Destiny Implementation Planning Meeting

Destiny Implementation Planning Meeting Summary Document School District 70 Alberni, BRITISH COLUMBIA. 11/19/2013

This document will help guide you through the Destiny implementation.

Prepared By: Joy Sourou Project Manager [email protected] 1-800-323-3397 x7764 (USA/Canada)

1 of 12 (815) 578-7764

Follett Team Member Follett Team Role Descriptions

Project Manager  Central point of contact to guide and oversee the implementation Joy Sourou  Defines, documents, and monitors implementation [email protected] schedule and milestones 1-800-323-3397 x7764 (USA/Canada)  Facilitates project planning and coordinates internal (815) 578-7764 resources

Implementation Specialist  Discusses hardware and network requirements  Discusses patron data exports from student Rose Dhillon information system (SIS) for use in Destiny [email protected]  Performs system setup and delivers Technical Administrative Training The Implementation Specialist listed here may not be the project 1-800-323-3397 x 7576(USA/Canada) stakeholder who will be responsible for the installation phase. This (815) 578-7576 stakeholder’s contact information will be provided at such time.

Sales Executive

 Assists the district with selecting appropriate licenses Archie Jaswal and services

 Point of contact for contract and pricing information. 1-800-323-3397 x (USA/Canada) (815) 578-

Technical Support

Toll Free: 1-800-323-3397 (USA/Canada)  Available Monday – Friday International: +1-815-578-7599 from 6 am to 6 pm Central Time Email: [email protected]

© Copyright 2012 3 of 12 District Team Members D i s t r i c t R o l e D e s c r i p t i o n s Single point of contact for coordination, communication and dissemination of project Project Lead information to appropriate team members at the district Technical point of contact for the Destiny Project; will prepare server and provide Technical connectivity, if applicable; will extract data and attend technical training. Individual knowledgeable about the current Student Information System; will create a SIS Data CSV file for input into Destiny Individual knowledgeable about current Library Functions and Policies; can be one Functional-Library person or a group of library representatives. Point of contact for the Follett Data Analyst if your project involves Data Services; Functional-Data responsible for signing off on the completed data during the project The point of contact for the Destiny Trainer; coordinates any resources within the Training Contact school(s) for the Destiny Training Destiny Administrator Individual(s) with highest access level in Destiny; manages administrative functions (functional) in Destiny. Destiny Administrator Individual(s) with highest access level in Destiny; maintains software on server, if (technical) applicable.

District Team Contact Name Email Phone Project Lead Jack Hitchings [email protected] 250-720-2779 Dick Tao [email protected] Technical Mike Gough [email protected] SIS Data Functional-Library Marc Fryer [email protected] Functional-Data Training Contact Linda LaRochelle [email protected] Destiny Administrator

(functional) Destiny Administrator

(technical) Alternate Project Contacts Role Contact Name Email Phone

© Copyright 2012 4 of 12 Site Configuration District Customer Number: 6032859 Site Site Short Type SIS Name Customer (i.e.: Peripheral Subscription Data Building (max of 10, Number Elementary, s s Services School District 70 Alberni alpha-numeric High School, Code characters) Middle School) TitlePeek, LM Non-Standard AW Neil Middle School 6002752 Middle N/A 1 OneSearch Conv. TitlePeek, LM Non-Standard Alberni District Secondary School 6002753 Secondary N/A 2 OneSearch Conv. TitlePeek, LM Non-Standard Ecole Alberni Elementary School 6002754 Elementary N/A 3 OneSearch Conv. TitlePeek, LM Non-Standard Wood Elementary School 6033245 Elementary N/A 4 OneSearch Conv. TitlePeek, LM Non-Standard Eighth Avenue Elementary School 6002758 Elementary N/A 5 OneSearch Conv. TitlePeek, LM Non-Standard Ecole Eric J Dunn Middle School 6002760 Middle N/A 6 OneSearch Conv. TitlePeek, LM Non-Standard Gill Elementary School 6002761 Elementary N/A 7 OneSearch Conv. TitlePeek, LM Non-Standard John Howitt Elementary School 6002762 Elementary N/A 8 OneSearch Conv. TitlePeek, LM Non-Standard Maquinna Elementary School 6002763 Elementary N/A 9 OneSearch Conv. 1 TitlePeek, LM Non-Standard Ucluelet Elementary School 6002767 Elementary N/A 0 OneSearch Conv. 1 TitlePeek, LM Non-Standard Ucluelet Secondary School 6002768 Secondary N/A 1 OneSearch Conv. 1 TitlePeek, LM Non-Standard Vast Alternate Center 6016473 Alternate N/A 2 OneSearch Conv.

Add a Site

Notes:

© Copyright 2012 5 of 12 Destiny Set-up MARC Sources Alliance Plus – Your Destiny contract may include Alliance Plus.  These Follett services require access to Port 80 outbound on your server. Zed-Sources – To search for and retrieve MARC records from libraries around the world that have Zed39.50 servers, Destiny has an integral Zed39.50 client. The Library of Congress will be set up as a Zed-Source during training. You can set up additional Zed-Source sites directly.  These services require access to server port 7090 outbound for Library of Congress, and  Port 210 for other Zed-Source sites.

Internet Access You may choose to make Destiny publicly available via the Internet.  Server Port 80 inbound must be open.  In order to set up SSL encryption, server Port 443 inbound must be open.

FollettShelf eBook Integration Overview and Key Benefits: Destiny Library Manager can be integrated with FollettShelf. This integration allows your Follett eBooks to automatically be available for searches within Destiny (materials can be hidden on FollettShelf by a combination of patron types and circulation types) without importing MARC records and provides Librarians with the ability to access FollettShelf administration and reporting functions directly from Destiny. Patrons can log in to FollettShelf using their Destiny log-in credentials, eliminating the need to manually maintain patron account information in FollettShelf. Additional information on Follett eBooks and FollettShelf is available at http://aboutfollettebooks.com or by contacting Follett Library toll free at (888) 511-5114; (Outside the US and Canada: +1-815-759-1700 x1102) or [email protected].

Initiation and Configuration:

Enable Integration, with District Level Shelf During your installation, we will enable Destiny to connect to FollettShelf. Your integration will include the integration of your District Level content provider shelf. Materials on this shelf will be shared with all sites within the district. In order to access Follett eBooks on the district shelf, each site will require a shelf regardless of whether they have site-level Follett eBooks.

In order to complete the integration, the District Cataloger for the District, and Site Administrator for each site will need to authorize their connection to FollettShelf and then configure FollettShelf so that patrons are automatically logged in when they access Follett eBooks. Detailed instructions for completing the integration are provided in Destiny Help. Once logged into Destiny, simply click on the Follett eBooks icon from the Destiny Help main screen to access the integration instructions.

To allow access to FollettShelf and usage of Destiny Quest mobile app and/or Follett Digital Reader app:

Note: The update process requires that a .csv export is generated regularly from your SIS. The file needs to be formatted and named the same as the file used to set up the patron process. It also needs to be placed in the same location as initially set up.

Prior to implementation, the functional leads should decide which of the 40 available fields in Destiny will be populated from the SIS. Please use the SIS Planning Document to record these decisions.

If, in the future, the functional leads require additional fields to be populated from the SIS, they will need to coordinate the changes to the SIS file with the person in charge of the export and have the Destiny Administrator use the patron conversion utility to add the fields to Destiny.

Access Levels Access Levels are permission groupings that regulate the functions that users can perform in Destiny. They also determine what the user can see on Destiny screen pages. Access Levels can be managed at the district level by the Destiny Administrator or at the site level by the Site Administrator. In the patron record, the appropriate Access Level is assigned to each patron.

© Copyright 2012 7 of 12 Bibliographic Data Preferred Descriptive Cataloging Form (AACR2 / RDA) RDA is the new cataloging standard replacing AACR2r, it provides more comprehensive guidelines on cataloging audiovisual and digital resources than AACR2r. AACR2 will be selected by default. Selecting RDA as your preferred Cataloging Form will enable catalogers to convert existing records one-by-one using the convert button and to import and create new records that comply with RDA. Preferred Cataloging Form: AACR2

Conversion from Eloquent

Conversion without Transactions and Statistics – The district will need to export bibliographic data in MARC 21/852 Holdings format and upload to FSC Data Services where it will be converted. Upon completion, the data will be made available to FSC Implementation for import into Destiny.

A Data Analyst from Data Services will be in contact to discuss the details regarding the data conversion. You will be required to review, sign and return a Work Verification Document outlining the conversion details before the completed conversion data will be released to Implementation Services for importing into Destiny.

 See timeline for task details.

Barcode Samples

Please provide 10 random samples of the physical barcodes from the materials in the collection. The samples should reflect a thorough representation of the different styles of barcodes affixed to your collection. Once you have identified your sample barcodes, please photo-copy each barcode, enlarging them at least 200% and fax to Data Services at 815-578-5100. For more details see the document: Barcode Submission Guide.

© Copyright 2012 8 of 12 Training Descriptions & Requirements Technical Training o Training Environment: The Technical Training will be conducted remotely via WebEx, unless otherwise stated in your contract. o The Technical Training is divided into two sections. The target audience for each section may or may not be the same person(s). o Destiny Technical Essentials Audience . Technical and SIS Contact(s) Types of Topics Discussed . Destiny Backup Recommendations . Patron Update Processes . LDAP, SSL, and other technical options o Destiny Administrative Overview Audience . Person(s) responsible for district level administration of Destiny Types of Topics Discussed . Adding/Editing district and site settings . Creating/Editing District Users . Job Manager maintenance

Understanding Roles and Permissions o Training Environment Setup: The following requirements will need to be completed by a member of the district technology team prior to each Webinar. . Install WebEx on each attendee’s computer. https://follettsoftware.webex.com/follettsoftware/meetingcenter/mcsetup.ph p . Install current version of Adobe Flash Player on each attendee’s computer. http://get.adobe.com/flashplayer/ . Create browser shortcut to Destiny URL or IP address on each work station. . For best audio quality, it is recommended to have the phone in front of the attendees. . If meeting in a lab environment and resources are available, have multiple phones set up in the room.

o Objective: To explain the Destiny user hierarchy and access levels, and set up user logins for training attendees. o Format: 2 hour webinar with simultaneous conference call o Attendees: Administrative users of Destiny, who will be responsible for site-based user permissions for Destiny tasks. Up to 12 persons may attend, unless specified differently in your Destiny agreement.

© Copyright 2012 9 of 12 On-Site Instructor Led Training o Training Environment Setup: The following requirements will need to be met for the Physical/Technical environment for End Users Training. . Lab setting with workstation for each attendee and trainer along with projector. . Install current version of Adobe Flash Player on each attendee’s computer. . Install current version of Adobe Acrobat Reader on each attendee’s computer. . Create shortcut to Destiny URL or IP address on each work station. . Follett Remote should be loaded on each workstation. The following URL can be used to install this application (under the Converting to Destiny section): https://www.follettsoftware.com/customerportal/downloads.cfm

o Objective: To train the site-level users on functionality in Destiny. o Attendees: The functional end users of Destiny such as librarians, media specialists, aides and personnel responsible for the functional management. Up to 20 persons may attend, unless specified differently in your Destiny agreement. . Assign user name, password and access level to each attendee’s patron record in Destiny and forward to attendees prior to training.

Library Manager Training Workbook Shipping Location Location How many people will be Up to 20 people attending the training? Location: School District 70 Alberni same On-site contact: Jack Hitchings Street Address: 4690 Roger Street City, State Zip: Port Alberni, BC V9Y 3Z4 Phone / Misc. Info:

On-Demand eLearning

Your district will have unlimited access to on-demand, prerecorded training content on the Follett Software website to help you get the most out of your Destiny Resource Management Solution.

 Modules are broken down into short segments that cover specific topics so you can get repeatable training on what you need, when you need it, for both new and existing staff members.  Each module enables you to get hands on experience with the product in a controlled environment before you make any changes to your Destiny Resource Manager database.  Access the eLearning sessions at the Follett Software Customer Area – On-Demand eLearning Modules: https://www.follettsoftware.com/customerportal/elearnings.cfm

Customer Portal Account

You will need to be logged in to your Customer Portal Account to access downloads, the Secure Data Transfer area, and the eLearning modules.

© Copyright 2012 10 of 12 If you have not already done so, you are encouraged to go to www.FollettSoftware.com to create your user log-in. You will need an email address, your customer number and zip code. For more information and/or to set up your account visit: http://www.follettsoftware.com/customer-portal-overview.

Tasks Responsible Party Date Due Prior to 1. Send signed contract to FSC District installation Prior to 2. Send PO to FSC District installation Create Customer Portal Account using your district/site customer Anytime after 3. District Project Team number https://www.follettsoftware.com/login/register.cfm?goto= planning meeting Upload data to FSC Data Services Cease Cataloging in Eloquent 4. Functional-Data or Technical Contact November 20 https://www.follettsoftware.com/customerportal/data_transfer.cfm? target_to=dataservices 5. Barcode samples faxed to FSC at 815-578-5100 Functional-Data Contact November 20 6. Provide Connection Information for Destiny Server Technical Contact By December 12 7. Place patron .CSV file(s) on Destiny Server. SIS Data Contact By December 12 8. Data conversion complete FSC Data services December 12 FSC Implementation Specialist & Installation December 13-16 9. District December 17 FSC Implementation Specialist & Technical Training – 2 hours 10:00 am 10. District PT/12:00 pm CT FSC Account Manager & Project Acknowledgement of Delivery faxed to 815.578.5764 December 17 11. Lead 12. Understanding Roles and Permissions Webinar (required) – 2 hours FSC Trainer & Site Administrators TBD Verify that each attendee’s patron record in Destiny has user name, During Roles & 13. Site Administrator(s) password and access level prior to training. Permissions Day before 14. Prepare Training Environment Project Lead & Tech training Week of January 15. Onsite Training – 1 day FSC Trainer & District 13 Tentative 16. Go live in Destiny District After training TBD- after Export Textbook Data to new server 17. February FSC Account Manager, FSC 30 days following Transition to Support Services 18. Customer Service, & District training