[430] in I/T Delivery
Third Barton Transition project report for Jan
daemon@ATHENA.MIT.EDU (Sarah Shreeves)
Thu Feb 1 15:11:01 2001
Message-Id: <4.3.2.7.2.20010201151146.00ba7988@hesiod>
Date: Thu, 01 Feb 2001 15:13:33 -0500
To: delivery@mit.edu
From: Sarah Shreeves <sls@MIT.EDU>
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Project Name: Third Barton Transition
Project Leader: Sarah Shreeves
Report Date: Jan 31, 2001
URL: http://macfadden.mit.edu:9500/barton/transition/
General
-------------
We have been focused on two things this month: initial configuration of
the new system and mapping the data from ADVANCE to ALEPH. These
activities have been in preparation to sending the sample data (50,000
bibliographic records with their associated items, order records, invoices,
circ records, etc) to Ex Libris for a Feb 1 deadline.
Accomplishments in January
-----------------------------------------
Project planning/management:
-- Work breakdown completed
-- Held informational meetings with key stakeholders/dept heads
-- Contacted Paul Page and Scott Thorne for planning in early April and
testing feeds in May
-- Gave brief overview of project to all-staff meeting (1/31)
-- Data and training sections added to project web page
Server set-up:
-- Sun server received and installed thanks to the efforts and flexibility
of the Administrative Servers Service Team (especially Grant!) (1-24-01)
-- Software installation handed over to the conversion/configuration
specialists at Ex Libris (1-24-01)
Data conversion/configuration:
-- Systems analysis meetings held Jan 3-5
-- Functional teams gathered lists of sample data to include in 50,000
record set
-- Christine Moulen completed mapping of data from ADVANCE to ALEPH
-- 50,000 sample bibliographic records sent to Ex Libris to begin
conversion (1-22-01)
-- 65,000 sample authority records sent to Ex Libris to begin conversion
(1-27-01)
-- Functional teams and project team completing configuration questionnaires
OPAC design:
-- Usability testing on the current web Barton and other Ex Libris sites
has begun
-- Team set up to handle the initial coding for the new web Barton
Training:
-- Nina Davis-Millis agreed to be the training coordinator for the OPAC
-- Staff involved in OPAC training (both GUI and web) contacted and selected
-- Systems administration training held Jan 24
-- Systems librarian training held Jan 30
-- OPAC overview sessions held Jan 31
Communication plan:
-- Outline of communication plan for MIT community seen and approved by
Ginny Steel, Associate Dir. for Public Services
Misc:
-- Clients installed on machines in library training room
Goals for February
--------------------------
(Much of our work in February will be dependent on how soon Ex Libris gets
back to us with the converted data. Ex Libris officially (according to
contract) has until March. However, everyone is eager to move as quickly
as possible so it's possible that we will see the sample data sometime in
February.)
-- All data and configuration guides sent to Ex Libris on Feb 1
-- Oracle/ALEPH installed on server (Ex Libris)
-- Training continues -- HTML configuration training session will be held
Feb 1; conversion training will be held Feb. 6-7
-- Finish plan for testing converted data
-- Install clients on machines of all staff involved in testing
-- Begin testing of converted data (reliant on delivery of converted data)
-- Initial plan for testing full test database in place
-- Training plan for staff modules completed
-- Meet with heads of user groups to work on implementation of
communications plan
-- Meet with all staff involved with OPAC training
-- Clean-up list reviewed and updated as to when clean up should occur
(pre-, during, post- migration)
-- Matching of publication patterns from Notre Dame/McGill/University of
Iowa files provided by Ex Libris
-- Dates for ceasing production in ADVANCE determined
-- Inform department heads and staff of dates and begin planning for interim
-- Begin design of web Barton (with small usability studies along the way)
Team Dynamics
-----------------------
The Project Team and functional teams seem to be working well. This has
been a rough month given the amount of start-up work necessary to send Ex
Libris the first batch of sample data, but the project team and functional
teams have really come through.
Key Learnings
-------------------
One of our major challenges over the last month has been that the Ex Libris
staff who are working on conversion and configuration are based in Tel Aviv
and Jerusalem. It has been difficult to communicate effectively with them
(and them with us!), and I have been using our resources in the Watertown
office as a go between. Just illustrates how important clear and timely
communication is.
--=====================_25463073==_.ALT
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<font face="Century Gothic, Avant Garde">Project Name: Third Barton
Transition<br>
Project Leader: Sarah Shreeves<br>
Report Date: Jan 31, 2001<br>
URL:
<a href="http://macfadden.mit.edu:9500/barton/transition/" eudora="autourl">http://macfadden.mit.edu:9500/barton/transition/<br>
<br>
</a>General <br>
-------------<br>
We have been focused on two things this month: initial
configuration of the new system and mapping the data from ADVANCE to
ALEPH. These activities have been in preparation to sending the
sample data (50,000 bibliographic records with their associated items,
order records, invoices, circ records, etc) to Ex Libris for a Feb 1
deadline.<br>
<br>
Accomplishments in January<br>
-----------------------------------------<br>
Project planning/management:<br>
-- Work breakdown completed<br>
-- Held informational meetings with key stakeholders/dept heads <br>
-- Contacted Paul Page and Scott Thorne for planning in early April and
testing feeds in May<br>
-- Gave brief overview of project to all-staff meeting (1/31)<br>
-- Data and training sections added to project web page<br>
<br>
Server set-up:<br>
-- Sun server received and installed thanks to the efforts and
flexibility of the Administrative Servers Service Team (especially
Grant!) (1-24-01)<br>
-- Software installation handed over to the conversion/configuration
specialists at Ex Libris (1-24-01)<br>
<br>
Data conversion/configuration:<br>
-- Systems analysis meetings held Jan 3-5<br>
-- Functional teams gathered lists of sample data to include in 50,000
record set <br>
-- Christine Moulen completed mapping of data from ADVANCE to ALEPH<br>
-- 50,000 sample bibliographic records sent to Ex Libris to begin
conversion (1-22-01)<br>
-- 65,000 sample authority records sent to Ex Libris to begin conversion
(1-27-01)<br>
-- Functional teams and project team completing configuration
questionnaires<br>
<br>
OPAC design:<br>
-- Usability testing on the current web Barton and other Ex Libris sites
has begun<br>
-- Team set up to handle the initial coding for the new web Barton<br>
<br>
Training:<br>
-- Nina Davis-Millis agreed to be the training coordinator for the
OPAC<br>
-- Staff involved in OPAC training (both GUI and web) contacted and
selected<br>
-- Systems administration training held Jan 24<br>
-- Systems librarian training held Jan 30<br>
-- OPAC overview sessions held Jan 31<br>
<br>
Communication plan:<br>
-- Outline of communication plan for MIT community seen and approved by
Ginny Steel, Associate Dir. for Public Services<br>
<br>
Misc:<br>
-- Clients installed on machines in library training room<br>
<br>
Goals for February<br>
--------------------------<br>
(Much of our work in February will be dependent on how soon Ex Libris
gets back to us with the converted data. Ex Libris officially
(according to contract) has until March. However, everyone is eager
to move as quickly as possible so it’s possible that we will see the
sample data sometime in February.) <br>
<br>
-- All data and configuration guides sent to Ex Libris on Feb 1<br>
-- Oracle/ALEPH installed on server (Ex Libris)<br>
-- Training continues -- HTML configuration training session will
be held Feb 1; conversion training will be held Feb. 6-7<br>
-- Finish plan for testing converted data<br>
-- Install clients on machines of all staff involved in testing<br>
-- Begin testing of converted data (reliant on delivery of converted
data)<br>
-- Initial plan for testing full test database in place <br>
-- Training plan for staff modules completed<br>
-- Meet with heads of user groups to work on implementation of
communications plan<br>
-- Meet with all staff involved with OPAC training<br>
-- Clean-up list reviewed and updated as to when clean up should occur
(pre-, during, post- migration)<br>
-- Matching of publication patterns from Notre Dame/McGill/University of
Iowa files provided by Ex Libris<br>
-- Dates for ceasing production in ADVANCE determined<br>
-- Inform department heads and staff of dates and begin planning for
interim<br>
-- Begin design of web Barton (with small usability studies along the
way)<br>
<br>
Team Dynamics<br>
-----------------------<br>
The Project Team and functional teams seem to be working well. This
has been a rough month given the amount of start-up work necessary to
send Ex Libris the first batch of sample data, but the project team and
functional teams have really come through.<br>
<br>
Key Learnings<br>
-------------------<br>
One of our major challenges over the last month has been that the Ex
Libris staff who are working on conversion and configuration are based in
Tel Aviv and Jerusalem. It has been difficult to communicate
effectively with them (and them with us!), and I have been using our
resources in the Watertown office as a go between. Just
illustrates how important clear and timely communication is.<br>
</font></html>
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