Migration to the Koha open source lms
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Presented at DBS Annual Library seminar June 13th 2014. Our experience of migrating from proprietary LMS/ILS to open source Koha LMS/ILS
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Migration to the Koha open source lms
- 1. MIGRATION TO THE KOHA OPEN SOURCE LMS: THE DBS LIBRARY EXPERIENCE David Hughes Systems Librarian Dublin Business School
- 2. Caveat “What Kabir talks of is only what he has lived through. If you have not lived through something, it's not true.” Kabir (Indian Mystic & Poet) c. 1440–c. 1518
- 3. The importance of the LMS Data! Data! Data! 0 10 20 30 40 50 60 FIRST CLASS HONOURS UPPER SECOND CLASS HONOURS LOWER SECOND CLASS HONOURS THIRD CLASS HONOURS Library Usage and Exam Success 2011-2012 Average Library Usage
- 4. The Importance of the LMS Can be main IT interface for Staff (desktop) Users (OPAC) At the heart of library things
- 6. March 2013 Using Heritage (ISOxford) 4.2.9 Variety of users Core system/optional modules Separate OPAC
- 9. The Seven Eleven-Year Itch Windows 7 compatibility Management “Semi-retirement” of Heritage 4.2
- 12. Open Source “Open source software is software that can be freely used, changed, and shared (in modified or unmodified form) by anyone. Open source software is made by many people, and distributed under licenses that comply with the Open Source Definition.” Open Source Initiative http://opensource.org/
- 13. Open Source Software in the Library
- 14. April/May/June 2013 Live Demonstration of Koha Online Demo Installations Staff Meetings Quote(s) from Interleaf Haggling!
- 15. April/May/June 2013 Decision time: Yes to Koha! Why? “Reference interviews” Serials? Acquisitions? Catalogue Data
- 17. Issues Heritage catalogue data: done by committee no standards/AACR2 not really MARC friendly quotation marks/carriage returns ampersands notes
- 18. Conversion to MARC Authorised values e.g. 100e author role 245h media types 856z URL note Cataloguing templates 003 MARC organisation code [Library of Congress]
- 19. July 2013 10 Edit Heritage Catalogue Data 20 Export Catalogue Data (CSV) 30 Edit Heritage Catalogue Data (CSV) 40 Send Catalogue Data to Interleaf 50 Receive Catalogue Data (MARC) 60 Examine Catalogue Data (MARC) 70 GOTO 10
- 20. August 2013 Koha Server Loading of catalogue records Administrative parameters Libraries Item Types Patron Categories Circulation/Fine Rules Reader Records
- 21. Reader Records Export CSV file from Heritage Data editing (e.g., quotations marks/carriage returns) Field mapping Patron Attributes Liabilities/Blocking Import to Koha: Patron import tool
- 22. September 2013 Circulation/Fine History Configuration settings (“Global System Parameters”) RFID software Staff training/testing Live Koha (issues only) Loan data transfer
- 23. Loan Data Transfer Koha Offline Circulation module
- 25. Loan Data Transfer Koha Offline Circulation module create file examine format Heritage Report – current loans Edit Heritage report Create ‘fake’ offline circulation file Upload to Koha
- 26. September 2013 Switch off Heritage (except for ordering) Switch off Heritage OPAC Change all OPAC links Heritage to Koha Register http://koha.dbs.ie Self Service Stations Live Koha (everything except ordering) Connections?
- 27. Connections
- 30. January 2014 Create Budgets Start Acquisitions Archive data from Heritage server Retire Heritage server
- 31. Outstanding Issues Catalogue Data in wrong fields Ampersands/special characters 10-digit ISBNs Self service station bugs Reporting Hold (reservation) management
- 32. Holds Management
- 33. Holds Management
- 36. Heritage is better! (staff edition) “Just not enough information I would really want on this page [Circulation History]” “the fine form is not comprehensive enough in order to adequately explain fine histories to students” “Some info on Heritage was easier to find”
- 37. Heritage is better? (user edition)
- 38. Koha is better! (staff edition) “very click friendly” “More stable [than Heritage]” “love that it’s web-based; I can access [staff] Koha from home” “Patron Attributes are really handy” “More exciting OPAC interface” “hated Heritage with a passion” “Koha rarely crashes” “intuitive to use” “Koha likes puppy dogs and rainbows and cooks an awesome curry”
- 39. Koha is better? (user edition)
- 40. Koha is better! (cost edition) Koha External Hosting & Support €X Koha One-off Setup Costs €2X Heritage Support €2X Heritage External Hosting & Support €4X
- 41. Koha is better! (interactivity edition) Koha LORLS Zotero Heritage Zotero LORLS
Notas do Editor
- This is what happened during our migration to Koha; yours may be different
- An example of what you can do with data in your LMS. We can show a correlation between library borrowing and final exam grade.
- You need to be happy with your LMS. Bad for staff morale if they have to use something they don’t like Likewise for users’ perception of your service
- The LMS doesn’t have to be standalone
- I should stress that our relationship with ISOxford has been very good. Some of their support staff were fantastic
- The Heritage main menu screen
- http://twentyfourframes.files.wordpress.com/2013/01/7-year-itch.jpg http://en.wikipedia.org/wiki/The_seven-year_itch “... suggests that happiness in a relationship declines after around year seven”
- 11 years for us. The “Session is busy” issue was particularly annoying. There was much discussion of the issue on the Heritage mailing list with various fixes being suggested by ISOxford technical support. None worked and the issue appears to have carried over to Cirqa
- http://www.interleaf.ie/
- http://koha-community.org/
- See https://foss4lib.org/ for more There may be barriers to using OSS, but I think librarians, where they can, should advocate Open Source the same way the advocate Open Access
- Why? * better service – to staff and students * cost savings * good for CPD
- Heritage MARC records do not have item-level information
- More information available upon request We used Excel and MarcEdit http://marcedit.reeset.net/ Interleaf used Excel, WinVi, MarcEdit and DataMagician. WinVi is a text editor – not dissimilar to the text editor facilities in MARCEdit. Great for manipulating large amounts of text quickly. It also has a hex editor so it is very easy to manipulate line breaks and the like. DataMagician is a MARCEdit-like tool
- Seven iterations of this required. Sometimes it was easier to export data, edit it and reimport into catalogue
- Patron attributes are very useful – carried over Heritage usage and any Heritage fines. Used =IF in Excel to block readers with fines
- We asked Interleaf to import some old circulation/fine history – they did so. We also have the data stored in a couple of Access databases that, in theory, staff can query
- Heritage Offline Circulation Module = £1000 (plus vat) approx Koha Offline Circulation Modue = free
- Standalone module and Firefox add-on
- Interleaf would have done a lot of this heavy lifting, but it was fun to do ourselves (I thought so anyway)
- I export student records from the student management system and use the patron import tool to add to Koha. Come September we plan on bulk creating Athens accounts for students with the same data
- Have run lots of Heritage reports to archive all data in Excel/Access
- Edition data is spread over two fields. Ampersands seem to truncate fields 10 digit ISBNs not recognised as same as 13-digit ISBNs Self-service stattions start counting at 0, not 1 – so extra item allowed
- Global Systems Parameters for holds
- One item checked out = other items are reserveable – counter to our policy
- We will not be assimilated!
- The Heritage server was located at my desk & I had total access. Godmode! This is my reader loans data in editable text form.
- Circulation and fine history *not* as informative as Heritage, so can be more difficult to explain to readers what’s happening
- http://upload.wikimedia.org/wikipedia/commons/thumb/f/fa/Tumbleweed_rolling.jpg/1280px-Tumbleweed_rolling.jpg# No complaints from students (though a couple of readers had bookmarked Heritage OPAC library account logon page Heritage also had citation display (Harvard, APA etc) format for bibliographies
- res ipsa loquitur Being able to access the LMS from outwith the library decouples librarians from the library = where then is the essence of the library? Where the physical collections is, or where the librarians are?
- http://upload.wikimedia.org/wikipedia/commons/thumb/f/fa/Tumbleweed_rolling.jpg/1280px-Tumbleweed_rolling.jpg# Students like the purchase suggestion feature and the ability to edit the it contact details, but in general tend to engage only when something goes wrong
- Ballpark figures
- Heritage doesn’t talk to Zotero in the way that Koha does. Each catalogue record in Heritage can be saved as a .ris file and imported into Zotero individually, but why would you bother