Task Group Chair Meeting
09/22/09 10:00 AM
College Park

Present: Debbie Nolan(CLD), Lila Ohler (ECC), Stephen Douglass (ASTG), Randy Lowe (ASTG, ECTG), Michele (ASTG), Cindy Todd( UTIG), Gordana Ruth (CPC), Sharon Epps (RSTG), Lenore England (ECTG), Celia R. (CLD Chair), Yalan Q. (ITD), Linda Seguin (ITD), Heidi Hanson (ITD), Laura Wrubel (ITD), Carlen Ruschoff (ITD Director)

Topic: Carlen Summary of IGeLU Conference

• A key theme of this meeting was that library service is changing in a big way. Librarians must adapt to these changes and begin to articulate more clearly what is needed from vendors.
• ExLibris will be focusing on their next generation ILS.  More than half the meeting was devoted to discussion of that ILS.  ExLibris advised customers to refrain from requesting significant developments and to think more about the role of the library as an information provider.
• ExLibris announced that ALEPH 20.1 out in October 2009; 20.2 out in spring 2010
•  Metalib will be integrated into the Primo platform during 2011.  The SFX  Knowledge Base will continue to be expanded and ExLibris has indicated that all current MetaLib customers will have access to MetaLib through Primo even if the customer does not purchase Primo.
• SFX will be integrated into next generation system, but it will also be available as a standalone product. Version 4 due out by mid 2010. ExLibris also announced that updates to knowledge base will be made available at more frequent intervals.

Questions:

• Will ExLibris cease updating ALEPH?  ExLibris will continue to provide updates to ALEPH for the forseeable future. The USMAI contract will end in December 2013.

• Do you see trends in the international opinion that drive Exlibris in their development ?  Carlen: The distribution of Exlibris products is different around the world. What has driven the needs for the European customers is their distribution model, which is very much like the OCLC regional network mode.  They must communicate all problems through a distributor rather than directly to ExLibris staff.

• Has ExLibris discussed Interoperability with programs (ILLiad, ALEPH, etc.)?  Carlen: Yes, but only within thecontext of the Ex Libris suite.

• Celia commented that future systems are likely to require more work at the local level between libraries and IT organizations on campuses.

Topic: Version 19 & 20

• Software has been loaded onto ITD servers
• The ILS Team will have a migration plan to be discussed at the October Campus Contacts meeting.  The migration is  planned for summer 2010.]
• Celia proposed that the existing task groups coordinate testing.  Creating a version upgrade task group does not seem the most efficient option this time.  Task groups can coordinate testing by identifying testers on campus and making sure that consortial features are fully tested.  Local parameters and features should continue to be tested locally as they have in previous upgrades]
• Task groups will analyze features and pass suggestions to ITD.
• Celia does not expect each task group member to personally test, but to find the appropriate people to do the testing.
• Cindy pointed out that UTIG will be losing 75% of its membership at the end of this year. This may pose a problem in participation in the testing from UTIG. Carlen suggested that a public forum would be a good opportunity to solicit interest in testing among consortial members.
• Celia reminded groups that the work plans should be manageable and that 2010 work plans should take version 20 testing into account.   Celia will remind directors that they should support the work of the task groups and encourage staff to participate in consortial activities when possible.]
• Task Group chairs should send Celia a list of members whose terms end in December 2009 by October 15th.  If the group is looking for particular experience or expertise in new members please indicate that, and include the expiration date of the terms for new members.

Topic: Reports and Statistics
ITD would like to move towards more standardized reports and less custom reports.  Task Groups could greatly help ITD reach this goal by identifying report types that support the work and the decision-making on each campus.

Topic: Task Group Leadership

• Celia encouraged chairs to prioritize carefully, consider cancelling meetings when possible, circulate reports by email or wiki in advance of meetings, and make good use of email and the wikis.
• Various groups reported that they already routinely cancel meetings if there are not enough agenda items to make a meeting productive.
• ITD librarians suggested that chairs do more to integrate new members who may need some help in order to learn all that the group is doing, and may also need assistance in taking minutes or using a wiki.]
• Carlen reported that a license for GoToMeeting has been purchased and Miranda may be able to provide some training.
• Celia indicated that CLD is not necessarily expecting that groups will meet monthly.  Work plans should be realistic and feasible.  There was some discussion of the challenge of some group members taking on the majority of the work.  Celia indicated that chairs should address these issues by assigning tasks when that makes sense, and talking with the group about shared responsibility.  It is possible for a group member to leave the group before their term ends if circumstances do not permit their full participation.
• Celia pointed out that the CPC liaison method of communicating with campuses is an effective method that other Task Groups can utilize.
• Carlen added that task groups need to communicate effectively with one another and to be clear about what their requests and to include deadlines for replies.]
• Celia said that work plans should be written with the participation of the group.  They must remain flexible and can be adjusted as membership or circumstances change.

Topic: Information Sharing

• Sharon: RSTG hosts ILLiad training and forum for USMAI members.
• Lenore: Suggested ECTG training topics. Angie offered a partnership with ASTG and their forum.  Carlen will announce this idea to the campus contact meeting.
• Carlen: Discussions must happen between Task Groups during big projects. Groups who initiate projects need to keep track of other groups input.

Ideas on how to solve cross group project communication:

• Option: Have campus contacts host discussion on topic in question
• Option: Have originating group contact other groups to gather information from their members/campuses.
• Option: Cross-functional group creation
• Option: Invite guest from another Task Group to the meeting
• Option: Systems Librarian can be a good place to start when exploring new ideas.

Tips on cross group communication:

• CLD wants recommendations from Task Groups on projects.
• A group seeking information or input should provide a deadline so that its own work stays on schedule.
• If you are contacting another group for information, be clear about what you are asking: approval, suggestion, vetting process, etc.
• Be sure to be clear about your request and keep in mind that a group with a different focus may need some explanatory information in order to answer your inquiry.

What can Task Groups expect from ITD
 ITD staff members are experts that are there to give Task Groups options about technology.

How should Task Groups and CLD INTERACT?

• A concern about work assignments and short turnaround times was expressed. Celia said that when a group has problems with a set deadline, the Chair should contact Celia to discuss adjusting the deadline.  Carlen suggested that if there is a difference in opinion about how long a project should take, speak with Celia. It is possible that Task Groups have taken a wider view on the project than the CLD.
• Randy agreed that work plan development should take input from CLD, ITD and other Task Groups.

Topic: Web Page
New web page can/will be updated by Task Groups themselves.
Task Groups should review USMAI group pages and determine what:

• Needs updating
• Can be deleted

Maintained by: Information Technology Division College Park, MD 20742-7011