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Aleph Version 16 Task Group
Minutes, 082004 meeting
Topic 1 - Charge
Review of our charge to “Coordinate implementation, testing, and training of version 16.” One of our goals at this meeting is to begin creation of the proposal on how we will work. We will present this proposal to CLD for approval..
Topic 2 - Organizational housekeeping.
- Jessame Ferguson agreed to serve as chair for the group.
- The av16 agreed that we would like to accomplish much of our work via email. Despite the challenges of working in this way, our goal is to keep member travel time to a minimum. We are concerned that working virtually seems to be at odds with the reorganization document's statement that group meetings are announced and "open" to interested participants. There was discussion on whether working virtually means that av16 reflectors must be open to anyone who is interested. Open reflectors offer great potential sharing. Closed reflectors may be more conducive to direct and open communication within the working groups. Marlene opposes exclusion of non-TG members from the TG reflectors and believes the exclusion will be to the detriment of consortial progress. (Jessame will forward these issues to the Transition Team and Cc: Barbara Gontrum for comment.)
- We discussed how to share meeting agendas and reports. We will post these on our website, sending to campus contacts, and to CLD.
Topic 3 - Communication with the Communities of Interest (COI).
We discussed how to best engage the communities of interest in the work of this TG. We feel that it is important that every campus be represented in each COI.
We propose that the campus contact for each campus be included on each community of interest. The campus contact can choose to delegate that important communication role to someone else on their campus. Further, by way of immediately beginning the process of populating the COI reflectors, the av16 recommends that the existing functional group members be automatically assigned to the relevant COI unless campus chooses to exclude individuals from that role. (We will also forward these issues to the Transition Team and Cc: Barbara Gontrum for comment.)
Topic 4 - Communication during testing: Problem Reporting.
- Jamie Bush demonstrated the V.16 problem report database that he is currently developing. This database is named ALEPH Rx and may be open to everyone, but will be password protected.
- At this point, we assume that the campus contacts will distribute the passwords.
- The av16 recommended that each ALEPH Rx report be identified as belonging to a specific function, i.e. reserves, circulation, public catalog, cataloging, acquisitions, etc. in order to facilitate sorting the problems for resolution.
- The av16 recommended that the ALEPH Rx reports automatically go the reflector relating to the community of interest related to the specific function for the problem, but have the option to add other groups.
- The av16 recommended that the ALEPH Rx form include the option for additional email addresses. This will permit the individual reporting the problem to include known "experts" or "interested parties" beyond the COI.
- Jamie agreed to supply the TG with the url for the db for further review and comment.
- We discussed the issue of who can submit the ALEPH Rx. We discussed having tighter controls on ability to submit initial problems. One possible scenario would be as follows: A problem is discovered in testing. That problem is communicated to the COI. The problem is discussed and vetted. The av16 person or testing coordinator group for the area advises, or answers. Then someone (the testing coordinator or av16 person) submits the ALEPH Rx.
Topic 5 - Coordination of testing
(The following will be submitted to the CLD for pproval) We propose these operating principles: Testing of each functional area may be handled differently. It may be a mixture of local testers (at each campus); coordination (by a group or individual); av16 member is coordinator; the av16 coordinator is responsible for seeing that deadlines are met and making sure that things get tested; subgroups and swat sessions (some open, some limited) may be used.
- User interface PAC - most testing will be done locally and by COI members. Propose that av16 member Cindy Todd will coordinate. We propose the continuation of the RP/CATALOG screen group to test and work on further changes to screens. Previous group included Barbara Lay, Heidi Hanson, Debbie Berlanstein, Janet Evander, and Beth Mulherrin. The PAC group has testing checklists. Jean asked that this group should include the Reserves PAC.
- Circulation/Reserves Processing/PPH. Propose av16 member Jessame Ferguson coordinate testing with help of subgroup members as appropriate (David Wilt, Lea Messman, Celia Rabinowitz, Juliette Mitchell, Jamal Mitchell, Bijal Shah, Paula Langley, and Jessame Ferguson).
- Cataloging, Bibliographic/Holdings/Items Database Maintenance. Propose testing done on all campuses utilizing communication via Cataloging, Bibliographic/Holdings/ Items Database Maintenance COI with responses coordinated by testing subgroup (Marlene Vikor (CP), Bev Butler (TU), Janet Lee Smeltzer (BC) and Ted Kruse (BL)). Also, Propose using SWAT sessions for problematic or cross-functional issues.
- Serials and Acquisitions. Propose subgroup to coordinate testing. (Mary Gilbert, Michelle Flinchbaugh, Joyce Tenney, Jan Siar, Beverly Geckle).
- Desktop Technology. This includes mainly clients and printing. Propose that av16 member Jean Phillips will serve as coordinator. Jean will handle client distribution. Hopefully, much of this will be done locally.
Topic 6 - Training
The Version 16 Task Group will request access to the prerecorded InterWise sessions as soon as they become available (Ex Libris projects availability by the end of August). InterWise session and the Web User’s Guide should be provided for all testers as soon as possible. Once the testing proposal has been approved by the CLD, testers should receive an email asking them to begin looking at the User’s Guide which is currently linked from the USMAI site. Questions regarding training (to be addressed at our next meeting):
- Should all training be handled at the local level?
- Should we capitalize on the testing groups for training (this was done in the past and may happen locally in any case)?
- Could the roster of experts be used here (NB: technical ALEPH skills and training skills will be necessary)?
- Can a web site of locally produced training materials be created?
- To what degree will consortial training be necessary or desirable? e.g., for reserves?
Next meeting of the group will be at Jean Phillips’ home from 9:00 am-12:30pm on September 2, 2004
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