IUG 2005 H2 Turnkey or not to Turnkey: this is the question

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IUG 2005H-2 Turnkey or not to Turnkey this is
the question

• Coordinator Katrina Piechnik

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Turkey or not to Turkey this is the question
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Turnkey - Presenters

• Melanie Cornell
• Automation Librarian
• Franklin Pierce Law Center Library
• mcornell_at_piercelaw.edu
• Katrina Piechnik
• Head of Technical Services
• Jenkins Law Library
• kpiechnik_at_jenkinslaw.org

• Zhou, Don
• Head of Technical Services Department
• William Mitchell College of Law
• dzhou_at_wmitchell.edu
• Joe Reimers
• Technology Support Assistant
• Notre Dame Kresge Law Library
• jreimers_at_nd.edu

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Software - Presenters

• Jen Fritz
• Library Systems Manager
• Dartmouth College
• Jennifer.Fritz_at_Dartmouth.edu

• Janet Crum
• Head, Library Systems and Cataloging
• Oregon Health Science
• University
• crumj_at_ohsu.edu

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William Mitchell College of Law

• Cost of Ownership

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Don Zhou

• MLIS, University of South Carolina (1996),
  currently working for J.D., M.S in computer
  science (over 50 courses completed)
• Head of Technical Services
• Has Managed Innovative system since 2002
• Lots of local innovations to optimize TS workflow

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The system Alpha 433, 72GB disk cabinet, HP DAT
DDS-2 8GB compression for backup
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William Mitchell Demographics

• FTE -- 1,000 students. Total patron base --
  about 4,500.
• Library staff 10 FTE professional librarians
  and 7 support staff. Students help hired only in
  circulation.

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Innovative _at_ William Mitchell College of Law

• Millennium 2005LE
• Millennium
• Acquisitions
• Cataloging
• Circulation
• Serials
• Web OPAC
• htp//library.wmitchell.edu

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Making decision - Cost considerations

• Hardware
• Maintenance
• Cost of Expertise UNIX/LINUX expertise
• Disruption of service
• Keep up with latest software developments
• Hidden cost

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Turnkey

• The worry free for the library administrator's
  maintenance
• Innovative send you a customized system with a
  technician to just plug it in
• Down time - Yes, but minimal during original
  installation

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Software - all in your

• Library Responsibilities
• get right hardware (make sure that it is
  compatible with III requirements)
• install the system - make sure that is
  configured to the III specifications - partition
  the drive, how much space you need, What should
  you really know
• IT priority of supporting all Institution needs
  v. Innovative System where are you on the list?

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Software - all in your

• Library Responsibilities
• consider time and expertise you would need to
  have
• get ready for finger pointing (whose fault is it
  anyway)
• software upgrades v. library existing hardware
  compatibility

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Franklin Pierce Law Center Library

• Turnkey

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Melanie Cornell

• MLS, Simmons School of Library and Information
  Science (1990)
• Automation Librarian
• At Franklin Pierce Law Center Library, previously
  held professional positions as Cataloger and Head
  of Technical Services, preceded by a few years of
  paraprofessional positions.
• Managing Innovative system since 1999
• Implemented our migration to Innovative in 1999

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Demographics of Franklin Pierce

• Academic law library with intellectual property
  focus.
• NHs only law school.
• Local patron base - over 500, including 484 FTE
  students, associated faculty, etc.
• Total patron base of less than 3000
• Library staff - 6 FTE professional librarians, 6
  FTE paraprofessional staff and various work-study
  students

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Innovative _at_ Franklin Pierce

• Sun based Turnkey system - installed in 2005
• Running 2005LE
• Millennium
• Acquisitions
• Cataloging
• Circulation
• Serials
• Web OPAC
• http//cardcatalog.piercelaw.edu/

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Innovative _at_ Franklin Pierce - 2

• Add-ons
• Z39.50 Client and Server
• Millennium Management Reports

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The question is born by Surprise!!!

• need to purchase a new DISKSYS in order to meet
  hardware requirements for Millennium Silver

• need to purchase a new server in order to meet
  hardware requirements for Release 2005

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Key Factors

• Cost to outsource for appropriate hardware
  expertise
• Hardware maintenance fee
• Migration fee
• Cost of hardware
• Potential service charges
• Down time response
• Communication
• Library control of server

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Director-appointed Library Committee identifies
factors as a Software only

• Cons
• - migration fee
• - need to contract a consultant w/Unix
  expertise
• - possible future service charges from III
• Communication concerns (3-way)
• Response time concerns

• Pros
• - cheaper hardware
• Own hardware
• Onsite root access to our server
• - savings on Maintenance

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Director-appointed Library Committee identifies
factors as remaining Turnkey

• Cons
• - pay for hardware that we never really own
• - pay separate fee if we want root access to
  our server
• - continue to pay hardware maintenance fee

• Pros
• III responsible for hardware, OS upgrades,
  patches, etc.
• IIIs guaranteed 24 hour response time
• Communication expectations remain as they are

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IIIs - supporting documentation for Software
only sites

• Server Support Boundaries Guidelines (a Word
  document supplied by our rep.)
• http//csdirect.iii.com/faq/hardware.shtml
• http//csdirect.iii.com/faq/diskspace.shtml
• http//csdirect.iii.com/faq/migrateserver.shtml
• http//csdirect.iii.com/faq/sendmail.shtml
• http//csdirect.iii.com/faq/osupgrad.shtml

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IIIs maintenance support services configurations

• Turnkey
• Software Full
• Software Plus
• Software Only
• INN-Keeper

• IIIs configurations definitions and details are
  available at http//csdirect.iii.com/documentatio
  n/maintmatrix.pdf

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Where we are now

• Costs for us to
• purchase hardware as software-only
• outsource for appropriate hardware expertise
• pay the migration fee
• pay for any future potential service charges
• would equal or exceed our costs to
• purchase hardware as turnkey
• hardware maintenance fee

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Where we are now

• As turnkey, we know what to expect regarding
• down time response
• Communication
• Control
• Given our librarys assets and expertise, we feel
  we have more control as a turnkey site than as
  software-only

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Dartmouth College

• Software

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Jen Fritz

• Held paraprofessional positions in libraries
  until.
• MLIS University of Pittsburgh
• Library Systems Administrator and Faculty at
  Norwich University for 3 years
• Currently Library Systems Manager at Dartmouth
  College

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Dartmouth Demographics

• Academic library with 2.3 million volumes, 20,000
  periodicals, 6 million pages of manuscripts, and
  a rich collection of electronic resources
• Serves 4,098 Undergraduates, 1,585 Graduate
  students, 581 faculty, many staff, etc.
• 117 para-professionals, 60 professionals, 195
  student employees

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Innovative _at_ Dartmouth

• Running Millennium Silver
• Millennium
• Acquisitions
• Cataloging
• Circulation
• Serials
• Web OPAC
• http//libcat.dartmouth.edu

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Innovative _at_ Dartmouth - 2

• Add-ons
• Self-checkout machines
• Z39.50 Client and Server
• Materials Booking
• Millennium Management Reports
• Extended Approval Plan Interface
• Millennium Media Management
• ERM

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Decisions, decisions.

• Innovacq to Innopac
• and
• Innopac to Millennium
• Factors
• Control
• Cost
• Initial
• Long-term
• Control
• Staffing
• Control

• Millennium Silver to Release 2005
• Hardware considerations only

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Information Technology

• 5 Systems Operators (sysops)
• 4 Programmers
• 9 Systems Administrators (sysadmins)
• Numerous others in
• Network administration
• Telecommunications administration
• Grant-funded positions
• Management

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Library Information Technology

• 4.5 Programmers
• 1 Web Guru
• 1 (software) Systems Administrator
• 1 Manager

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InterMapper and Backup terminals
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Terminals
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Racks of drives
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Uninterruptible Power Supplies
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Ethernet
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Server specifications

• Compaq Alpha
• Purchased 02/2002
• 40 GB space
• 834 MHz processor
• SUN Solaris
• Will purchase 06/2005
• 219 GB space
• 1 GB processor

Our baby ?
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University of Notre Dame Kresge Law Library

• Turnkey

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Joe Reimers

• Started as computer tech support at St. Joseph
  County Public Library
• Currently Technology Support Assistant and
  resident geek at Notre Dame Kresge Law Library

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Innovative _at_ Kresge Law Library

• Running R2005LE
• Millennium
• Acquisitions
• Cataloging
• Circulation
• Serials
• Web OPAC
• http//innopac.law.nd.edu

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Kresge Law Library Demographics

• Academic law library with focus on legal
  research.
• Patron base of around 700 Law faculty, staff and
  students.
• Library staff _at_ 20 FTE, including 9 librarians,11
  professional and support staff, several
  work-study student employees

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Originally Turnkey was chosen to

• avoid the hassles of hardware and software
  maintenance
• let Innovative's experts handle the technical
  issues
• let librarians be librarians

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Factors in Revisiting our Original decision

• Money can we make better use of our resources?
• Redundancy what is the maximum acceptable
  down-time, especially if electronic resource
  access is at stake?
• Politics tighter integration with campus IT is
  desirable.
• Accountability We prefer our problems to be our
  own.

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Where do we stand now?

• Everything is on the table were still examining
  the facts and our future needs.
• We dont anticipate making a final decision for
  several months yet.

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Oregon Health Science University

• Software - Oracle

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Janet Crum

• Head of Library Systems and Cataloging, Oregon
  Health Science University
• Project manager for migration from VTLS to
  Innovative in 2001
• Manages software site on Oracle since 2001

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OHSU Demographics

• Academic health sciences and technology library
• We serve about 2000 students and over 11,000
  employees at 2 major locations plus multiple
  small locations around Oregon. We support health
  professionals, researchers, teaching faculty, IT
  staff, and other groups.
• Library staff 54.38 FTE
• 17.5 FTE librarians
• 28.7 FTE paraprofessional and clerical staff
• 8.18 FTE student employees

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The OHSU Library has

• In-house expertise in SQL, PERL, VB, Expect
• Experience with Unix shell environment
• Provide some programming and other enhancements

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OHSU has

• Centralized IT department that manages all
  servers and Oracle databases
• Unix sysadmins
• Oracle DBAs
• Very good local support

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Advantages of Being a Software Site

• Additional capabilities
• Better support through integration with campus
  IT environment

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Additional Capabilities

• General
• Unix shell access
• Root access (for sysadmin only)
• Future opportunities able to integrate with
  other systems on campus like human resources,
  student, and financial systems, without
  purchasing more products from Innovative

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Additional Capabilities

• Oracle-specific
• SQL access to data

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Better Support - Integration with Campus IT
Environment

• Customization of service and equipment
• True 24/7/365 support and faster turnaround time
• Standardization of database platform on campus -
  Oracle
• Storage
• Innovative server connected to SAN

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Better Support - Integration with Campus IT
Environment

• Backups
• Legato even before Innovative provided the
  option
• No need for staff to change tapes, etc.
• Backups managed professionally, stored off-site,
  etc

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Challenges for Software sites

• Managing communication among library staff, IT
  staff, and Innovative
• Whose fault is it?
• Conflicts between Innovative requirements and
  local practice

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Recommendations for software-only sites

• Before considering software only you should have
• Good local IT support
• Sufficient in-house expertise
• Good communication between library staff and IT
  staff

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Jenkins Law Library

• Turnkey

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Katrina Piechnik

• MIS - University of Silesia (Poland)
• Head of Technical Services
• At Jenkins held various positions Cataloger,
  Head Cataloger and Information Systems Librarian
• Manages Innovative system _at_ Jenkins since 1988

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Jenkins Law Library Demographics

• Law library for Philadelphia County and
  Philadelphia Bar Association with collection
  focusing on trial practice.
• Patron base over 9,500 members Philadelphia Bar
  Association members, students, pro-se patrons,
  etc.
• Library staff _at_ 32 FTE including 14 librarians,
  plus 7 part-time and 2 contract employees

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Jenkins Law Library - continues its tradition
since 1802
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Jenkins Law Library - Turnkey
Deep Purple JAC PLUS Server SUN
Fire V2450-U Installed 01/2005
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Innovative _at_ Jenkins Law Library

• Migrated to SUN based Turnkey system from DEC
  Alpha 433 in January, 2005
• Running Millennium Silver
• Millennium
• Acquisitions
• Cataloging
• Circulation
• Serials
• Web OPAC - http//jac.jenkinslaw.org

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Innovative _at_ Jenkins - 2

• Add-ons
• Z39.50 Client and Server
• Millennium Management Reports
• Web Access Management
• FTS

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Decisions, decisions.What to consider ?

• Statistics
• Reliability
• Response time
• Control (are we ready to give up?)
• Alternative

• Promise v. reality
• how much can we really save?
• Long term v. short term solution

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Smooth operations - all in my

• What is our goal?
• What are the real needs of smooth operations? -
  keep with your statistics
• If you can count to two count on ...

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Other Solution

• INN-Keeper

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INN-Keeper http//www.iii.com/mill/other.shtml
innkeeper

• Fully functional Millennium system enables
  library own configuration
• No need for onsite hardware and maintenance
  support
• Low-cost lease arrangement
• Secure
• Proven track record since 1997

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QA
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Surveys Summary

• Posted to Innopac List by
• Melanie Cornell
• http//innovativeusers.org/list/archives/2004/msg0
  3817.html
• Katrina Piechnik
• http//innovativeusers.org/list/archives/2004/msg0
  4103.html

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