MnPALS Systems User Group: Spring 2008

Minutes

Attendees:  Kathleen Ashe (SMSU), Orrin Ausen (Bethany Lutheran Coll.), Michael Barnett (PALS), Tammy Bobrowksy (Bemidji SU), Theresa Borchert (Concordia Coll.), Carrie Curie (MSCTC), John Daniels (MCTC), Stephen Elfstrand (PALS), Keith Ewing (SCSU), Ala Garlinska (SCC-Faribault), Julie Gilbert (Gustavus Adolphus Coll.), Paul Guerrero (PALS), Ginny Heinrich (MCTC), Laura Hoelter (Coll. Of St. Scholastica), Dan Honetschlager (PALS), Patricia Hoskins (James J. Hill Ref. Lib.), Joe Jackson
(WSU), Yvonne Johnson (Ridgewater), Cynthia Jorstad (NCTC-TRF), Tess Kasling (CSB/CSJ), Michael Kirby (DCTC), Joan Klanderud (SCC-North Mankato), Jean Kramer (MSU-Moorhead), Karen L'Heureux (LSC), Peg Lawrence (MSU, Mankato), Luda Lindahl (PALS), Randi Madisen (Century Coll.), Al Mamaril (ARCC-Coon Rapids), Adam Marsnik (NCC), Rachel McGee (St. Mary's Univ.), Ron McGriff (PTC), Rosie Mock (MSU, Mankato), Connie Moeller (LSC), Amy Naughton (MCAD), Kathleen Nelson (RCC-Austin), Erica Nutzman (MSB/Globe Coll.), Lori Pesik (St. Mary's Univ.), Pam Pitts (Crown College), Pam Sukalski (MnWest-Granite Falls), Linda Swanson (Concordia Coll.), Elizabeth Truckwood (Minnesota State Law Lib.), Bruce Wilms (Metropolitan SU)

1. Opening Remarks - Michael Kirby, Convener (DCT)
   
   
2. Recorder - Carrie Curie (CTC, Moorhead Campus)
   
   
3. Additions/Changes to Agenda
   There were no additions/changes to the agenda.
   
   
4. Approve Fall 2007 Minutes
   Randi Madisen (Century College) moved to approve the Fall 2007 minutes.
   Kathleen Ashe (SMSU) seconded.
   Motion passed.
   
   
5. Elections for expiring Steering Committee terms
   These were the seats open due to expiring terms (all were filled during the elections)
   • State Universities - Keith Ewing (St. Cloud State University)
   • Community Colleges - Kathleen Nelson (Riverland CC-Austin Campus)
   • Consolidated Colleges - Carrie Curie (MSCTC-Moorhead Campus)
     
     
   Vacant seats (it was recommended that they may consider consolidating, but they were not filled) State, Special, K-12
   
   
6. PALS Report - Dan Honetschlager (PALS)
   The report was included in the packet. Dan Honetschlager fielded questions about it.
   
   Kathleen Ashe (SMSU) asked about the timeline for LibProxy to EZProxy.
   Answer: Conversion will start with those interested. Let PALS know to add to list. At the time of the meeting 13 institutions were in line for the conversion. Concordia, the second instititution to go to EZProxy (the first of those who were migrating from LibProxy to EZProxy), said it was fairly easy. It was mentioned that EZProxy takes in to account the "double-passing" of information back and forth. Certain music databases had problems with LibProxy, but now work fine with EZProxy.
   Additional information was that EZProxy is more accepted by library world (it is now owned by OCLC). Vendors work with OCLC to ensure access by providing the necessary information. They bought it in January, and the conversion of data occurred a few weeks ago. After finalizing Concordia’s transfer, PALS will redo the documentation (They hope it will stay down around 15 pages instead of the 400 issued by vendor).
   Joan Klanderud (SCC-North Mankato) agreed the original documentation was hard, but the team approach worked well. It will easily allow access by computer network login, instead of just barcode.
   Dan Honetschlager said the LDAP access goes to the active server on your campus.
   Theresa Borchert (Concordia): Also, the login does not log out until the browser is closed (allowing user to switch databases).
   Cynthia Jorstad (NCTC-TRF): How do we sign up for the migration?
   Dan Honetschlager: Advised attendees to send a note via the help center. Work will be performed first come, first serve. If interested in LDAP, you will need to say and provide a technical contact.
   
   Cynthia Jorstad asked how much time does that take in the case of the IT person.
   Theresa Borchert: Not long - usually just a few days to send the emails get information needed.
   Dan Honetschlager: When you send a ticket through the edesk, the ticket will remain open until the process is started. Once the server is configured, PALS is done. All that remains is local user training.
   Kathleen Ashe: What is the timeframe for end of conversion?
   Dan Honetschlager: They believe one institution per week can be migrated. SMSU should be done by June 1st.
   
   Adam Marsnik (Normandale): What are the differences between the two, technically?
   Theresa Borchert: EZProxy does not have an administrative interface. Information will be on the server-all of the information (host name, domain, redirects, etc.). Then, you will need to look at the menu for the finalized URL.
   Dan Honetschlager: Users have noticed there have been problems with the strings/unique database configurations with LibProxy. Now OCLC has that information from the vendors.
   Theresa Borchert: Libraries do not need to add the "chunks" of missing code for pass-through
   Dan Honetschlager: A quick reminder that it will be about one institution a week after finishing Concordia. Rod has the ones already requested built on the server and has a process for any new request.
   
   Michael Kirby (DCTC): Will both be up for summer to cover vacations?
   Dan Honetschlager: No. PALS will redirect to the new site. The unique URL for the LibProxy will not change. The port number will need to be removed from the old link when the change occurs.
   Michael Kirby: How do we fix the NetLibrary login via catalog from off campus?
   Peg Lawrence (MSU, Mankato): Just proxy the catalog/Web OPAC within NetLibrary. It will authenticate when the user is redirected.
   Keith Ewing (SCSU): The authentication will remain for the session (until close of browser).
   What about when there is more than one campus and only one is subscribing?
   Dan Honetschlager: The institution would need two separate EZ clients to allow the separate databases. Hutchinson and Willmar are an example.
   
   Another question about LDAP authorization-does it check for blocks in ALEPH?
   Dan Honetschlager and Keith Ewing: No. It matches you as a client on the campus server.
   Keith Ewing: Community patrons cannot get in from off-campus.
   
   It was mentioned that institutions should promote usage of login via Student ID number. Also, it is not so good that users can only get into the databases by going to the library pages instead of directly to the databases.
   
   
7. Conversion from LibProxy to EZProxy - Dan Honetschlager (PALS)
   
   This topic was covered during the work plan discussion.
   
   
8. Update from the Reports Work Group - Randi Madisen, Convener (CEN)
   Randi Madisen issued a call for new members from small libraries that are currently running the Acquisitions/Serials module. The Reports Work Group has changed meetings to forums instead of conference calls, but it is not good for getting decisions made. The forum does allow open commenting, though.
   
   Proposed Reports and Service Process Draft--Revised April 2, 2008
   (User Group attendees)-can look at orange document in the packet-*
   New reports/requests for reports need to follow this process.
   
   Additional report information:
   • Most reports have help in the knowledge base.
   • List of reports in the User Group packet (blue packet).
   • Adam Marsnik (Normandale CC): The descriptions need work. Those descriptions will be updated in the future. Users looking for specific reports could post to the forum, somebody else may know how to get that data. Be specific about what you need (limiters, criteria, etc.).
   
   Randi Madisen: If you are interested in volunteering for the group, let her know. Also, questions/comments about reports can be posted to the forum.
   
   Dan Honetschlager: The PALS office is looking at the reports group, as a deciding group and the peer-review group. If they are not knowledgeable about a certain area, they will need help from others. Requests for extra assistance are necessary to keep the process going, so please help out.
   
   Adam Marsnik: The forum notifications quit updating members about new posts and that makes it hard to stay current.
   
   Amy Naughton (MCAD): How are priorities going to be determined? It seem the TF is just a handful of people, how do you make the group functional? Would it be possible to put new reports to the forum, so that others can weigh in on requests and prioritize them? How about surveys?
   Randi Madisen: There is no good response from the forum. It was supposed to help, but it launches endless discussions. Surveys may be useful.
   Adam Marsnik: Could the surveys be embedded into the forum when they are used?
   
   
9. Reports for Administrative Reporting (NCES) - Orrin Ausen (BLC)
   
   Reports
   Has heard comments from Deans/Directors/Coordinators for surveys. Upcoming NCES (formerly IPEDS). Would like to expedite the reports for this to run through the TF quicker? Discussion, suggestions?
   
   Rosie Mock (MSU, Mankato): Uses the numbers pulled from the various Statistics reports. Uses some ALEPH stats, some comes from the Serials tech to pull that information. Problems may be because the questions on the reports are outdated in what they are asking. The General Circulation Statistics by collection (Cir-30) report really helps get circulation counts by collection. There is an option to get stats by material type but it is not accurate either because how it was cataloged or things with parts, etc. would have migrated from PALS as issues . Rosie’s Statistics report would have some of this information-(See link below) To get a count of the number of titles, she does an advanced search using CCL that is done for each collection code eliminating deleted and withdrawn items. F11 will bring up the titles to print or right click to move the advanced searches (for titles) in a collection to an Excel spreadsheets. To get a count of items, there is a Count items (mnpals-16) report. She has a template set up and the count from the advanced searches and the item count are put into a spreadsheet that has MSU, Mankato’s collection grouped roughly by types of material so the numbers can be used for the NCES report. The problem is that each library has their own process for cataloging/locating items.
   
   Adam Marsnik: How does this help with putting this information in the forum?
   
   Rosie Mock: Title searches are CCL searches (i.e. wcl=gov, wcl=gen). If a report were to do this, it would have to pull from the Tab 40 and run each collection in the list. She does not know if this is possible because they tried to think how to recreate PALS "Stats Shelf" report a few years ago.
   
   Keith Ewing: One of the problems is the NCES changes what they want each year. They recently tried a comparable data report between similar institutions, and found that items were defined differently, etc. Even if we could agree on definitions of formats, etc. there may be differences between us and ACRL libraries.
   
   Rosie Mock: There can also be discrepancies because some of the non-print materials could be in a "book" collection. Things done to keep the financial accounts straight also affect this. We have to remember that everybody’s collections are different. (Rosie Mock’s Statistics and Reports from Aleph into Excel]presentation that was referred to during the discussion.)
   
   Michael Kirby: What do people think of creating a wiki page about this?
   No formal decision. It will be posted and people can work on it over the summer.
   
   Stephen Elfstrand (PALS) recommended using publication type and format as different columns in a spread sheet and look for what qualifies. Some things may overlap (microfilm-can be counted as a book or microfilm)
   
   
10. Aleph v. 18 ILL Privileges - (PALS)
    Dan Honetschlager reported that ILL training is being conducted currently.
    
    Privileges are not being covered during the training. A systems librarian update to ILL training will be sent to the list. The systems librarians will need to make sure that the following are set correctly:
    1. Staff Privileges-modify user-ILL unit must be identified to allow user to operate in the module
    2. Access Rights - open XXX40-all functions-all subfunctions-ALLOW
    It is easier to make remove the privileges if you don’t want students to use under "rights" AND "services ILL."
    
    Also, institutions NEED to follow the naming convention xxxname for usernames.
    For ILL accounts where staff members did not use that convention: discontinue use of that one and activate ILL under your normal ALEPH account.
    
    OPAC ILL reports were generated from the system. Now the print notices will need to be configured on the PC where work is done/letters will be generated.
    
    Special information for multi-campus institutions:
    Each location will need unique letters. These letters will be named like "arrival-letter-00" or "arrival-letter-01."
    
    Information will be sent out. Look for it next weeks.
    
    Cynthia Jorstad asked if the letter formatting will need to be done by the individual libraries.
    Mike Barnett (PALS) responded that he did migrate the v. 17 information the best he could to the new v.18 letters. Customizations should be there already, but you should have your ILL librarians check the letters for accuracy, need for different wordings, etc. There were around 600+ letters, so a mistake could have occurred. Multi-campus institutions already have those letters set.
    Dan Honetschlager: Reminded everyone at the multi-campus institutions that they would just need to tell the system which letter to print.
    
    Mike Barnett reminded everyone that the privilege records on Dev 18 will be used in production, so those changes will be carried over when the server goes live. New people who need access now to circ, etc. will need to be added to both v. 17 & v. 18.
    
    Orrin Ausen reminded everyone that late May will be the last time you can edit dev 18 privileges prior to production.
    
    
11. 11. 3:40 Aleph v. 18 Q & A
    
    Will MnPALS reports be moved from v. 17 to v. 18?
    Mike Barnett and Luda Lindahl (PALS) responded yes.
    Adam Marsnik reminded everyone that the data will needed to be tested for accuracy.
    
    Can we download from WorldCat into ILL to create a request?
    Mike Barnett answered yes. The set up is in WorldCat’s admin module. Sites are using that already. The URL will change for v. 18. You will need to update the OCLC, etc. data, though. (This includes SFX, EBSCO, and Serial Solutions.) PALS is trying to make a redirect on Apache to allow time to update the various services with the new URL. The blank ILL forms on library home pages will also change. PALS will send out this information later with more instructions on how to update the addresses.
    
    Theresa Borchert: Instead of LDAP, can we use their network login?
    Mike Barnett: There is a PDS login capability that Stephen Elfstrand wants us to look into.
    Theresa Borchert: Would it be possible to use their email address to link LDAP and ALEPH?
    Mike Barnett: Institutions will need to have ALEPH Identifying information added to the LDAP that could be then sent back to run through ALEPH. The big problem with using multiple logins across the multiple ADMs, there may be end-user confusion because we won’t know what to tell the end user to specifically use to login. Just remember the proxy just recognizes whether a person was authenticated, but does not know which privileges a student has at their institution.
    
    Kathleen Ashe: So as long as they have a barcode, they can access the databases?
    Dan Honetschlager: Yes, it just checks for blocks.
    
    
    Michael Kirby: Is there a motion to ask PALS to investigate LDAP authentication?
    Keith Ewing moved to ask PALS to investigate LDAP authentication issues.
    Adam Marsnik seconded.
    Motion passed.
    
    Lori Pesik (SMU): We should reword it to research LDAP and Aleph.
    
    Final wording: Systems User Groups wants PALS to investigate using LDAP authentication with Aleph.
    
    Can we delete Patrons in v. 18?
    Yes.
    
    Is it compatible with Vista?
    Yes. V. 18 is compatible with XP and Vista.
    
    
12. Work Plan  - (PALS)
    Dan Honetschlager reminded everyone that the green sheet (in the UG packet) shows items completed since Fall UG, brown shows items still being worked on.
    
    Jean Kramer (MSU-Moorhead) inquired whether the z30 table for automatically creating HOL was working. Mike Barnett responded that he did not believe so.
    
    
13. Other business / Adjourn

Agenda

1. 2:15 Opening Remarks – Michael Kirby, Convener (DCT)
   
   
2. Recorder – Carrie Curie (CTC, Moorhead Campus)
   Please identify yourself when speaking at the meeting to ease the recorder's job. The recorder you may ask someone to repeat his/her comment to verify your notes.
   
   
3. Additions/Changes to Agenda
   
   
4. Approve Fall 2007 Minutes
   
   
5. 2:25 Elections for expiring Steering Committee terms
   
   
6. 2:40 PALS Report – Dan Honetschlager (PALS)
   
   
7. 2:45 Conversion from LibProxy to EZProxy – Dan Honetschlager (PALS)
   
   
8. 3:00 Update from the Reports Work Group - Randi Madisen, Convener (CEN)
   • Proposed Reports and Service Process Draft -- Revised April 2, 2008
     
     
9. 3:15 Reports for Administrative Reporting (NCES) – Orrin Ausen (BLC)
   
   
10. 3:35 Aleph v. 18 ILL Privileges  (PALS)
    
    
11. 3:40 Aleph v. 18 Q & A
    
    
12. 3:55 Work Plan - (PALS)
    
    
13. 4:10 Other business / Adjourn
    

Discussion Notes for Agenda Items:

• Technical Colleges – Michael Kirby (DCT) – 2009 – Convener
• State Universities – Keith Ewing (SCS) – 2008 – UC Rep
• Private Colleges – David Wuolu (SBJ) – 2009
• Community Colleges – Ann Schroeder (IHC) – 2008
• Consolidated Colleges – Carrie Curie (CTC, Moorhead Campus) – 2008
• State Government Libraries – Vacant
• Special Libraries – Vacant
• K-12 Schools – Vacant

• Open Staff Privileges – select “Modify User” – identify the ILL Unit to be used with this staff member.
• Open “Access Rights” – select XXX40 – under “All Functions”, select “All Sub-functions” and click the ALLOW button.