MnPALS Systems Users Group: Fall 2007

Draft Minutes

Attendees: Patricia Akerman (St. Cloud Tech.), Kathleen Ashe (SMSU), Orrin Ausen (Bethany), Ginny Bakke (Gustavus), Mike Barnett (PALS), Karen Bronshteyn (Anoka Tech), Rod Bruce (PALS), Dawn Clyne (MSU Mankato), John Daniels (Minneapolis Community and Tech), Michelle Ehlert (Metro State), Stephen Elfstrand (PALS), Keith Ewing (St. Cloud State.), Dru Frykberg (MN Dept. of Employment & Econ. Dev.) Ala Garlinska (S. Central Tech., Faribault), Mary Ann Greenwald (PALS), Paul Guerrero (PALS), Dan Honetschlager (PALS), Cynthia Jorstad (Northland CTC), Michael Kirby (Dakota County Tech.), Joan Klanderud (S. Central Tech., North Mankato), Peg Lawrence (MSU Mankato), Lisa Lentz (Hill Ref.), Luda Lindahl (PALS), Randi Madisen (Century College), Adam Marsnik (Normandale CC), Rosie Mock (MSU Mankato), Diane Narum (Bemidji State), Amy Naughton (Minneapolis College of Art & Design), Kathleen Nelson (Riverland CC), Jim Parsons (SBJ), Gordon Schmitt (St. Cloud State), Kay Streng (Minneapolis College of Art & Design), Pam Sukalski (Minnesota West), Linda Swanson (Concordia), Laurie Tekautz (Mesabi Range CTC), Elizabeth Tuckwood (MN State Law Library)

1. Opening Remarks

Michael Kirby (Dakota County Technical College), Convener, welcomed all to the meeting and asked for a volunteer to take minutes.

2. Recorder

Kathleen Ashe (Southwest Minnesota State University) volunteered to be the Recorder for today's meeting.

3. Additions/Changes to Agenda

An addition was made to the agenda: 13B. ARC reporting system.

4. Approve Spring 2007 Minutes - April 16, 2007

Spring 2007 Minutes were approved as distributed.

5. Procedure for implementing changes to the ILS/OPAC

There was extensive discussion on process/procedures in place for implementing changes to the ILS/OPAC. It was recognized that changes to the OPAC affected the greatest number of people including patrons and that the process for implementing these changes might need to be different than changes that affect only limited numbers of users of a GUI subsystem. There was general agreement that communication and timing of the "available/unavailable" change in the OPAC was problematic. There was also consensus that it was important to be able to make improvements/changes in the OPAC in a timely manner.

MOTION. Made by Amy Naughton, seconded by Adam Marsnik, The MnPALS User Council is requested to review the Task Forces Policy Document and reassess the procedure for making recommended changes, more fully specifying the steps to be taken, identifying the impacted group, addressing timing of the implementation of changes, and who is authorized to make decisions. Passed unanimously.

6. PALS Centralized Services survey (PALS)

The discussion on the survey reflected frustration on the part of many of those who completed it. Some felt that it was not constructive, that respondents were forced into unsatisfactory choices. There was frustration with the lack of ability to make comments, explain answers. However there was general agreement on the importance of the two issues that received the greatest interest for centralization. Orrin Ausen reported that the Executive Committee requested that the PALS Office focus on the two major issues identified for centralization: xsl customization and table work.

7. Recent work on Reports in Aleph v.17 (PALS)

Luda reported that there were 7 or 8 new reports on lute that need testing. She noted that the Reports Task Force was in need of a convener. Users noted that more information needs to be made available to the libraries regarding the new reports being developed including how they work, defining what is being reported out.

MOTION. Made by Adam Marsnik, seconded by Linda Swanson. The Reports Task Force should meet at the end of today's Systems User Group meeting and choose a convener and that the Task Force should provide a list of the new reports developed, describe what each report does and what the parameters are. Passed unanimously. (Randi Madisen, Century College, agreed to serve as convener of the Reports Task Force when members met after the Systems User Group meeting.)

MOTION. Made by Adam Marsnik, seconded by Linda Swanson. The Reports group should look into available communications methods (wiki/forums/email) to inform users about reports. Passed unanimously.

8. PALS Work Plans (PALS)

No comments.

9. Break

10. Aleph v.18

Discussion centered around the need for improved communications with the libraries on what is happening when. While blogs, forums, wikis were discussed as additional ways to communicate there was general agreement that dispersing communications into even more formats might increase communications problems. Where do I look for the answer to my question? Is it a document on the website, in the Knowledge Base, in a forum discussion, in a wiki, in a listserv email?

MOTION. Made by Adam Marsnik, seconded by Rosie Mock. The PALS Office must make a consistent effort to communicate information related to the implementation of v. 18 and especially to address the impacts on libraries. Passed unanimously.

11. ISRS and barcodes (PALS)

A fix has been implemented between ISRS and ALEPH so that faculty/staff information and barcodes download correctly into ALEPH. This was implemented mid September and the fix will only affect new faculty/staff patron downloads. A question was asked about star ID's and Mike Barnett (PALS) noted that these will be managed between ISRS and PALS for Aleph. Keith Ewing (SCS) asked about LDAP authorizations and EzProxy. It was recommended that PALS investigate and report back after v. 18 implementation.

12. Inventory marking (CSB/SJU)

Jim Parsons briefly reported for SBJ. A document was linked to the agenda which described SBJ's experience testing inventory in v.17. SBJ reported that it works pretty well, that it is better than the old inventory system available since v.15.5. Real time feedback is given if a book is misshelved. See #3199 in the Knowledge Base for step-by-step information on implementing Inventory marking. Like the v.15.5 program it generates many reports.

13. Alternatives to Aleph

Skipped due to time.

13B. ARC

There was confusion in the group due to the fact that two pieces of information went out on the ARC reporting system and many felt that they didn't have a complete picture. It is not known at this time if the Consortia (PALS) can have the Professional Authorization and provide reports for members. One suggestion was that members request Professional even though they may rarely if ever use that level since it would include the Business authorization level. Keith Ewing said that ARC licenses are still on the table with ExLibris. The company may not allow all to have Professional level. He saw the question as simply a survey to take to the table with ExLibris. In response to a question from Adam Marsnik it was noted that ARC manages very little bib data and no authority data. It can report on the GUI fields: items, holdings, serials, acquisitions. It extracts the data out of the GUI into a separate database. It provides more canned reports, reports that can be shared across the system.

14. Adjourn Meeting

Agenda

1. 12:00 p.m. Opening Remarks - Convener, Michael Kirby, Dakota County Technical College
   
   
2. Recorder
   Please identify yourself when speaking at the meeting to ease the recorder’s job. As the recorder you may ask someone to repeat their comment to verify your notes.
   
   
3. Additions/Changes to Agenda
   
   
4. Approve Spring 2007 Minutes - April 16, 2007
   
   
5. 12:05 p.m. Procedure for implementing changes to the ILS/OPAC
   
   
6. 12:15 p.m. PALS Centralized Services survey (PALS)
   
   
7. 12:30 p.m. Recent work on Reports in Aleph v.17 (PALS)
   
   
8. 12:45 p.m. PALS Work Plans (PALS)
   
   
9. 12:55 p.m. Break
   
   
10. 1:05 p.m. Aleph v.18
    
    
11. 1:20 p.m. ISRS and barcodes (PALS)
    
    
12. 1:35 p.m. Inventory marking (CSB/SJU)
    
    
13. 1:45 p.m. Alternatives to Aleph
    
    
14. 2:00 p.m. Adjourn Meeting
    
    

Discussion Notes for Agenda Items:

5. What is the proper procedure for implementing changes to the ILS/OPAC? Does this procedure need to be revised or clarified?
6. User Council has asked PALS to prioritize centralization of tasks related to tables and forms during the next upgrade. We should discuss the details.
8. PALS Work Plans are available at http://www.mnpals.org/sections/workplan.html. Are there any questions or comments?
10. We will upgrade to v.18 in January. When PALS finds glitches or interesting features while testing the next version of Aleph, should these be shared with systems librarians? If so, how?
11. Can we improve communication between Aleph and ISRS? If not, can we let students in distance education courses use their tech ID number instead of a barcode to login via the proxy server? What about the problem of new staff and faculty coming into Aleph as students?
12. What are the Systems implications of inventory marking in Aleph?
13. If/when the Aleph ILS is no longer supported, what do we want to use instead? What work should we be doing now to prepare for such a time?