LINCC Aleph Version 17 Activation Plan
Update: On July 31, 2006, CCLA successfully upgraded LINCC’s foundation library management software to Aleph version 17. Following is the plan CCLA used in preparing for, and activating, the Aleph v.17 software.
[Enhancements to LINCC Services] [Statewide and Local Planning]
[Upgrade Process and Service Continuity] [User Support] [Activation Timeline]
ENHANCEMENTS TO LINCC SERVICES
Aleph v.17 provides noteworthy improvements to LINCC’s library management system (LMS) and the LINCCWeb catalog.
Library Management System
Aleph v.17 offers a streamlined user interface that consolidates a number of current library management functions. Aleph v.17 consists of four modules: Circulation, Cataloging/Items, Acquisitions/Serials, and Interlibrary Loan. The Search and Administration modules, and the Task Manager that are available in the current version of Aleph, have been incorporated into other modules. Each module within Aleph v.17 is viewed through multiple panes on one screen, rather than in multiple windows. Additionally, navigation and many of Aleph’s basic user features – such as cut-and-paste and printing – are made easier in Aleph v.17.
LINCCWeb
While Aleph v.17 affects LINCC’s library management system more than LINCCWeb, staff will notice several changes in the look and feel of the LINCCWeb catalog (OPAC), such as the removal of field tags in the search results.
CCLA will significantly enrich book cover images in LINCCWeb’s catalog search results, working with Syndetic Solutions to offer links to table of contents, summaries and annotations, reviews, and author notes. These enhancements will be available in LINCCWeb by the end of July.
Interlibrary Loan (ILL)
An interlibrary loan module offering statewide borrowing and lending of materials between LINCC libraries is currently in prototype at libraries in Region IV. Training of library staff will begin May, with activation of the new ILL module planned for June 13, 2006.
Follow-on Enhancements
Several new features available with Aleph v.17 will require additional collaboration between CCLA and its advisory committees before they can be activated. As a result, those new features – including a Media Management module for item booking, inventory, an ISO-compliant ILL capability, and e-mail options for notices and letters – will not be included in the July 2006 activation of Aleph v.17 in LINCC. Availability of those features will be announced at a later date.
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STATEWIDE AND LOCAL PLANNING FOR ALEPH VERSION 17:
WHAT LINCC LIBRARIES AND CCLA NEED TO DO BEFORE ACTIVATION
Summary of Development Process
CCLA continues to test and make final refinements to Aleph v.17 modules and data. We are also nearing completion of training materials, documentation and support materials that will assist library staff in operating the upgraded software.
CCLA began its preparation for upgrade to Aleph v.17 in July 2005 with the configuration of a development server and the sequential installation of Aleph versions 15.5, 16 and 17. Data conversion utilizes all three software versions, as the 15.5 data is converted first to version 16 and then to version 17. Significant development of Aleph v.17 has included modification of existing Aleph tables and the configuration of new tables. Throughout the development process there has been a continuous cycle of setting up, testing, adjusting and retesting the software to ensure software performance and quality control of LINCC data.
Local Site Preparation: Installation of Aleph Client
In preparation for Aleph v.17, each LINCC library must install new versions of the client on all staff workstations that will operate the software. The Aleph clients and installation instructions will be mailed to all Application contacts on May 15. The client will also be available via web download from CCLA’s web site, and as an FTP.
Each library should make plans to have their Aleph clients installed not later than July 14. Doing so will ensure that the software is available for offline circulation beginning July 23-31 (see “Upgrade Process and Service Continuity”) and is available for all staff upon activation LINCC-wide on July 31. Please note that LINCC’s current version of Aleph, 15.5, can reside on the same workstation as version 17, but the two versions cannot connect to each other or share data.
Library Staff Training
CCLA will begin training LINCC library staff in May 2006. A blended learning approach will be utilized, including regional instructor-led training, web-based courses and live and recorded webcasts. Results of 2005’s annual Learning Needs Assessment provided the basis for CCLA’s Aleph v.17 training plan.
CCLA will provide library staff an opportunity to preview their library’s data prior to the July 31 activation date. A test database of previously converted data will be utilized for this purpose. This preview period will enable library staff to view actual library records. To provide a client-like environment without the necessity of installing actual Aleph clients, CCLA will utilize a Windows feature called “remote desktop” (RDP). Instructions on how to access the preview database using RDP will be distributed to all libraries in May and discussed more fully during regional module training.
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UPGRADE PROCESS AND SERVICE CONTINUITY
LINCC Database and LINCC LMS
While activation of Aleph v.17 will occur on July 31, upgrade of the software will actually begin on July 1. This is important to note, because a number of interdependent activities – both at CCLA and at LINCC libraries – will take place during the upgrade period. To minimize disruption of library operations, CCLA plans to split the data conversion and software upgrade into separate phases.
LINCCWeb Availability
LINCCWeb will remain available throughout the upgrade to Aleph v.17; however, certain catalog functionality may be unavailable during the final stages of the upgrade.
USER SUPPORT
Service Desk
Service Desk personnel have received intensive training on the new software and stand ready provide help, answer questions and support LINCC library staff before, during and after the software upgrade. In addition, CCLA’s Library Services Consultants will be available following activation to address user needs and questions.
CCLA will utilize LINCCFORUM and other appropriate LINCC discussion lists to communicate information about the upgrade LINCC-wide. Additionally, CCLA will create a new page on its web site to serve as a standing resource for detailed information related to the Aleph v.17 upgrade (e.g., activation timeline, new functionality offered with Aleph v.17, FAQs, etc.).
Documentation
Existing documentation has been updated to reflect Aleph v.17 functionality. Documentation includes training manuals for each module, help within the Aleph modules themselves, and help sheets (available from CCLA’s web site) for LINCC-specific activities. Following activation, CCLA will replace LINCC-specific help sheets with a new searchable help tool that combines all LMS help into a one-stop resource.
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ACTIVATION TIMELINE
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[Upgrade Process and Service Continuity] [User Support] [Activation Timeline]
Aleph v.17 provides noteworthy improvements to LINCC’s library management system (LMS) and the LINCCWeb catalog.
Library Management System
Aleph v.17 offers a streamlined user interface that consolidates a number of current library management functions. Aleph v.17 consists of four modules: Circulation, Cataloging/Items, Acquisitions/Serials, and Interlibrary Loan. The Search and Administration modules, and the Task Manager that are available in the current version of Aleph, have been incorporated into other modules. Each module within Aleph v.17 is viewed through multiple panes on one screen, rather than in multiple windows. Additionally, navigation and many of Aleph’s basic user features – such as cut-and-paste and printing – are made easier in Aleph v.17.
LINCCWeb
While Aleph v.17 affects LINCC’s library management system more than LINCCWeb, staff will notice several changes in the look and feel of the LINCCWeb catalog (OPAC), such as the removal of field tags in the search results.
CCLA will significantly enrich book cover images in LINCCWeb’s catalog search results, working with Syndetic Solutions to offer links to table of contents, summaries and annotations, reviews, and author notes. These enhancements will be available in LINCCWeb by the end of July.
Interlibrary Loan (ILL)
An interlibrary loan module offering statewide borrowing and lending of materials between LINCC libraries is currently in prototype at libraries in Region IV. Training of library staff will begin May, with activation of the new ILL module planned for June 13, 2006.
Follow-on Enhancements
Several new features available with Aleph v.17 will require additional collaboration between CCLA and its advisory committees before they can be activated. As a result, those new features – including a Media Management module for item booking, inventory, an ISO-compliant ILL capability, and e-mail options for notices and letters – will not be included in the July 2006 activation of Aleph v.17 in LINCC. Availability of those features will be announced at a later date.
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WHAT LINCC LIBRARIES AND CCLA NEED TO DO BEFORE ACTIVATION
Summary of Development Process
CCLA continues to test and make final refinements to Aleph v.17 modules and data. We are also nearing completion of training materials, documentation and support materials that will assist library staff in operating the upgraded software.
CCLA began its preparation for upgrade to Aleph v.17 in July 2005 with the configuration of a development server and the sequential installation of Aleph versions 15.5, 16 and 17. Data conversion utilizes all three software versions, as the 15.5 data is converted first to version 16 and then to version 17. Significant development of Aleph v.17 has included modification of existing Aleph tables and the configuration of new tables. Throughout the development process there has been a continuous cycle of setting up, testing, adjusting and retesting the software to ensure software performance and quality control of LINCC data.
Local Site Preparation: Installation of Aleph Client
In preparation for Aleph v.17, each LINCC library must install new versions of the client on all staff workstations that will operate the software. The Aleph clients and installation instructions will be mailed to all Application contacts on May 15. The client will also be available via web download from CCLA’s web site, and as an FTP.
Each library should make plans to have their Aleph clients installed not later than July 14. Doing so will ensure that the software is available for offline circulation beginning July 23-31 (see “Upgrade Process and Service Continuity”) and is available for all staff upon activation LINCC-wide on July 31. Please note that LINCC’s current version of Aleph, 15.5, can reside on the same workstation as version 17, but the two versions cannot connect to each other or share data.
Library Staff Training
CCLA will begin training LINCC library staff in May 2006. A blended learning approach will be utilized, including regional instructor-led training, web-based courses and live and recorded webcasts. Results of 2005’s annual Learning Needs Assessment provided the basis for CCLA’s Aleph v.17 training plan.
- LMS Module Training
Regional instructor-led training will be offered on LINCC Circulation, Acquisitions, Serials, Cataloging and Interlibrary Loan modules. At the core of each module training is refresher learning on current Aleph functionality, with an emphasis on the changes staff will experience with version 17. Time will be allotted during each session to address customized topics, provide consultation and answer user questions. Course schedule and registration will be available from CCLA’s LINCCLearn web page. - LINCCWeb Training
Staff training on the LINCCWeb catalog (OPAC) will be offered via live, one-hour, interactive webcasts. Seven such events will be offered, beginning in May. A recorded version of the webcast will be available from CCLA’s web site for staff unable to participate in the live webcasts. - Web-based Training
A web-based course on basic Aleph functionality will be available to staff beginning in June. Following activation, CCLA will update its existing web-based courses that are based on Aleph version 15.5 to reflect new functionality offered in version 17. Those updated courses will be announced as they become available. - Practice Client Prior to Activation
There will be an opportunity for staff to practice on Aleph v.17 prior to its upgrade. CCLA has developed a practice client that operates using practice data. Information about how to access the practice client will be provided during regional training sessions.
CCLA will provide library staff an opportunity to preview their library’s data prior to the July 31 activation date. A test database of previously converted data will be utilized for this purpose. This preview period will enable library staff to view actual library records. To provide a client-like environment without the necessity of installing actual Aleph clients, CCLA will utilize a Windows feature called “remote desktop” (RDP). Instructions on how to access the preview database using RDP will be distributed to all libraries in May and discussed more fully during regional module training.
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LINCC Database and LINCC LMS
While activation of Aleph v.17 will occur on July 31, upgrade of the software will actually begin on July 1. This is important to note, because a number of interdependent activities – both at CCLA and at LINCC libraries – will take place during the upgrade period. To minimize disruption of library operations, CCLA plans to split the data conversion and software upgrade into separate phases.
- Phase I – Data Conversion
On July 1, CCLA will copy the entire LINCC database into a second, “conversion” database. All records in the conversion database will be converted and the bibliographic and authority records indexed for use in version 17. This process will take approximately three weeks to complete, extending from July 1 to July 21, and will be transparent to LINCC libraries.
It is important to note that new items that are cataloged between July 1 and July 21 can be circulated but will not be searchable via the LINCCWeb catalog until they are indexed in the new Aleph v.17 environment. - Phase II – Gap Conversion
Phase II, referred to as “gap conversion,” will run from July 23 to July 31. This phase will impact certain local library operations. During the gap conversion phase, the LMS modules, interlibrary loan, requesting and MyAccount features will be unavailable, and the LINCC database cannot be updated. Aleph v.17 offline circulation or manual alternatives should be used for check-in and check-out operations during this period.
LINCCWeb Availability
LINCCWeb will remain available throughout the upgrade to Aleph v.17; however, certain catalog functionality may be unavailable during the final stages of the upgrade.
- eResources (both individual and multi-database searching), Find Text? (SFX), Citation Linker,
and A-Z journal listing will be available throughout the migration process.
- The LINCCWeb catalog will be available throughout the migration; however, the following features will be unavailable from July 23 through July 30: Request, My Account, and Course Reserves. A notice will be posted to the catalog informing users of availability/unavailability.
Service Desk
Service Desk personnel have received intensive training on the new software and stand ready provide help, answer questions and support LINCC library staff before, during and after the software upgrade. In addition, CCLA’s Library Services Consultants will be available following activation to address user needs and questions.
CCLA will utilize LINCCFORUM and other appropriate LINCC discussion lists to communicate information about the upgrade LINCC-wide. Additionally, CCLA will create a new page on its web site to serve as a standing resource for detailed information related to the Aleph v.17 upgrade (e.g., activation timeline, new functionality offered with Aleph v.17, FAQs, etc.).
Documentation
Existing documentation has been updated to reflect Aleph v.17 functionality. Documentation includes training manuals for each module, help within the Aleph modules themselves, and help sheets (available from CCLA’s web site) for LINCC-specific activities. Following activation, CCLA will replace LINCC-specific help sheets with a new searchable help tool that combines all LMS help into a one-stop resource.
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| May 2 | Training of library staff begins. Staff completing training
have access to an Aleph v.17 staff preview client and database. |
May 2-30 | Staff preview site available for libraries to preview Aleph v.17 clients and data.
|
May 15 | Aleph v.17 clients distributed to libraries; libraries begin
installation. |
| June 13 | New LINCC Interlibrary Loan module activated. |
June 19-Activation | Staff preview site available for libraries to preview Aleph v.17 clients and data.
|
| June 30 | CCLA completes Aleph v.17 functionality testing. Decide whether to
proceed with upgrade. |
| July 1 | Phase I of LINCC data conversion begins; library operations
continue. New materials may be cataloged but will not be indexed in LINCC or searchable from the
LINCCWeb catalog. |
| July 14 | Libraries have completed installation of Aleph v.17 clients on all
staff workstations. |
| July 21 | Phase I of LINCC data conversion complete. Decide whether to
proceed with upgrade. |
| July 23 | Phase II of LINCC data conversion begins. LINCCWeb catalog is
available for searching only. Libraries begin using offline circulation. |
| July 29-30 | Phase II of LINCC data conversion complete. CCLA tests module
functionality and connectivity. Decide whether to proceed with Aleph v.17 activation. |
| July 31 | Aleph v.17 activated system-wide. CCLA begins indexing library
materials cataloged during July. Workstations used for circulating materials must set Workstation
ID and upload all offline circulation files before beginning active circulation on Aleph v.17. |
Page updated: August 8, 2006