February 10, 2016 - Cooperative Computer Services

 AGENDA
CCS EXECUTIVE COMMITTEE
CCS OFFICE
WEDNESDAY, February 10, 2016
10:00 A.M.
1. CALL TO ORDER
2. ROLL CALL
3. ADDITIONS TO THE AGENDA
4. PUBLIC COMMENT
5. CONSENT AGENDA (ACTION) pp. 2-11
a. Approve Minutes of January 13, 2016 Meeting pp. 2-7
b. Monthly Financial Statements pp. 8-10
c. Approval of Bills for Payment p. 11
6. REPORTS
a. President
b. Secretary
c. Treasurer
d. Committees and Groups p. 12
e. Executive Director pp. 13-19
i. CCS Facility
ii. CCS Technical Infrastructure Upgrades / Colocation
iii. Strategic Planning
iv. Training
v. SIRSI: Enterprise, BCA, Marketing, BCV implementation
vi. SIRSI: Status Report
7. NEW BUSINESS
a. Fines Free Update
b. Automatic Renewals Update
c. Buy It Now Update
d. Measuring Success of BLUEcloud Visibility
e. System Cleanup Needs pp. 20-21
f. ILS Investigation and RFP Draft Plan pp. 22-23
g. SWAN Enterprise Usability Study Offer (ACTION) pp. 24-25
8. ADJOURNMENT
EC Packet Page 1
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EXECUTIVE COMMITTEE MINUTES
JANUARY 13, 2016
CALL TO ORDER
The meeting was called to order by President Wolf at 10:03 AM.
ROLL CALL
S. Davis, MUK; C. Dolin, ZIK; J. DiDonato, RLK; D. McNulty, CPQ; R. Wolf, WNK; C.
Holly, CCS
ADDITIONS TO THE AGENDA
There were no additions to the agenda.
PUBLIC COMMENT
No comment.
TO APPROVE THE FOLLOWING ITEMS CONTAINED IN THE CONSENT AGENDA
Approval of the Minutes of November 11, 2015
Monthly Financial Statements
Approval of Bills for Payment
DiDonato MOVED, Dolin SECONDED
Ayes: Davis, Dolin, DiDonato, McNulty, Wolf
Nays: None
MOTION CARRIED
PRESIDENT’S REPORT
No Report.
SECRETARY’S REPORT
No Report.
TREASURER’S REPORT
Scheduled to meet with C. Holly after meeting to schedule budget and finance
meetings, should have update by next Executive Committee meeting.
COMMITTEES AND GROUPS
1
EC Packet Page 2
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EXECUTIVECOMMITTEEMINUTES
January13,2016
Details included in packet.
Scrap – is absenteeism a problem? C. Holly and J. Hahn didn’t seem to think this was a
chronic issue but B. Stoneburner to look into this.
Clarified SCRAP is like the Executive Committee of the Catalogers group. It doesn’t
seem catalogers are as interested in being part of SCRAP or feel they do not have the
expertise. C. Holly to begin attending all SCRAP meetings.
Subject Genre task force – confirmed that PAS is kept informed about subject genre
changes.
EXECUTIVE DIRECTOR
Holly highlighted some of the key items from his report. No major issues at facility
except need to follow up with landlord regarding ice outside front door. Would like to do
general updates to the space, including more ergonomic furniture and to make the
space more functional. Fremont Library is donating some furniture to CCS office.
Colocation move of servers to occur Memorial Day weekend. J. Padilla currently
visiting all libraries to meet with technical people to review all networking pieces
between libraries and CCS to ensure a smooth transition.
Automated server monitoring is running now; completed by J. Padilla and B. Barth
completed. Will improve efficiency of monitoring uptime. This resource is available for
libraries to confirm if systems are down.
Phone system replacement was budgeted for 2015-2016. Currently looking at VOIP
options.
Strategic Planning – director interviews with consultants scheduled for January 27th and
January 28th.
Staff Goals/Training – Established some core visions and themes for CCS Staff to
follow that center around creating efficiencies and strong communication. Staff to be
evaluated on this.
Management Association Harassment Training scheduled for March 21st.
C. Holly to attend PLA in April and working with SirsiDynix and Innovative to schedule
meetings with directors scheduled to attend.
COSUGI is scheduled for May in Indianapolis. Five CCS Staff members to attend.
Sirsi Status Report. 4.5.1 enterprise update applied end of December. Sirsi
Dynix to install vanilla version of enterprise to troubleshoot the Delta Harvest issue.
Joel Hahn to work with SirsiDynix staff on each customization placed in the system to
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EC Packet Page 3
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deal with issue. Need to be able to test at live production level.
Pro Pay – set up BlueCloud commerce log in’s to trouble shoot where connections
aren’t happening for missed transactions.
Blue Cloud Analytics training – C. Holly has been conducting training, R. Malinowski to
conduct Level 2 training.
Marketing initiative – Rachel McConkie from SirsiDynix sent survey to libraries to be
completed. Results will determine the topics for marketing campaign.
Consulting Service – approved in budget for 2016. C. Holly met with Lisa Witteman
Conclusion is money better spent utilizing Sirsi as best in class expert to spearhead
clean-up projects.
Automatic Renewals – Glenview, Fox River Valley, Des Plaines and Lake Villa currently
testing. Has been opened up to all libraries to test auto renewal. Libraries will have
choice to rollout to patrons. There is some concern with auto renewal that materials
might not be returned. Group had lengthy discussion about auto renewals and best
practice, different communication options to patrons including email and texts. All
agreed it would be good to explore texting option again. There was also quite a bit of
discussion around benefits of having RFID. R. Wolf requested CCS to determine
circulation and loan rules for all libraries.
Collection HQ renewals – C. Holly currently working with libraries that have it.
Stack Map – Five libraries joined so there is a 5% discount for any additional libraries
interested to add it.
NEW BUSINESS
Data Retention Policy Review – no suggested changes to policy. Confirmation was
given that CCS staff is working with local records authority. Records representative sat
with staff prior to last scheduled records disposal.
Blue Cloud Visibility – uploading data into Google and Bing. Eligible for early discount
through RAILS. Can commit to one year contract. Cost would be covered through
development account (HVAC budgeted spend no longer needed with server move to
colocation). All other RAILS consortia have already accepted the quote and are in
process of moving forward. Agreement states install will occur no later than March 31st.
There will be regular updates to keep data accurate and current. Would be more
expensive on a per site versus whole consortium joining
TO RECOMMEND TO THE GOVERNING BOARD TO MOVE FORWARD WITH
BLUE CLOUD VISIBILITY
3
EC Packet Page 4
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EXECUTIVECOMMITTEEMINUTES
Davis MOVED, McNulty SECONDED
January13,2016
Ayes: Davis, DiDonato, Dolin, McNulty, Wolf
Nays: None
MOTION CARRIED
Inland Bank – Simplify internal processes and consolidate accounts to Operating,
Development and Payroll accounts. Preference to see more ACH. Research rewards
option with credit card through Inland Bank.
Lock Box – Reduce time constraint on CCS staff to process live checks from libraries.
Will also improve cash flow. Provides extra control that same person is not both
Accounts Receivable and Accounts Payable. Ideal is for all libraries to utilize ACH
payment option where possible.
TO RECOMMEND TO THE GOVERNING BOARD CCS CONSOLIDATION OF
BANK ACCOUNTS AND LOCK BOX
Wolf MOVED, DiDonato SECONDED
Ayes: Davis, DiDonato, Dolin, McNulty, Wolf
Nays: None
MOTION CARRIED
Group to Systems Holds Embargo – Discussion was held to consider changing current
holds practice to make all hold system wide immediately instead of waiting 30 days, for
all hold able items. CCS provided data to committee to help make fact based decision.
Need was expressed for increased resource sharing to more quickly meet needs of
patrons and stay competitive. RAILS previously stated they would like to see more
freedom of sharing and are not concerned about impact on van delivery volume.
Overarching goal is reduce hold time to zero days to increase circulation. Some
concern was stated about patron reactions when materials in poor shape are sent to
fulfill holds. Will request that libraries communicate with each other when there are
concerns over quality issues. Recommendation to include review within six months of
implementation.
TO RECOMMEND TO THE GOVERNING BOARD TO PUT SYSTEM HOLDS
AT 0 DAYS EFFECTIVE MARCH 1, 2016 WITH REVIEW IN SIX MONTHS.
DiDonato MOVED, Dolin SECONDED
Ayes: Davis, DiDonato, Dolin, McNulty, Wolf
Nays: None
MOTION CARRIED
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EC Packet Page 5
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Purchase of additional SIP license to hold one in reserve.
TO RECOMMEND TO THE GOVERNING BOARD THAT CCS PURCHASE
ADDITIONAL SIP LICENSE.
Dolin MOVED, DiDonato SECONDED
Ayes: Davis, DiDonato, Dolin, McNulty, Wolf
Nays: None
MOTION CARRIED
Annual Meeting Timing – Discuss with Governing Board to either move Annual Meeting
to September due to July-June fiscal year or to see if there is a need to continue having
separate annual meeting.
ILS Investigation – SirsiDynix contract expires June, 2018 with decision needed by
June, 2017. Need to allocate one year to make a decision and one year to implement.
Bring discussion points to Governing Board.
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Only two major vendors left and few differences between systems.
Independent, multiple stand-alone installations with resource sharing is an
option.
Majority of Northern Illinois consortia are using Sirsi, many large stand-alone
libraries using Innovative.
General perception is that CCS is behind, is it the system or the organization?
If we want to grow, which architecture and set up is going to be stronger for us?
What problems need to be solved and what gains will be seen?
Are we unhappy with Sirsi, if so then why?
Are we more interested in buy versus build?
Costs to go to RFP versus not.
Set up meetings at PLA
Establish formalized process by June
System clean up in 2016 during RFP process.
OTHER
ADJOURNMENT
Wolf MOVED, DiDonato SECONDED
TO ADJOURN THE MEETING AT 12:52 PM
5
EC Packet Page 6
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EXECUTIVECOMMITTEEMINUTES
January13,2016
Respectfully submitted,
Scott Davis, Secretary
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EC Packet Page 7
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Cooperative Computer Services
All Funds
Combined Statement of Assets, Liabilities and Fund Balances
As of January 31, 2016
Prior Month
Current Month
Net Change
Assets
Cash & Investments
Petty Cash
Illinois Funds - Money Market
Inland Bank - Checking
Inland Bank - Payroll
Inland Bank - Money Market
Inland Bank - Quick Check
Total Cash & Investments
100.00
0.00
23,884.50
23,884.50
(100.00)
0.00
182,702.93
265,191.35
82,488.42
7,635.07
7,487.92
282,413.07
282,457.95
44.88
500.00
500.00
0.00
497,235.57
579,521.72
82,286.15
(153,147.64)
(147.15)
Other Assets
Accounts Receivable - Members
266,695.69
113,548.05
Deposits - Rent Security
5,700.00
5,700.00
0.00
Prepaid Expenses - Other
10,910.02
10,910.02
0.00
258,737.00
258,737.00
0.00
542,042.71
388,895.07
(153,147.64)
1,039,278.28
968,416.79
(70,861.49)
45,670.50
110,046.29
64,375.79
0.00
10.13
10.13
45,670.50
110,056.42
64,385.92
258,737.00
258,737.00
0.00
95,041.32
(40,135.46)
639,829.46
639,758.83
(70.63)
Total Fund Balances
734,870.78
599,623.37
(135,247.41)
Total Equity
993,607.78
858,360.37
(135,247.41)
1,039,278.28
968,416.79
(70,861.49)
Fixed Assets, Net of Depreciation
Total Other Assets
Total Assets
Liabilities and Equity
Liabilities
Accounts Payable
Defferred (457) Withholding
Total Liabilities
Equity
Investment in Fixed Assets
Fund Balances
Fund Balance - Operating Fund
Fund Balance - Development Fund
Total Liabilities & Equity
(135,176.78)
See Accountants' Compilation Report
EC Packet Page 8
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Cooperative Computer Services
All Funds
Combined Statement of Revenues and Expenses
For the 7 Months Ended January 31, 2016
Current
Month
Year-to-Date
Working
Budget
Over(under)
Budget
Percent
Collected /
58%
Expended
Revenues
Income - Operating Fund
Library Billings
OCLC Billings
Individual Library Billings
0.00
19,764.99
810.00
20,574.99
803,981.36
138,355.00
6,810.00
949,146.36
1,658,944.00
237,180.00
30,000.00
1,926,124.00
(854,962.64)
(98,825.00)
(23,190.00)
(976,977.64)
48.46
58.33
22.70
49.28
0.00
0.00
0.00
44.88
91,250.24
0.00
0.00
336.18
86,500.00
100.00
8,200.00
650.00
44.88
91,586.42
95,450.00
4,750.24
(100.00)
(8,200.00)
(313.82)
(3,863.58)
105.49
0.00
0.00
51.72
95.95
20,619.87
1,040,732.78
2,021,574.00
(980,841.22)
51.48
119.51
5,748.74
50,659.26
0.00
2,034.30
1,165.85
9,448.61
0.00
2,459.81
510.00
1,087.20
19,764.99
61,943.50
810.00
10,991.57
74,236.67
478,106.26
132,063.82
13,737.46
10,761.71
75,403.61
(2,026.00)
7,605.77
510.00
18,739.97
138,355.00
118,916.50
6,810.00
21,600.00
159,557.00
885,000.00
220,000.00
26,000.00
21,484.00
113,384.00
26,500.00
22,500.00
0.00
35,000.00
237,180.00
127,919.00
30,000.00
(10,608.43)
(85,320.33)
(406,893.74)
(87,936.18)
(12,262.54)
(10,722.29)
(37,980.39)
(28,526.00)
50.89
46.53
54.02
60.03
52.84
50.09
66.50
(7.65)
(14,894.23)
510.00
(16,260.03)
(98,825.00)
(9,002.50)
(23,190.00)
33.80
0.00
53.54
58.33
92.96
22.70
155,751.77
1,084,212.34
1,926,124.00
(841,911.66)
56.29
Special Software
0.00
235.00
0.00
235.00
0.00
Database Cleanup
0.00
4,100.00
9,200.00
(5,100.00)
44.57
Authority Control
0.00
3,299.58
7,500.00
(4,200.42)
43.99
Equipment
0.00
0.00
50,000.00
(50,000.00)
0.00
Total Operating Fund Revenue
Income Development Fund
Library Billings
User Licenses
Grant Income
Interest
Total Development Fund Revenue
Total Revenue All Funds
Expenses
Operating Fund
Operating Expenses
Professional Fees
Personnel
Central Computer Maintenance
Utilities
Data Communications
Rent
Insurance
Prof Dev - Continuing Ed & Travel
Prof Dev - Dues
Capital Additions
OCLC Payments
Electronic Resources
Individual Library Charges
Total Operating Fund Expenses
Development Fund
Site Improvements
Total Development Fund Expenses
Total Expenses All Funds
115.51
115.51
3,000.00
(2,884.49)
3.85
115.51
7,750.09
69,700.00
(61,949.91)
11.12
155,867.28
1,091,962.43
1,995,924.00
(903,961.57)
54.71
See Accountants' Compilation Report
EC Packet Page 9
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Cooperative Computer Services
All Funds
Summary of Changes in Fund Balance
For the 7 Months Ended January 31, 2016
1,040,732.78
Total Revenue All Funds
(1,091,962.43)
Total Expenses All Funds
Excess (Deficiency) of Revenue over Expenses
(51,229.65)
Beginning Fund Balance
650,853.02
Current Fund Balance
599,623.37
Cash Analysis
January 31, 2016
Beginning
Balance
Current Month
Receipts
Disbursements
Ending
Balance
Net Change
For the Month
Account
Petty Cash
100.00
0.00
23,884.50
0.00
182,702.93
284,393.66
7,635.07
46,000.00
282,413.07
44.88
0.00
282,457.95
44.88
500.00
0.00
0.00
500.00
0.00
0.00
9,736.93
(9,736.93)
0.00
0.00
497,235.57
340,175.47
(257,889.32)
579,521.72
82,286.15
Operating Fund
(73,204.51)
331,631.05
(256,696.81)
1,729.73
74,934.24
Development Fund
570,440.08
8,544.42
(1,192.51)
577,791.99
7,351.91
497,235.57
340,175.47
(257,889.32)
579,521.72
82,286.15
Illinois Funds - Money Market
Inland Bank - Checking
Inland Bank - Payroll
Inland Bank - Money Market
Inland Bank - Quick Check
Allocated Cash
Total
(100.00)
0.00
0.00
(100.00)
23,884.50
0.00
(201,905.24)
265,191.35
82,488.42
(46,147.15)
7,487.92
(147.15)
Balance by Fund
Total
See Accountants' Compilation Report
EC Packet Page 10
Cooperative Computer Services
Check List
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All Bank Accounts
-DQXDU\
Check Number
Check Date
Payee
Amount
Vendor Checks
5766
5767
5768
5769
5770
5771
5772
5773
5774
5775
5776
5777
5778
5779
5780
5781
5782
5783
5784
5785
50047
50048
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/09/16
02/10/16
02/10/16
02/10/16
02/10/16
02/10/16
02/10/16
01/14/16
01/31/16
AT&T - Carol Stream
Beth Stoneburner
Cardmember Service
Christopher Holly
Commercial Cleaning Crew
Communication Revolving Fund
Constellation Energy Services
IHLS - OCLC
Lauterbach & Amen, LLP.
LIMRiCC-UCGA
McClure & Inserra & Company
Nicor
Sirsi Dynix 774271
Sirsi Dynix 774271
SEBS Arlington, LLC.
Group Atlantic
Joel Hahn
Jonathan Padilla
Rebecca Malinowski
Wellness Insurance Network
Pro Data
Pro Data
Vendor Check Total
715.85
10.80
2,801.28
35.54
230.00
450.00
1,577.33
19,764.99
645.00
26.10
4,600.00
456.97
750.00
61,943.50
9,448.61
1,666.00
11.39
138.51
13.91
4,760.51
131.90
56.55
110,234.74
Check List Total
110,234.74
Check count = 22
EC Packet Page 11
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CCS COMMITTEE AND TECHNICAL GROUP ACTIVITY
(Activity between January 22, 2016 – February 9, 2016)
FEBRUARY 10, 2016 EXECUTIVE COMMITTEE PACKET
Subject/Genre Task Force
The AC task force met February 3, 2016 and will continue to meet the first Wednesday of each
month and make recommendations for subject headings (Library of Congress Genre/Form terms
“lcgft”; Guidelines On Subject Access To Individual Works Of Fiction, Drama, Etc “gsafd”)
 Report for next week's catalogers' meeting:
o Recommend removing the 690 and 691 fields from Enterprise's subject facet
o Recommend removing 'Star Wars fiction' and 'Star Trek fiction' from the list of
approved local genre headings
o Reiterate that the only allowed headings in the 655 field are from lcgft and the
local list in the catalogers' manual
o Reiterate that genre headings go in 655, not 650 (especially AC “Annotated Card”
genre headings)
o Discuss the impact of "old" and "new" headings coexisting until retro work is
completed

Report for the next SCRAP meeting:
o Recommend that SCRAP promote/remind catalogers of the 'Recent changes'
feature of our manual

Ongoing projects
o Define the genre heading "Young adult fiction"
o Compile a list of "useful" AC headings for future use
EC Packet Page 12
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Executive Director’s Report Covering January 2016 Executive Committee February 10, 2016 Overview: January marked the full reorganized CCS staff being on board. Beth Stoneburner started to work solo after Bonnie’s retirement and Rebecca Malinowski began on January 25, 2016. The team’s primary focus is to continue to streamline internal operations while working through various projects and initiatives, e.g. colocation, strategic planning, and BCA rollout. Jonathan Padilla conducted his marathon set of library visits, visiting almost all CCS libraries in person to discuss their networking setup so that CCS can better support them. The strategic planning interviews took place after the Governing Board meeting. Rebecca Malinowski is working on the BCA rollout project plan as her focus project within the project management training. Christopher Holly’s MBA team conducted an analysis of the current help desk procedures to recommend the best means to maximize time in question resolution. Primary conclusions are that new, updated ticketing and CRM software would solve many of the difficulties, and there are some current procedural aspects that could be revised to help save everyone time in the short term. Christopher Holly is beginning to meet with and/or attend member library Board meetings. On January 20, he presented an overview of CCS for the Crystal Lake Library Board as part of their regular Board Development. Key Points:  CCS Facility 1. Christopher Holly spent several evenings after work repainting portions of the office in order to update the look and make it more inviting for staff and guests. 2. Preparations were made to move Jonathan Padilla and Bob Barth to offices on the J‐side of the building. They should be fully relocated into their new offices by March 2016.  CCS Technical Infrastructure Upgrades / Colocation Move 1. Jonathan Padilla has been tweaking the automated server monitoring sensitivity to help eliminate false positives. We are noticing “flapping” with some applications, esp. Enterprise. We are working with SirsiDynix on troubleshooting. 2. Beth Stoneburner is mapping out the project plan for selecting and implementing a new phone system. 3. Jonathan Padilla is mapping out the project plan for the migrating the CCS servers to the ICN facility. He met with the ICN representatives for another conformational walk through of the Schaumburg facility and then to initially map out key steps in the process.  Strategic Planning 1. Christopher Holly met with Brad and Curtis several times via phone in January to finalize the plan and focus of the Director interviews. 2. Directors met with Brad and Curtis on January 27 or 28, 2016. This included participation of CWR in the Governing Board meeting on January 27. 3. Brad and Curtis are now analyzing the information that they gathered and are scheduled to present their preliminary draft to the Long Range Planning committee on February 24, 2016.  Training 1. The CCS staff continue to meet with the Project Management consulting in both formal meetings and ad hoc phone calls. Each staff person has a focal project. These are: EC Packet Page 13
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1.
2.
3.
4.
5.
Bob Barth‐Symphony Upgrades, Beth Stoneburner‐New Phone System, Jonathan Padilla‐
Colocation, Joel Hahn‐Modernize Codes, Rebecca Malinowski‐BCA, Virginia Seward‐RDA. Christopher Holly is focused more broadly on project coordination and communication.  SirsiDynix Status Report The Enterprise delta harvest issues continue. SD staff installed a test installation of Enterprise to systematically try to determine the root cause. The final test system was available 2 weeks later than planned, but CCS staff now have access to it in order to begin testing the load of each customization of Enterprise and how that may or may not be affecting the delta harvest slowness issues. BlueCloud Analytics (BCA) training for CCS libraries will continue into March with Level 2 training. Rebecca Malinowski is currently developing the curriculum for these sessions. The plan is to conduct the training after the Technical Group meetings and also provide a recorded options. Marketing Initiative Rachel McConkie at SirsiDynix is working with her team on some prototypes for the CCS marketing team to critique. The actual rollout of the initiative will not be until November 2016, and so this work is all in preparation for that. BLUEcloud Visibility implementation work is starting. Rebecca Malinowski will be the project lead. Updated SirsiDynix / CCS Monthly report follows this report. EC Packet Page 14
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SirsiDynix / CCS Monthly Communication Overview Statistics
Total Issues
12
Total Kudos
0
Ownership
New Issues
SirsiDynix
CCS
Third Party
Ready to Close
Counts
0
9
3
0
0
Status
New
Escalated Eng.
Discussion
Pending Install
Confirm Close
Counts
0
4
4
3
1
Most Affected
CCS Staff
Circ
Cat
Patrons
Indiv Library
Counts
4
2
1
5
0
EC Packet Page 15
ack to Agenda
Ownership Status
Most Case # JIRA #
Affected
Issue / Kudos
SirsiDynix Discussion
CCS Staff
Enterprise test region was 2 weeks late from project plan final date of January 14, 2016. There was poor communication from SirsiDynix on the rollout and delays. Need to debrief on the process to avoid similar issues in the future.
SirsiDynix Discussion
Patrons
9/24/15 We need an explanation as to Email sent on January 25, 2016. For Bob why a typically standard 20 minute web to fix Web Services setup (cleanup services upgrade took almost 2 hours. In directories).
addition, there was a message about "strange setup" that needed to be duplicated. We need a detailed explanantion of this. Joel Hahn reported Case #00929019, UNI‐ Still working on it.
36150 (the word “UNAUTHORIZED” becomes unsearchable) has apparently happened again, so we’ll need to rebuild the keyword index again. ENTERPRISE: PATRONS UNABLE TO Still working on it.
SUSPEND/CANCEL HOLDS. SD: a number of customers have reported this. JIRA created 5/15/15 and been updated within the past couple days.
ENTERPRISE: Patron List issues still a check with Joel.
major problem. Only being handled piecemeal. DSC‐4799 ‐ MyLists ‐ Titles not being returned which breaks sorting
DSC‐4204 My List exception when target is removed from Profile
SirsiDynix Escalated CCS Staff 929019 UNI‐36150
Engineering
SirsiDynix Escalated Patrons 977337 DSC‐4648
Engineering
CCS
Pending Installation
Patrons 970598 DSC‐4799
DSC‐4204
1/25/2016
12/15/2015
Lisa to send email to CH. (nonstandard port numbers)
Still working on it.
Still working on it.
Appears to be fixed based on Joel's testing.
EC Packet Page 16
ack to Agenda
Ownership Status
Most Case # JIRA #
Affected
Issue / Kudos
CCS
Patrons
ENTERPRISE: NEED TO RUN DELTA Project Plan in progess
HARVESTS DURING THE DAY. SD’s court: When can we expect to see results?
Discussion
SirsiDynix Pending Installation
Cat
1/25/2016
464354 UNI‐28519 The catalogdump & flatskip tools insert Fixed in 3.5.1. SP 1
spaces at the end of the 008 field of (not released yet on track for Mid‐Q1)
MARC Holdings records, which renders the records invalid and causes major problems when we attempt to send those records to third parties, such as for OCLC's Local Holdings Records project. (Case #00464354, JIRA UNI‐28519)
SirsiDynix Escalated CCS Staff 482681 UNI‐29516 The selcallnum tool has a bug for Oracle still awaiting resolution
Engineering
systems that causes it to be unable to output call number analytics in many cases. There is a somewhat cumbersome workaround, but we need the bug fixed. (Case #00482681, JIRA UNI‐29516)
12/15/2015
Lisa working on the vanilla installation. Need to coordinate the agent for the delta updates.
Project Plan for testing:
Document Each Customization
‐Widget testing ‐ first step
‐MARC map testing ‐ largest area
look at largest indices first (auth,title,sub)
‐Custom search fields ‐ linked to MARC
(guestimate 80‐120 hours of solid work)
Need to replicate patron search load.
Setup weekly SCRUM‐style meetings.
What does progress mean? (time for delta, no crashing)
Fixed in 3.5.1. SP 1
(not released yet)
still awaiting resolution
EC Packet Page 17
ack to Agenda
Ownership Status
Most Case # JIRA #
Affected
SirsiDynix Pending Installation
Circ
SirsiDynix Discussion
Patrons
SirsiDynix Escalated CCS Staff
Engineering
Issue / Kudos
1/25/2016
630802 UNI‐33686 The Add Brief Titles wizard & the Change Fixed in 3.5.1. SP 1
Item ID wizard both contain a bug not (not released yet on track for Mid‐Q1)
found in other wizards that let one modify the item ID, one which lets items be saved with too‐long IDs, thus rendering the affected records impossible to edit or even fully display in Workflows; API tools also have problems accessing those records. Thankfully this doesn't happen extremely often, but this sort of database corruption shouldn't be allowed to happen in the first place. (Case #00630802, JIRA UNI‐33686)
12/15/2015
Fixed in 3.5.1. SP 1
(not released yet)
We have libraries giving up on ProPay and Cautiously optimistic that it's improving. Still seeing failed transactions. Recent this really needs to be cleaned up Keep monitoring.
update installed about $1 minimum.
yesterday. The latest issue is a “BlueCloud Commerce Not Available” message. We understand that development is working on this as a priority, but our libraries are running out of patience, and understandably so.
DSC‐4973 Buy it Now issues with display per profile awaiting correction, workaround in place awaiting correction, workaround in place
EC Packet Page 18
ack to Agenda
Ownership Status
CCS
Most Case # JIRA #
Affected
Confirm CloseCirc
Issue / Kudos
iOS 8 issues with Mobile Circ. As background CCS paid for Mobile Circ with BlueCloud Rewards with little adoption because of issues.
1/25/2016
12/15/2015
The original issue seems resolved. RFID (DPK) issue seprate issue. Can't point to open case or replication steps. Remove from next one.
Open camera freeze issue is resolved.
Certificate issue, if pick the wrong library (user training issue).
Otherwise, need specific details.
(RFID issue with DPK is separate, with Sirsi)
EC Packet Page 19
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Catalogers Project List
Project
Low
Medium
Low
Medium
Low
Medium
Low
Low
Background Needed Authority Bibliographic Patron Impact
Low ‐ Less Low
N
Y
noise in results
Medium ‐ Improved Low
N
Y
faceting
Medium ‐ Subject analysis
N
Y
Maybe
Sometime
Low ‐ Display N
s
Y
issue
Low
Medium
N
N
Y
Medium
N
N
Y
Low ‐ Improved N
faceting
N
Medium ‐ Improved Probably searching
not
N
N/A
High ‐ Acquisitions records
N
Y
N
Medium
N/A
High ‐ Recataloging
N
Y
Low ‐ WorldCat holdings
N
Probably not
Fix records that have a Date Cataloged but are still marked "Preliminary" in the 999 or 099 field
Medium
N/A
High ‐ Recataloging
N
Y
N
N
Possibly
Fix records that are still marked "Preliminary" in the 999 or 099 field but have items out and circulating
Medium
N/A
High ‐ Recataloging
N
Y
N
Possibly
Medium
Medium
Low
Sometime
s
Y
N
Medium ‐ Improved searching
Possibly
N
Medium
Medium
Low
N
Delete 710s for audiobook publishers
Man Hours Programming Hours
Add 655 Television series when 130 contains "$n Season..."
Remove headings related to genre headings
Change fictitious character headings from 650 to 600
Add 655 Nonfiction films/television programs when Documentary films/television programs is present
Standardize Superhero comics vs. Superheroes‐‐Comic books, strips, etc.
Low
Check & when appropriate fix or remove records that are still marked "Preliminary" in the 999 or 099 field but were created more than a year Medium
ago.
Overlay any remaining records affected by the Smartport/006 bug
Change tagging of genres from 650 to 655, also changing heading wording when appropriate
RDA Auto Need Physical Item
N
N
N
Probably not
Usually not
Probably
N
Add 655 Film adaptations when "500 Based on…" is present
Medium
Medium
Low
N
Y
Low ‐ Improved searching N
Medium Improved N
Add 347 fields to Blu‐ray+DVD, DVD+CD, etc. combo pack records
Medium
N/A
Low
N
Y
Maybe
Remove e‐book ISBNs from print records and print ISBNs from e‐book records
Medium
N/A
Low
N
Y
Medium
N/A
Low
N
Y
Medium
Low
Medium
N
Y
Medium
Low
Medium
N
Y
Add 753 and possibly also 347 fields to PC games & other software
Check & when appropriate fix records with questionable nonfiling indicators
Y
Add 006/007 fields to AV records that lack them
Fix records that have a Date Cataloged but no data in the 300 field.
Accurate retrieval
High ‐ Improved searching
Medium ‐ Display issue/Format icons
Low ‐ Display issue/missing data
N
N
Possibly
Probably not
N
N
N
N
N
N
Usually not
Possibly
Possibly
N
Probably yes
EC Packet Page 20
ack to Agenda
Catalogers Project List
Remove 599 fields, Serial Controls, and/or MARC Holdings records that are still present after the library's last copy has been removed
Change Animal films to Nature films, where appropriate
Medium
Low
Medium
N
Sometimes
Low
Medium
Medium Subject analysis
N
Y
Medium
Low
N
N
Y
Medium
Low
N
N
Y
Medium
Medium
N
N
Y
Medium
High
N
N
Y
Low ‐ Improved searching
N
N
Probably Not currently not
N
Medium ‐ Display issues/Format Probably icons
not
Usually not
Medium
Medium
N/A
N
Y
Maybe
High
N/A
High ‐ Record identification/when to create a new record N
Y
High
Low
High ‐ Subject analysis N
Y
High
N/A
Low
N
Y
High
N/A
Medium
N
Y
High
Medium
Medium ‐ Subject analysis
N
Y
High
N/A
N
N
Y
High
N/A
N
N
Y
High
Probably N/A
N
N
Y
Possibly High
Possibly High
High ‐ Subject analysis N
Y
Add 257 field to video records for country of production
Change Juvenile drama to Juvenile films
Globally add 046 for "Originally produced as a motion picture" date
Fix old 007 coding of Blu‐rays
Automate Large print ‐ 340
Check old "MacroFix" records against the actual item and what's in WorldCat to make sure the correct OCLC numer & description were used, and clean up the record accordingly.
Add newly created genre terms & subject headings to applicable older records
Delete "duplicate" 007 fields
Check and, when necessary, overlay records that still say "[Library code] LIBRARY DATA"
Change Heroes to Superheroes
Delete "duplicate" 505 fields
Fix typos in ISBNs & ISSNs, or move them to 020 |z
Misspelling list
Add subject & genre headings to older records that currently have none at all
Low ‐ Confusing displays
N
Low Improved searching
N
Medium ‐ Improved searching
N
Medium ‐ Accurate data
High ‐ Improved searching
Low ‐ Display issue/Format icons
Medium ‐ Accurate data
Medium ‐ Improved searching/Less noise
Low ‐ Display issue/Confusin
g extra data
Medium Improved Medium ‐ Improved searching
High ‐ Improved searching
N
Usually not
Probably not
Maybe
N
N
Y
N
Sometimes
N
Usually not
N
Probably yes
N
N
N
Usually not
N
Probably yes
N
Sometimes
N
Sometimes
EC Packet Page 21
Back to Agenda
ILS 2016 Investigation Team – Give it a fun, inspiring name – e.g. “Project Laulima” laulima “many hands working together” <Hawaiian> Goals: 1.
2.
3.
4.
5.
6.
Create Needs Assessment of CCS Libraries Create Buy‐In Among Member Library Leadership and Staff Engage Directors in the Process To Help Foster Vision Inform the RFP Evaluate the RFP Reponses Assist Executive Director with Final Contract Negotiations Makeup: 1. Executive Team of Directors a. Chair Director b. One Director to Lead Each Vendor/Vendor Product Team 2. Vendor/Vendor Product Teams a. SirsiDynix Current Architecture b. SirsiDynix Separate Instances w/ Relais D2D – c. Innovative Single Consortial Polaris Instance d. Innovative Separate Polaris Instances w/ INN‐Reach e. OCLC WMS f. Open Source with a Support Vendor (http://opensource‐ils.cci.utk.edu/) 3. Each Product Team Director will create his/her own Team made up of one member of each of the following Technical Groups a. PAS b. Catalogers c. Circulation d. ILL e. IT Group (?) not sure enough unique members/cover with CCS staff Timeframe: 1.
2.
3.
4.
5.
6.
7.
8.
March – May – Product Teams Gather Information based on template from CCS ED June – Consolidate Findings and Present to Membership July – write RFP No later than August 15 – issue RFP September 15 – RFP’s due September 15 – October 15 – Evaluate Proposals October/November – Bring In Selected Vendors December/January – Negotiate Contract Meetings: 1. All Meetings Can Be Electronic, unless specified 2. Executive Group Meet Monthly March, April, May to kickoff and check in EC Packet Page 22
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3.
4.
5.
6.
7.
8.
9.
Product Groups Meet At Lead Director’s Discretion (see Team Time Estimate below) June Forum for Presentation to Full Membership – In Person & Electronic July Review RFP Draft – Electronically September/October – Review Responses, Determine Finalists October/November – Finalist Presentation/Meetings December/January 2017 – Decision Meeting January 2017 – Ad Hoc Electronic Communication on Negotiations Communication With Full Membership (CCS Responsible for Collating Team Gatherings): 1. Create special page on CCS website for each team to post background information 2. Create an overarching Project page Estimated Time Commitment for Teams (Chair is not involved in this): 1.
2.
3.
4.
5.
6.
Team weekly 30 min ‐ 1 hour phone call to touch base between March – May List of Questions from Executive Director of CCS to Address Edit CCS Needs Assessment In person meeting with respective vendor (est. ½ day) Create Pro’s / Con’s List Create 10 slide deck based on template from Executive Director EC Packet Page 23
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SWAN Services 125 Tower Drive Burr Ridge, Illinois 60527 Christopher Holly Executive Director CCS, Cooperative Computer Services 3355‐J N. Arlington Heights Rd Arlington Heights, IL 60004‐7706 January 19, 2016 Dear Christopher, The SWAN consortium migrated to SirsiDynix Symphony and Enterprise in April 2015, and since that time we have taken many steps in improving the features of Enterprise. We’ve utilized various tools available within Enterprise, using SirsiDynix consulting time to create customizations and code shared within the SirsiDynix community, as well as visiting member libraries and asking for staff feedback. While SWAN has worked very hard to incorporate these changes to the Enterprise catalog, we decided that it was time to perform a deeper study of the catalog from a patron perspective. I proposed to the SWAN member libraries was that we conduct a usability study with library patrons. This study would work with public users in various age groups, and could encompass a range of patrons from frequent library users to people who have never used a library catalog before. The study would involve searching, placing requests for materials, downloading e‐books, and using the user account features. At the SirsiDynix Consortia Special Interest Group held in Boston last fall, I brought up with the group and the leadership of SirsiDynix that we would conduct a usability study in the beginning of 2016. Bill Davison, SirsiDynix CEO, was interested in this and we agreed to pursue this with his company leadership. Thus far SWAN has reviewed several proposals and selected Merge Design, based in Chicago, to lead this study. Merge has structured its proposal with some options to provide us a cost range of $34,525 to $52,025. I have held two conference calls with SirsiDynix; the second one included Enterprise developers and staff from Merge. Our initial conversations have already proven to be valuable as we’ve begun to craft a very patron‐centered approach to the study, due to Merge’s past library website design experience and flexibility in proposal options and costs. SirsiDynix has offered to contribute to the study financially, as well as with a block of consulting hours that I am in the process of negotiating. Prior to SWAN’s lead‐up to its RFP for a new ILS and catalog, I spent five years researching open‐source options for ILS software. One of the most intriguing aspects of the open‐source ILS community is that if new features were desired, one library would write up a proposal for software development and get a cost 1 | P a g e EC Packet Page 24
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quotation for that development. The sponsor would solicit other libraries interested in the feature and gather financial contributions from each group to pay for the development. Thus the community was driving the development process and focusing on the features they prioritized. What I am proposing is something similar with improving the Enterprise catalog: SWAN will conduct a study of public users with Merge and incorporate all recommended changes into the SWAN Enterprise catalog. Some of these changes are expected to be “local” whereby customizations would be made to SWAN’s Enterprise catalog profiles. Other changes could involve SirsiDynix consulting hours that would be used to create further customizations. Some recommendations from Merge may involve SirsiDynix incorporating software development within the Enterprise road map for several releases. If CCS were to contribute $5,000 to the SWAN Enterprise Usability Study, in turn we would provide you: 




Final written report from Merge Website wireframe recommendations from Merge All CSS code recommendations Enterprise Widget code created by SirsiDynix 5 boxes of Thin Mints and 5 boxes of Peanut Butter Patties Yours is the first group I have reached out to. CCS was invaluable when it came time for SWAN to begin configuration and implementation of the Enterprise catalog. We avoided all of the noted performance issues due to CCS work with SirsiDynix and your recommendations, and would greatly appreciate your insight and experience as we work to improve our patron experience. We anticipate the usability study to be completed prior to the COSUGI conference, May 23 – 26, 2016. I look forward to hearing back from you. Sincerely, Aaron Skog 2 | P a g e EC Packet Page 25