[464] in I/T Delivery
Third Barton Transition - March delivery report
daemon@ATHENA.MIT.EDU (Sarah Shreeves)
Fri Apr 6 10:35:15 2001
Message-Id: <4.3.2.7.2.20010406103357.02398210@hesiod>
Date: Fri, 06 Apr 2001 10:35:26 -0400
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: April 6, 2001
URL: http://macfadden.mit.edu:9500/barton/transition/
General
-------------
We continue to remain on schedule!
Most of the functional teams spent the second half of the month testing the
sample data set. We sent a report of all problems found to Ex Libris on
March 31 and April 2. Some of the problems were mapping issues on our
side; some major issues on Ex Libris' side are diacritics (characters
coming out of ADVANCE need special programming), and authority record
protection (in development).
Ex Libris has also agreed to develop a fully functional no-frames,
no-JavaScript version of the web OPAC in order to meet accessibility
requirements in our contract. We have had protracted discussions around
this issue, and we are happy to see that Ex Libris is moving forward.
We also spent time this month negotiating for more and better support from
Ex Libris. They have added two staff to our project and are investigating
finding a staff person based in the US to help with web support.
Accomplishments in March
-----------------------------------------
Data Conversion and Testing:
-- Ex Libris delivered all data to MIT by March 15th for testing
-- Using the testing plan, functional teams spent an intensive two-week
period looking at our sample data in ALEPH and comparing it field by field
to ADVANCE
-- Beth Siers met with Michael Kaplan to discuss the clean-up list for
cataloging
-- Problems with test data reported to Ex Libris on 3-31-01 and 4-1-01
-- Christine and Sarah met with Paul Page and Scott Thorne to discuss plans
for testing feeds into ALEPH
-- Ex Libris agreed to set up a test database in early April for use in
testing workflows and procedures. The problems in getting this issue
nailed down originated in differences in operating procedures in US and
Israel. Apparently Ex Libris-USA installs a test database as a part of
standard procedure; Israel does not. This has been cleared up.
-- Functional teams are developing plans for testing workflows and
procedures in this test database.
-- Met with Oliver Thomas to resolve issues around use of Casetracker.
Production in ADVANCE:
-- Final plans for freezing production in ADVANCE determined by departments
-- Documentation for downtime written
OPAC design:
-- Ex Libris has agreed to fulfill their obligation to provide a fully
functional web OPAC that can be successfully rendered in Lynx. This will
be delivered in late June. This gives little to no time for customization
before our July 1 STP date, so the OPAC team has resolved to move forward
in designing the frames OPAC.
-- Design of OPAC continues
-- Systems has agreed to give the HTML group the support of one FTE. This
will likely translate into about half of Greg McClellan's time and parts of
Carl, Pam, and Nathan's time.
Training:
-- The staff OPAC training program was completed (with documentation) and
training has commenced.
-- Cataloging training, systems librarian training, and systems
administration training took place during March.
-- Acquisitions training was moved from March to April.
-- Ex Libris agreed to credit the libraries for 4 days of training that
were unsatisfactory. We are using two of those days for extra consulting
work on html customization.
-- Sarah met with training coordinators of functional modules to discuss
expectations and timing for staff training.
Communication plan:
-- Sarah met with reps from the undergrad, grad, and faculty user groups to
discuss external communication plans. I have refined the plan in light of
those discussions.
-- Met with Ruth Seidman to discuss status of publicity plans.
-- Sarah presented a 10-minute update at the all staff meetings at the end
of March.
Misc:
-- Repackaged and reinstalled client due to updates
-- Installed client in ATIC lab for testing purposes
-- Received publication pattern files from McGill and Boston College. With
the Notre Dame file, the match rate is about 45%. We are investigating
getting files from University of Iowa and possibly Harvard.
-- Carl, Nina, Michael, and Sarah have continued to bat around ideas for
patron authentication in the web OPAC. We hope to have a possible
resolution to this issue soon.
-- EXU data was loaded into Grammy at the beginning of the month.
-- We have begun to look into third party software for macro development.
Goals for April
--------------------------
-- Correction of mapping/programming issues for data extraction for full
test load (Christine/Greg)
--Extraction of all data for full test load by April 20. Delivery to Ex
Libris due by April 20. (Christine and Beth)
-- Changes in tables/data mapping for full test load due to Christine by
April 5. (Functional teams)
-- Conversion of data for full test load. Apr 20-30 (Ex Libris)
-- Test database up in early April. (Ex Libris)
-- Plans for testing workflows/procedures complete (functional teams)
-- Begin testing of workflows/procedures in test database (functional teams)
-- Development of training plans for staff modules underway for completion
by May (training coordinators)
-- Work with Kathy Cahill to conduct usability tests on the staff client
(Sarah)
-- Preliminary version of web OPAC due May 1 (OPAC team/Systems)
-- Downtime plan published to all library staff (Sarah)
--Functional team leaders trained in using Casetracker for May testing
(Sarah/Christine)
-- Clients installed on machines of all staff training/testing in modules
(Sarah/LTC's/LTE's)
-- First stage of publicity begins (flyers, contact with different groups
around campus) (Sarah/Ruth)
-- Continued training for staff in staff OPAC (Nina/training team)
-- Acquisitions training April 9-10
-- Cataloging training Apr 12
-- Serials training Apr 17-19
Team Dynamics
-----------------------
The Project team seems to be doing well. The last two weeks of March were
extremely stressful in terms of time spent on this project, and I am
impressed by the team's ability to pull through this.
Key Learnings
-------------------
The WBS has been extremely helpful in keeping me on track with the details
and divergent elements of the project. However, there are always
unexpected issues that come up which you haven't planned for and that you
quickly need to incorporate into your plans.
Persistence and constant communication with the vendor have been very
important in getting our needs addressed. Having a very supportive sponsor
(thanks, Eric!) has also been key in this effort.
