 


Go Live Day:

PaILS Staff and Community Members will be scheduled to be on site.

Receive Welcome Letter from User Group.

Complete steps in GoLive Checklist.

At end of day, get report of daily circulation, total bibliographic records, total items, total patrons for quick analysis.  (SPARK staff should run and send these?)


Month of New:

Set up Reports:  PaILS Staff works with Migrating Library to ensure that all report data that is needed is available.

Ensure that all Receipt Templates are what you want.  PaILS starts you with a set of templates, but local folks may want to customize.  

Ensure that all Notices are configured as you wish.  Watch at specific intervals for notices you expect the system to send.  Pay careful attention to lost notices at the interval you set them for... 

Test and make any/all changes needed to the OPAC.


End of Migration:

Generally, libraries will report issues to the Migration Team and have active support from our data team and vendor for about a month after Go Live Day. 

Sign Off Migration Period and Transition to SPARK Support.





Appendix created by EQ:

This is a checklist of things that a library joining an Evergreen consortium should verify. This is not meant to be comprehensive; instead, it focuses on areas that have caused difficulty in the past when the answers to these questions were not fully known prior to the library beginning the implementation.

General migration needs

  • ●  What is the library's current ILS?

  • ●  What date does the contract with the current provider end?

  • ●  What is the plan for extracting data? ​Note: this is heavily dependent details such as what the current ILS is, whether or not the library or the vendor hosts it, whether Equinox has experience extracting data from that ILS, and the completeness and price of exit services from the prior vendor.

  • ●  Does the library share their source ILS with other libraries? If so, are the other libraries participating in the migration?

  • Data matching considerations

● Are there any patron barcodes that are shared by records already in the consortium?

Note: Given a report of the incoming library's barcodes, Equinox can identify collisions. Depending on how much time passes between a library expressing interest in joining the consortium and actually starting their migration, it may be necessary to check for barcode collisions more than once prior to the kick-off.

○ If there are overlapping barcodes, do they represent patrons using the same cards at multiple libraries? Or do they represent cases where brief barcode numbers are being used?

  • ●  Are there any item barcodes that are shared by records already in the consortium? ​Note: as above, given a report, Equinox can identify collisions.

  • ●  Are patron cards shared by the incoming library and neighboring libraries that are already in the consortium? By neighboring libraries that are ​not​ already in the consortium but may join it?

    Policy considerations

  • ●  Does the incoming library plan to begin resource-sharing with the rest of the consortium upon go-live?

  • ●  Does the incoming library already do resource-sharing with one or more members of the consortium?

  • ●  Will the incoming library need to make significant changes to locations or circulation policy to match requirements set by the consortium?