FALSC UPDATE

FROM THE EXECUTIVE DIRECTOR

January 2017

 

Elijah Scott

Welcome to 2017! I hope that everyone had an enjoyable and restful holiday season. As a new resident of Florida, I must say that Nicole and I thoroughly appreciated the opportunity to spend some time on Christmas Day at the beach, a first for both of us.

As we launch forward into the new year, we will be moving into a very active phase of the project to implement our next-generation integrated library system (ILS). Training will be at the forefront of our activities over the next several months, with over 130 different training sessions scheduled at more than 30 different locations. FALSC staff will be participating in all of these training sessions, so please welcome them to your part of the state. Many of us are scheduled to travel to Maryland for the Innovative Users Group Conference in April, an event which will be an opportunity to connect with other librarians who may be familiar with some of the challenges that we’re currently working through. Throughout the spring, work will continue behind the scenes to insure that all system data migrates to the new system and that all features and functionality will be fully operational before “Go Live” in July. I suspect that the next six months will fly by!

Heraclitus suggested that there is nothing permanent but change, and in our profession, I would have to agree. In the coming year, we can expect changes to continue as we bring new staff on board and bid reluctant farewells to those looking forward to retirement. We can expect changes in systems and technologies, in processes and procedures, and in the expectations of our stakeholders. However, the one thing that will remain constant is our unwavering commitment to delivering the highest level of customer service and the best-possible resources and services to all of the libraries we serve. My thanks to each of you for your continued support and collaboration to uphold this vision in the coming year!

– ELIJAH SCOTT, Executive Director, Florida Academic Library Services Cooperative

 

Governance and Advisory Processes

Scheduled Meetings

The Members Council on Library Services (MCLS) met last on Nov. 30 at the University of Central Florida in Orlando. The council’s next quarterly meeting will be a single-day session on Feb. 14, at the College of Central Florida in Ocala.

The Executive Committee of the MCLS met last on Nov. 16, and will meet by conference call on Jan. 18. Executive Committee members also will meet Jan. 11 with FALSC representatives and creative professionals from BowStern Marketing Communications to discuss branding ideas for the next-generation ILS.

Find agendas and minutes for past MCLS and Executive Committee meetings here.

 

Sierra/Encore Duet Implementation

A NOTE ON WIKI ACCESS: Many items in this section refer readers to wikis for more information. Since there is proprietary information on the wikis, a generic password is required to view content. Access is available to staff at Florida’s public higher-education institutions. Please contact your local ILS Coordinator or the Help Desk, help@flvc.org or (877) 506-2210 (toll free), to request login information.

 

Project Status

Work on the implementation of our next-generation ILS continues apace as we look ahead to Go Live in July. The project is on track, and an in-depth report on its current status will be available in the January edition of the Sierra/Encore Duet Implementation Update e-newsletter, which will go out on schedule at mid-month.

The implementation’s key participants – library and technology professionals from FALSC, the Division of Information Technology of Florida Virtual Campus (FLVC IT), the public colleges and universities, and vendor Innovative Interfaces Inc., maker of the Sierra/Encore Duet software – continued to meet to move the project forward and address issues through mid-December, and January has opened with a flurry of activity.

In addition to various scheduled discussions between FALSC and FLVC staff and Innovative representatives, these meetings are planned:

  • Implementation Team, Jan. 23
  • Steering committee, Jan. 20
  • ILS Coordinators, Jan. 26
 

Training

In-person training for library staff will begin in February and continue through early June, on a rolling schedule at locations throughout the state. Computer classrooms have been booked at 31 host sites, and each of the 40 ILS Coordinators has been sent their institution’s in-person schedule. See the Training Calendar and Topics spreadsheet on Google for details.

Individual registration for the sessions is taking place this month, and will be coordinated by FALSC staff. FALSC will contact ILS Coordinators to let them know how many seats they have at each training and to gather the names of attendees. FALSC will then send follow-up emails to each attendee with a registration confirmation, as well as directions and parking information.

Overall, training will be accomplished through a variety of formats: documentation, eLearning modules, recorded webinars, and in-person sessions. There are online prerequisites for the live sessions. All library staffers will be asked to spend about four hours, at their convenience, on general introductory materials before attending classroom training, and additional time may be required for introductory materials within areas of specialization.

The Sierra / Encore Duet Training Working Group presented a Training Update on Jan.9. The webinar was well attended, with 220 library staff logged on. The main topic of discussion was the new Training Tracks document, which organizes the available training into topic areas. The group hopes this will give library staff a starting point as training kicks off this semester, and would like to encourage all library staff to review the document and start learning about the new system now. See the Training working group wiki for the session recording, the PowerPoint, and a link to the Training Tracks document. A recording of the webinar also will be available on the recorded training page on this site.

 

Innovative at ALA Midwinter

If you plan on attending the American Library Association Midwinter Meeting, Jan. 20-24 in Atlanta, Innovative Interfaces will see you there. The company plans an Innovative User Group meeting from 2 to 5 p.m. ET Jan. 20 in Room B301 of the Georgia World Congress Center. Innovative also will be in Booth 1004 of the Exhibit Hall. 

 

Staying Informed

There are many paths for finding more information about the ILS project:

  • The Sierra / Encore Duet Implementation Wiki, which includes links to training recordings and to wikis for the Working Groups, Implementation Team, ILS Coordinators, and ILS IT Contacts.
  • The monthly Sierra/Encore Duet Implementation Update newsletter, which is sent mid-month via Listservs to all library staff and posted on this website.
  • This website’s ILS Implementation section, including Information Technology pages intended to help library staff communicate with institutions’ IT departments. 

 

Other Library Projects

Expect a full report on other library projects and services – bibliographic database quality, acquisitions, discovery tool, digital services, and centralized data loads, extracts, and reports – in the February edition of the FALSC Update, when everyone is caught up from the holidays.

Heading into 2017, we offer a few reminders on previously announced actions and invite you to take a look at recent changes to our website. 

 

FALSC.org

Our website greets the new year with a fresh face and new pages intended to help state decision-makers and a general audience better understand the role of college and university libraries, and FALSC itself, in the success of our state’s students. Visitors to the site now find a “Welcome” page that acknowledges the 151 libraries maintained by the 40 public institutions of higher education throughout Florida, a full list of libraries, and a clickable map locating the institutions. We have also enhanced our section on the Members Council on Library Services, adding pages to spotlight MCLS members and the Standing Committees. Looking ahead, a FALSC staff page is in the works. If you have questions about or suggestions for our new and modified pages, please email Joni Branch, FALSC Communications Coordinator.

 

Proposed Guidelines for Legacy Product Support

In January, FALSC will meet to review all open Aleph-related cases as we prepare to migrate.

As a reminder, during the transition to Sierra/Encore Duet, we are involved in configuring the new systems and supporting current systems and services. Here are the previously announced plans for changes in support:

  • Enhancement and Integration Requests: Freeze now, consider on case by case until April 2017.
  • Data Loading and Quality Control: Continue as is until April 2017, then freeze and develop in new system instead.
  • Service Requests: Continue until June 2017, then consider on a case-by-case basis after System Acceptance as resources allow.

 

Lost Items Procedures and Best Practices

Per a recommendation from the Resource Sharing Standing Committee that was approved by the MCLS in 2016, all FALSC libraries are to begin billing one another for UBorrow lost items this month. The committee has put forth the following practices:

  • FALSC will run reports in January and July, starting this year, of lost UBorrow items that are six months past the due date and institutions will bill twice a year (at a minimum).
  • FCS libraries may continue to bill at the point when an item becomes lost.
  • Lending libraries will generate bills to invoice borrowing libraries.
  • Institutions will reimburse one another according to their individual procedures.
  • Libraries may accept replacement copies per biller approval.
  • The replacement cost is determined by the lending library.

 

E-Resources

We are finalizing the last of our licenses and invoices for the 2017 statewide collection and the annual group license process. As a reminder, in the statewide collections the SUS will discontinue Oxford’s Grove Music Online, and the FCS will discontinue EBSCO’s Health Source: Nursing/Academic product and Associates Programs Source Plus, while adding ProQuest’s US Newsstream. The online list of statewide resources has been updated to reflect these changes. Also, per discussion at the Nov. 30 MCLS meeting, the FCS will pursue a three-year license for the Springer e-journal collection and a two-year license for Oxford Art Online, using the funds resulting from the cuts listed above. 

 

Administrative & Staff News

Dr. Martha Saunders, who began her career at the University of West Florida (UWF) in 1984 as a professor in Communication Arts, became the sixth President of the institution on Jan. 1. She takes over from former President Dr. Judy Bense, who led UWF for eight years. Previously, Dr. Saunders held leadership positions at two other institutions, serving as Chancellor of the University of Wisconsin-Whitewater from 2005 to 2007 and as President of the University of Southern Mississippi from 2007 to 2012. As part of UWF's Innovation Institute, FALSC and FLVC are administered by the university.

FLVC will miss Dale Wann, who left us recently for a position at the Florida Department of Revenue. He was a programmer who worked here for 10 years. As the Primo Administrator, he kept it up and running, presenting about the implementation of Primo in a consortium environment at the ExLibris conference. He helped implement our Customer Relationship Management system, and did programming and maintenance for the legacy LINCCWeb products. Some of you may have met Dale at our FALSC Regional meetings, as he always had a keen interest in our customers and how to better meet their needs.

Gerald Snyder, Coordinator of Special ILS Projects, will be retiring from FLVC this month. Gerald started at the University of Florida in 1982, where he worked on bringing up NOTIS, the first automation system for Florida university libraries. He joined the Florida Center for Library Automation (FCLA) in 1985 and has been a staff member for the subsequent organizations since then. Gerald has played an important role in support and development of Aleph, WebLuis, and Mango through the years. He will be deeply missed, and we wish him well as he embarks on his next adventures: traveling, completing the Camino de Santiago walk in Spain, and doing an old house remodel.

Lydia Motyka, most recently Manager of Digital Services for FALSC, has resumed her former role as Manager of the Florida Digital Archive for the organization.

For news on people throughout our library community, see People in the News.

 

Upcoming Events

The next meeting of the Members Council on Library Services will be Feb. 14 at the College of Central Florida, Ocala. Following that, the MCLS will meet in June. The exact date and location of that meeting are to be determined.