April 2019 ULMS Update

Project Management

• Worked with the At-Large members of the Steering Committee on first round voting for ELUNA enhancements, gathering votes to put to use with the Chancellor’s Office ELUNA membership.

• Looking at putting on a Summer Meeting this year, working with COLD and the Steering Committee to determine feasibility, scale and logistics. Next steps will be sending out a “save the date” and working with committee chairs to form the agenda.

• Planning a general reorganization of Confluence as feedback gathered during the campus check-in calls showed that improvements in useability are greatly desired. The At-Large Steering Committee members and I are working on methods to gather your feedback on how the wiki could be better designed for your use.

• Working Group chairs are finalizing their policy reviews for the year.

Analytics

Working Group

• The Data Viz Task Force has applied to COLD for a small amount of funding for a small number of Tableau licenses. This would allow for improvements in the Deans' Dashboard and other CSU library data viz projects.

• The SRU Task Force is close to completing a web application that would greatly streamline the current SRU process for all campuses.

• The Collection Development Task Force is nearing completion of its Analytics Toolkit but is awaiting resolution of high-priority Salesforce case # 00629432 (missing Group Member data).

• The committee is currently drafting documentation for Policies, Best Practices, and Procedures. Policies are the immediate priority and mainly focus on curation of the shared folders in the Analytics community area, with some attention to NZ Analytics access, data privacy, and clarity around committee support for individual campus and consortial reports. Best Practices and Procedures will provide a focus for next year's committee work.

• Training and usage data management emerged as nearly universal issues during the campus check-in calls. The Group hopes to provide opportunities to address these issues at the summer meeting, possible webinars with Ex Libris staff, CSU webinars, and ad hoc assistance via email/phone.

• Committee members will be presenting at ELUNA 2019 on consortial analytics and data dashboards

Resource Management

Working Group

• Completed review of all TS policies and best practices to separate policies from procedures. For complete list of decisions, see ULMS TS Policy Review April 2019. Next: To complete revisions/updating of policies and procedures, as identified during the review process, prior to the end of May.

• Discussed Language of Cataloging (Policy). Decision: provide campuses time to clean up records with language of cataloging other than English. For example, suggest unlinking records from NZ until cleanup of records is completed and delete holdings from OCLC to prevent future delivery of updated records from OCLC.

• Discussed Publishing Headings Enrichment to Primo

  • Background: Israel noticed cross-references from authority records published to Primo. Feature is not activated in the NZ. Unsure how these have been activated (for some campuses).

  • Discussed impact and usefulness of publishing headings enrichment to Primo (i.e., use of preferred and non-preferred headings by publishing the cross-references from authority records to Primo for both names and subjects).

  • Committee will evaluate impact in order to make a recommendation. Will consult Discovery, campuses once we have a better understanding of how this functionality works.

NZ Management Group

• Completed NZ record cleanup: Deleted 442,453 records for print resources and 51,790 records for e-resources with no inventory.

• Next: To resolve duplicate records with the same OCLC number (merging/combining inventory for about 110 duplicate records).

Training and presentations for the TS Open Forum:

• Resource Management Statistics (Karen Schlesser)

• Working with Call Numbers in Analytics (Lauren Magnuson)

• Licenses and License Terms (Jessica Hartwigsen)

Acquisitions & ERM

Chancellor’s Office

• Presented a process using a script to update NZ License Terms of Use and sharing NZ Licenses in a Tech Services Open Forum.

  • Script could be adapted to be used locally with the IZ license terms.

  • For those libraries who have not added licenses, the NZ templates to could be used to start the license creation process in the IZ.

• Tested new features and fixes included in the Alma April Monthly Release as part of the Tech Services Monthly Testing Task Force.

• Continue to send out weekly ERM and ACQ updates. All of the 2018 and 2019 updates are available online.

  • Updates includes updated shared license renewals, EZProxy stanza updates, linking issues with e-collections, information about webinars for e-collections, new e-collections added or replaced in the NZ, and trials offered from SDLC.

  • Post status updates when there is an issue with a vendor’s site or if there is a functionality issue with an e-collection in Alma to both of the social media sites (FB and Twitter) for Alma/Primo.

• Working with Safari O’Reilly Support on a solution for libraries using EZProxy authentication trying to access Safari O’Reilly from Alma/Primo.

• Presented changes for PubMed in Alma in a Tech Services Open Forum. Also notified libraries about changes PubMed is implementing. Information about the changes are posted on the ACQ/ERM wiki page.

• Set up the Trello board for NZ ERM Support form to send email updates to the contact who opened the NZ ERM support case. Users now receive updates when the case has been updated or closed.

Working Group

• The working group is still adding names to the list specifically for acquisitions and e-resource contacts at each library.

• The group is close to finishing reviewing the procedures and policies for e-resources and acquisitions on the UMLS wiki. Policies and procedures on the wiki that will need updating have designated and plans are being discussed how and when the pages will be updated.

• The working group is still looking for acquisition specific presentations for the Tech Services Open Forum. Specifically, the group would like to see some presentations on workflows or “tricks” used locally.

• Providing feedback for ERM Content cases in SalesForce.

• Testing NZ Trials with a real trial, AVON, to see how it looks and what may need to be updated before sending the Trial to members of Collection Development. Will ask CSUCD about what questions should be included in a Trial survey.

Resource Sharing

Chancellor’s Office

• Continuing painstaking work to configure sandbox to mirror production resource sharing functionality. Waiting to discuss some hiccups with ExL via SalesForce case.

• Analyzed courier performance issues and obtained feedback from campuses. Scheduled call with vendor to resolve problems and establish clear guidelines for future communication with vendor. Having a conversation with vendor to solidify damage claim processes

• Updated campus contact list to give to Unity courier

• Created group to review existing Scope of Work for courier contract and make changes for renewal (in October)

• Working with RS working group member to update processes documented on the wiki

• Day to day troubleshooting of ongoing technical hiccups documented in salesforce or due to user error

Working Group

• Reviewed Enhancement List and created recommendations for voting

• Reviewed check in call notes and met with Brandon to determine what problems we can solve as a system and what needs to be solved by Ex Libris

• Refined process for courier issue form submission

• Continued work with fulfillment committee on walk in patron policy development. Brought to steering committee for review.

• Continued work with fulfillment committee on acceptable guidelines for damage to circulating items.

• Joe at SFSU is working on altering/repairing damaged bags

• Tested new feature (conditionals) and wrote up recommendations for Ex Libris on how to improve them as they are not a useful feature as they currently function. Waiting on Mallory to figure out most useful way to pass along this information.

Fulfillment

Chancellor’s Office

Work with individual campuses:

• Create hold request functionality for a small set of high-demand items - reviewing TOUs, fulfillment unit rules and display logic

• Troubleshooting overdue letter sending timing issue at one campus

• Set up new work order and workflow for laptop reimaging/repair

• Edit analytics report to create more user-friendly, sortable output

• Troubleshoot requesting options in Primo for items in a series (all different) lacking a description and therefore only offering the option to request the title rather than the item.

Working Group

• Reviewed Enhancement List and created recommendations for voting

• Reviewed check in call notes and met with Brandon to determine what problems we can solve as a system and what needs to be solved by Ex Libris

• Continued work with resource sharing committee on walk in patron policy development. Brought to steering committee for review

• Continued work with resource sharing committee on acceptable guidelines for damage to circulating items

• Reviewing analytics reports to identify items that are erroneously on reserve.

• Planned open forum for beginning of May

Discovery

Chancellor’s Office

• Leading UResolver task force that is working on a replacement for the Get It portion of the Primo full display

Working Group

• Primo Analytics

  • The task force has created a survey to gather qualitative data from campuses on how they measure Primo use.

  • The survey was presented at the 4/10 Discovery Open Forum and distributed via the Discovery listserv. Responses should be submitted before 4/23.

  • The task force will compile and discuss responses. Survey responses will be presented at 5/8 Open Forum.

• UResolver

  • Representatives from Resource Sharing and Fulfillment have provided feedback.

  • Task force will present pilot version at ELUNA and 5/8 open forum.

  • Timeline is to pilot with select campuses during the summer and rollout for wider use in the fall.

• UX

  • The task force asked for feedback regarding the Discovery UX Recommendation at the 4/10 Open Forum. Feedback accepted until 4/19.

  • Recommendations will be integrated into the central package over the summer.

  • The task force requests campuses update their entries in the CSU Primo Environmental Scan