4.6. Pre-Implementation of ILMS
4.6.2 Outcomes and Post Implementation and Administration of ILMS
The researcher wanted to discover if there were any problems and challenges related to using the system, and if so identify the mechanism that can be used to solve these problems. The interviewees answered one of the research questions that the study was investigating about the challenges experienced by users of the SirsiDynix Symphony across the academic libraries in KZN.
When asked about the challenges and problems related to the system, Vusi responded that “the system was customised to suit the institutions needs”. Vusi stated that this was evident when MUT Library Management wanted their users borrowing privileges extended from 90 days to 180 days. The policy was adjusted to suit MUT’s needs. Universal Knowledge Software was able to offer its support on changing this policy. The system was customisable with additional features added to suit the institution’s needs by adding of specific categories as requested by the institution.
Other minor problems like downtime, slow connectivity, and off- line were dealt with internally before being escalated to suppliers depending on the nature of the problem.
Vusi further said that problematic screen shots were sent by e-mail to Universal Knowledge Software Librarian discussing the nature of the problems.
Both Sindi and Amanda were asked about “the challenges they experienced. Sindi responded by saying that most challenges they face they try to resolve them internally
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by troubleshooting and informing their Systems Librarians. If those problems were not solved then they were escalated to Universal Knowledge Software. Amanda also supported Sindi that they do their troubleshooting internally especially if it was a minor problem. Siphokazi cited that the problem they encountered regarding sharing the system was lack of bibliographic rights needed to edit records. They cannot just edit the records without consulting the participating library but Universal Knowledge Software offered support if they experienced problems and they also conducted on site visits and inspections to offer their support. Siphokazi further highlighted that some of their records were not migrated when migrating to the new system and that created the problem of them doing original cataloguing of some books. Siphokazi complained about the restrictions on rights to delete records as institutions were sharing resources and further said the system did not t allow changing of records without consulting other institutions as limits existed as per institution’s licensing agreements and policies.
When asked about the problems they encountered, Mbali said that they encountered duplication of records with some of the records during the system migration and stated that some of the problems could be easily solved internally. Mbali reported that “they experienced problems during downloading of records especially from Acquisitions if the wrong record was downloaded”. Mbali further said that “the latest information was not transferred instantly as they would like it to happen but instead they had to wait for a day for the record to be downloaded”. Mbali also highlighted that another problem they encountered was from the Serials Module if the periodical staff modifies something. Mbali further reported that that modification did not show exactly the modified bibliographic record. Siphokazi said that “the merging and duplication of records was also problematic due to a lack of consistency and clarity with the capturing of records by librarians which makes it difficult to retrieve some records”.
Senamile raised the concern regarding some records that were not migrated when they moved to the new system and were left unmigrated. Senamile said that “another problem encountered was that of merging records, duplicate records they had to delete as some records had missing fields”. Senamile further indicated “problems related to a lack of consistency of the catalogue records especially during capturing”.
Senamile further said that some fields lacked clarity and consistency. Mawande also raised the problem regarding the Serials Module in that it did not allow you to add a new control record as with the Acquisitions Module but further indicated that, but they
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had not encountered major problems as they get support from Universal Knowledge Software.
Bongi and Aphiwe answered the question about the problems they encountered. Both agreed that problems would be first attended internally before consulting the supplier.
Bongi and Aphiwe reported that problems were passed to the Systems Administrator to be resolved. Some complicated problems were sent to Universal Knowledge Software. Philani, Siyabonga and Senamile cited that the Systems Librarian solved all their problems with the assistance of the Information Technology Department.
When asked if they experienced any problems with the running of reports on the system Vusi, Sindi, Ayabonga, Mawande and Siphokazi indicated that most problems they experienced during the running of reports evolved from the fact that too many steps were required and followed. Siphokazi further commented that “the reports were not as straightforward as they wanted them to be and this resulted in them not generating the desired output as too many steps were followed”. She further said If these steps were not properly followed it would provide the wrong report output.
Ayabonga said all four librarians shared the view that certain functions were not activated that means that some functions needed to be conducted manually like your in-house stats and book drop features.
When asked if the system was meeting their expectations Vusi, Ayabonga and Siphokazi both agreed that the system met their expectations with the exception of Mawande. She said that as much as the system met their expectations but needed to be developed further. Amanda, Aphiwe, Bongi and Mbali all agreed that the system was meeting their expectations because it had a help facility and study guides that you could always refer to in case you had a problem or not sure of some applications.
All three agreed that for the system to meet librarians expectations t there was a need for further development with additional new features that would enable the librarians to perform their jobs more efficiently and effectively.
Sindi said that the system met the needs of issuing and returning of library books as well as the registering of library users. Furthermore, stated that the system met her as compared to the previous system. The Periodicals Librarians said the system had a
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functionality that they needed for ordering, checking in, funding and payments and had sufficient tools.