FALSC UPDATE

FROM THE EXECUTIVE DIRECTOR

NOVEMBER 2016

 

Elijah ScottI am delighted to provide an update in my new role as Executive Director for the Florida Academic Library Services Cooperative. As of this writing, I have been in this role for just over two weeks, and I already feel a sense of excitement and enthusiasm about the work that we are doing in FALSC! I have spent the last 20 years working in college and university libraries, so I am deeply honored to have the opportunity to serve our profession in this new capacity.

While we have many different projects in process at FALSC, perhaps the one project that remains foremost is that of the migration to a new integrated library system. It occurred to me recently that this project will be the third experience of my career with a consortial ILS migration. In 1998, I was working as a cataloger at Georgia College & State University when the University System of Georgia implemented its first system-wide ILS project. In 2013, I was working as Director of Libraries at Georgia Highlands College and had the opportunity to serve as chair of the USG NextGen ILS Planning Committee. Now, in 2016, I have the opportunity to participate in our current project to bring a new level of library service to the college and university libraries supported by FALSC.

As we work through the process of migrating to the new ILS, I believe that we are fortunate that FALSC is situated within the framework of the Florida Virtual Campus. By working closely with our colleagues at FLVC, we can find new opportunities to provide enhanced services to students, faculty, and staff by more closely integrating the availability of information resources within the larger suite of online tools for distance learning, advising, career guidance, and course transferability offered by our organization. While our immediate goal at FALSC is to support the libraries we serve, the ultimate goal of our work is student success.

We have a bright future ahead of us in the libraries of the public colleges and universities of Florida! As we continue to build upon existing resources and services, such as e-resources, digital platforms, and the ILS, we also have emerging opportunities to create value for our users in areas such as OER, enhanced integration with distance learning, and improved findability for information resources.

I would like to thank everyone at FALSC and FLVC for the warm and supportive welcome that I have received! I would especially like to thank Kate Nevins for her work as Visiting Strategist for Planning and Engagement with FALSC. Kate has kept up the momentum of the many projects and activities that are happening within FALSC, and I deeply appreciate her knowledge and insight as I step into the role of Executive Director. I would also like to express my appreciation of all of the staff at FALSC. We have an exceptionally capable and dedicated group of library and information professionals in this organization who are doing superb work for the libraries we serve.

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

 

Governance and Advisory Processes

MCLS Executive Committee Met Oct. 19

The Executive Committee of the Members Council on Library Services (MCLS) met by conference call on Oct. 19. Among other business, members heard from both new FALSC Executive Director Elijah Scott and consultant Kate Nevins, who took a leading role in the organization while the director’s chair was empty.

“I am now transitioning and ending my role with FALSC,” Kate told the group. She went on to say that she hopes her legacy will be an organization more inclined to a “participatory” meeting style that encourages cooperation and discussion, as opposed to a “report” style less conducive to conversation. Kate remains available to help Elijah during the transition.

The Executive Committee also:

  • Heard an update on the Sierra/Encore Duet implementation from project co-leads Ellen Bishop and Dave Whisenant.
  • Confirmed the Nov. 30 date for the upcoming MCLS meeting and explored possible meeting topics.
  • Briefly discussed branding for the new ILS.
  • Reviewed the communication protocol for institutional IT contacts.
  • Moved to seek applications for four new members of the Collection Management and E-Resources Standing Committee (CMESC). Applications were solicited via emails to discussion lists and in the most recent FALSC Update email newsletter. The application deadline was Nov. 7. For more information, email StandingCommittee@flvc.org

The Executive Committee meets next on Nov. 16.

 

Upcoming Events

  • The Executive Committee of the Members Council on Library Services meets next on Nov. 16, via conference call.
  • The Members Council on Library Services will have its quarterly meeting on Nov. 30 at the University of Central Florida, Orlando. Following that, MCLS meetings will be held in February and June at locations to be determined.

 

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

Scores of library and technology professionals from FALSC, FLVC IT, the SUS and FCS libraries, and Innovative Interfaces Inc. are participating in the initial set-up phase of the ILS implementation. Thanks to their efforts, the Sierra/Encore Duet project remains on track for “Go Live” in late July.

See “Staying Informed,” below, for links to in-depth information on the project and key groups, including the Implementation Team, the nine Working Groups, institutional IT contacts, and the ILS Coordinators responsible for putting together local implementation teams at their institutions. 

Training for library staff begins in February, and all library staff are invited to a Collaborate session about the training plan on Nov. 14. See “Looking Ahead,” below, for details.

Here’s a quick overview of where the next-generation ILS project stands now.

Primary server upgraded and online: The upgraded Sierra production server was up and running as of Oct. 31 with records reloaded for profile evaluation and continued data review. The server’s software now accommodates the expanded tables needed for our installation. The training server is unavailable for data review for three to four weeks while records are being reloaded.

Institutions soon will see their Encore Duet interfaces: EBSCO and the libraries continue to work on setting up the discovery tool. Innovative recently sent FALSC the first batch of links to the individual Encore library interfaces. After FALSC completes initial review of the Encore suites, institutions will be able to see what their own interfaces look like for the first time.

FALSC staff and Working Groups in training: FALSC staff and the Working Groups began functionality training on the new system in October. Training continues through mid-December, with FALSC staff training on a topic in either Gainesville or Tallahassee one week, then Working Group members training on the same topic via Collaborate the next week. Recordings of the Working Group training sessions will be available on FALSC.org and the Working Group wikis the week after each session.

Working through issues: FALSC staff have created a Google spreadsheet to provide Working Group members with a place to report problems and questions to be passed on to Innovative. Meanwhile, we are working to address concerns and resolve known issues.

  • Meetings with Innovative regarding authentication continue weekly, and testing has begun on a solution. A message was posted recently to the IT-Contacts list asking for information on each institution’s current authentication functionality. FALSC and FLVC staff are reviewing responses.
  • There were issues with some Working Group members being unable to access our Sierra server due to firewall setups at their institutions. We are resolving these issues, and have created wiki pages on what is needed to access various Sierra environments. To learn more, visit the Access to the Sierra Desktop Application (SDA) wiki or the Network Access to Sierra and Encore Duet wiki

Joint Use Working Group calls for participation: The group asks that anyone involved with college or university joint-use facilities or with an interest in them join the Joint Use Discussion Group list (ILS-JOINT-USE-DISCUSSION) and visit the Joint Use wiki to review the accuracy of local information.

 

Looking Ahead: 2017 Training Plan

All library staffers are invited to join the Sierra/Encore Duet Implementation Training Working Group via Collaborate on Nov. 14 for an update on the Sierra/Encore Duet training plan. Beginning in February, training will be accomplished through a variety of formats: documentation, eLearning modules, recorded webinars, and in-person sessions. Join the Working Group for an overview of the training plan and learn what you can do now to prepare. No advance registration is required. The session also will be recorded and posted on the Training Working Group Wiki and the FALSC.org training page

MARK YOUR CALENDAR

Sierra / Encore Duet Implementation Training Update

Monday, Nov. 14

3 - 4:30 p.m. ET

(For a Collaborate link, visit the Training Working Group wiki.)

As of now, computer classrooms have been booked at 30 host sites for the in-person training this spring. Each of the 40 ILS Coordinators has been sent their institution’s in-person training schedule. See the Training Calendar and Topics spreadsheet on Google for details. 

Registration for spring training will open in January. Maximum class size is 15, so libraries are asked to send key staff members who can act as a resource for others.

 

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

E-Resources

FALSC is finalizing invoices and payment for the statewide collection of resources for the FCS and SUS for 2017. As a reminder:

  • The SUS will drop Oxford’s Grove Music.
  • The FCS will drop EBSCO’s Health Source: Nursing/Academic and Associates Programs Source Plus, while adding ProQuest’s U.S. Newsstream.

The FCS will have some overage as a result of the cuts to their statewide collection. FALSC is working with the CMESC on their recommendation for these funds.

The FLVC group licensing process is moving forward, and we have sent second round pricing to the participating institutions. Pricing changed only slightly based on the current participation level. Our goal is to come as close as possible to final commitments in this round’s responses, so that we may expedite commitment letters and issue invoices. We ask that all institutions return second round pricing on time. Prompt responses are required for this process to stay on schedule.

 

Centralized Data Loads, Extracts, and Reports

SUS Aleph record counts for September are complete. August is on hold. We have completed ad hoc reports for FAMU, Course Reserve Titles; USF, Bib Counts by Holdings OWN Code, Bibs With No Linked Items; and FLARE, Fields added to Monthly Serials List Report.

FCS monthly reports through October have been released, as well as quarterly FCS vendor statistics reports. Ad hoc reports were prepared for SPC, “Duplicate” Barcodes; TCC, Duplicate Title Report; FJC, Patrons with Credits Owed Them; and PHC, Items with No Price Listed on Item Record.

Recent data loading projects include:

  • E-Book, video and PDA monthly updates: LLMC, Ebrary, Rittenhouse, Credo, Kanopy, Alexander Street Press, Cambridge, ENGnetBASE, EBSCO Collections, Ebook Central, Wiley, Safari, Gale Literary Criticism, Coutts
  • Institution added vendors: Ambrose e-video, Rittenhouse
  • LCA10: Loads complete through 1642
  • Serial Solutions Ejournals: October complete
  • GPO loads: October complete
  • MARCit! Ejournals: November complete
  • Serial Solutions: October complete

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 working the YBP E-books for FSU Medical, FIU EEBO, FSU Business Expert Press Economic Collection and FSU JSTOR Open Access e-books. Profiles have been approved for USF’s Oxford EBA, USF’s Taylor & Francis EBA, FSU Marcive Online materials, FS-Law Genload profile and load for Oxford Legal Research Library, UCF’s Wiley-IEEE collection, and FAMU Newsbank Afro-American Imprints.

RapidILL EJournal updates were completed for FAMU, UCF, UNF, and USF via SFX. We’ve received October EJournal RapidILL Serial Solutions files from FAU, FGCU, and UF.

Eleven of the 12 SUS libraries (all but FAMU) are starting a shared Evidence-Based Selection/Acquisition plan with Taylor & Francis. There is a one-time load of 12,000 discovery records into PDA01. At the end of 12 months, the libraries will review usage and select titles to purchase. FALSC is loading discovery records for participating libraries. This will also require some Mango changes to display the holdings properly for participants.

 

Bibliographic Database Quality

As part of the Sierra/Encore Duet implementation, we have contracted with Backstage Library Works (BSLW) to provide de-duplication and authority control services, and BSLW duplication reports are under review. While we will continue with the work already begun to clean up records in current Aleph catalogs, and will of course continue to perform regular reports and automated cleanup, our emphasis is shifting to the Sierra environment.

Meanwhile, we are working to identify non-OCLC SUS record sets with OCLC numbers in the 035 field, and are currently on Phase 2, records with multiple holdings. This is the spreadsheet used to track progress. The number of records cleaned up is holding at 141,516. Progress is slow because the staff members are working on the cleanup and Sierra implementation.

 

Discovery Tool

We have updated the following FCS EZproxy database definitions: SWANK for TCC, Rittenhouse – R2Library for NFCC, and e-book Central Proquest for NWFSC.

 

Acquisitions

FALSC continues to work with colleges on their migration to Yankee Book Peddler. We are waiting for YBP to verify that they are finished with College of Central Florida’s configuration for EDI invoicing. All of the Aleph configuration for EDI and batch loading is finished.

 

Digital Services

Islandora

 A workflow for dealing with new requests for Islandora enhancements is being finalized. New and outstanding enhancement requests were presented to the Islandora Subgroup of the Digital Initiatives Standing Committee (DISC) on Oct. 25.

A visit to Valencia College, which has a Florida Islandora test site, is scheduled for Nov. 14. Florida Gateway College, meanwhile, has requested a site visit in early November. The college is interested in exploring Islandora for a project digitizing the Lake City Reporter newspaper. (Recent issues are digitized and part of the Florida Digital Newspaper Library at UF.)

The FLVC institutional repository functionality has been installed on test sites for Florida State University, Florida Gulf Coast University, University of Central Florida, and Florida Atlantic University. Institutional repository functionality so far includes infrastructure to represent scholars and campus departments as objects in the software. This concludes Phase 1 of the project. Phase 2, planned for spring, will address self-submission of content by faculty and students.

Florida OJ

An upgrade for the production server to version 2.4.8 was completed Oct. 9. Libraries were notified, and no problems have been reported. Statistics processing, which had not been possible since April 2014 due to a bug in the software, is now fixed going forward.

The Florida OJ banner image was updated to increase contrast in text in the green lettering reading "Florida Online Journals.” This is follow-up to a report by Quality Assurance that identified low contrast text as a possible ADA compliance violation

A mockup of changes to the Florida OJ homepage was posted on http://ojs-clone.fcla.edu and shared with institutions using Florida OJ. Changes attempt to show institutional affiliation for journals and standardize how each journal is represented on the Florida OJ homepage.

 

Library Services Website

On Oct. 20, the legacy FCLA website (https://fclaweb.fcla.edu/) was decommissioned. The site now redirects to FALSC.org (https://libraries.flvc.org). All current content has been moved to FALSC.org. Knowledge Base articles from fclaweb have been added to the FALSC.org Knowledge Base.

If you haven’t already, please update your bookmarks to the appropriate content under FALSC.org. Bookmarks to any content on fclaweb.flcla.edu will continue to redirect to FALSC.org until Sept. 1, 2017.

If you can’t find the information you need or have questions, please contact the Help Desk, help@flvc.org or (877) 506-2210 (toll free).

 

Staff News

Christine Cogar joined FALSC’s Gainesville office on Oct. 11 as a Public Services Systems Specialist. Chrissy comes to us from the University of Florida, where she was the Circulation Specialist and liaison to FALSC for the past seven years. Our new staffer has 14 years of experience working in public services for academic libraries, and her knowledge of how ILS workflows impact staff will help us smooth libraries’ transition to Sierra. Chrissy and her husband, Jason, have lived in Gainesville together since 1999. They’ve had a menagerie in the past but are down to just two dogs, two cats, and one horse. Email Chrissy at mailto:ccogar@flvc.org.

Wilhelmina Randtke, FALSC Digital Library Services Coordinator, presented a poster session titled “Altmetrics in Action” at the annual program of the Florida Association of College & Research Libraries on Oct. 28 in Orange Park. This year’s theme was “Prove It! Demonstrating Effectiveness With Data.”

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 Nov. 30 at the University of Central Florida, Orlando. Following that, MCLS meetings will be held in February and June at locations to be determined.