Joint Automation Server Initiative

Save this PDF as:
 WORD  PNG  TXT  JPG

Dimension: px
Commencer à balayer dès la page:

Download "Joint Automation Server Initiative"

Transcription

1 Joint Automation Server Initiative G H e Symphony E x Ontario Library Service - North April 2011

2

3 WHAT IS JASI? The initial purpose of JASI (Joint Automation Server Initiative) was to ensure that all libraries in Northern Ontario would have access to an integrated library system, for cataloguing, circulation, patron records, acquisitions, serials, and a web based public catalogue. The concept of the Joint Server is simple - one server, one automated library product serving many libraries. The implementation of the concept is more complex. Membership of JASI is now being expanded to libraries in Southern Ontario who are not automated. This kit is designed to inform Librarians and their Boards about JASI and how it will benefit library Staff and library Users. If you have any questions after reading this kit, please contact us: Ghyslain Sabourin, Deputy CEO x.208 Leanne Clendening, CEO x 209

4 HOW DO I JOIN? Membership Membership in JASI is open to any non-automated public library in Southern Ontario that wishes to participate in addition to all Northern Libraries. Participation criteria includes full participation in the Provincial Interloan system according to the policy of the appropriate OPS agency. Each public library that wishes to participate will be required to enter into a contractual agreement with OLS-North. The Letter of Agreement will identify an individual as the key technical contact person for each member library in regards to hardware and software issues. The CEO or designate of each library will act as the administrative contact. Role of participating libraries As participants in what is envisioned as a collaborative and cooperative project, the client libraries would have a responsibility to participate, to provide leadership, and to become actively engaged in the project. They would also have responsibility to assist with setting guidelines and deliverables for the project, and assist in the funding initiatives. Specifically, the role of the participating libraries is: To enter into a Letter of Agreement with OLS-North for participation in JASI To actively participate in the JASI User Committee To actively support the funding campaign coordinated by OLS-North Becoming a Member Complete the Letter of Agreement and Joint Server Waiver of Liability and forward it to OLS-North. OLS-North will be in touch with you to complete a profile of your library and to plan a live date for your library.

5 HOW DOES THIS BENEFIT MY LIBRARY BOARD? Many of you participated in our focus group discussions. The focus group participants considered the list of benefits of a joint server project carefully, and ranked the importance of the benefits in the following order: Public library collections available through the Web. The system will be accessible remotely, not just for libraries but also for their users. Allowing individuals to search library catalogues from their home. In addition the system will be Z39.50 compliant which means that the collections of all participating libraries will be available through the Provincial Interloan system. Provides access to a more enhanced automation system than one that could be purchased individually by public libraries. Many libraries find automation unaffordable and some small libraries who find the money settle for the least expensive models. The Joint Server Initiative will make a more enhanced system affordable for all these libraries. This will allow clients in the community a more enhanced service and position the library to better participate in new technological innovations as they develop. Through a consortium provides discounted pricing for automated systems, support, replacement and maintenance of servers. The reason we can make an enhanced system available is that vendors are interested in negotiating consortia prices, as it increases the number of libraries using their system. Also, because consortia provide internal technical help, it does not increase use of the vendor s help desk staff substantially. One of the big frustrations for libraries is that even if they find the initial investment for an automated server, they then have to take on the costs of server maintenance and replacement. The joint server model results in these costs being shared. Advantage of collective buying power. In addition to purchasing the server and automated system collectively, participants can work together with OLS- North on other joint purchases: patron cards, labels, hardware, peripherals and even cataloguing records can be bought more inexpensively in a joint purchase arrangement. Enables First Nation libraries in the north to share limited First Nation resources. First Nation libraries can join the same server making their resources easily available to other First Nation libraries. Enables Francophone libraries to share limited French language resources. Libraries serving predominantly Francophone populations can join the same server making their resources easily available to other libraries serving similar populations. Ensures that professional cataloguing standards are used by participating public libraries. Participants will work together to develop standards for cataloguing records, this will ensure that materials from collections can be found in a uniform way. Use of these standards and/or joint purchasing of cataloguing records, will make work easier for those who have not been trained in library cataloguing.

6 Enables small libraries to automate and to participate in the library network through a joint consortium approach. This project makes automation more affordable than before for smaller libraries. It also will provide them with support during the automation process from trained staff at OLS-North. Provides centralized ILS support for libraries with limited financial and technical resources. Service desk support will be available to the library, and the service desk or OLS-North will contact the vendor for those questions which can not be resolved at that level, liaising with the library experiencing the problem. Works to provide an appropriate bandwidth application for Northern Ontario communities and a starting point for further innovative collaboration (e.g., digitization of collections, videoconferencing). OLS-North is committed to working with other parties to encourage the growth of bandwidth for Northern communities. The Joint Automation Server Initiative will provide an infrastructure and thereby an opportunity for future collaboration through digitization of collections, cataloguing of web collections, etc. Creates positive optics and perceptions re: effective and successful IT planning and implementation. This would lead to improved connectivity for Northern libraries. As indicated OLS-North is committed to working with other parties to encourage the growth of bandwidth for Northern communities. The successful implementation of this project will provide funders and technology champions with evidence of the way in which libraries can work together to build applications. Increased networking and resource sharing among libraries. Once libraries are sharing servers and automation systems, it will lead automatically to other sharing. If a library for instance is cataloguing sites on the web, this would be available to the other libraries. If a library chooses to purchase a new type of equipment, it could lead to a joint purchase. Positions libraries to fully participate in the Provincial Interlibrary Loan system. As the system will be Z39.50 compliant, all participating libraries collections will be available on the Provincial Interloan system. Access to automatic telephone circulation tool. SirsiDynix s SVA (SirsiDynix Voice Automation) is a convenient, automatic way for your library to contact users without spending staff members time. With SVA your library also provides users with an additional means of around-the-clock access to the library via telephone. Using SVA, library users can get up-to-date information on their accounts and information about the library, such as: materials checked out, how to change your PIN, listing of fines due, library announcements, any overdue materials, how to renew materials.

7 WHAT PRINCIPLES WILL GUIDE JASI? JASI will be governed and managed based on the following principles: 1. Overall coordination and control will be maintained through commitment to a clearly articulated and shared vision, an attitude of cooperation and collaboration, and mutually agreed upon outcomes. 2. JASI will actively contribute to building library and information capacity. 3. Open and constant two-way communication is recognized as critical to the project 4. All participating libraries are partners in the project and will treat one another with mutual support and encouragement. 5. Decision making will be distributed and will be based on clearly defined and accepted roles as outlined in the Terms of Reference for the Joint Steering Committee and the User Committee. 6. All participants will adopt an action orientation; everyone will help to make it happen. 7. Decision making will be based on consensus. When formal votes are taken, representation will be equal and each representative will have one vote. 8. Decisions will be made at the appropriate level; decision making is delegated to the appropriate level through contractual arrangements and the terms of reference that define the responsibilities of committees. 9. JASI will employ a phased-in approach that brings individual libraries and groups of libraries into the project as they are ready.

8 WHAT ARE THE STEPS FOR MY LIBRARY TO JOIN JASI? Contact OLS-North to join the shared server. We will work with you to prepare your library to go live. See the sample project steps below. Non-Automated Library Complete JASI survey and return to OLS-North with list of Circulation policies and user types. Develop Automation Plan and Timeline with OLS-North staff. Order barcodes, patron cards. Install software on workstations. Test connection to JASI. Receive training for adding items to JASI. Go Live with cataloguing. When you are ready, receive training to build a patron database and use Circulation. Automated Library Complete JASI survey and return to OLS-North with list of Circulation policies and user types. Send barcode samples. Develop Automation Plan and Timeline with OLS-North staff. Order new barcodes, patron cards. Send datafile to SirsiDynix for analysis. Install software on workstations. Test connection to JASI. Complete data mapping chart for material and patron codes. Receive training for Searching, Cataloguing, Circulation, Reports, Serials. Build patron database OR SirsiDynix will migrate existing patron records. Go Live with Circulation and Cataloguing.

9 WHAT WILL IT COST? OLS-North provided funds for the following: A Project Manager to coordinate the project Initial server hardware and automation software for the JASI project Steering Committee meetings for a period of one year Some costs associated with the first year User Committee meetings Libraries will be required to pay an Annual membership fee which includes costs of bibliographic data migration, servers, hosting, Symphony with Circulation, Cataloguing, OPAC, Z39.50, Serials, Acquisitions, Web Reporter and Service Desk. OLS-North will assist libraries in finding possible funding or with consortia purchasing for some costs. However, unless alternative funding can be found, libraries will be required to fund the following: Purchase of library PCs and peripherals Purchase of any required operating system upgrades Cost of Patron cards and barcodes Conversion of records or Staff time to link records or create lists of ISBN of books in the collection. OLS-North is working to find opportunities for funding of Staff costs. This includes the cost of transferring any non-bibliographic databases. If a library chooses a separate, rather than a shared database, an additional cost will apply

10 Membership fees for libraries are annual and based on population served. Fee Population Served $450 under 2,500 $700 under 5,000 $950 under 7,500 $1,100 under 10,000 $1,350 under 15,000 $1,600 under 20,000 $3,700 under 30,000 $5,800 under 40,000 $7,900 under 50,000 $10,000 under 60,000 $12,100 under 70,000 $14,200 under 80,000 $16,300 under 90,000 $18,400 under 100,000 $20,500 under 110,000 $22,600 under 120,000 $24,700 under 160,000

11 WHAT SHOULD MY LIBRARY DO TO PREPARE? While you are waiting: Be automation ready and contact OLS-North if you need more information: Keep informed - Watch the OLS-North listserv for updates Weed your collection. OLS-North staff can provide you with weeding guidelines. This will assist you when bar-coding and linking your collections Review your hardware/operating system/connectivity requirements - Windows 2000, XP or Mac OS X (10.4 or higher on Intel or PowerPC) - CPU Speed: Minimum: 700 MHz Recommended: 1 GHz - Disk Space: 100 MB - Memory: Minimum: 512 MB Recommended: 1 GB - Screen Resolution: 1024 x 768 or better Windows Vista requirements are the same as above, with these changes: - CPU speed: Minimum 800 MHz - RAM: 1GB Recommended: 2GB Consider the layout of the circulation desks and check for wiring/electrical needs If you are already automated, determine whether your records are MARC format and whether you will be converting your records or relinking the collection When cataloguing, include ISBNs in your bibliographic records Fill out the profile sent to you by OLS-North. OLS-North will use the information to plan your migration to the new server Budget for your membership fee Keep your Board informed about the Joint Automation Server Initiative When OLS-North calls for membership: 1. Be prepared to sign an agreement with OLS-North 2. Be patient - We will have to phase in migration of many libraries 3. Work with the Project Coordinator and the OLS-North Project Manager to prepare for the migration. This will include the linking or conversion of your records

12 WHO IS INVOLVED AND HOW DO I GIVE INPUT? The JASI organization structure is composed of various levels: Details 1. OLS-North 2. JASI Steering Committee - Northwest - 2 representatives - Northeast - 2 representatives - First Nation (North & South) - 2 representatives - Appointed at large - 1 representative 3. JASI User Committee Member library reps OLS-North (non-voting) 4. Participating library 1. OLS-North OLS-North assumes overall responsibility for JASI in consultation with the JASI Steering Committee. OLS-North is also providing the majority of funding for the initial implementation of the project. Specifically, OLS-North will: Provide overall coordination and administration for JASI including coordinating the development of a shared vision (mission, vision and values), identity, and shared understanding. This will require a Project Manager at OLS-North and an ongoing visioning process that will link local visions to a system-wide vision Develop a standard Letter of Agreement between participating libraries and OLS-North. The Letter of Agreement will include clear statements of the standards that are to guide the development of JASI, providing a clear process for maintaining overall quality control Coordinate project communications, including the establishment of a communications network among the participants. The LAC meetings will be used as a major communication and dialogue mechanism Coordinate marketing initiatives for JASI and produce common marketing tools as appropriate Coordinate centralized purchasing: negotiate licenses on behalf of participating libraries with vendors of hardware and software and bibliographic records for the collective use of libraries participating in JASI Establish cataloguing standards for JASI participants Assist Member libraries in retrospective conversion and migration of records to the new system. Coordinate training and assistance with the implementation and use of automated library systems Identify and share ideas and opportunities between clusters Facilitate collaboration and commitment on system-wide and long-term objectives Define financial standards and overall project budgeting, including preparing budget estimates, managing project funds and tracking costs

13 Recognize and celebrate success Track project progress Take on a primary role in securing funding for the project 2. JASI Steering Committee A representative Steering Committee for JASI will be established to provide overall direction and leadership according to the Terms of Reference. Each Member will have one vote The CEO of OLS-North will be a de facto member of the Steering Committee, and the Project Manager/Coordinator or Designate will also serve on the Steering Committee. OLS-North will provide administrative, secretarial and logistical support to the Steering Committee. OLS-North will have final say in matters related to OLS-North budget or any contractual obligations The JASI Steering Committee membership will include representatives as follows: - Northwest - 2 representatives - Northeast - 2 representatives - First Nation (North & South) - 2 representatives - Appointed at large - 1 representative The Committee Members should have: - Indepth knowledge and understanding of the project (ILS & JASI) - Natural leadership abilities - Enthusiasm for and commitment to JASI. (i.e., they should be champions ) - A high level of trust with the other participants and with the process - The time to commit for the required level of involvement - A well developed ability to work effectively in group settings The role of the JASI Steering Committee is to: - Establish project objectives, guidelines, including participation policies, and a policy framework that will define and guide the project - Make recommendations regarding JASI - Maintain community engagement: communicate relevant decisions and associated rationale/processes on key areas and issues - Assist with the development of a work plan and schedule - Ensure that the accepted cataloguing standards are used by participating libraries - Maintain two-way communications and relations with project participants in order to ensure shared ownership of the project - Provide a strong coordinating centre, receive recommendations from the User Group, and make recommendations on behalf of the JASI project - Monitor project status and progress The Committee may choose to form an ad hoc committee such as a Technical Training Committee 3. JASI User Committee A representative JASI User Committee will be established from participating libraries. The specific roles and powers of the User Committee will be defined in their Terms of Reference The User Committee will include: - One Member from each participating public library - One co-chair elected from User Committee - One co-chair from OLS-North (non-voting Member)

14 - Each member library will have one vote The role of the User Committee is: - To make recommendations on developing global patron profiles and circulation policies for library ILS configuration which will be sent to the JASI Steering Committee - To advise the JASI Steering Committee on any preferred changes or upgrades to the ILS for use by members - To provide an opportunity to network among participating libraries - To provide regular progress and monitoring reports to the JASI Steering Committee - To receive information from OLS-North on progress, issues and challenges of other Clusters The User Committee make recommendations to the JASI Steering Committee for planning, implementation, adaptation and change 4. Participating library Membership in JASI will be open to any public library in Northern Ontario that pays its annual membership fee or any other library OLS-North has designated in its contract with SirsiDynix. Terms of Reference will be established, and will include full participation in the Provincial Interloan system Each public library that wishes to participate will be required to enter into a Letter of Agreement with OLS-North. The client libraries will be customers who sign agreements to participate in JASI. The Letter of Agreement will identify an individual as the key contact person at each member library. The Technical contact person will serve as liaison between the participating library and OLS-North to solve software and hardware issues Each participating library will be a member of the JASI User Committee As participants in this collaborative and cooperative project, the Client libraries have a responsibility to participate, to provide leadership, and to become actively engaged in the project. They also have responsibility to assist with setting guidelines and deliverables for the project, and assist in the funding initiatives The role of the participating libraries is: - To approve a Letter of Agreement for library automation with OLS-North - To provide a representative to serve on the User Committee - To actively support the funding campaign coordinated by OLS-North Participating libraries make nominations to the JASI Steering Committee

15 JASI STEERING COMMITTEE TERMS OF REFERENCE A. Objective The JASI Steering Committee will provide overall direction and leadership for the Joint Automation Services Initiative and will make recommendations/decisions to OLS-North about JASI. OLS-North will have final say regarding matters related to the OLS-North budget or contractual obligations. B. Reports to: OLS-North Management and Member libraries C. Responsibilities 1. Attend meetings as scheduled 2. Establish project objectives, guidelines, including participation policies, and a policy framework to define and guide the project 3. Provide a strong coordinating centre, receive recommendations from Cluster User Committees and make recommendations for the JASI project 4. Assist with the development of a work plan and schedule 5. Maintain two-way communications and relations with project participants in order to ensure shared ownership of the project 6. Ensure that the accepted cataloguing standards are used by Member libraries 7. Maintain community engagement: communicate relevant decisions and associated rationale/processes on key areas and issues 8. Monitor project status and progress 9. The Committee may choose to form an ad hoc committee such as a Technical and Training Committee D. Committee composition 1. Elected - Northwest - 2 representatives - Northeast - 2 representatives - First Nation (North & South) - 2 representatives - Appointed at large - 1 representative 2. JASI Project Manager / Coordinator or Designate 3. OLS-North CEO E. Term of office Membership shall be elected for a two year term. Members who repeatedly miss meetings or who miss two consecutive meetings, without being excused by the Committee, may be asked to resign the Committee membership. In such a case, every attempt will be made to maintain the Committee composition requirements.

16 JASI USER COMMITTEE TERMS OF REFERENCE A. Objective JASI User Committee will be established from participating libraries in JASI. The role of the User Committee is to advise the JASI Steering Committee on any preferred changes or upgrades to the ILS for use by members. B. Reports to: JASI Steering Committee and Member libraries C. Responsibilities 1. Attend meetings as scheduled 2. Make recommendations on developing global profiles and circulation policies for library ILS configuration which will be sent to the JASI Steering Committee 3. Advise the JASI Steering Committee on any preferred changes or upgrades to the ILS for use by members 4. Make recommendations to the JASI Steering Committee for planning, implementation, adaptation and change 5. Provide regular progress and monitoring reports to the JASI Steering Committee 6. Provide an opportunity to network among participating libraries 7. Receive information from OLS-North on progress, issues and challenges at other clusters D. Committee composition 1. One member from each Participating public library. Each member library will have one vote 2. One co-chair elected from the libraries. (two year term) 3. One co-chair from OLS-North (non-voting) E. Term of office Individual representatives will be appointed by their library.

17 JASI VENDORS JASI uses the Symphony ILS software from SirsiDynix. It is housed on four servers hosted by Lanscapes Network Management in Mississauga. Servicedesk support is provided by JASI Service Desk. 1. SirsiDynix The merger of Sirsi and Dynix resulted in SirsiDynix becoming the largest company in the integrated library system market. Its Symphony software was written for consortia and includes the following modules and services: Bibliographic Control System with Z39.50 Server Authority Control Circulation with Inventory Offline Circulation User Request and Information Module Outreach Service Bath Server (Z39.50) Profile Compliance Reporting Modules including Import and Export Utilities Enterprise Portal Solution Serials Checkin Acquisitions and Fund Accounting SmartPORT Z39.50 Copy Cataloging Client The software is in use around the world and features innovative technology including federated search of multiple databases, statistical/analytical tools, digital media archive technology and resource sharing. For more information, see 2. Lanscapes Network Management Inc. Lanscapes has provided service to Ontario libraries for over 12 years. Its hosting centre is located at Primus Business Services collocation centre in Toronto which manages services for large corporate clients. Support and maintenance of JASI hardware will use a combination of SirsiDynix support staff, Lanscapes and Primus. The facility is a 24/7 operation and is maintained by a highly trained team of system administrators and development professionals. Any network outages or server interruptions are immediately recognized and overcome by back-up systems and fault tolerant systems architecture. The service is state of the art and includes full daily backup plus off-site backup, 100Mbps redundant fibre-based backbone connection and multi-homed with no less than 3 different bandwidth providers, enterprise-class UPS, 1200HP Volvo diesel generator, Bio-Med fingerprint ID, video surveillance. More details are available at: colocation/index.cfm 3. JASI Service Desk The Service Desk will be operated by the OLS-North Innovation and Technology Team. They will provide first point troubleshooting for Symphony software related issues. Computer hardware issues will be referred to the 24by7 TekDesk

18 TERMS OF REFERENCE FOR A LIBRARY IN THE OLS-NORTH JOINT SERVER OLS-North is the sponsor of a joint server initiative which hosts a union database and Symphony integrated library system. It provides access to a web based public catalogue, as well as circulation, cataloguing, acquisitions and serials functions. OLS-North is pleased to offer membership on its joint server. Benefits to the library Library patrons will have Internet access to the catalogue and can request material and view their library accounts. Participation in the Provincial Interloan system with Z39.50 standards Discounts on SirsiDynix Symphony software, hardware and peripherals Assistance in migration process: data conversion, setup of Local Policies for Circulation and other modules Training: initial SirsiDynix Symphony, plus ongoing training and support for library automation Shared cataloguing: libraries can add their copies to existing MARC records in the union database Consulting on library automation from OLS-North Staff Contractual obligations OLS-North has signed agreements with SirsiDynix and with Lanscapes. In order to ensure that the library does not inadvertently infringe on OLS-North s contractual obligations. The Library agrees: not to attempt to make any modifications to the system software, add any additional software or prevent OLS- North or SirsiDynix from adding any new or corrected versions of the system components or to deviate from the software operating procedures to acknowledge that the servers used for the SirsiDynix software are dedicated software and can only be operated for this purpose to work with OLS-North to ensure that all steps necessary are taken to confirm acceptance of the system within 30 days of the operational date. The Library agrees to notify OLS-North with any problems with the system as soon as they become aware of such problems so that OLS-North can work with SirsiDynix to correct the problem within this time frame. that SirsiDynix owns the copyright on the software and any training materials or documentation and agrees not to infringe on this copyright in any manner. The library is not permitted to alter or obscure any proprietary rights notice on any SirsiDynix supplied materials and agrees to include these proprietary notices on any copies. not to make any written or oral disclosures to any third party of any results of any benchmark tests on any part of the software

19 not to rent or lease Symphony software to any other entity or allow any other organization to use the software, except as a user of the library upon termination of membership and at OLS-North s request to return to OLS-North any documentation provided for the software by SirsiDynix not to use WebReporter beyond the use of analyzing data on the Symphony system or to use WebReporter in any manner not consistent with its intended use for one year from the effective date of the contract between OLS-North and SirsiDynix, the library agrees to contact OLS-North before making an offer of employment to any employee of SirsiDynix Membership Participating libraries must meet the following criteria: The library is a Northern public library or a library that OLS-North has included in its contract with SirsiDynix The library is a participant in the Provincial Interlibrary Loan system as a lender The library agrees to participate in the development of cataloguing standards as set by the Joint Server Steering Committee The library accepts the annual cost of membership, based on population served by the participating library. This figure will be reviewed annually as population figures change. The library agrees to contact JASI Service Desk for support and services The library signs the OLS-North Joint Server Waiver of Liability

20 JASI TROUBLE SHOOTING PRINCIPLES JASI clients are expected to follow the steps in the JASI Trouble Shooting Procedures for OLS-North Client Libraries when experiencing problems with Symphony. These trouble shooting procedures will be amended from time to time. The following types of calls are considered Priority 1. JASI Service Desk will respond to the library within 2 hours, during regular Service Desk hours, if a voic or message is left/sent to the Service Desk. System is down (nothing works) Staff cannot login to Symphony Staff and patrons cannot access the OPAC - the I Bristro / Enterprise web catalogue Staff can access Symphony, but have serious a serious problem within a module, such as: Circulation cannot retrieve any patron record, or Cataloguing functions fail Symphony upgrade didn t work The following types of calls are considered Priority 2. JASI Service Desk will respond to the library within 24 hours, during regular Service Desk hours if a voic or message is left/sent to the Service Desk. Reports don t work, such as overdue notices, claim notices, purchase orders Field from the patron file is incorrect Item is searchable but doesn t display Can t access a patron record or corrupted record Problems with data loading Barcode scanner doesn t work A router doesn t work The following types of calls are considered Priority 3. JASI Service Desk will respond to the library within 48 hours, during regular Service Desk hours, if a voic or message is left/sent to the Service Desk. Requests for information Request for a service involving fees NOTE: The system is unavailable from 1 a.m. to 4 a.m. every night because of maintenance and backups.

21 PROBLEM: Symphony Circulation and Cataloguing modules are working but, when searching for an item, the system displays an error message such as item database error. Or, a user cannot be searched by name, just by barcode number. 1. Contact the JASI Service Desk - this is a Priority 2 call PROBLEM: Symphony software gives connection errors when attempting to login. 1. First, check the scope of the problem: Are all of the computers at your location experiencing the same problem? Are any other branches within your library system experiencing the same problem? Have any configuration changes been made to Symphony? For instance, check that the initial Symphony configuration screen has the correct IP and port numbers. 2. From the PC, try to connect to other web pages. If no other web pages can be accessed, then the problem is either within your network or your Internet Provider. Contact your network administrator or JASI Service Desk - this is a Priority 1 call. If only some web pages display and not others, then a problem may exist in the routing from your location to the Symphony server. Contact your network administrator or JASI Service Desk - this is a Priority 1 call. If all web pages display properly, then try to connect to the OPAC. (Go to Step 3). 3. Try to connect to OPAC and perform a search. If the OPAC connects and the search is OK, then Symphony is working. (Go to Step 4) If OPAC message displays message such as login to Webserver or EPS is currently unavailable, contact JASI Service Desk - this is a Priority 1 Call. 4. If you can connect to other web sites, but: Cannot start Workflows, contact JASI Service Desk - this is a Priority 1 call. Cannot connect to OPAC - I Bistro, contact JASI Service Desk - this is a Priority 1 call. The Client Library can contact the JASI Service Desk Telephone: x504 Fax: Monday - Friday: 8:30 a.m. to 9:00 p.m. EST Saturday: 9:00 a.m. to 5:00 p.m. EST

22 Please complete and return the following forms to join us!

23 LETTER OF AGREEMENT between Ontario Library Service North [OLS-North] 334 Regent St. Sudbury ON and [The Library] Dated: OLS-North agrees that [Name of Library] be granted membership in the OLS-North Joint Server with the following conditions: 1. The OLS-North JASI Waiver of Liability has been deposited with OLS-North. 2. The Library confirms that it meets the criteria set out in the OLS-North Terms of Reference for a Library in the OLS-North Joint Server. 3. The Library agrees to abide by the terms of the existing OLS-North - SirsiDynix contract, OLS-North - Lanscapes contract and the OLS-North - JASI Helpdesk Agreement as communicated to them by OLS-North. 4. The Library agrees to be invoiced by OLS-North for costs of annual membership. The decision by the Library to not pay said fee will be understood as a withdrawal from the OLS-North joint server. In such situation, the Library would no longer benefit from the OLS-North - SirsiDynix contract and be subject to any fees necessary to extract its data. 5. OLS-North agrees to provide the Library with the following services: Data conversion assistance Setup of Local Policies for Circulation and other modules. Initial Horizon migration training All benefits of the OLS-North discount with SirsiDynix including discounts on SirsiDynix software Consulting Helpdesk services

24 6. The Library shall have one vote at the JASI User Committee. 7. The Technical Contact for the Library will be:. The Library will promptly notify OLS-North about any change to the Technical Contact. Signatures: Library CEO (signature) Name Work address OLS-North CEO (signature) Name Work address

25 JOINT SERVER WAIVER OF LIABILITY Leanne Clendening CEO, OLS-North 334 Regent St., Sudbury, ON Dear Leanne, The [name of Library] agrees and understands that OLS-North may directly or through its subcontractor (SirsiDynix Inc., Lanscapes Network Management Inc., JASI Servicedesk) provide information and services with respect to s [name of Library] computer and software systems. [name of Library] hereby declares that it understands that the OLS-North, SirsiDynix, Lanscapes Network Management Inc., JASI Servicedesk are not accepting any responsibility for damages, whether incurred through inadvertence or negligence, that might be sustained by the [name of Library] as a result of the services rendered by OLS-North, SirsiDynix, Lanscapes Network Management Inc., or JASI Servicedesk. Signed on [Date] Per: [CEO or designate] [name of Library]

26 RENONCIATION DE RESPONSABILITÉ DU PROJET DE SERVEUR CONJOINT Leanne Clendening Directrice générale SBO - Nord 334, rue Regent, Sudbury (Ontario) Madame Clendening, La [nom de la bibliothèque] comprend et accepte que le SBO - Nord peut fournir, directement ou par l entremise d un sous-traitant (SirsiDynix Inc., Lanscapes Network Management Inc., service d assistance JASI), des renseignements et des services concernant les systèmes informatiques et les logiciels de la [nom de la bibliothèque]. La [nom de la bibliothèque] déclare par la présente qu elle comprend que le SBO - Nord, SirsiDynix, Lanscapes Network Management Inc. et le service d assistance JASI n acceptent aucune responsabilité pour les dommages, causés par inadvertance ou par négligence, que pourrait subir la [nom de la bibliothèque] à la suite des services offerts par le SBO - Nord, SirsiDynix, Lanscapes Network Management Inc., ou le service d assistance JASI. Signé le [Date] Par : [direction générale ou son remplaçant] [nom de la bibliothèque]

27 6. La bibliothèque aura droit à un vote au sein du Comité des usagers de JASI. 7. La personne responsable des questions techniques pour la bibliothèque sera :. La bibliothèque s engage à informer le SBO - Nord sans délai de tout changement de personne responsable. Signatures : Direction générale de la bibliothèque Direction générale du SBO - Nord (signature) (signature) Nom Nom Adresse au bureau Adresse au bureau

28 LETTRE D ENTENTE entre le Service des bibliothèques de l Ontario - Nord [SBO - Nord] 334, rue Regent, Sudbury (Ontario) et [la bibliothèque] Date : Le SBO - Nord accepte de donner à la [nom de la bibliothèque] le statut de membre du serveur conjoint du SBO - Nord sous réserve des conditions suivantes : 1. Le SBO - Nord a reçu le formulaire Renonciation de responsabilité du projet de serveur conjoint, rempli par la bibliothèque; 2. La bibliothèque confirme qu elle répond aux critères énoncés dans le Mandat des bibliothèques participant au projet de serveur conjoint du SBO - Nord; 3. La bibliothèque accepte de respecter les modalités du contrat entre le SBO - Nord et SirsiDynix, du contrat entre le SBO - Nord et Lanscapes et de l accord entre le SBO - Nord et le service d assistance JASI, conformément aux renseignements qui lui sont communiqués par le SBO - Nord; 4. La bibliothèque accepte de payer la facture annuelle des droits d adhésion qui lui sera envoyée par le SBO - Nord. Tout défaut de paiement sera interprété comme un retrait du serveur conjoint du SBO - Nord. Dans une telle situation, la bibliothèque ne profiterait plus des avantages prévus par le contrat entre le SBO - Nord et SirsiDynix et elle devrait payer, le cas échéant, pour l extraction de ses données. 5. Le SBO-Nord accepte de fournir les services suivants à la bibliothèque : Aide à la conversion des données; Installation du module de politiques locales de circulation et des autres modules; Formation initiale pour la migration au logiciel Symphony; Tous les avantages des rabais négociés par le SBO - Nord auprès de SirsiDynix, y compris les rabais à l achat de logiciels de SirsiDynix; Consultation; Service d assistance.

29 PROBLÈME : Les modules de circulation et de catalogage fonctionnent, mais Symphony donne un message d erreur lors de la recherche d un article. Ou encore la recherche du dossier d un usager ne peut être effectuée par nom, seulement par numéro de code à barres. 1. Communiquez avec le service d assistance JASI. Il s agit d une priorité de catégorie 2. PROBLÈME : Le logiciel Symphony indique des erreurs de connexion lors de l ouverture de session. 1. En premier lieu, vérifiez l ampleur du problème : Est-ce que tous les ordinateurs de votre succursale ont le même problème? Est-ce que d autres succursales de la bibliothèque ont le même problème? Est-ce que la configuration de Symphony a été modifiée? Par exemple, vérifiez que les numéros d IP et de port sont exacts sur l écran de configuration initial du logiciel. 2. Essayez d accéder à Internet à partir de l ordinateur qui pose problème. Si vous ne pouvez accéder à d autres pages Web, le problème se situe au niveau de votre réseau ou de votre fournisseur de services Internet. Communiquez avec votre administrateur de réseau ou avec le service d assistance JASI. Il s agit d une priorité de catégorie 1. Si seulement certaines pages Web s affichent, il pourrait y avoir un problème de communication entre votre emplacement et le serveur Symphony. Communiquez avec votre administrateur de réseau ou avec le service d assistance JASI. Il s agit d une priorité de catégorie 1. Si toutes les pages Web s affichent correctement, essayez de vous brancher au catalogue public en ligne. Passez à l étape Essayez de vous brancher au catalogue public en ligne et d effectuer une recherche. Si le branchement est établi avec le catalogue public en ligne et que la recherche fonctionne, Symphony est en ligne. Passez à l étape 4. Si le catalogue public en ligne affiche un message comme «login to Webserver» ou «EPS is currently unavailable», communiquez avec le service d assistance JASI. Il s agit d une priorité de catégorie Si vous pouvez accéder à d autres sites Web, mais que vous ne pouvez : Lancer Workflows, communiquez avec le service d assistance JASI. Il s agit d une priorité de catégorie 1. Vous brancher au catalogue public en ligne ou à ibistro, communiquez avec le service d assistance JASI. Il s agit d une priorité de catégorie 1. Communiquez avec le service d assistance JASI Téléphone : , poste 504 Courriel : Télécopieur : Lundi au vendredi : 8 h 30 à 21 h HNE Samedi : 9 h à 17 h HNE

30 PROCÉDURES DE DÉPANNAGE DU SERVICE JASI En cas de problèmes avec le logiciel Symphony, les bibliothèques clientes de JASI doivent suivre les étapes énoncées dans les Procédures de dépannage du service JASI. Les procédures de dépannage pourront être modifiées de temps à autre. Les types d appels suivants sont une priorité de catégorie 1. Le service d assistance JASI communiquera avec la bibliothèque dans les 2 heures suivant la réception d un message vocal ou d un courriel l informant du problème, durant les heures d ouverture : Le système est en panne (rien ne fonctionne); Le personnel ne peut ouvrir une session dans Symphony; Le personnel et les clients ne peuvent accéder au catalogue public en ligne, à ibistro ou à Enterprise; Le personnel peut accéder à Symphony, mais l un des modules comprend un problème sérieux (p. ex., le module de circulation ne peut extraire les dossiers des clients, ou les fonctions de catalogage sont défectueuses); Une mise à niveau de Symphony n a pas fonctionné. Les types d appels suivants sont une priorité de catégorie 2. Le service d assistance JASI communiquera avec la bibliothèque dans les 24 heures suivant la réception d un message vocal ou d un courriel l informant du problème, durant les heures d ouverture : La production de rapports ne fonctionne pas (p. ex., les avis de retards, les avis de réclamation ou les bons de commande); Un champ de données du dossier d un client est inexact; Un article est interrogeable, mais n apparaît pas à l écran; La bibliothèque ne peut accéder au dossier d un client ou le dossier est corrompu; Le chargement des données ne se fait pas correctement; Un lecteur de codes à barres ne fonctionne pas; Un routeur ne fonctionne pas. Les types d appels suivants sont une priorité de catégorie 2. Le service d assistance JASI communiquera avec la bibliothèque dans les 48 heures suivant la réception d un message vocal ou d un courriel l informant du problème, durant les heures d ouverture : Les demandes d information; Les demandes de services payants. REMARQUE : Le système sera hors ligne tous les jours de 1 h à 4 h pour effectuer de l entretien et des copies de sauvegarde.

31 De reconnaître que SirsiDynix est le titulaire des droits d auteur du logiciel et de tout matériel ou documentation de formation, et d accepter de ne violer ce droit d auteur de quelque façon que ce soit. La bibliothèque n est pas autorisée à modifier ou à occulter tout avis de droits de propriété apparaissant sur le matériel fourni par SirsiDynix, et elle accepte de reproduire ces avis de droits de propriété sur les copies du matériel; De ne faire aucune divulgation écrite ou verbale à des tiers relativement aux résultats de tests d évaluation des performances de tout élément du logiciel; De ne pas louer ou louer à bail le logiciel Symphony à toute autre entité et de ne permettre à aucune autre organisation d utiliser le logiciel, sauf en sa qualité d usager de la bibliothèque; De remettre au SBO - Nord, à la fin de l adhésion de la bibliothèque au projet et à la demande du SBO - Nord, toute documentation relative au projet fournie par SirsiDynix; De ne pas utiliser le Web Reporter à d autres fins que l analyse des données du système Symphony et de ne pas utiliser le Web Reporter de façons qui ne correspondent pas à l usage auquel il est destiné; De communiquer avec le SBO - Nord avant de faire une offre d emploi à tout employé de SirsiDynix au cours d une période d un an suivant la date d entrée en vigueur du contrat entre le SBO - Nord et SirsiDynix. Critères d adhésion Les bibliothèques participantes doivent répondre aux critères suivants : La bibliothèque est établie dans le Nord de l Ontario ou est désignée par le SBO - Nord dans son contrat avec SirsiDynix; La bibliothèque participe au système provincial de prêts entre bibliothèques à titre de prêteur; La bibliothèque accepte de participer à l élaboration des normes de catalogage par le Comité directeur de JASI; La bibliothèque accepte de payer les droits d adhésion annuels, fixés en fonction de la population desservie. Les droits seront ajustés chaque année pour refléter l augmentation ou la diminution de la population desservie; La bibliothèque accepte de communiquer avec le service d assistance JASI pour obtenir du soutien et des services; La bibliothèque signe le formulaire Renonciation de responsabilité du projet de serveur conjoint.

32 MANDAT DES BIBLIOTHÈQUES PARTICIPANT AU PROJET DE SERVEUR CONJOINT DU SBO - NORD Le SBO - Nord est le promoteur d une initiative de serveur conjoint, qui comprend une base de données commune ainsi que le système intégré de gestion de bibliothèque Symphony de SirsiDynix. Ce système fournit l accès à un catalogue public en ligne, ainsi qu à des fonctions de circulation, de catalogage, d acquisitions et de publications en série. Le SBO - Nord est heureux d offrir aux bibliothèques l occasion de participer à ce projet. Avantages pour la bibliothèque La bibliothèque peut adhérer à la base de données commune ou détenir sa propre base de données sur le serveur. La bibliothèque peut consulter individuellement les renseignements au sujet de ses titres et de ses clients, ainsi que ses politiques de circulation; Les clients de la bibliothèque peuvent consulter le catalogue, réserver des articles de la bibliothèque et consulter leur compte d usager sur Internet; La bibliothèque participe au système provincial de prêts entre bibliothèques, conformément à la norme Z39.50; La bibliothèque obtient des rabais à l achat du logiciel Symphony de SirsiDynix, de matériel informatique et de périphériques; La bibliothèque obtient de l aide lors de la migration, notamment pour la conversion des données et l installation du module de politiques locales de circulation et des autres modules; La bibliothèque reçoit une formation initiale sur le logiciel Symphony de SirsiDynix, ainsi que de la formation et du soutien continus en matière d automatisation; La bibliothèque peut bénéficier du catalogage partagé en ajoutant ses exemplaires aux dossiers MARC dans la base de données commune; La bibliothèque obtient des conseils en matière d automatisation de la part du personnel du SBO - Nord. Obligations contractuelles Le SBO - Nord a signé des ententes avec SirsiDynix et Lanscapes. Afin d assurer que la bibliothèque ne viole pas involontairement les obligations contractuelles du SBO - Nord, la bibliothèque accepte : De ne pas tenter d apporter des modifications au logiciel Symphony, de ne pas ajouter des logiciels supplémentaires, de ne pas empêcher le SBO - Nord ou SirsiDynix d ajouter des versions nouvelles ou améliorées des composantes du système, et de ne pas s écarter des procédures d exploitation du logiciel; De reconnaître que les serveurs hébergeant le logiciel de SirsiDynix sont réservés à cette fin et ne peuvent être utilisés à d autres fins; De travailler en collaboration avec le SBO - Nord pour assurer que toutes les démarches nécessaires sont prises pour confirmer l acceptation du système dans les 30 jours suivant la date de son entrée en fonction. La bibliothèque accepte d informer le SBO - Nord de tout problème décelé dans le système aussitôt qu elle prend connaissance de ce problème, afin que le SBO - Nord puisse travailler avec SirsiDynix pour corriger le problème dans le délai prévu;

33 Veuillez remplir les formulaires aux pages suivantes et nous les retourner pour adhérer à cette initiative!

34 système d identification des empreintes digitales Bio-Med, et une surveillance vidéo. Pour obtenir de plus amples renseignements, veuillez consulter le site 3. Service d assistance JASI Le service d assistance sera offert par l Équipe d innovation et de technologie du SBO - Nord. Il sera premier point de contact en cas de problèmes liés au logiciel Symphony. Les problèmes liés au matériel informatique seront acheminés à 24by7 TekDesk (