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1.1. Sample of Migration Process for Incoming Library Systems

Last Updated 02/05/2024

Initiate Project/Preparations Prior to Start of Weekly Calls

Communication methods used for migration

• Conference calls with WebEx
• Basecamp

MOBIUS (or hosting vendor) access to Incoming System's data (by a defined date)

• Data mapping is time sensitive for migration

Establish routine call date and times

• Remember Holiday Schedules
• Basecamp introduction/discussion 

Establish who will be on calls and make decisions

• Circulation  staff
• Cataloging staff
• Administration Staff/Decision makers

Official Start to Migration Process/Kick Off of Weekly Calls

Introduce NC Cardinal Team and roles team members will play in migration process

Introduce the MOBIUS Team: technical issues, ILS extraction

Assign Mentor Library System 

Discuss Training Opportunities/Scheduling 

• training spaces/ required equipment
• system closures for staff attendance 

Talk about go-live week scheduling/planning and promotion to patrons

Introduce library staff to NC Cardinal Knowledge Books/NC Cardinal Best Practices - 

• Circulation in Evergreen https://nccardinalsupport.org/index.php?pg=kb.book&id=21
• Cataloging in NC Cardinal https://nccardinalsupport.org/index.php?pg=kb.book&id=3
• Administration Manual for Libraries https://nccardinalsupport.org/index.php?pg=kb.book&id=2

Library Settings and Data Mapping worksheets and discussions/milestones

• Library Settings Documents https://nccardinalsupport.org/index.php?pg=kb.page&id=404
• Data Mapping Documents https://nccardinalsupport.org/index.php?pg=kb.page&id=405
• Patron Notifications and OPAC configuration

(Cardinal staff will using data from documents to apply circulation and hold policies, library settings and configure patron notifications in Evergreen ILS) 

• Receipt configuration and Printer Testing

Create SIP accounts with MOBIUS and test connectivity with vendor

• Hosted Proxy with NC Live?

Staff accounts 

• Discuss use of generic circulation accounts or login accounts for each staff member

Virtual/On-site Training 

• Circulation Training
• Item and Bibliography Catalog Training
• Use of Offline mode 

Testing applied data and settings in testing environments

OPAC 

• OPAC Training
• OPAC Customizations

Resource Sharing

• Cardinal Resource Sharing Best Practices   https://nccardinalsupport.org/index.php?pg=kb.book&id=16
• Decide on date to begin participating (within 60 days of Go-Live) 
• Training on the use of FedEx Online Portal
• Setup FedEx Account(completed by Cardinal Team)
• Confirm that the system has received shipping materials(boxes, scales, etc.)       

Offline Mode

• Once MOBIUS begins the final data sync from your current ILS to Evergreen, library staff will not be allowed to access their ILS( MOBIUS kicks the process off Saturday night/Sunday morning). 
• Staff will begin working in offline mode when arriving at work Monday morning.and will continue working in offline mode until end of day on Wednesday
• Download Offline transactions - Wednesday evening after library has closed to patrons
• Cardinal team: Process transactions Wednesday night and work through any offline exceptions
  

Go Live

• Library system opens later Thursday morning
• Library Admin. Staff provides library staff with login credentials
•  Library staff will check in all items returned while working in offline mode( staff will only be allowed to check out items to patrons while working in offline mode)
• Communicate/report issues to Cardinal Team using Basecamp
• Library staff who manages public computers will need to confirm that SIP accounts are active and Evergreen’s OPAC is displayed on all patron facing workstations
• Field questions & troubleshoot - Cardinal and MOBIUS

Call Follow Ups 

• Admin. Staff Training
• Reports Training
• Discuss any other unresolved issues

(Follow up calls are scheduled according to the migrating system’s needs)