There were no changes to the agenda.

The minutes for the meeting of September 24, 2003 were approved as distributed.

Maureen provided the following LMS report:

1. A summary of the difficulties impacting the union catalog implementation was drafted and sent to Katrina Anderson, Ex Libris VP for North American Operations.
2. OLIS staff is working on extracting sample records and testing programs involved in applying pre-processing and load parameter routines for SUNYConnect union catalog data.
3. OLIS is waiting for input from Ex Libris related to reported problems in the prototype union catalog.

1. The following campuses have switched to production (STP): Alfred State (ALF), Alfred University (AUA), Alfred Ceramics (CER), and Corning (CNG).
2. Anticipated STPs for October: Jamestown (JAM)
3. Anticipated STPs for November: Erie (ERI), Finger Lakes (FIN), Buffalo State College (BSC)
4. Anticipated STPs for December: Genesee (GCC), Geneseo (GEN), Monroe (MON)
5. In general, Group4 data loads have been going smoothly, with some data loads delivered ahead of schedule. Factors contributing to this are:

• more consistency of Ex Libris staff working with the SUNY environment
• more standardized documentation of conversion programs and options
• documentation of elements in data extract
• better clarification as to what options might incur additional programming fees

Implementation process continues.

1. Requests have been sent to Brooklyn HSC and Westchester for information on their current systems. These sites have also been asked to investigate the data extract programs they have available or can acquire. Contact information for Ex Libris customers that have migrated from their local systems has been provided.
2. Directors were sent information providing an overview of the implementation project and have been asked to provide names of the key campus contacts, i.e., the campus project manager and system librarian. Documents sent include:
• Staffing requirements - expectations for project managers and systems librarians
• Summary of implementation services for Group7
• Sample project plan
• Memorandum of Understanding - includes addendum on Aleph training
3. The process of identifying and scheduling regional facilities for initial planning meetings and training has begun. OLIS is currently finalizing dates and locations for the planning meetings to be held in December for Group7a (Brooklyn HSC, FIT, Maritime, Optometry, Westchester). Locating facilities for the January planning meetings for Group7b are still underway (Farmingdale, Old Westbury, Nassau, Suffolk).

Katrina Anderson, Ex Libris’ Vice President for North American Operations, was introduced to the Council. During her presentation, she proposed the following changes regarding the SUNYConnect implementation process:

• Numerous staff changes: Among them, Eva Kraul of Germany will be assigned as the Project Manager for the SUNYConnect Union Catalog. Eva will be dedicated to the SUNY Union catalog project for several months. We will have a prototype by the end of the year. Katrina told the group that Eva has had some previous implementation experience in the U.S., including Texas Tech. In addition, major changes have been made with the U.S. management and training staffs.

• Organizational and procedural changes made in Israel by Matti Shem Tov, President and CEO, will have an impact on U.S. operations. Following are some of the changes:

• The first priority is to honor contractual obligations;

• To build Upgrade Express, which will be deliverable by March (this creates the bridge from one version to a newer version);

• To create a single problem reporting base: A system for this is now under development;

• To set realistic service expectations by adhering to a Service Level Agreement.

Andy reported on a conference call held by the SAC Finance Committee on Monday, October 20 to discuss the Gale proposal. Below is his report.

Carey requested the conference call to discuss a proposal from Gale that affects the subscription to the Gale Literature Center. Currently SUNYConnect funds this product as an annual subscription. The Finance Committee discussed the proposal to commit funds for a three year period which would then purchase an "archival" license. The three year commitment would involve three annual payments of $201,667. Once the three annual payments were completed, SUNYConnect would be paying an access fee that would be much less than the annual subscription cost and a 6% annual inflationary adjustment. Carey’s cost model shows a $1.6 million dollar savings over a ten year period.

Carey mentioned another deal from Gale for the "Virtual Reference Collection" product for a one-time cost of $53,000. This proposal will be further discussed by SAC and SLiCAT. A decision will be needed by the end of the month.

Carey announced that a one year agreement has been reached with Elsevier. He agreed to bring some charts and graphs to the next SAC meeting so that plans for the following fiscal year can be initiated. This topic will also be discussed by the Executive Committee during the next conference call.

Regarding SFX, everyone is up. Small campuses are experiencing some trouble with management issues. Carey said that during the next three months, Ex. Libris will be running the monthly updates for OLIS. He reported that four OLIS staff members will be going to Boston on 11/21 to meet with E.L. representatives in order to discuss Metalib and other topics. He said there will be a Metalib demonstration at the next SAC meeting on 12/17.

Carey discussed a new charge to the SLiCAT group which he recently developed. After some discussion, SAC members decided to disband the group. It was agreed that a letter be sent to the members explaining that the present charge has been satisfied and thanking them for their valuable time and effort. The Provost will receive a copy.

At its next meeting, SAC will look at what kind of group we need to move forward with SUNY-wide collection management.

Following a discussion of the collective technical processing project with Binghamton as the host and Fredonia as the site, Randy and Andy agreed to develop a proposed budget to explain in more detail such aspects as workflow, cost effectiveness, expectations and scalability.

Carey explained that Ed Rivenburgh of SUNY Geneseo has been exploring ILLiad and First Search. Carey said he is waiting for a formal proposition from Ed and stated he will be contacting him about the status of this proposal.

The Executive Committee will be drafting an agenda for the next meeting with the Provost on 12/17 in Albany.

Adjournment.

Respectfully submitted,

Nancy Van Deusen, Secretary

Draft prepared by Connie Perrin (Staff)