UPDATES FROM THE FALSC INTERIM EXECUTIVE DIRECTOR

February 2016

Image for Monthly Updates

Lucy Harrison

 

Organizational Updates

FLVC is continuing to work on standing up the new Florida Academic Library Services Cooperative (FALSC), a process that will continue through discussions with the Members Council on Library Services (MCLS), FLVC/FALSC leadership, and the Executive Advisory Council (which is now meeting quarterly). Strategic planning for FALSC is underway, and the organization will begin the search for a permanent Executive Director soon. When referring to FALSC verbally, there are several options:  
 
  • Use the entire name: Florida Academic Library Services Cooperative
  • Spell out the acronym: F-A-L-S-C
  • Pronounce the acronym:  FALL-see
Dr. Pam Northrup, CEO of the Innovation Institute and FLVC, recently advised the MCLS that there may be an opportunity to reopen the conversation around organizational naming – for the Complete Florida Plus Program (CFPP), or FALSC, or both – in the next legislative session (spring 2017). Until that time, both these programs are officially named in statute, though we will continue using the name Florida Virtual Campus (FLVC), rather than CFPP, for the larger organization. 
 
A formal organizational chart for FLVC and its component areas is nearing completion. We expect to share that with internal staff in early March. FALSC will share some services with other areas of FLVC, including Information Technology and Business Operations. 
 

Governance and Advisory Processes

The FLVC Executive Advisory Council (EAC) held its quarterly meeting on January 21, 2016. MCLS Chair Anne Prestamo (FIU) attended that meeting as an official EAC representative (Chair Elect Ray Calvert (PHSC) is also a member of the EAC). In addition to organizational updates on FLVC and FALSC, updates from the two members councils, and discussions on the current legislative session, the group also reviewed the proposed Next-Gen ILS Planning and Implementation Framework at a high level. The EAC will have representation on the Next-Gen ILS Steering Committee. The group also discussed the “Online Learning Professional Development” initiative and the survey proposed by the Open Access Textbook and Educational Resources (OATER) Task Force. 

The Members Council on Library Services (MCLS) held their quarterly meeting on February 9 at the College of Central Florida in Ocala. Full minutes of that meeting will be posted online once available; highlights are included below. 

In the morning, Kate Nevins continued facilitating the discussion of actions items that arose from the “Engaging for the Future” discussions in October. In December, the MCLS determined two action items they would like to focus on immediately: 1) The FALSC/FLVC decision-making/recommendation process and levels of authority; and 2) E-Resources aspirational goals. In this latest discussion, the MCLS identified specific actions they would like to take to accomplish these tasks, including the setting up of two task forces who will come back to the larger MCLS with reports. 

Dr. Pam Northrup updated the group on the current legislative session. While session is far from over, the one-time request for funds for the Next-Gen ILS implementation continues to be looked on favorably. The other request, for recurring funds for STEM e-resources, is looking less likely to be funded. The group also discussed the Legislative Budget Request (LBR) process for FY2017-18 requests, a process that has already started and which will culminate with requests being submitted for consideration in summer 2016.

After reviewing organizational and library project updates (reported elsewhere in this document), FALSC Interim Executive Director Lucy Harrison then presented a framework for strategic planning that had previously been discussed with FLVC leadership and the MCLS Executive Committee. A great deal of strategic planning work has already been done by the MCLS and others, including the sessions with Kate Nevins, the Strategic IT Roadmap, and the Next-Gen ILS Planning and Implementation Framework. Lucy Harrison suggested working with the MCLS Executive Committee and others to pull these pieces together into an action-oriented and measurable strategic plan, using the balanced scorecard approach. She also suggested a draft vision statement for FALSC, based on the feedback received at the sessions facilitated by Kate Nevins:

FALSC provides highly visible, innovative, and foundational statewide library and information services to ensure strong libraries and help students, faculty, and researchers succeed. We excel as a service organization by building relationships, implementing shared solutions, and demonstrating efficiencies through collaboration. 

Harrison will work with the MCLS Executive Committee and FLVC leadership to finalize that vision statement and move forward with strategic planning for FALSC. 

FALSC staff along with MCLS Chair Anne Prestamo then provided an update on the Next-Gen ILS negotiation and planning (see below). 

Due to the short timeframe since the last MCLS meeting in December, there were no formal reports from the FALSC standing committees and task forces. 

The next meeting of the MCLS is scheduled for June 14, 2016 at St. Petersburg College, Seminole Campus. The next meeting of the Executive Committee is scheduled for Wednesday, February 17, from 2:30 – 4:00 p.m. ET. Once approved, agendas, meeting packets, and minutes for all MCLS and Executive Committee meetings are available online.

The FALSC Regional User Meetings will be held in April and May 2016. The focus of the meetings this year will be on the implementation of Innovative Interfaces’ Sierra and Encore/Duet software for all forty public higher education institutes in Florida. Registration and a draft agenda will be available in mid-March. See “Upcoming Events,” below, for additional details.


Library Project Updates

Next-Gen ILS Task Force

The Next-Gen ILS Negotiation Team, which includes Members Council on Library Services (MCLS) representatives Anne Prestamo and Janice Henderson, began negotiations with Innovative Interfaces, Inc. shortly before the December break. We have had several negotiation meetings on issues including pricing, hosting, and disaster recovery options, implementation timing, data quality and cleanup, and product functionality. FALSC/FLVC technical staff have also had very specific and detailed conversations with Innovative technical staff around product architecture, data extraction and migration, and known technical concerns (e.g., time zones, audit trails). Conversations have also begun between UWF and Innovative legal counsel on contract matters. We hope to be in conceptual agreement with Innovative soon, with a contract signed by the end of February or shortly thereafter. 

At their December 10 meeting, the MCLS provided some significant additional 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. All suggestions were identified and considered by the MCLS Executive Committee at their December 16 meeting. At that meeting, the Executive Committee approved an updated version of the framework, although they recognized that it may need to be updated again once negotiations are complete. That updated document, with changes identified in red, was sent out to the full MCLS on January 22. 

After the December 10 meeting, the Executive Committee also put out a call to the MCLS for volunteers for an Ad Hoc committee tasked with determining the process and criteria for the Next-Gen ILS “go live” recommendation. That task force will be formally named at the February 9 MCLS meeting.

OCLC Access Fees

FALSC has reached a contractual agreement with OCLC to pay the Access Fees on behalf of all 28 colleges, effective January 1, 2016. FALSC/FLVC has been paying this fee for the universities for some time. 

OCLC has already billed the colleges for January, but will be providing credits to individual institutions on the next bill. As a reminder, your institution will still be responsible for subscription fees for the specific services to which it subscribes (e.g., cataloging, interlibrary loan). 

As part of this agreement, FALSC will also be upgrading its EZProxy license with OCLC which will allow us to move to the latest version and provide more robust access to e-resources for the institutions that use that service (all 28 colleges plus Florida Polytechnic University). More information about the timing and details of that upgrade will be provided soon.

Help Desk

The FLVC Help Desk received 12,461 cases in 2015. More than 98.5% of cases were resolved as of February 1, 2016. The total number of cases is actually down slightly from 2014, due to the removal of the requirement for students to log in to the FLVC website, and improvements to the self-help available to staff on the FALSC website and elsewhere. Library cases make up about 43% of the total cases received. 
Email remains the most popular way to contact the Help Desk, accounting for 7,257 (58%) of requests received, followed by phone at 2,640 (21%). However, the number of chat requests is increasing rapidly. FLVC launched chat service on June 18, 2014 with limited hours (35 hours a week) and received 81 cases by chat for the remainder of 2014. In October 2014, we expanded the hours of chat availability, and in May 2015, we expanded the hours again so that chat is available any time the Help Desk is staffed. In 2015, we received 1,272 requests by chat. About 10% of the cases we receive are through chat, and we expect that number to increase.

As a reminder, two new tools for institutional staff – Enhancements Queue and Cases at My Institution – were added to the FLVC Support Center in early December. 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.

Discovery Interfaces

The User Interfaces Standing Committee (UISC) met on January 14 and discussed how to change the display in Mango for records with many ISBNs. A proposal was made to display only the first four or five numbers and add a “Show More” button to display the entire list. FALSC is investigating the development effort involved. 

We have been working with St. Petersburg College and EBSCO to set up an extract of their Aleph holdings to include in their trial instance of EBSCO’s Curriculum Builder. For now, we will be putting the other LTI Project (using code graciously shared by UCF) on hold, as it requires substantial development resources. Should FALSC not end up licensing the EBSCO Curriculum Builder product as part of the Next-Gen ILS, we will continue our investigation into other LTI tools. 

E-Resources
The e-resources group licensing process for 2016 is almost complete. Access has been activated and final payments are wrapping up. E-Resources were identified as a high priority for the MCLS this year, and they will be working with FALSC and consultant Kate Nevins to establish long term goals for the program (e.g., developing new program approaches and language for legislative proposals, working on contingency plans). We are also planning to discuss the current e-resources group licensing process with CSUL, the MCLS, and the Collection Management and E-Resources Standing Committee, with the goal of improving that process. 

Acquisitions
We continue to work with several colleges during their transition from materials vendor Baker & Taylor to Yankee Book Peddler (or in one case, to Coutts). Several colleges receive MARC records from Baker & Taylor that FALSC batch loads into Aleph; others use EDI ordering/invoicing. Migration is complete for several colleges (including, most recently, Pensacola State College), but we continue to work with others (including Miami Dade College, Florida State College at Jacksonville, and College of Central Florida) to finesse the process.  

Resource Sharing

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. 

We will discuss the process and ask for input regarding policy and setup issues, first from the Resource Sharing Standing Committee (RSSC) on February 3, and then from the wider Access Services list. Implementation will begin soon afterward.

Centralized Data Loads, Extracts, and Reports

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 created ad hoc reports on 10-year circulation statistics, data clean-up reports for the FCS, and quarterly vendor statistics reports for FCS. The December SUS Aleph record counts are also complete, and we have completed four collection assessment reports for FGCU and a report of duplicate holdings/items for all of UF. We are currently working on a duplicate holdings/items report for the entire SUS which will be completed soon.
 
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 have identified the records where $5KEEPxx is not the first $5 and have moved the $5KEEPxx to be the first $5. A new GenLoad process that will add the subfield $5’s in the correct order is currently being tested.
 
FALSC staff member Jeannie Dixon is working with the colleges to ensure they have the necessary data to complete their IPEDS reporting. Congratulations to North Florida Community College, who was the first to complete and lock their Academic Library Survey.
 
Data loading projects of note include:
 
  • New PDA/DDA/xDA plans for PDA01: SUS shared Coutts.
  • E-Book and PDA monthly updates: Loaded Alexander Street Press, ebrary, Springer, EBSCO, Credo, SWETS, Safari.
  • New E-Book vendor: One-Click Digital for GCSC.
  • LCA10: For 2016, we have loaded records through week 4. 
  • EJournal Serial Solutions: January is complete.
  • EJournal MARCit!: January is complete.
  • GPO Marcive SUS e-books: January is complete. 
  • EEBO Record Reloads: Currently working with UCF, FSU, and USF to load the replacement records for Early English Books Online.
  • FSU Law Microform Holding Deletes: This effort is complete.
  • Automated Loading Processes: The loading of SUS Cassidy Law records is now fully automated and the records are loading in production.
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; IEEE Xplore for USF; Hein Approved for FSU Law; and Gale Virtual Ref for UF.
 
Recently approved or revised profiles include Readex American Civil War, Readex American Slavery, and Women Writers Online for UCF.
 
FALSC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems, third-party discovery systems). We continue to work on the yearly book chapters holdings update to be extracted and sent to RapidILL. 
 

Bibliographic Database Quality

In December we reported that we had completed the first phase of the major database quality project that has been in progress for most of the past year, cleaning up a total of 482,503 records – over 3% of the records in the full bibliographic database for the universities. We have now begun Phase 2 of this effort (records with multiple holdings), although it should be noted that we did include multi-holding records for certain well-defined sets (such as gov docs) in Phase 1. 

512 SUS bibliographic records with multiple 245 fields have been identified. These records are a mix of vendor-supplied records for very old titles that were microfilmed or digitized and government documents. The 245 fields in the original MARC records exceeded the Aleph field length limits and were split into multiple fields when the records were loaded. FLVC staff will shorten the multiple 245s to a single 245 and copy the original text of the 245s to note fields. UCF has provided guidelines for this effort.

We have provided a report to the colleges on pre-publication records in the system for which they have holdings attached (over 10,000 records). Instructions were also sent on how best to clean up these records. We appreciate the efforts of library staff in helping with this maintenance. A new report for this was run in January and the number is now under 5,000. FLVC staff are also working on this cleanup effort.

FALSC regularly performs additional manual and automated cleanup to remove duplicates and correct other issues. We recently ran a report on ISBN duplicates in the FCS database and compared it to the same report from 2007. In 2007, we found 4,034 ISBN duplicates out of 1,365,737 records. Running the same report in 2016, we found only 1,909 ISBN duplicates (fewer than half as many), despite the database almost doubling in size to 2,565,068 records. Staff at FALSC manually compare these duplicates and correct these and other duplicate records as necessary. We also recently completed the cleanup of 802 sets of Alexander Street Press e-book duplicates for SUS.  

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 (for example, they recently reviewed MODS forms changes to upgrade from v.3.4 to v.3.6), and with the newly-formed DISC PALMM Subcommittee to determine the future direction of the PALMM project. FALSC is also working with the DISC Finding Aids Working Group to create and distribute an MCLS-approved survey focusing on archiving finding aids (their creation, management, and availability to the public), to be used as input for FALSC’s support of archival finding aids and services to archivists.

Broward College’s Islandora site is now publicly available at http://broward.digital.flvc.org. We are also working with UWF to move many of their digital library materials to an FLVC-hosted Islandora site. 

On January 29, FALSC provided FL-Islandora training through Collaborate to attendees from State College of Florida Manatee-Sarasota, Hillsborough Community College, Gulf Coast State College, University of West Florida, and Florida Gulf Coast University.

We are preparing to upgrade the Islandora software to the latest version, release 7.x-1.6. Once that is complete, we plan to work with an outside vendor, discoverygarden, to perform some diagnostics on the Islandora servers. 

We continue to work with institutions using Islandora to provide them with customized access to the data. For example, an “embargo_admin” role has been put into production for FSU which enables them to offer Islandora Scholar embargo management to a wider group of users. FGCU has also requested direct access to the Islandora Fedora repository so they can create exhibits using Omeka software and the Fedora Connector. We have also begun working with UF on an exploratory basis to test the import of newspaper data from Sobek to Islandora. One test serial title (13 issues) has been loaded into the Florida Digital Newspaper Library test site, using data downloaded from FDNL on Sobek. We hope to soon test the loading of additional newspaper issues exported from the FDA.

During the month of January, the Florida Digital Archive (FDA) ingested 1,574 GB of new data, consisting of 3,644 packages and 159,540 files. The FDA currently contains 213.89 TB of data, 501,598 total packages/AIPs, and 61,151,476 data files.

For the Electronic Theses and Dissertations (ETD) hosting service, 149 UCF graduate theses and 41 UCF Honors theses were put into production.