[Evergreen-acq] Changing ILS - Acquisitions
Leslie St. John
lstjohn at georgialibraries.org
Tue Aug 8 12:25:02 EDT 2017
Thanks to all who answered the question. A great response with so much good
information, it will help out quite a bit.
I'm glad we started this list, this is one of the best answers to a
question I've ever had! Thanks again!
Leslie
Leslie St. John
*PINES Services Specialist*
Georgia Public Library Service
1800 Century Place, Suite 150
Atlanta, GA 30345-4304
404-235-7129 tel
404.235.7201 fax
www.georgialibraries.org
www.gapines.org
On Fri, Aug 4, 2017 at 12:32 PM, Patrick, Irene <irene.patrick at ncdcr.gov>
wrote:
> We migrated to Evergreen within the past year, and our acquisitions
> records were brought over from our previous system. Our former system did
> not have the equivalent of Funding Sources, so we had to set those up as
> part of the migration. Setting up our funds as part of the migration was
> pretty simple, but we don't have a complex funding structure. We also had
> to work pretty closely with Equinox to help them understand our previous
> system so that they could map our data appropriately. The two systems were
> quite different.
>
> We did not have many orders in the old system because we had decided to
> wait to place orders until after the migration as far as possible, so we
> didn't have many to migrate. We did NOT migrate order records from
> previous fiscal years. However, our acquisitions assistant was not very
> happy with how the allocated/spent monies were being handled in the Funds
> in Evergreen after the migration. I don't know if this was a result of the
> migration itself, or just that Evergreen is so different from our former
> system that she was having trouble adjusting to what it looked like. If
> you need to migrate acquisitions data, it's definitely best to do it at the
> beginning of your FY if at all possible.
>
> I'm rather surprised that Galen said provider records were straightforward
> to deal with, because this has been by far our biggest bugaboo. We wanted
> to migrate our vendor records from our former system because we had close
> to 600 in the old system and didn't want to manually enter them all into
> Evergreen. We also had a lot of information recorded about the vendors in
> the old system that we didn't want to lose. Unfortunately, it turned out
> that the vendor notes from our old system are not usable in Evergreen.
> While there is apparently a note field available in the Evergreen Provider
> record, it's not visible in the client, which makes it useless to us. More
> than that, it makes it impossible for us to delete some vendor records we
> no longer want to keep. If there's a note in the record, we can't see it
> or delete it from the provider record, which means we can't delete the
> provider out of Evergreen. We've already submitted one list of providers
> that needed to be deleted to our consortium for Equinox to delete for us;
> we'll have another list for them at some point.
>
> Additionally, searching for providers in Evergreen is really poor, and we
> had multiple display issues after our migration. We tried to get some of
> that corrected, but I don't think we were ever able to get support to
> understand exactly what our problem was. That issue was overwhelmed by
> other more urgent problems that had to be taken care of by our acceptance
> date.
>
> As a side bar, this whole discussion brings up something that I would like
> to post to the new Evergreen-acq list if I ever get time to pursue it: I
> really don't understand why Provider records are managed in the clunky
> Acquisitions Admin interface. Why are they in Admin at all? Ideally, I
> would like the Provider records to work like patron records in circulation,
> where they are in the main acquisitions interface, with full-fledged
> searching and editing capabilities that work and act like the
> search/editing capabilities for patron records. I've never seen a system
> that treats vendor records the way Evergreen does. <end of rant>
>
> So, to sum up, it is possible to migrate Acquisitions data from your
> former system. You might have better success and/or happier staff if you
> don't migrate data and start clean in the new system. This probably
> depends on how complex your data is and how much you need to migrate. If
> you have only a few provider records, you certainly won't have the same
> problems we did. We did not have any problems setting up our fund
> structure and the orders we migrated came over successfully, though we did
> need a few post-migration tweaks.
>
> Irene Patrick
> Library & Information Management Systems Librarian
> N.C. Government & Heritage Library
> State Library of North Carolina
> N.C. Dept. of Natural and Cultural Resources
> (919) 807-7413
> irene dot patrick at ncdcr dot gov
>
> 109 E. Jones Street | 4640 Mail Service Center | Raleigh, North
> Carolina 27699-4600
>
> Email correspondence to and from this address is subject to the
> North Carolina Public Records Law and may be disclosed to third parties.
> _____________________________________________________________
>
>
> -----Original Message-----
> From: Evergreen-acq [mailto:evergreen-acq-bounces at list.evergreen-ils.org]
> On Behalf Of Martha Crawley
> Sent: Friday, August 04, 2017 11:29 AM
> To: evergreen-acq at list.evergreen-ils.org
> Subject: Re: [Evergreen-acq] Changing ILS - Acquisitions
>
> Yes, we were using acquisitions in our previous ILS when we changed to
> Evergreen. At the time, I couldn't imagine how it could possibly work
> either. I decided to just start fresh with Evergreen but our collection
> manager wanted to be able to see the history of what had been ordered
> previously. So the existing orders were loaded into Evergreen in such a way
> that I could see the information but I couldn't do anything with it; it was
> just there for information purposes only. We kept running our old ILS (it
> was housed on our own server & only tech services had access to it) until
> all existing orders were completed. Any new orders were created in
> Evergreen. Luckily we migrated near the end of a fiscal year so we didn't
> have that much that was still outstanding. Once everything was received
> and invoiced in our old system we shut it down.
>
> In hindsight, I think migrating the whole thing would probably have worked
> OK.
>
>
> Martha Crawley, Tech Services Mgr.
> Cumberland Co. Public Library
> 300 Maiden Lane
> Fayetteville, NC 28301
> 910 483-1580 x1308
>
>
>
> -----Original Message-----
> From: Evergreen-acq [mailto:evergreen-acq-bounces at list.evergreen-ils.org]
> On Behalf Of evergreen-acq-request at list.evergreen-ils.org
> Sent: Friday, August 04, 2017 9:57 AM
> To: evergreen-acq at list.evergreen-ils.org
> Subject: Evergreen-acq Digest, Vol 3, Issue 1
>
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> Today's Topics:
>
> 1. Changing ILS - Acquisitions (Leslie St. John)
> 2. Re: Changing ILS - Acquisitions (Deborah Luchenbill)
> 3. Re: Changing ILS - Acquisitions (Galen Charlton)
> 4. Re: Changing ILS - Acquisitions (Leslie St. John)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Thu, 3 Aug 2017 14:46:43 -0400
> From: "Leslie St. John" <lstjohn at georgialibraries.org>
> To: evergreen-acq at list.evergreen-ils.org
> Subject: [Evergreen-acq] Changing ILS - Acquisitions
> Message-ID:
> <CAOTsCnn=CV3BHFg+jVQP=j_rcroq5wba5AvB=JpNOxGHtDvhDQ@
> mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> We will be bringing in to our consortium a new library system that is
> already using Acquisitions from another ILS. I wonder, has anyone every
> migrated Acqusitions data from one ILS to another? I can't imagine it, but
> there's at least one vendor out there who thinks this can be done.
> If yes, please reply ON the list.
>
> Thanks,
> Leslie
>
> Leslie St. John
> *PINES Services Specialist*
> Georgia Public Library Service
> 1800 Century Place, Suite 150
> Atlanta, GA 30345-4304
> 404-235-7129 tel
> 404.235.7201 fax
> www.georgialibraries.org
> www.gapines.org
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> ------------------------------
>
> Message: 2
> Date: Thu, 3 Aug 2017 15:10:42 -0500
> From: Deborah Luchenbill <deborah at mobiusconsortium.org>
> To: Discussion of acquisitions in Evergreen
> <evergreen-acq at list.evergreen-ils.org>
> Subject: Re: [Evergreen-acq] Changing ILS - Acquisitions
> Message-ID:
> <CAGv20nNqvx+rPCMaATQFqZDiBi19eSPaA060huXci
> vX4nDBotw at mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> Leslie, I asked Blake about your question (he's not subscribed to this
> list) because he just did this. His response is below (I will make a
> caveat--the data being migrated is from a home-grown ILS of another library
> system in Missouri, so it's not from a commercial vendor).
>
> ----
> Leslie,
>
> This is good timing. I just migrated acquisitions data for a soon-to-join
> library. We generally discourage migration of acquisitions data because of
> fiscal years and reporting. Or, if we can, we time the migration between
> fiscal years, so that the library can start fresh acquisitions in Evergreen
> and leave their old ILS data intact on the old system.
>
> In this case, we went ahead and migrated the data because they strictly
> used it with a single vendor. They also do not use Fund sources. The data
> was purely for copy creation. It turned out that we were able to create the
> purchase orders, lineitems, lineitem_details, and invoices from the data.
> Skipping the funding sources all together. This enabled us to populate the
> catalog with the copies created from the migrated purchase orders.
>
>
> -Blake-
> Conducting Magic
> MOBIUS573-234-4513 <(573)%20234-4513>877-312-3517 <(877)%20312-3517>
>
> ----------------------------------------------
> Debbie Luchenbill
> Evergreen Coordinator
> MOBIUS
> 111 E. Broadway, Ste. 220
> Columbia, MO 65203
> debbie at mobiusconsortium.org <deborah at mobiusconsortium.org>
> 573-234-4914
> https://mobiusconsortium.org <http://mobiusconsortium.org> Missouri
> Evergreen Help Desk: help at mobiusconsortium.org / 877-312-3517
> http://libraries.missourievergreen.org
>
> On Thu, Aug 3, 2017 at 1:46 PM, Leslie St. John <
> lstjohn at georgialibraries.org> wrote:
>
> > We will be bringing in to our consortium a new library system that is
> > already using Acquisitions from another ILS. I wonder, has anyone
> > every migrated Acqusitions data from one ILS to another? I can't
> > imagine it, but there's at least one vendor out there who thinks this
> can be done.
> > If yes, please reply ON the list.
> >
> > Thanks,
> > Leslie
> >
> > Leslie St. John
> > *PINES Services Specialist*
> > Georgia Public Library Service
> > 1800 Century Place, Suite 150
> > Atlanta, GA 30345-4304
> > 404-235-7129 <(404)%20235-7129> tel
> > 404.235.7201 <(404)%20235-7201> fax
> > www.georgialibraries.org
> > www.gapines.org
> >
> > _______________________________________________
> > Evergreen-acq mailing list
> > Evergreen-acq at list.evergreen-ils.org
> > http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-acq
> >
> >
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> ------------------------------
>
> Message: 3
> Date: Thu, 3 Aug 2017 17:23:51 -0400
> From: Galen Charlton <gmc at equinoxinitiative.org>
> To: Discussion of acquisitions in Evergreen
> <evergreen-acq at list.evergreen-ils.org>
> Subject: Re: [Evergreen-acq] Changing ILS - Acquisitions
> Message-ID:
> <CAPLnt66zx+2hfK-0_bmWXaunJrVnDBKFvo4e5aQgOxh7+
> tzsfg at mail.gmail.com>
> Content-Type: text/plain; charset="UTF-8"
>
> Hi,
>
> On Thu, Aug 3, 2017 at 2:46 PM, Leslie St. John <
> lstjohn at georgialibraries.org> wrote:
> > We will be bringing in to our consortium a new library system that is
> > already using Acquisitions from another ILS. I wonder, has anyone
> > every migrated Acqusitions data from one ILS to another? I can't
> > imagine it, but there's at least one vendor out there who thinks this
> can be done.
> > If yes, please reply ON the list.
>
> We've migrated acquisitions data for several libraries. Provider records
> tend to be straightforward to deal with, although setting up EDI profiles
> tends to be done manually. We've also migrated funds, fund allocations,
> orders, line items, and invoices. We typically recommend that libraries
> just migrate data for the current fiscal year and compile whatever reports
> they need from past fiscal years to keep their auditors happy, but have
> migrated data for back fiscal years on one or two occasions.
>
> Regards,
>
> Galen
> --
> Galen Charlton
> Infrastructure and Added Services Manager Equinox Open Library Initiative
> phone: 1-877-OPEN-ILS (673-6457)
> email: gmc at equinoxInitiative.org
> web: https://equinoxInitiative.org
> direct: +1 770-709-5581
> cell: +1 404-984-4366
>
>
> ------------------------------
>
> Message: 4
> Date: Fri, 4 Aug 2017 09:56:24 -0400
> From: "Leslie St. John" <lstjohn at georgialibraries.org>
> To: Discussion of acquisitions in Evergreen
> <evergreen-acq at list.evergreen-ils.org>
> Subject: Re: [Evergreen-acq] Changing ILS - Acquisitions
> Message-ID:
> <CAOTsCnnR=VQQ6o6xU+GBUDBBFSi37n1UOYnN5rznGZ_
> jUdNNSw at mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> Thanks to both of you. As we move forward with this project we may be in
> touch.
> Leslie
>
> Leslie St. John
> *PINES Services Specialist*
> Georgia Public Library Service
> 1800 Century Place, Suite 150
> Atlanta, GA 30345-4304
> 404-235-7129 tel
> 404.235.7201 fax
> www.georgialibraries.org
> www.gapines.org
>
> On Thu, Aug 3, 2017 at 5:23 PM, Galen Charlton <gmc at equinoxinitiative.org>
> wrote:
>
> > Hi,
> >
> > On Thu, Aug 3, 2017 at 2:46 PM, Leslie St. John
> > <lstjohn at georgialibraries.org> wrote:
> > > We will be bringing in to our consortium a new library system that is
> > > already using Acquisitions from another ILS. I wonder, has anyone every
> > > migrated Acqusitions data from one ILS to another? I can't imagine it,
> > but
> > > there's at least one vendor out there who thinks this can be done.
> > > If yes, please reply ON the list.
> >
> > We've migrated acquisitions data for several libraries. Provider
> > records tend to be straightforward to deal with, although setting up
> > EDI profiles tends to be done manually. We've also migrated funds,
> > fund allocations, orders, line items, and invoices. We typically
> > recommend that libraries just migrate data for the current fiscal year
> > and compile whatever reports they need from past fiscal years to keep
> > their auditors happy, but have migrated data for back fiscal years on
> > one or two occasions.
> >
> > Regards,
> >
> > Galen
> > --
> > Galen Charlton
> > Infrastructure and Added Services Manager
> > Equinox Open Library Initiative
> > phone: 1-877-OPEN-ILS (673-6457)
> > email: gmc at equinoxInitiative.org
> > web: https://equinoxInitiative.org
> > direct: +1 770-709-5581
> > cell: +1 404-984-4366
> > _______________________________________________
> > Evergreen-acq mailing list
> > Evergreen-acq at list.evergreen-ils.org
> > http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-acq
> >
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