Implementing WorkFlows in a multi-site academic environment (University of Southampton libraries)

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Implementing WorkFlows in amulti-site academic
environment(University of Southampton
libraries)

• John Feechan
• E-mail J.Feechan_at_soton.ac.uk

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University of Southampton Library

• 7 sites (6 use Unicorn)
• 5 libraries in Southampton, 1 in Winchester, 12
  miles distant
• 210 library staff
• 3 systems staff
• 180 staff PCs

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WorkFlows

• Did we want it?
• What were the benefits? (Should we believe the
  hype)?
• If yes, how soon?
• What was involved in moving from InfoView to
  WorkFlows?
• Feb. 1999, attended Sirsi seminar

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Initial testing

• Systems staff assess WorkFlows using our test
  server
• Selected other staff also given access and asked
  for feedback

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Testing questions

• Do we want to use the Sirsi delivered settings
  toolbars, function key settings etc.?
• Do we want to (can we?) load a copy of WorkFlows
  onto our PC server and use that or onto each
  individual PC?

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Post-test decisions

• Server configuration
• customise
• properties
• toolbars
• function keys

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Post-test decisions

• PC configuration
• install on PC server and use that copy
• install direct to each (180!) PCs
• balance needs of staff using their own PC those
  moving between PCs, e.g. loans desk PCs
• install to each PC via application wrapper

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Drawbacks to this approach

• To update client PCs, we need
• to update the WorkFlows software on the PC server
• every PC to reinstall WorkFlows to pickup a new
  version of the software with the relevant changes
• to communicate this to 210 staff
• to update the 180 PCs

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Why this route?

• Each site exists as a library in its own right
• WorkFlows is highly configurable
• Enables local variation and self-determination

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Setup

• Configuration changes needed
• multiple user access policies - 1 for each site
• add site WorkFlow properties to user access
  policy
• changes to relevant user profiles
• also in user access policies, modify access
  control policies (access lists) in WorkFlows

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Implementation

• Staff training organised
• July 1999 - WorkFlows live
• Staff allowed to use either InfoView or Workflows
  during summer vacation
• WorkFlows replaces InfoView from September 1999

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Post-implementation

• Further feedback and fine-tuning
• Investigate new server/client installation
  options for WorkFlows with 99.4.2