System Operations User Group Spring 2006 Minutes

1. Opening remarks. Kathleen Ashe, Convener (SSU)
   
   
2. Recorder. Jim Byerly agreed to take the minutes.
   
   
3. Adopt Agenda: Agenda adopted.
   
   
4. Approve Fall 2005 Minutes. Introductions were done and the minutes from the fall meeting were accepted as amended; changes made to item 4-User Council Representative - Jan Carey (HCC) term expires Spring 2007 Corrected to 2006 and 12-Change the word "current catalog" to "current OPAC".
   
   
5. Elections scheduled. Convener - Kathleen Ashe (SMSU) term expires Spring 2006; User Council Representative - Jan Carey (HCC) term expires Spring 2006.
   Newly elected steering committee members: David Wuolu - private colleges, Keith Ewing - state universities, Jim Byerly - state agencies, Ann Schroder - community colleges, - Connie Moeller for Consolidated Colleges, Michael Kirby - technical colleges. The steering committee then nominated and elected Michael Kirby as Convener for one year; Spring 2006-Spring 2007. Keith Ewing was elected User Council Representative for a term of two years; Spring 2006-Spring 2008.
   
   
6. Reports:
   1. Regional Ex Libris User Group Meeting - Kathleen Ashe (SSU)
      • Kathleen attended regional systems presentations as well as presentations of Ex Libris products; Metalib, SFX. Also attended circulation and technical services sessions. Found the regional user group gathering to be more informative and helpful than the previous MnLINK user groups. Wider range of participants.
      • Anna Hulseberg - Got helpful information from the U of M. Gained insight into how system is used by other consortia.
      • David Wuolu - Recommended others might find it useful to attend if they were unable to this year.
      • Keith Ewing - Thought that the Metlib and SFX sessions were helpful. Valued sharing with other users. Commented on PRIMO and how it's still at the early development stage.
   2. LaSSI Meeting Notes - pertaining to the Systems group - Becky Bell (PALS)
      • Becky mentioned that one of the key issues discussed was total cost of ownership for the Aleph system. They hope that they can work with Ex Libris (EL) to lower costs. The leverage LaSSI brings is related to the fact that these consortia customers account for 70% of Ex Libris income.
      • Becky mentioned interest in resource sharing related to universal catalog and borrowing.
      • Another key issue for users of the Aleph system is the large number of processes that need to be run for the system to function properly. Working to get EL to streamline.
      • Hope to have input into development of PRIMO especially in encouraging development of system that is flexible enough to allow interface customization for individual institutions. Concern about IT resources that may be required for PRIMO.
      • Concern over integration with other EL products.
      • LaSSI members share information about Aleph such as job lists and version update issues.
      • Sheila Hatchel asked if LaSSI recommendations ended up as part of the formal enhancement process. Becky said that LaSSI members found it more advantageous to work through informal channels.
        
        
7. Additional Topics - Becky Bell and Dan Honetschlager (PALS)
   1. Update on the status of "Inventory" - Requested by Linda Swanson (TRC)
      • Becky Bell said that progress has been made. They have figured out how to get Percon scanner to record entire barcode number. MSU has volunteered to test the inventory process and document the procedures. They hope to accomplish this over the summer.
        Note: Need to FTP site and run process p-item-04 to move files to library directory.
   2. PRIMO - Requested by Kathleen Ashe (SSU)
      • What is it? Becky Bell spoke. It's a discovery tool which searches a variety of resources simultaneously and from a single interface. Uses faceted searching with thesaurus of controlled vocabulary. System based on "metasearching."
      • The data is harvested by the system on a regular basis to speed up retrieval. This raises concerns over licensing issues with database vendors; Jim Byerly.
      • Question was asked whether or not MnPALS would be service provider for implementation of PRIMO? Becky Bell - This would need to be discussed further.
   3. Up the retrieved records to >1000 - Requested by Adam Marsnik (NDC)
      • Discussed potential load problems on the system resulting from increasing the number of records retrieved for sort both in the PC server and the www server.
      • Adam Marsnik / Keith Ewing proposed motion to have PALS increase the retrieved records limit to 5000 on HARP for both the GUI and webOPAC and monitor the load levels. Adjustments to be made as necessary. If no problems then increase to 9999.
        PALS will report to membership on the results of the test. Motion carried.
   4. Aleph PC Maintenance - Requested by Peg Lawrence (MSU)
      • Dan Honetschlager discussed problem relating to number of files on the local files list within Task Manager that causes the system to hang. Sometimes deleting a single file will correct problem. Solution at this time is to delete the files from the local system once they are no longer needed.
      • Dan also mentioned to clean up - C: empALEPH which contains a copy of ALL files that were "Printed" from computer.
   5. Automating emailing and printing of Notices in Aleph
      • Dan H. mentioned that this had been on the back burner because of the staff resources need for migrating the last groups of libraries to Aleph. Provided hand out: Automating emailing and printing of notices in Aleph.
      • Submit your request to the eDesk. Discussed fact that by default the email is generated as an attachment. If you want information to appear in the body of the email you will need to choose a plain format. See eDesk for details.
      • Suggested reviewing recorded Web meeting at http://pals.custhelp.com/ - Sign In - Search Text = 2991
   6. Label printing
      Dan H. Advised people to access the recorded Web meeting. Label Printing - Training can be viewed online at: http://connectus.pals.msus.edu/ This was developed by Duluth and is very easy to use.
      • Select: "View Public Recordings"
      • Select: "Label Printing" dated August 24, 2005
   7. PALSTAC and Depcon - Will continue to run until Fall 2006 - Dan H.
   8. Support and Training Services Report Adobe Acrobat
      • Interest indicated in ARC. Bill Shackleton (PALS) will be looking into this.
      • Becky Bell is looking to put together a committee to review reporting requirements.
      • Will be looking into ARC licensing issues / costs before PALS can proceed to use product.
        
        
8. Reactions to the morning panel presentation "Looking to the Future"
   Agenda item skipped to save time.
   
   
9. Systems Panel Discussion - Statistics Reports (Panelists: David Wuolu, Lori Pesik, Rosie Mock)
   • Dave Wuolu - See handout "Cataloging Reports using CCL." Described use of the p-ret-03 report for collecting cataloging stats.
     • Al Rykhus cautioned folks to use p-print-08 for printing rather than p-print-04. Use p-ret-21 for sorting.
   • Lori Pesik described the process she uses for getting counts of titles. See her handout "Title stats with CCL."
   • Rosie Mock presented information on the soup to nuts of statistics; bibliographic to circulation. Click on the link for her handout which can be found on the Systems User Group agenda for the spring 2006 meeting on the MnPALS website.
     
     
10. PALS Work Plan
    1. Open
    2. Completed
    
    Didn't really have time to discuss in detail. Recorded the following comments.
    • Keith Ewing expressed a desire to have the version of Aleph running on the MnPALS system to be in sync with other systems and Aleph version updates.
    • Becky Bell mentioned that MnPALS is working toward that end through participation in LaSSI to get the upgrade process simplified. MnPALS has set a goal of staying with in one version of the latest version from Aleph.
      
      
11. Other Business / Adjourn
    Pam Sukalski asked for feedback from other users regarding off-campus access to NetLibrary books. Bill DeJohn, MINITEX, mentioned that he had just seen new information coming out from OCLC that he thought might address this problem.
    
    

1. 10:45 Opening Remarks - Kathleen Ashe, Convener (SSU)
   
   
2. 10:50 Recorder
   
   
3. Adopt Agenda
   
   
4. Approve Fall Minutes - October 25, 2005
   
   
5. 10:55 Elections
   Terms Expiring (Spring, 2006)
   • Convener: Kathleen Ashe (SSU)
   • User Council Rep: Jan Carey (HCC)
     
     
6. 11:05 Reports
   1. Regional Ex Libris User Group Meeting - Kathleen Ashe (SSU))
   2. LaSSI Meeting Notes - pertaining to the Systems group - Becky Bell (PALS)
      
      
7. 11:15 Additional Topics - Becky Bell and Dan Honetschlager (PALS)
   1. Update on the status of "Inventory" - Requested by Linda Swanson (TRC)
   2. PRIMO - Requested by Kathleen Ashe (SSU)
   3. Up the retrieved records to >1000 - Requested by Adam Marsnik (NDC)
   4. Aleph PC Maintenance - Requested by Peg Lawrence (MSU)
   5. Automating emailing and printing of Notices in Aleph
   6. Label printing
   7. PALSTAC and Depcon
   8. Support and Training Services Report Adobe Acrobat
      
      
8. 11:45 Reactions to the morning panel presentation "Looking to the Future"
   
   
9. 12:00 Systems Panel Discussion - Statistics Reports (panelists to be announced)
   • Cataloging Reports using CCL - Dave Wuolu
   • CCL Title Count Stats - Lori Pesik, St. Mary's University
   • Statistics - Rosie Mock, MSU Mankato
     
     
10. 12:30 PALS Work Plan
    • Open
    • Completed
      
      
11. 12:45 Other Business / Adjourn
    
    

7. Additional Topics
   1. Update on the status of "Inventory" - Work Plan Topic #198 (Priority of 3)
      
      
   2. PRIMO - Carmit's message to the ALPHE-NA List on 3/30/06
      
      
   4. ALPEH PC Maintenance - Areas to "Clean Up" - C: empALEPH contains a copy of ALL files that were "Printed" from this computer
      
      
   5. Automating emailing and printing of Notices in ALEPH - Handout or
      http://pals.custhelp.com/ - Sign In - Search Text = 2991
      
      
   6. Label Printing - Training can be viewed online at: http://connectus.pals.msus.edu/
      
      • Select: "View Public Recordings"
        • Select: "Label Printing" dated August 24, 2005
          
          
9. If anyone has any work flow questions, best practices or statistic reports that they would like to share with the group, please bring your questions and/or ideas to the panel discussion.