4#
Subject: Contract
for the Migration of the Integrated Library System from Horizon to Symphony
Prepared by: Jennifer
Stirling, Manager Library Web Services & Systems
Prepared for: Ottawa Public Library
Board
Meeting of: June 15, 2009
Date of preparation: June 3, 2009
That the Board approve the contract
with SirsiDynix to migrate the Integrated Library System from Horizon to
Symphony, at a cost not to exceed $150,000 plus applicable taxes.
Background
1.
The Ottawa Public Library signed a
contract in 2001 with Dynix, following an RFP process, for the Horizon
Integrated Library System. This result in the merger of the disparate
catalogues (both automated and non-automated) of all pre-amalgamation library
systems. This implementation was completed in 2002 at a cost of $3.5 million.
2.
The Integrated Library System is
the backbone of all Library systems providing an inventory and searchable
catalogue of the Library’s 2.2 million holdings, cataloguing, serials,
circulation services and acquisitions modules to enhance the workflow of the
Library. This tool is not only a staff tool, but also provides the external
interface to patrons, providing an average of 290,500 visits per month in 2008.
3.
After the initial implementation in
2002, a major project spanning from 2004 – 2007 was undertaken to upgrade the
software versions of the catalogue, improve the server hardware and integrate
the catalogue more effectively with the Library’s public computing
infrastructure.
Analysis
1.
The Library had planned to continue
the migration path to work with SirsiDynix with a migration to Horizon 8 in
2007, as the features and functionality promised by the vendor supported the
Library’s goal to use technology wisely and provided workflow improvements for
the Library system. Dynix merged with Sirsi in 2005 and after a change in
ownership, a decision was made to discontinue the Horizon product line and
develop a new system that capitalized on the strengths of the former Unicorn
and Horizon product lines. The decision
to
discontinue the Horizon migration path was completely unexpected when announced
in spring 2007. The new product line that is available has been named Symphony.
2.
Capital funding had been
apportioned to the upgrade project in 2007 and 2008 in order to migrate to the
next version of Horizon.
3.
The Horizon product line will not
receive any further modifications, and since the planned enhancements have been
moved to Symphony, OPL must also move to this product line in order to take advantage
of future workflow and service enhancements. Some of the important features
that will be gained from the migration include:
·
Full Unicode support (to provide
better support for OPL’s multilingual environment),
·
A fully linked Application
Programming Interface to allow the Library to customize the system to better
interact with other related systems, linked family records,
·
Integrated email notification
systems,
·
Improved statistical reporting and
auditing, and
·
An option for a lighter-weight java
based client to be used in low bandwidth situations, such as with the OPL
bookmobile.
4.
SirsiDynix is providing the ability
for Horizon clients to migrate to Symphony based upon the terms of their
existing contracts, requiring fees for only migration services without
requiring a new contract. This results in a request for a $150,000 request to
the Board instead of a new contract, which would result in a new cost closer to
the original contract value of $3.5 million.
5.
Library Web Services and Systems
have evaluated options and have determined that the migration to Symphony is
the best course of action. Also, we have checked with Supply Management re our
contract – going back out to RFP is not the best option given our available
funding. We evaluated the market for appropriate bilingual solutions, also
examining open source options, but determined that with our budget and the
extra costs it would take to re-integrate all the related systems already
integrated with Horizon, that this was really the only way to proceed. This
took a period of 18 months as we waited for the information on the Symphony
product line to be released, monitored the results of the Toronto Public
Library Symphony migration in 2008 and evaluated the gaps between Symphony and
Horizon. Also, from July 2007 to November 2008, the manager of Library Web
Services and Systems was on medical leave, leaving the department
short-staffed.
6.
The recommended contract is in
accordance with the Supply Management Division policies and procedures and the
City’s Purchasing By-law.
1.
This is a large project with over
500 staff PCs and 600 public systems impacted by the change, 6 main servers in
development and test and many other integrated applications including
self-checkout, the online PC booking system, downloadable audio books and
telephone hold notification.
2.
The project will commence in the
summer of 2009 and due to its size will not be completed until the 2nd
quarter of 2010.
3.
Server requirements are being
undertaken concurrently by SirsiDynix and the City’s Information Technology
Services department, and a recommendation for server purchase
will come
separately to the Board by the end of 2009 once the initial project planning
stages have been completed.
4.
As a precursor to this project, the
Library will be migrating the online catalogue to BiblioCommons in September
2009. This online catalogue will link with the existing Horizon server and
migrate to work effectively with Symphony. This is a social catalogue that will
provide additional functionality for patrons including tagging, rating and the
ability to create shared lists. This should provide patrons with increased
stability, as we have experienced issues of stability with the current online
catalogue with periods of high user load. Library Web Services and Systems will
be demonstrating the BiblioCommons application to the Board in September.
5.
With the Symphony migration, the
application programming interface will connect directly to the BiblioCommons
servers, removing the need for a dedicated online catalogue server at OPL and
decreasing the support required to maintain this by both library and IT
services staff. If the pilot of BiblioCommons is not successful, OPL will
migrate the online catalogue to the SirsiDynix Enterprise catalogue as a part
of the migration plan.
Conclusion
City ITS and OPL Library Web Services & Systems staff are recommending this migration path as it is efficient and the most economical option.
Financial Implications
Funding Sources for these items
are:
904352 IT/ILS Desktop Maintenance 2007
904623 IT/ILS Desktop Maintenance 2008
904863 IT/ILS Desktop Maintenance 2009