SUNYConnect Advisory Council
Minutes – April 14, 2004
Approved June 23, 2004
Present: John Anderson, Randy Gadikian, Carey Hatch, Mike Pisa, Janet Potter, Nancy Van Deusen, Rick Winant, Maureen Zajkowski, Connie Perrin (Staff)
Excused: John Homburger, Andy Perry, Judy Sikora, Barbara Von Wahlde
Union Catalog update:
1. hardware environment for the production union catalog has been configured
2. version 16.2 of Aleph was installed
3. Ex Libris created export guides outlining the set up and required parameters for pulling data from local campus catalogs to the Union Catalog
4. error check programs were run against sites in production to identify potential problems in the setup of local holdings information in the MARC 852 field
5. questionnaire was distributed to campuses in production to solicit information for local export parameters
6. scripts were written to update Aleph configuration files that were generic across campuses
7. OLIS is coordinating the updates of both the local and generic edits for the sites on the multi-campus servers; Binghamton and Stony Brook are responsible for the edits on their own Aleph servers
8. preparations are underway to apply a union catalog rep change to all production servers; the purpose of the rep change is to enable circ status information to be accessible from the union catalog
9. discussions took place regarding the need to investigate the uniqueness of patron and item barcodes across SUNY campuses (required for universal borrowing)
10. bib and holdings data extracts for campuses in production are underway
11. weekly conference calls are held with OLIS and Ex Libris regarding Union Catalog activities
12. Eva Krall, Ex Libris Union Catalog project manager, will be in Albany meeting with OLIS on April 15-16 to address:
· status of project activities
· training associated with data extracts and configuration setup for the union catalog
· presentation of a proposal for universal borrowing with upcoming tasks and timeline
Group5
University at Buffalo
1. Buffalo's Library Systems Implementation Team agreed to move forward with the Aleph500 implementation
2. they are looking at a summer 2005 Aleph switch to production timeframes
3. discussions are underway regarding Ex Libris implementation staff resources
Group6
University at Albany
1. Aleph tables for indexes and the various modules continue to be updated and tested
2. version 16.02 was installed
3. data extracts have been provided for their second test load
4. second test load is expected in April
5. Aleph problems are being reviewed so that they can be prioritized and investigated for resolution.
Group7
1. Group7 includes Brooklyn Downstate Medical (BRH), Fashion Institute of Technology (FIT), Optometry (OPT), Maritime (MAR), Westchester (WES), Farmingdale (FAR), Nassau (NAS), Old Westbury (OLD), and Suffolk (SUF).
2. all Group7 campuses are evaluating test databases
3. Aleph training is underway for all Group7 campuses
4. data conversion is generally going well for the Multilis sites and for Westchester (PALS sites); Brooklyn (DRA site) has more conversion issues to address
5. production data extracts are anticipated to begin the last week of April with the first two campus STPs scheduled for the end of May
Group8
1. Site visits to provide an overview of the implementation process have begun for Group8 libraries.
2. Group8 campuses include Adirondack, Clinton, Plattsburgh, Columbia-Greene, Dutchess, New Paltz, Cobleskill, Fulton-Montgomery, Hudson Valley, and Schenectady.
3. Group8 is scheduled to begin implementation in July 2004.
Other activities
1. Training workshops for the frameless version of the Web OPAC are underway for campuses already in production to help them upgrade from the frames version.
2. Updates from Oracle 8i to 9i are underway for Fredonia and Group3 campuses on westaleph (Group4 started out on Oracle 9i); the dev region upgrades have been completed; the prod region upgrades should be completed by summer; after that planning will begin for the current campuses in production oswlib.
3. Initial conversations were held with Empire State College and North Country Community College regarding their plans related to the Aleph implementation.
Variances
1. Unanticipated downtime for westaleph1 (used for test data conversions) resulted due to problems with hardware changes that were to add additional redundancy and fault tolerance to the system.
2. The scripts developed to update the generic files for the union catalog overwrote a line in a file which created problems with the display of information in the web OPAC. The problem was identified and corrected; another file update related to the union catalog is under investigation to see if it is related to reported problems with deleting bib records in local databases.
The SAC Finance Committee meeting was held on March 30 as a two-way videoconference between facilities at SUNY System Administration and the University at Buffalo. Those present included Andy Perry, Carey Hatch, John Homberger, Judy Sikora and Randy Gadikian.
Rick Winant’s proposal to implement a library fee: The Committee discussed issues of feasibility, need, schedule and timing. As John and Carey related, the path to getting a SUNY-wide student fee enacted will be arduous at best. It will be a political issue more than a rational issue. Although the process will not be easy nor a successful outcome assured, the Committee felt that the need of SUNY Libraries is so great that we should take this idea further. We need to raise “sensitivity” to the issue of library funding among the SUNY constituency. The “inflationary” increase has not been seen in three to four years. It was felt that more development of the proposal is needed. Carey felt that Ram Chugh had helped SUNY in considering the problem of tuition increases with a policy he called the “rational tuition policy.” Perhaps he could also help us develop a “rational library funding policy?” Carey said he would ask him. Also, we need a business plan which would clearly show what would be deliverable at what cost and to what benefit. Judy asked that we not discuss this as a “library fee” but rather as a “SUNYConnect fee” (not to be confused with campus dues to SUNYConnect). What are the components? What would be done to strengthen collections in support of research? Would storage be a part of this? Perhaps we could partner with other agencies such as the NY State Library? John said that any new fee would need to be vetted across campuses and through the student organizations. In the most optimistic timetable, a new fee could not be implemented until Fall 2005 at the earliest.
In this context, the Committee discussed the current status of negotiations for the next Elsevier contract. The parties seem far apart in the negotiations. SUNY would like significant reductions and it is not clear that Elsevier will comply. In any case, even if an agreement is reached, the resulting 5% inflation rate will create a big problem in terms of cost within three years. This is a hole that re-purposing and refocusing cannot fix. Thus, increasingly a new source of funding is needed and this proposal is a way to bring attention to the problem or to be a solution.
Randy suggested that a trial balloon could be tested at the upcoming SCLD. The message is that SUNY’s market position is eroding fast. The Committee would like SAC to discuss this issue further during the April 14 meeting.
OLIS Services initiative: In light of the pilot project involving shared “in-sourced” cataloging and processing between Fredonia and Binghamton, the Committee considered the issue of the possibility of expanded fee-based services. John described how the billing and invoicing could be simplified. The process of vouchering has now been liberalized and may lend itself to these services. The key is to manage the billing to avoid lots of small transactions. A system of credits against an account might be feasible. OLIS may be a way to help with the “banking” services to avoid some of the “taxes” and overhead.
Carey noted that library staffing has been decreasing steadily since 1996. More librarians have more hats and are stretched thin to take on new things.
Possible services might include technical processing, special language expertise, Aleph system support as more of an “asp.”
Some support services may be considered part of SUNYConnect and not appropriate to charge additional fees.
The Committee agreed that campuses should make a profit as service providers. John mentioned how the “FitSpace” gym at his campus returns a profit to the Plattsburgh campus through membership fees. The Committee endorses the idea of a “cooperative,” where service providers and users develop service standards and agreements under the umbrella of SUNYConnect and allows SAC to have a continuing role in the expansion of future services.
The Committee felt that a market survey/needs assessment should be made to all SUNY campuses to determine the interest level and next steps. The survey should also get a snapshot of staffing contributing to these needs. A draft of this plan would be made available prior to the SAC June meeting. Andy will be working on the draft.
Next Financial Plan: The current five-year financial plan will expire soon and a new plan needs to be developed. At this time, Carey has little information about the new SUNY budget, and it appears that the NYS budget will be late. The Committee agreed that a new financial plan would be developed once details on the new budget become clearer. Carey stated he will develop a draft by June with the help of the Finance Committee.
SUNYConnect Update
Carey reported that UMI gave a presentation of their institutional repository product called Digital Commons to representatives from SUNY System Administration, SUNY Press, and the State Library. There was a general sense of agreement that the SUNY System would benefit from implementation of this kind of application.