UPDATES FROM FALSC INTERIM EXECUTIVE DIRECTOR

December, 2015

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Lucy Harrison

 

Next-Gen ILS Task Force
 

We are ready to begin negotiations for a Next-Gen ILS and related products from Innovative Interfaces, Inc. The Negotiation Team has been tasked with responsibility for those negotiations, and will engage with the larger Negotiation Workgroup, as appropriate. In preparation for those negotiations, the MCLS provided input on several high-level planning assumptions in order to ensure that we are moving forward with a common agreement and understanding:

  1. FALSC will implement the complete set of products and services that Innovative bid in their proposal. This includes the Sierra ILS (replacing Aleph and related tools), the Encore Duet discovery interface (replacing Mango and Primo), and the EBSCO index of metadata (replacing the Primo Central Index). All predecessor products will be decommissioned once the Next-Gen ILS is live, and will no longer be supported by FALSC.
     
  2. We are planning for a summer 2017 implementation of those three major components.
     
  3. The libraries at all forty institutions will go live on the new system at the same time, in summer 2017. There will be no period of running multiple production systems in parallel.
     
  4. There will be a single shared bibliographic database for the libraries at all forty institutions.
     
  5. Training will be provided through a combination of online e-learning modules, a mixture of face-to-face library-specific and regional group training, and online webinars. The decision on how much to involve Innovative staff in direct training will depend on several factors including cost, quality, and availability, and will be part of the negotiation process.

The Negotiation Team and Negotiation Workgroup discussed the feedback we received on those planning assumptions at a meeting on November 12, 2015, and agreed that there were no significant concerns in moving forward. Following that meeting the Negotiation Workgroup also provided feedback on a draft training plan, including a recommendation on how much to involve Innovative in the training provided to front-line staff. The Negotiation Team is anticipated to begin formal negotiations with Innovative the week of December 14 and hopes to reach agreement on negotiation points by mid-January with a formal contract being signed shortly thereafter.

The MCLS also provided input into the Next-Gen ILS Planning and Implementation Framework, which outlines the expectations for how FALSC, the MCLS, the various workgroups, and local institutional staff will be working together to implement the new system. An updated version of the framework has been shared with the MCLS and the current standing committees, and is expected to be finalized at the December 2015 MCLS meeting or shortly thereafter.

FALSC has sent some sample data files to Innovative to help the vendor better understand the complexities involved in merging the SUS and FCS databases, as well as options for potential data cleanup.

 

Help Desk

Two new tools for institutional staff – “Enhancements Queue” and “Cases at My Institution” – were added to the FLVC Support Center on December 2.

The Enhancements Queue lists all requests for system and service enhancements that have been submitted by colleges and universities. A Support Center account is not required to view the Enhancements Queue.

The Cases at My Institution feature enables staff at a particular institution to view all open cases for their institution. The list displays not only their institution’s enhancement requests, but also all open troubleshooting calls, requests for assistance, and other system- or service-related cases received from their institution by the FLVC Help Desk. Staff must have a Support Center account to view this list and may view only those cases specific to their own institution.

These new tools are available from the FALSC website at https://libraries.flvc.org, or directly from the Help Desk drop-down menu of the FLVC Support Center at https://support.flvc.org.

The FLVC Help Desk received 11,664 cases by email, chat, and phone from January through November of this year. More than 97% of those cases were resolved as of December 7. In November, we received 937 new cases and resolved 826. The Help Desk has seen a steady increase in chat sessions since we launched the service in July 2014. Last month we had a record 197 chat sessions. Between July and November we experienced a 460% increase over the same period last year, from 117 to 659 chat sessions.

The Help Desk will be available by email during the following hours over the Winter Break:

 

Thu 12/24 8.00 a.m. – noon ET
Fri 12/25 – Sun 12/27 CLOSED
Mon 12/28 – Wed 12/30 8.00 a.m. – 5.00 p.m. ET
Thu 12/31 8.00 a.m. – noon ET
Fri 1/1 – Sun 1/3 CLOSED

 

 

 

 

Outside of these hours, emergency support is available by beeper at 1-866-200-3929.

 

E-Resources

The e-resources group licensing process is currently wrapping up. Signed letters of intent were due back December 4. Once we have received the remaining letters, we will begin sending out invoices. We are working with the vendors to ensure institutions will have access to these resources by the beginning of January. 

We have also been working closely with a CSUL negotiation team on the contract for the Wiley database model, and hope to finalize that soon. 

 

Acquisitions

We continue to work with several colleges during their transition from materials vendor Baker & Taylor to Yankee Book Peddler. Several colleges receive MARC records from Baker & Taylor that FALSC batch loads into Aleph; others use EDI ordering/invoicing. Hillsborough’s migration is complete and several others (Miami Dade, Florida State College at Jacksonville, Central Florida, and Pensacola) are underway.

 

Resource Sharing

Work continues on an updated UBorrow Policies document that will apply to all 40 institutions. FALSC will be setting up workflows for SUS lending libraries to start billing both SUS and FCS borrowing libraries for lost books that have been borrowed through UBorrow. Setup should be completed in December, with testing, training, and implementation to be complete mid- to late January 2016.  

 

Centralized Data Loads and Extracts

FALSC continued 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 also completed several ad hoc reports for FIU (title counts as of 2015, for FIU Law) and FGGC (loan counts for McNaughton collection).

We are investigating an issue with an Aleph batch load peculiarity: if a field has multiple $5’s, $5KEEPxx must occur first for the field protection to work. We are working (a) to identify the records where $5 KEEPxx is not the first $5 and (b) to move the $5 KEEPxx to be the first $5. An update to GenLoad will also be required. 

Data loading projects of note include:

  • New PDA/DDA/xDA plans for PDA01. Case opened for FAU Alexander Street Press PDA plan; waiting for more information from FAU.
  • E-book monthly updates. We recently loaded SWETS, ebrary, and FMG.
  • LCA10. For 2015, we have loaded records through week 47. We have now completed work on the process for loading these records in a more automated manner. 
  • EJournal Serial Solutions. November is complete.
  • EJournal MARCit!. December is in process.
  • GPO Marcive SUS e-books. November is complete. 
  • FSU Law Microform Holding Deletes. We are working to identify and delete around 71,000 holdings for FSLAW MICR with call number “Mif 6.” All holdings have been suppressed. 44,441 bibs with one holding for FSLAW MICR holding have been deleted. Around 25,000 records with multiple holdings for FSLAW remain to be deleted. The project revealed approximately 1100 records for FSU Law and other libraries that had multiple ADM records for the same institution which required manual cleanup before continuing with the Mif 6 deletion. This cleanup is now complete and the holdings deletion can resume.

We continue 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 Swank Digital Campus Streaming Movies and Rittenhouse Purchased for FGCU; Oxford Bibliographies Online for FAU; and Gale Virtual Ref for UF.

Recently approved or revised profiles include ASP Women and Social Movements in USA for UF, Psychotherapy.net for FAMU, Credo Reference and E-Books for Florida POLY, and OECD for FAU.

FALSC 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 also working on the yearly book chapters holdings update to be extracted and sent to RapidILL.

 

Bibliographic Database Quality

We have completed the first phase of the major database quality project that has been in progress for most of the past year. During this project, FALSC worked with university library staff to identify non-OCLC record sets with OCLC numbers in the 035 field. This project was divided into Phase 1 (single holding) and Phase 2 (multiple holdings) cleanup. A total of 482,503 records were updated during the course of Phase 1 – over 3% of the records in the full bibliographic database for the universities. This includes multi-holding records for certain well-defined sets such as Marcive, for which it would have been inefficient to separate out single-holding and multi-holding records for cleanup.

Our final analysis indicates that 68,320 non-OCLC records with OCLC numbers in the 035 field remain. Some of these will not be cleaned up because both the OCLC and non-OCLC 035s are important, or because they are so entangled with the multi-holding cleanup (Phase 2) that it is best to clean them up with Phase 2. A full report on this effort will be provided shortly, and we expect that work on Phase 2 (records with multiple holdings) will begin immediately after that.

In addition to the usual manual and automated cleanup, the following efforts are also underway: 

  • Document progress on centralized batch load records for SUS and FCS. We are continuing to work with developers in order to automate the process, but a spreadsheet documenting the loading is in place and is manually updated on a daily basis.
  • Clean up holdings records converted from DRA to Aleph for the colleges. FALSC is reviewing methods for accomplishing this task. This activity will likely be merged into the planning for the Next-Gen ILS. 
  • Clean up pre-publication records for the colleges. FALSC provided a report to most of the colleges on pre-publication records in the system for which their college has holdings attached. Instructions were also sent on how best to clean up these records. More than 10,000 BIB records need to be updated. We will monitor progress as colleges address these records and will run updated reports in a few months.
  • 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 the Technical Services Standing Committee (TSSC) is continuing to work on suggestions for merging the format types in the SUS and FCS systems. This activity will likely be merged into the planning for the Next-Gen ILS. 

 

Digital Services

FALSC continues to work with the Digital Initiatives Standing Committee (DISC) and its Islandora SubGroup (ISG) to determine next areas of focus for FL-Islandora development, and with the newly-formed DISC PALMM Subcommittee to determine the future direction of the PALMM project. DigiTool and Aleph DLU01 library feeds into Mango have been completely discontinued. PALMM materials from the FL-Islandora PALMM site are being contributed to Mango directly from Islandora, and we’ve begun work with FIU to test loading FIU PALMM metadata from dPanther into Mango. In addition, we’ve been performing a series of upgrades on FL-Islandora servers and analysis of FL-Islandora performance.

During the month of November, the Florida Digital Archive (FDA) ingested 2,033 GB of new data, consisting of 2,272 packages and 451,097 files. The FDA currently contains 209.3 TB of data, 493,615 total packages/AIPs, and 60,658,070 data files.