Updates from FLVC Director of

Library Services

August, 2015

Image for Monthly Updates

Lucy Harrison

 

Library Project Updates

 

Next-Gen ILS Task Force:

FLVC will be moving forward with the planning for and acquisition of a next-gen ILS, thanks to the full restoral of our base budget, the recommendation for a two-year implementation timeline, and the support of legislative staff. A Legislative Budget Request (LBR) for 2016-17 for additional one-time funding has been reviewed by the UWF Board of Trustees, and will be presented to the Board of Governors of the State University System at their meeting on September 2.  Dr. Pam Northrup will provide an update on the LBRs at the MCLS meeting on September 3.

A model for the ILS Contract Negotiations has been developed and presented to the Executive Committee of the MCLS. The model consists of two tiers of participation: a Negotiation Team and a Negotiation Workgroup. The Negotiation Team will be communicating directly with the vendor to negotiate contract terms and conditions, and consists of the following people:

 

  • Lead Negotiator –David O’Brien, Associate VP for Business & Property Development, UWF (as stipulated in the ITN)
  • Technology –Michael Dieckmann, Chief IT Strategist, UWF Innovation Institute
  • Procurement Officer –Angie Jones, Director of Procurement and Contracts
  • Legal Counsel – To Be Assigned
  • Legislative Liaison –Janice Gilley, Assistant Vice President for Governmental and Community Relations
  • FLVC Representative from Evaluation Team –Ellen Bishop, Manager of Library Services Technical Support
  • FLVC Director of Library Services –Lucy Harrison, Interim Executive Director of the Florida Academic Library Services Cooperative
  • MCLS Chair – Anne Prestamo, Dean of Libraries, Florida International University
  • MCLS Past Chair – Janice Henderson, Director of Learning Resources Center, Northwest Florida State College

 

The larger Negotiation Workgroup will not participate in negotiations with the vendor, but will be informed of those conversations and will advise the Negotiation Team on issues to be resolved with the vendor; provide answers to technical questions posed by the Negotiation Team; and act as representatives of the partner community on issues where a consensus decision is needed. The Negotiation Team consists of the following people:

 

  • Co-Chair –Lucy Harrison
  • Co-Chair -- Members Council on Library Services Chair –Anne Prestamo
  • MCLS Past Chair – Janice Henderson
  • Evaluation Team Chair –Jean Phillips, Associate Dean of Libraries for Technology and Digital Scholarship, Florida State University  
  • Evaluation Team Representatives from the Florida College System
    • Pat Profeta, Dean of Learning Resources, Indian River State College
    • Jenna Miller, Professor, Librarian, Santa Fe College
  • Evaluation Team Representatives from the State University System
    • Cecilia Botero, Director, Health Science Center Libraries, University of Florida
    • Kristine Shrauger, Head, Interlibrary Loan and Document Delivery Services, University of Central Florida
  • FLVC Library Staff Subject Matter Experts
    • Jeannie Dixon, Senior Systems Applications Consultant
    • Wendy Ellis, Public Services Systems Specialist
    • Bill Kuntz, Manager, System Applications
    • Cheryl McCraw, Library Services Consultant
    • Mary Ann O’Daniel, Technical Services System Specialists
    • Gerald Snyder, Manager, Library Software Applications Programming
  • FLVC Director of Administration, Chuck Prince
  • FLVC Representative from Evaluation Team –Ellen Bishop, Manager of Library Services Technical Support

 

An internal pre-negotiation kickoff meeting with both the Negotiation Team and the Negotiation Workgroup is planned for September 1, before official negotiations with Innovative begin. This initial meeting will not include the vendor, and is intended to set expectations for the Negotiation Team and Workgroup as we begin the negotiation process. We will discuss the negotiation points identified by the Evaluation Team, clarify any assumptions or risks, and discuss the roles of the two teams.

FLVC will also share and receive feedback on a proposed organizational framework for planning and implementation at the September 2-3 MCLS meeting. The framework will be structured to involve FLVC staff, the MCLS and its Executive Committee, Standing Committees, workgroups made up of institutional subject matter experts, and representatives from all 40 institutions.

 

E-Resources:

In early August, we announced that FLVC will once again make up the $243,077 gap in funding for the core e-resources collections for 2016. These funds will be provided from the FLVC budget on a one-time, non-recurring basis.

The Collection Management and E-Resources Standing Committee (CMESC) has prepared a recommendation for the 2016 collections within the budget of $7,096,093, which will be discussed at the MCLS meeting on September 2. There is also group working on a report describing the current level of sharing of e-resources across the FCS and SUS. We will have discussions around appropriate levels of statewide sharing of e-resources and set aspirational goals for the next three years at the September MCLS meeting. The e-resources budget for 2017 and beyond will be dependent on funding received from the legislature.

As a reminder, if anything is dropped from the FLVC-funded portfolios, we will automatically move those resources into the group licensing process, as authorized in statute. Once the MCLS has reviewed the statewide portfolios at the September meeting, we plan to kick off the group licensing process shortly thereafter, with the usual annual survey of interest.

 

HathiTrust Access:

FLVC staff have met with the User Interfaces Standing Committee (UISC) over the past couple of months to discuss options for adding disability access to HathiTrust in-copyright resources in Mango. We have successfully created a facet that displays only the appropriate, in-copyright HathiTrust digital resources for which there is special access for students with disabilities. 

Since Mango is currently used both as a local and statewide interface, yet the in-copyright HathiTrust resources are not available to students in the college system, we discussed various options with the UISC for how to make these resources discoverable. In the statewide Mango/UBorrow interface, the HathiTrust options will only display if someone clicks through from a local SUS catalog. The colleges will not see these options, nor will they display for a student that comes directly to the statewide catalog and identifies themselves as an SUS patron.

In the local SUS interfaces, and if a student clicks through to the statewide interfaces from an SUS interface, we will use the nationally-recognized wheelchair ADA symbol to mark the HathiTrust items. This icon will display as the last icon in the brief record screen, at the right side of the screen. There will also be a new facet appearing in the sub-collection area, titled “Hathi Accessibility.” Selecting that facet will cause only HathiTrust items to be displayed. Once an item is requested, a form will appear that will include additional information about how students may request access to these items via their library.

These recommendations were approved by UISC on August 13, and immediately passed on to FLVC developers, who are implementing them in test. Once complete, we will ask UISC to review the results in the Mango test environment and provide feedback before we move the changes to production. We are anticipating a fall 2015 release, and hope to provide firm date at MCLS meeting.

 

Centralized Data Loads and Extracts:

FLVC continued the regular monthly loading of records into the FCS (FCC01), SUS (UXU01), and PDA01 bibliographic libraries and the LCA10 authority library in Aleph. Patron data was also loaded regularly for the FCS and SUS libraries per their requested schedules.

We are also actively working on ways to improve the efficiency of the authority loading processes.

Data loading projects of note include:

  • New PDA/DDA/xDA plans for PDA01: We have added Kanopy for the State College of Florida, Manatee-Sarasota; CRC for UF; and are working on Kanopy and JSTOR for FIU.
  • E-book Monthly Updates: We recently loaded Ebrary, CREDO, Safari and Gale Lit Crit.
  • LCA10: For 2015, we have loaded records through week 32.
  • Digital LLMC e-resources for University Law Libraries (FAMU, FIU, FSU, UF): The scripts are in production and there has been an initial production load which revealed issues that have been resolved.  This effort is complete.
  • Bloomberg Law Loads & Reloads: Working with FSU Law & UF Law to load these records.
  • EEBO Record Reloads: We continue to work with UCF, FSU, and USF to load the replacement records for Early English Books Online.

 

FLVC continues to consult with SUS libraries to develop and approve GenLoad profiles for library staff to use for ongoing data loads into UXU01. We are currently working on Oxford Bibliographies Online for FAU; Credo Revisions for FAMU; JSTOR DDA Purchased for FIU; OECD iLibrary for FSU; Series Field Cleanup profile for FIU; Music NAXOS eBooks for FSU. Recently approved or revised profiles Backstage LP (Kreeger) for FSU, and Project Muse eBooks for USF.

FLVC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems and third-party discovery systems).  We are currently working on EDS discovery tool extracts for UF; we have created an extract script and the file has been sent to EDS. FLVC is reviewing UF’s EDS setup questionnaire. FLVC is currently sending extracts to both Summon and EDS for UF.  Also, Valencia College and Tallahassee Community College recently started using an enhanced acquisition process with YBP to order in GOBI and load the orders and other associated records into Aleph. The universities already make heavy use of this Aleph service, but this is the first time any colleges have used it. A few questions arose as they started using this process, so we are addressing those before making this service available to other colleges.

In patron loading news, we have successfully converted Northwest Florida State College and Chipola patron loads to use the Banner system. Also, TCC’s patron photos are now live in production. They are the first college to use patron photos and join UWF in using this service.  We have interest from several other colleges, and will be working with Chipola next.

 

Bibliographic Database Quality:

As always, FLVC staff are actively working on recurring database cleanup activities (both automated and manual).  The following projects are also underway:

  • Cleanup of existing records: work with FLVC to identify non-OCLC record sets with OCLC numbers in the 035. The project team continues to work with SUS staff to identify non-OCLC record sets with OCLC numbers in the 035. This project was divided into Phase 1 (single holding) and Phase 2 (multiple holdings) cleanup.  We have worked on a number of Phase 1 record sets and have updated 273,918 records so far.  This number includes multi-holding records (which we planned to include in Phase 2) for certain well-defined sets such as Marcive.  We’re finding that it’s more efficient in some cases to clean up single- and multi-holding records at the same time.  We initially identified about 290,000 bibs for Phase 1, but a new report run in late August identified about 149,000 records remaining for Phase 1 cleanup, bringing the total number of identified records to nearly 425,000.

 

The remaining smaller sets can take the same amount of analysis as the big sets, which means that the rate of cleanup has slowed down as we work our way through the smaller sets. A spreadsheet has been developed that lists the record sets to be worked on. This spreadsheet has been made available to all SUS technical services staff via a shared project folder so they can comment on the analysis and track the team’s progress.

We are going to do some analysis prior to starting the next phase of this project (records with OCLC 035 and multiple holdings), as our work on Phase 1 has made us aware that this phase may be more complicated than originally thought.

 

  • Work with FLVC to document progress on centralized batch load records for SUS and FCS. Phase 1 of the TSSC approved project to better communicate to the libraries the bib records loaded by FLVC is in place. The spreadsheet has been created and is manually updated on a daily basis. For phase 2, we are considering how to automate the population of the spreadsheet.
  • Clean up holdings records converted from DRA to Aleph for the colleges. FLVC is reviewing methods for accomplishing this task. This will be an ongoing process for the next few months.
  • Clean up old ACQ-Created and CIRC-Created records for the colleges. ACQ-Created record cleanup is wrapping up. There is one remaining college that has just finished reviewing their report, and has begun their clean-up.
  • Consistent definition of format types in bibliographic records across the FCS and SUS (e.g., book, e-book, streaming video, serial, etc.). A subcommittee of TSSC is continuing to work on suggestions for merging the format types in the SUS and FCS systems. FLVC is currently testing these recommendations to see if they will work properly in each environment.

 

Several SUS libraries (FIU, USF, FAU, UF, UCF, and FSU) recently volunteered some additional staff to help with these and other database quality projects and ongoing work. This group is currently cleaning up bibliographic records with multiple, varying OCLC numbers in the 035 fields. Analysis has been run on the nearly 3,000 records that match this description, to identify OCLC numbers that are obsolete and can be deleted. The remaining cases require comparing the Aleph record to the OCLC record and to the material held. Records with these double OCoLC fields (and one holding library) have already been updated for FAU, FIU, FSU, and UF. Work is underway on the remaining records with single holdings. In a separate project, Ethan Fenichel (FAU) is assisting with analysis and cleanup for CIS records.

 

Digital Services:

The FL-Islandora PALMM site has been fully populated with all migrated DigiTool objects and now contains over 28,000 objects, which represents about a third of all content in FL-Islandora. We are working on a refreshed design for the PALMM site as it moves from DigiTool to Islandora. The legacy PALMM site is fairly heavily used, and has not been refreshed in some time.  We are also working toward inclusion of PALMM metadata in Mango for materials on platforms not hosted by FLVC. The Digital Initiatives Standing Committee (DISC) has received permission from the MCLS Executive Committee to set up a PALMM Subcommittee, which will help with the future planning of the PALMM project's vision, policies, and technology.

As the final decommissioning of DigiTool draws closer, we have a number of cleanup tasks in various stages of completion:

  • Review of migrated UF DigiTool objects is complete
  • Analysis of problematic book Table of Contents files is still underway
  • Comparison of DigiTool content to migrated Islandora content continues
  • We are working to replace Islandora metadata with DLU01 metadata for UNF and FAMU PALMM records
  • Mango metadata feeds are being transitioned from DigiTool/DLU01 to FL-Islandora, with the intention of eventually decommissioning the Aleph DLU01 library
  • All EADs/Finding Aids were exported and a long-term backup was completed

 

Current Islandora development work includes:

  • Setting up Islandora to Mango feeds
  • Testing a script to enable reassignment of serials issues to a new serials title without reloading
  • Updating Islandora documentation with current information about the Excel to MODS Transformer service
  • Investigating the possibility of importing Florida OJ metadata into Islandora.

Now that the DigiTool migration is almost over, we are turning our attention to creating additional documentation and training that will assist new libraries as they begin using the Islandora platform.

Florida OJ work this month included providing UF with a list of all UF-affiliated journals in Florida OJ and a list of Journal Managers (admins) for each. Also, back issues of the journal Nematropic Mediterranea are being uploaded into Florida OJ. These are now available back to 1977.

Also, all Electronic Theses and Dissertations (ETDs) are now current. Some minor changes were made to future UCF ETD FVLC-generated MARC records.

 

Library Staff Resources Website:

The new library staff resources website will be released at the end of September.  This new site will replace the legacy staff.lincc.net and fcla.edu websites, though links to content on those legacy sites will continue for some time. The new site will include updated content on the services FLVC provides to college and university libraries, links to tools and information used by library staff, a new searchable knowledge base, and access to the new CRM (Customer Relationship Management) portal that will allow registered users to see all the calls submitted by their institution. The look and feel of the library staff site is reflective of the larger design for the FloridaShines website, though the site itself will have a different URL and branding than the student-focused FloridaShines website.  

A main feature of the new Library Staff Resources website will be an area dedicated to news about the Next-Gen ILS. Initially the site will highlight information about the negotiation process, but will transition to planning and implementation information as those efforts get underway.

 

Help Desk:

The FLVC Help Desk received 7,776 cases via email, chat, and phone in the first seven months of 2015 (2,822 of those cases were from library staff).  Over 97% of those cases were resolved as of August 1. In July alone, we received 1015 new cases, closed 945, and conducted 108 live chat sessions.

As part of the release of the new Library Staff Resources website, we will also be making some significant changes to the CRM (Customer Relationship Management) portal, which is available at support.flvc.org. At the end of September, library staff and directors will be able to view all the calls submitted by their library, not just the calls they submitted personally. We will also be adding the capability to view enhancement requests from within the CRM.

 

Single Sign-On:

FLVC is working with several colleges to implement Single Sign-On (SSO) capabilities between FLVC and local institutional platforms. Seminole State College is in the final stages of testing their Canvas implementation, and we are also working with several other colleges that use Canvas (Pensacola, Chipola, and State College of Florida – Manatee/Sarasota). If your institution would like to work with us on SSO, please contact the FLVC Help Desk at Help@flvc.org.

 

New Projects:

We have several efforts that are just getting started, or are still being researched. We are working on a building a repository of printable 3D instructional object models as part of the Orange Grove. We are also looking at best practices for incorporating 3D printers into academic institutions. As a side note, we recently updated the software that supports the Orange Grove to a new version.

We also recently kicked off a project to create an LIT-based (Learning Tools Interoperability) tool for use with Mango. UCF is graciously allowing us to use code that they developed in house as a starting point.