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					     Yavapai Library Network          Compilation of On-Site Evaluation Checklists                      SirsiDynix Symphony ILS

             WYLD representatives:                                   YLN representatives:
             Brian Greene, Marc Stratton, Desiree Saunders,          Cindy Campbell, Corey Christians, Kathy Hellman,
             Bobbi Thorpe, Trish Palluck                             Rich Lewis, Vanessa Ward, Lisa Zierke

             Contact information (phone, email, etc.):               Date of onsite visit:
             bgreen@state.wy.us; 307-777-6339                        August 20-22, 2008

     At a minimum, ask for a demonstration of the functionality and features listed below. Then, using a scale of 1-5 (with 1
     signifying “this will never work for us in 1,000,000,000 years” and 5 being “this meets my highest ILS expectations”), rate
     each area.

        ACQUISITIONS
    Funds                                                              Purchase Orders
         Defined per agency & confidential                                  Cycle – by FY?
         Reports                                                            How to create, change, resolve, cancel
         Security/access per user login                                     Searching (by status? by line?)
         Default vendor discounts                                           Printing reports
    Notes:                                                                  Reviewing records
                                                                            Vendor information to and on PO
    Claims & Receiving                                                      Import MARC record into PO
         How to review claims                                               Standing orders. order history
                                                                       Notes:
         How to create, change, track, update
         Workslips
         Alerts for HOLDS or academic reserves                         Selection
         What manipulation at point of receiving?                           Lists – creation, security, statuses, defaults
    Notes:                                                                  Duplication check
                                                                            Fund report
                                                                       Notes:
    Vendors
        Separate records per library                                   Miscellaneous
        VIP                                                                How PO interacts w/HOLDs
        Profiles and reviews                                           3.5 Z39.50
        Vendor Communication Protocol                                      Spell check
        Electronic ordering                                                Text strings to auto-fill fields
    Notes:
                                                                        4 Help wizard
                                                                       Notes:



         o   Can staff be in more than one module at one time?
         o   Is there text-string functionality or something similar in ACQ, CAT & SER to auto-fill certain fields?

Summary Evaluation of Acquisitions:

For most of the items on the checklist I would say we gave a grade of 4 or 5. For ACQ, there were no glaring problems. We
     tried to ask questions regarding what the system could do as opposed to what how it would work with a specific work
     flow. I can see that for PPL we will be changing some aspects of our work flows, but a lot of what is important to us
     seems to be able to be done. In ACQ we did see some functions that are nicer than what we have now.
     Yavapai Library Network        Compilation of On-Site Evaluation Checklists                  SirsiDynix Symphony ILS


        CATALOGING
    Item                                                            MARC/BIB
     3 Import - mapping, profiles, templates                        4 Ownership, security No ownship
     3 Creation – security, owner no owner                          4 Templates /properties
     3 Batch – creation, edit, transfer, delete                     4 Batch – add, edit, delete
        Local – barcode generation, stat class change               4 Fields, tags & subfields – add, edit, delete
     3 Holdings information – layout, edit, delete                  4 Im/export & dup – profiles, defaults, etc.
     4 In PAC by choice                                             4 Interaction w/OCLC – upload to?
     0 Condition check/type limits NO                               4 Lists, reports, utilities
     0 Order history – where available                              4 In PAC by choice
    Notes:                                                          4 Help – link to MARC standards, spellcheck
    Spine Labels                                                    4 Processes & standards – FTP, Z39.50
        Preview, edit, customization                                4 Authority – delete, update, file, etc.
        Auto print label display            configurable            4 URL verification yes
                                                                    Notes:
        LC, DDC, SuDoc call numbers          editable
    2 Workflow                                                      STATS
                                                                    4 How tracked
                                                                    4 Tracking to what level
    Notes: List   of printers                                       Notes: Director’s Stations


        ADDITIONAL OBSERVATIONS: WYLD is not using Acquisitions and Serials

Summary Evaluation of Cataloging:

Some of the aspects of ACQ and CAT overlap. Z3950 is used so you can immediately download a MARC record. The bib
    records have help built right in so you know what the tags and sub-fields are used for. My obsession with spine labels
    sent me into a panic attack when it seemed that printing was going to have to be a whole separate step. But my
    anxiety was relieved when Bobbie from the state library assured me that was not the case. So far any issues that I
    thought would be bad can be resolved with "properties" (more security or different settings). At this time some of the
    issues that I have seen here are just that WYLD has chosen not to lock the system down tighter or that the agency we
    were at does not take full advantage of the system.
     Yavapai Library Network         Compilation of On-Site Evaluation Checklists                    SirsiDynix Symphony ILS

        SERIALS
    Ordering                                                         Processing and Tracking
    5 Prediction patterns                                            5 Checkin – independent ownership per ageny
    4 Claiming                                                       1 Workslips
       Interaction w/vendor                                          4 Labels
    4 Workflow                                                       Notes:

    5 How retention periods are recorded
                                                                     Reports
                                                                     4 Claims & missing
                                                                     4 Statistical (collect samples)
                                                                     4 Agency control to create, customize
    Notes: Auto-claimto vendors – setup email in
                                                                     Notes:
    Acquisitions of vendor email
    Then, running claims report it will auto-email to
    vendor
        ADDITIONAL OBSERVATIONS:
       Item records: subfield Z controls item specific holds
       CAT – tracks last edit and original loader (can be deceptive tracking can be changed even if no changes
     made)
       Can add item on MARC load

Summary Evaluation of Serials:

WYLD staff really like the Serials module. They have no problems with multiple agencies using it. Their agencies attach their
   holding on serials differently as we do now and that is not a problem.
Yavapai Library Network      Compilation of On-Site Evaluation Checklists         SirsiDynix Symphony ILS

    CIRCULATION
Checkout                                             Patrons
 3 Default display – blocks/messages, patron list     4 Independent patron privileges
3.8 Security and rules                                4 Defaults, setup options for records
 4 Patron lookup – barcode, name, etc.                4 DUP check, spellcheck, error check
 3 Patron information update & clear screen           4 Linking, privacy, de-link
 3 View/edit holdings/BIB item notes                      Batch import/export records
3.7 Due dates, renewals, thresholds                   5 Lookup ID – multiple types
 4 Fines – pay, waive, privacy etc.                       Auto-clear inactive patron
 4 Receipts – configure, customize, options          2.8 History – defaults, options
 4 Item status – view, edit                          3.6 Record – create, staff view, customize
Notes:                                                3 Record in PAC
                                                      4 Alerts, fees accrual – rules, config, thresholds
Checkin
                                                     2.3 LDAP somewhat (other ways)
 4 Rules
                                                      4 Debt Collect - Unique
 4 Alerts – interruptive? definable per library?
                                                     4.2 Notification – mail, email, telecirc, IM
 3 View holdings/BIB data
                                                     2.3 Messages
 3 Item status – view, edit                          Notes:
 4 Custom CKI – damaged, bookdrop, IHU, etc.
3.5 Workslips – configure, self-service holds        Notices
 4 Scrolling list of items                            4 Configurable
 2 Blocks – auto resolve?                             4 Pre-overdue (do not count as notice sent)
 3 Holds – trapping, process                          4 Email or print format
Notes:
                                                            Recall
                                                     Notes: From-email address tied to user login that
Holds                                                runs the notices
3.9 Item/BIB level – modify, cancel, defer, etc.     Items
 3 Batch – change, cancel, transfer                   3 Floating collections
 4 Functions in PAC                                   3 Recall, change status, delete
2.5 Holds list – print, resolve, pass                       Textbook management
 3 Holds queuing & notification                             Item status progression configurable
3.3 Notification – email, telecirc, IM, TM            3 Fast-add – defaults, configurations
3.8 Enable/disable by item type/coll code             4 Item control – rules
2.5 Load balancing, (cascading holds) no              4 Last patron recall only 1
3.5 Pickup locations                                 Notes: Only 1 LP, but may be configurable
 4 Purchase alert report assoc. w/holds ratio
 5 RHSA                                              Administration
Notes: Batch: cancel – yes, transfer – no             4 Agency rules, setup, security
Item level = volume control                          4.2 Library calendar & hours
Inventory                                            3.8 Defaults – fees, loan periods, renewals, etc.
 5 Reports – results, exceptions, etc.                4 Cash management
 4 Process & equipment needed                         4 Sounds – customize?
                                                      4 Agency rules, setup, security
                                                         Library calendar & hours
Notes:
     Yavapai Library Network                   Checklists for Onsite Evaluation                         SirsiDynix Symphony ILS

        CIRCULATION, cont.

        ADDITIONAL OBSERVATIONS:
        nice reports – Director’s Station very configurable
        Only bad report – pull list has to be done by admin & emailed out
        Local RHSA? – not sure where run & printed
        RHSA – configurable to go to a new patron but do not trap automatically – WYLD is using Demand
     Management
        CIRC Map = CIRC Rules – Looks at Location (where item is being checked out), then Patron type then Item
     type to apply the correct CIRC Rule

Summary Evaluation of Circulation:
What was great:
   Configurable - Symphony has lots of area to customize and configure. Screens, notices, displays, toolbars can all be
      customized at each library.
   Wording on notices and receipts can be changed easily. So you can put upcoming events on your receipts and
      notices.
   You can look up patrons by any field that is in their patron record; phone, email, address, etc.
   When email notices bounce they go directly back to the library where the notice was generated from.
   When an item rolls to lost on the patron record it does not show up in the catalog. Patrons will not see lost items
      when looking for items in the PAC.
   Linked patron records. For instance you can link all the members of a family together.
   Check in notes are easy to add, edit and delete.
   Fines can be forgiven, the Symphony word for waived. Doesn't that just sound nicer?
   Director's Station is for all staff, not just directors. It is easy to use. We can see lots of ways to be creative with it and
      not have to wait for a canned report to be run and sent to you.
   Sounds at check in and checkout can be customized library by library and function by function. There are about 4
      sounds to choose from.
   Status of an item shows where it was checked out from. Not sure if it shows where checked in at though.
   Patron record does not freeze up if you have them on more than one station.
   Items on your RHSA list do not automatically go to the next patron. They will not move until you check the item in.
   Title shows on screen when you are checking in items. Great visual to make sure item really is checked in.

What was OK:
   Don't have to memorize commands; it is all on the screen. This makes for a more cluttered screen than we are used
      to but training will be easier.
   Debt Collect using Unique Collection Agency will be the same as we use now.
   Messages can be added to the patron record easily.
   Notices can be sent by email, telecirc and regular mail.
   Email notices are generated automatically anytime the patron has an email address in their record. (no more M's in
      27 and 28).
   Holds can be suspended; this is the same as our deferred holds.
   You cannot pass an item from your RHA list; you must set the item to missing.
   Can change pick up location on holds easily.
   You cannot change the pick up location if the hold is already trapped.
   "Alerts" are shown in red at the top of a patron record that you have to click on to see what they are for. This would
      take the place of "special messages". "Notes" can show in red also for more important messages such as "See
      Supervisor". This could be problematic simply because you really have to pay attention to the screen.

What was problematic:
Yavapai Library Network         Compilation of On-Site Evaluation Checklists                   SirsiDynix Symphony ILS

   The language is very different. This will be hard when we are first learning:
          Check out = Charge
          Check in = Discharge
          Fines = Bills (these are a few examples)
   RHA (the holds pull list) cannot be generated at each library when they want it. It is run system wide and emailed to
    each library once a day.
   Won't merge two records with holds.
   Search screen from the circ screen is hard to read and very cluttered. This may be something we can configure
    though.
   When an item is renewed the current patron also becomes last patron. So when an item is renewed you lose the true
    last patron.
   Notices give more information than we use now and would use more paper. Some configuration can be done.
Yavapai Library Network           Compilation of On-Site Evaluation Checklists            SirsiDynix Symphony ILS

    ONLINE CATALOG
User Interface                                             User Accounts
3.1 GUI – customizable by libraries                        2.4 Patron lists – session specific, not saved
  3 Defaults, available parameters                         3.3 Notification by email, mail, IM, etc.
4.3 Enriched content – book covers, links, etc. –          3.5 Placing holds – can cancel
       add-in (Syndetics)                                  3.5 Patron update personal info
  1 Spell check & spelling suggestions                     3.4 History options – can be determined by
3.3 Help wizard – editable by admin @ gateway                  patron class
1.8 Kids PAC – determined @item-level                      1.3 User defaults – configurable?
  1 Web 2.0 - customize? interactive? ranking?              3 Login – what access?
 .8 ADA features                                           3.4 Print options
Notes: ADA – coming in “super patch” (just                 3.4 Interface w/3rd party – TeleCirc, PC Cop, etc.
released)
Catalog Search                                             Notes:   Can add icons to Itypes to show formats
3.3 Basic & Advanced: how many clicks?
                                                           Other Resources
3.3 Sorts – popular? new? at what point?
                                                               Faceted search
     @library level
                                                               Federated search – linked to Serials Solution
2.4 Limits – formats? genre? locations? etc.
                                                               Digital content – PTFS available
     customize @library level & available in
     advanced search
3.3 Search (history) yes – (bread crumb trail) no          Notes:
4.3 Booklists – Nobel, Pulitzer, best seller, etc.
 4 Awards – Caldecott, Newbery, etc.                       BIB & Item
 4 Online shelf-browsing LC or Dewey avail.                4.9 Interface w/3rd party – RefWorks, OCLC, etc
3.3 Help wizard, shortcuts?                                2.5 Results list
3.5 Spanish language features (labels, yes)                3.2 Holdings details
 3 Browse, search – by format (can be built)               2.3 Standards – Z39.50, LDAP, SIP, RFID, API
3.5 Phrase searching – contents field in MARC
     (can be done w/quotes)
                                                           Notes:
Notes: Limits,   booklists, determined at gateway
level

    ADDITIONAL OBSERVATIONS: WYLD recommended setting up “gateways” – possibly Academic, Publics, Kids
(schools) rather than library by library (which would be a nightmare to administer)
   Coming in next release of Enterprise (the OPAC overlay):
       Spell-check
       did you mean?
       Web 2.0 features
       Faceted search

    iBistro – the look for Publics
    iLink – the look for Academics

    Layout, terms, menus are configurable. Example: use buttons or dropdown menus
    Yavapai Library Network      Compilation of On-Site Evaluation Checklists              SirsiDynix Symphony ILS

Summary Evaluation of OPAC:

The Public Access Catalog was my least favorite part of this product. The PAC WYLD uses is named iBistro but is
    getting a new name from SirsiDynix which is called eLibrary. The more custom profiles that are added to the
    PAC configuration the more difficult administration becomes. Profile administration is easy in iPAC but not as
    easy in eLibrary.
The product did not appear very customizable out of the box. Customizations require programming code changes
    of some sort whether it is HTML or some scripting language. Each of these changes needs to be reapplied
    after each update making administration even more difficult. The changes are either applied through a "hack"
    or through the API.
Out of the box the "saved bibliography" option does not exist. The bib list that does exist is temporary and needs
    to either be emailed or printed by the patron. Those Unicorn libraries that have the feature have added it
    through a "hack" or the API. WYLD also added a "request my PIN" feature through the API.
    The pack does have the option to retain patron circulation data, however, this information is established per
    patron class and not patron by patron. Search history is saved on a session basis and deleted once the session
    ends. Icons can also be added to a record on the basis of what ITYPE that holding uses.
One major caveat with the PAC is that each patron has a home library in their record. Once a patron logs into the
    PAC a home library check is made and the catalog changes to assume the patron is operating within that
    library. The home library's collection appears as the default catalog and the pickup location is defaulted to
    that location. Only one home library is available per record. One of the ways around this obvious problem is
    to make sure the library the patron uses the most is their home library. Another solution would be to add all
    pickup locations to every library. WYLD did not have a way around this problem.

iBistro…now Elibrary. Enterprise is the overlay.
         No ‘real’ kids PAC
         Web 2.0 upcoming in Enterprise (not first version)
         My Account: Change pin online, change address calls up form to send it request,
         History option: can set this up but it is by ‘Patron Class’, not by individual patrons
         Changing p/u location by patron….not via Pac
         Examples: Edmonton (!), Tacoma, Sails
         Spell check/faceted searching…Enterprise, not iBistro
         Enterprise is currently ‘hosted’…not on your own server.
         Can Enterprise push search results?
        
Some things can be formatted by ‘Gateways’…Academics, publics, K-12. Some things need to be formatted by the
     main HTML “Pages Set”. Pages Set can have variables that each library can choose from. iBistro hasn’t been
     supported for awhile since Sirsi/D has been devoting most its resources to EPS. Now, they are backing off from
     EPS and a SuperPatch is just about to be released for iBistro.
    Yavapai Library Network           Compilation of On-Site Evaluation Checklists           SirsiDynix Symphony ILS

        REPORTS
    Statistics                                                  Real-time, On-the-Fly
    4.3 Print, save, send formats                                4 Overdue, current out lists (by class?)
    4.3 Canned reports                                           3 Speed
    4.5 Special reports – customizable                          Notes:

     4 Accuracy
    4.5 Circ stats – agency specific                            Interface
     4 Statistical history/archives                              3 GUI
     3 Stat categories                                           3 Security
                                                                3.5 Help wizard
                                                                Notes:
    Notes:   Looking at Director’s Station


    ADDITIONAL OBSERVATIONS:
    “Count” gets single number results
    “List” gets information from the Bib
    “Rename” removes the file
    Can create templates for reports that get run often or are scheduled

    Director’s Station: Works best in IE (not Firefox) –
           accesses data “as of last night”
           is good w/circulation statistics
           next version will need the newest version of SQL (2005 or 2007?)
           updates erase stats so each month has to be saved to another location before an upgrade
    Reports scheduled to run on one day that do not get run before Day End Processing (Halt & Run), will not
    auto-run the next day.

    API Class teaches how to setup default library and ways to tweak reports

Summary Evaluation of Reports

My understanding of reporting is that only one report can be run at a time per processor. Some reports have to be
    run sequentially in one thread using the same processor. These reports are contingent on each other whereas
    some reports are independent and can be run in parallel with other reports as long as a separate process is
    used. This may seem complicated, but the upshot is that system reports have to be scheduled sequentially at
    night and should not take very long to run.
Reports in Unicorn/Symphony also perform some actions. Dynix does not work in this way. Dynix reports only
    display information in a formatted way. Utilities, such as a utility to strip call number prefixes are run through
    Universe by a command. Call number stripping in Symphony occurs through a report. This delineation can
    make terminology problematic. When someone refers to a report being able to do something in Symphony it
    may be more than displaying data that they are referring to.
A separate "cron job" can be set up in the Linux or Unix operating system (OS) to delete reports that are over so
    many days old. Libraries can also run and create their own reports which appear in their own report area in
    the Symphony client. The report "wizard" as well as other wizards also come with their own complete
    glossary and help for those trying to create their own reports.
The director's station software was the reporting software of choice by the WYLD systems staff. They
    demonstrated how easy report creation is. Weed lists, shelf lists, patron lists and more can all be created by
    Yavapai Library Network         Compilation of On-Site Evaluation Checklists                    SirsiDynix Symphony ILS

    consortium members on the fly without systems staff intervention. The interface was modern and fairly
    simple to operate. Clearly some training would be necessary for those wishing to utilize the software. They
    did say the software was expensive but they believed it was worth every penny.

       RESERVES
   Item records                                                      Worklists
    5 Search categories – teacher, course, class #                     List creation
    5 Interaction w/cataloging module                                  Available sorts & searches
    5 Update, edit status, withdraw, delete, etc.                      Deliverable formats – print, email, etc.
    5 Display information - # of copies?                               Proxy CKO
    5 View in online catalog                                         Notes:

       Auto tasks & defaults
   Notes:




    ADDITIONAL OBSERVATIONS: Password protect course reserves? Not sure.

Summary Evaluation of Reserves:

           Can search categories
           Interacts with cataloging
           Only question is can you password protect digital copies? It didn’t appear that you could with the Unicorn version

       SYSTEMS
   Administration                                                    Agency-Owners
    3 Bandwidth requirements                                          2 Patron/item ownership
    5 UNIX/LINUX                                                      4 Patron/item transfers
       Web client                                                    2.5 Protection/security – editing, deleting, etc.
       Data uploads w/3rd party software                             2.5 BIB ownership – editing, deleting, etc.
   3.3 Delivery of updates                                           Notes:

    4 OS compatibility
    4 Scheduled tasks (use chron jobs)                               Security
    2 Audit trail – is log file                                      3.3 User security/privileges – controlled by
   Notes:                                                                administrator, can be accidentally deleted
                                                                      3 Overrides
   Staff-Client Interface – installed on each PC                      4 PIN – default? on/off?
    3 GUI customization w/separate Windows                            4 Patron loan history
          login                                                      Notes:
   2.5 Streamlined interface options
    3 Defaults configurable per library works                        MISC
          w/Windows login                                            4 RFID capable
   3.5 Real-time changes (item, patron) – policies                   4 Z39.50
          only change w/Halt & Run, not instantly                    4 SIP2
          Security – mask fields                                     4 Off-line circulation
    3 Self-check                                                     Notes:

    2 User Accounts
   Notes: points to production server
    Yavapai Library Network               Checklists for Onsite Evaluation                     SirsiDynix Symphony ILS
    ADDITIONAL OBSERVATIONS:
    WYLD makes updates and new install available to users via an FTP server
    WYLD has all systems on one server – security is an issue with this configuration
    Java Client vs. C-Client

    We cannot add a new library
    Patron/User accounts =      OPAC user
                                CIRC Account
                                CAT Account
                                Staff Accounts
                                Agency records

    What we know as item status is tied to the location code in Unicorn/Symphony

Summary Evaluation of Systems:
Hardware/Network Configuration

    The servers that the WYLD staff utilized were several years old. The WYLD staff commented that they were
    still only utilizing 20% of their Sun server's processing capacity. This speaks well to how the Symphony
    product will grow with us. They did comment that they are much more comfortable running a Solaris server
    as opposed to a Windows server. Giving our experience running windows with Dynix I would have to agree
    with them. Their Internet connection is redundant using two routers with one connected to Qwest and the
    other connected to Bresnen.

    Symphony is a client/server system with the client residing on the library staff user's PC and the database
    residing on the central server. When an update for the client is required it will request the upgrade from the
    central server and will be automatically upgraded. The client is also Java-based which requires the use of the
    JRE software. The client will also automatically install and update the JRE software when it is initially installed.

    Unicorn/Symphony Configuration

    One of the oddities in how the Symphony software runs is that each agency has a patron record. Each staff
    user also has a patron record that resides with all the other patrons. Each PAC also has a patron record. The
    down side is that if a library decides to purge inactive patrons one of these essential records can get deleted
    and cause lots of problems. There are workarounds to the problem.

     Also, the return address for emails comes from the agency's "patron" record. They library's physical address
    comes from the "patron" record as well. This way of thinking is a bit strange and we are still trying to learn the
    ramifications of this approach.

    GUI Customizations

    One of the very nice features of the client software is that the font size can be changed by each individual user
    and saved. The caveat to this is that they configuration and toolbar customization files are saved in the my
    documents folder for the user. So, in order to take advantage of these customization features each user has
    to have their own user in Windows. Custom information can also be added to the tool bars which is nice.
    With the initial configuraiton of the PAC the IP address and server information has to be entered into the
Yavapai Library Network       Compilation of On-Site Evaluation Checklists                 SirsiDynix Symphony ILS

client. Everything else is pretty intuitive and should not require YLN staff intervention to install. The client
does have to be installed as the "administrator" in Windows.

				
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