In 2015, Radford University’s McConnell Library migrated to OCLC’s WorldShare Management Services (WMS), relinquishing three legacy systems in the process. As a result, many of the Collection and Technical Services Department’s workflows changed considerably beginning months before the contract was signed. An extensive temporary departmental focus on data clean-up and training was required while maintaining core duties. New opportunities for collaboration and communication emerged. In light of developing new workflows, Core Competencies for Electronic Resources Librarians and Core Competencies for Print Serials Management were consulted in revising positions. This presentation focuses on the process, management, communication and outcomes involved in migrating to a new next-generation library management system. Kay Johnson, Head of Collection and Technical Services Jessica Ireland, Serials & Electronic Resources Librarian

1. Embracing Changing Technology
and New Technical Services
Workflows in Migrating to a
Next-Generation Library
Management System
Kay Johnson, Head of Collection and Technical Services
Jessica Ireland, Serials & Electronic Resources Librarian
McConnell Library, Radford University

2. Summary
• Introduction and Initial Cleanup (Kay)
• Background and First Steps
• Migration Process and Workflow Analysis
• Migrating the KB and Ordering (Jessica)
• KB Migration
• Ordering
• Aftermath, Lessons Learned, and Next Steps (Jessica and Kay)

3. Radford University and McConnell Library
• Radford University was founded in 1910 in Radford, VA. It is a public Master’s university
with almost 10,000 students.
• McConnell Library has 35 faculty and staff, and provides access to around 400 databases,
53,700 e-journals and 1550 print journal titles. About 60 diverse e-resources are
provided for free or cost-share by the Virtual Library of Virginia (VIVA) consortium.

5. In early February 2015, the Dean of McConnell
Library announced the library would migrate to:
OCLC WorldShare Management Services

6. What Migrates? What Doesn’t Migrate?
Does Migrate
• Bibliographic records, sort-of
• Item records
• Patron data & Circ data
• Reserves
• Holdings records
Doesn’t Migrate
• Acquisitions data
• Knowledge base
• ERMS data
• Check-in records
• Authority records

7. Migration Process
Selected Key Deadlines and Events:
• February 2015 – Begin data clean-up to migrate from legacy system to
OCLC Worldshare Management Services (WMS).
• May 2015 – Migrate knowledge base to WorldCat knowledge base.
• June 29, 2015 – Hire temporary assistant to help with serials migration.
• August 11, 2015 – First OCLC WMS Cohort meeting.
• September 17, 2015 – Legacy bib and item data sent to OCLC
• December 13, 2015 – Go Live in WMS.
• January 2016 – Begin ordering and check-in in WMS.

8. Key Serials Pre-Migration Projects
• Barcode and create item records for all of the bound journal volumes
• Create dummy items for all of the currently-received serials
Example: American Libraries LHR in WMS 876 field:
• Move the e-journals and print journals to the OCLC knowledge base
• Begin adding local information to vendor records
• WEEDING!

9. Knowledge Base Set-up
• Very short timeframe to migrate KB data.
• Data-dump from previous KB.
• Selecting collections and individual titles.
• Adding print titles.

10. Brilliant
• The price – it’s free!
• One-click to turn on collections
and individual titles.
• Add to Order button – allows links
between KB and Acq module.

11. Collection Manager

12. Collection Manager Detail

13. And not so much…
• Problems with some of the data for
streaming video and music
collections.
• Delays with removing titles no
longer in collections.
• More robust/improved searching
needed.
http://i.telegraph.co.uk/multimedia/archive/03481/Grumpy_Cat__3481823b.jpg

14. Training and Workflow Considerations
• WMS training videos, WMS training videos, WMS training videos!!!!
• Networking and collaboration
• OCLC workflow analysis
• CaTS retreat

15. Training Webinars
September 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5
@2 pm 1on1 meeting
with Denise Migration
Questionnaire
6 7 8 9 10 11 12
@2-4 pm Local
Holdings Records for
Monographs in
WorldShare Record
Manager
@2-4 pm Local
Holdings Records for
Serials in WorldShare
Record Manager
Scope Statement
approval due
13 14 15 16 Bib Data Due 17 18 19
@2 pm WMS
Overview/Sneak Peak
@2-4 pm Receiving and
Invoicing in
WorldShare
Acquisitions
@2-4 pm Editing
Bibliographic Data in
WorldShare Record
Manager
20 21 22 23 24 25 26
@2 pm WMS Basic
Cataloging Workflows
@9-11 am Check out
and Check in
(recorded)
@9 am-10:45 Holds
(recorded)
27 28 29 30
@2 pm WMS
Circulation Workflows
@2-4 pm Check Out
and Check In
@9 am Course
Reserves (Recorded)
Blue=cohort meetings
Green=CATS related webinars
Purple=Access Services
webinars
(Webinars are live unless
otherwise indicated)
Schedule by Jackie DeLong

16. Networking and Collaboration

17. OCLC Workflow
Analysis
• Day 1 – Current Workflow
• Day 2 – Proposed Changes and Q&A

18. CaTS Retreat
• Morning – PEST & SWOT Analyses, Review
of Position Descriptions and Literature,
including NASIG Core Competencies
• Afternoon – Break-Out Groups, Short &
Long-Term Goals
Selu Retreat, Radford University

19. Aftermath, Lessons Learned, and Next Steps
National Weather Services, 11/7/11

20. Key Serials Post-Migration Projects
• Create order records for all subscriptions and standing orders,
including activating vendor records
• Activate titles for serials check-in
• Clean-up LHRs, including adding Film/Fiche
• Match unresolved titles

21. Serials Gone Wrong – The Beehive, Part 1
Master Bib Record Data:
Local Bib Data:
Patron Display:

22. Serials Gone Wrong – The Beehive, Part 2
LHRS:

23. Receipt of Journals
First Received 2017 March on 5/23/16???
Can’t be deleted because it has been received.

24. Generating Labels at Check-In

25. Oops! Big mistake on our end…
Former location for periodicals was: Periodicals
In an effort to be helpful, new locations were:
1st Floor – Journals
2nd Floor – Journals
Wasn’t a good plan since shifting is ongoing and large global changes
cannot be done locally.
OCLC changed the location of all items to: Journals

26. Subscriptions Ordering
• Acquisitions data does not migrate, so orders had to be created post-
migration.
• Gathered order record data and previous 5 years of payments from old
system.
• Vast differences between orders in old system and orders in WMS.
• WMS purchase order structure is very similar to the structure in eVA
(Virginia’s electronic procurement system).

27. WMS Purchase Order

28. eVA Purchase Order

29. A Few Positives from Migration…
• Data migrated as expected
• We came up in WMS two days early
• Only 616 records out of 288,530 did not match up with OCLC bib records
• Time savings with authority work and serials KB
• OCLC customer service
• Continually evolving library management system
• Closer working relationships
• Opportunity to re-evaluate and re-create workflows
• WMS and the KB run on all browsers and all devices!

30. A Few Negatives from Migration…
• Data migrated as expected, with some added twists
• Continually evolving library management system
• Forced to re-evaluate and re-create workflows
• Those pesky print and microform journals

31. Migration Lessons Learned
• Start early
• Clean up the legacy data and pull critical data that may not migrate
before migration
• Plan and meet together often
• Learn from others
• Keep up with changes
• Mistakes will be made

32. Future Steps
• Populate license manager
• Run reports and do fiscal close
• Experiment in printing journal issue labels
• Submit enhancement requests
• Revisit retreat goals
• Continue to re-evaluate positions and workflow
• Stop and catch breath! Transition from putting out fires to a normal
workflow. Continue to develop processes and procedures.

33. The Road To Success is Always
Under Construction
Jessica Ireland, Robin Hardee, Emily Hess, Kay Johnson
Jessica Ireland – jlireland@radford.edu
Kay Johnson – kjohnson497@radford.edu