Post on 11-Jan-2016
SWAN Member’s Quarterly Meeting
March 3, 2011
SWAN Director’s Report
Projects completed December – February
Initiatives for 2011 SkyRiver investigation
Projects Completed Q1 2011
Subject Lines on Email Notices Notice Automation Web-based Services: Locked Records,
Days Closed SWAN Tech website Item Deletions System-wide Max Item Limits Status Report workshop Loan Rule Changes for ILL under 7 Days Circ du SWAN classes
Projects December - February
Subject Line on Email Notices: started January 4, 2011 “Courtesy” “Hold Cancel” “First Overdue” “Second Overdue” “Materials Have Arrived”
Notice Automation
Courtesy Notices Automated: December 6th documentation for your staff on procedure changes. Started Dec. 15th
Next up, overdue notices (email & print) Level 1: completed Level 2: completed Level 3: completed Billing: to be determined (all print, no email) Hold Pick-up: run late evening by staff
Notice Automation
Once designated as automated, notices fit into “autonotices” process Scheduled at 3:00am Runs for 40-50 minutes
Printing occurs in the morning when the 1st shift of SWAN Support arrives. Previously printing was completed during the night by 3rd shift staff.
Notice Automation
What next? Automated notices creates a print file,
which is transferred to another server on LAN, or anywhere on the Internet
Possibility for outsourcing printing would be possible, e.g. Unique Management Services, or another library
Or other areas can be explored with IT help!
Other Automation
LinkMate: will be automated in next 30 days
Back-ups: can run as “unattended” Locked Records: can run as an
automated process (R2009A resolved the majority of locked records in Millennium)
Web-based Services
SWAN Services is moving away from paper based forms
Days Closed Requests: now online Locked Record reporting: soon to be
online
Locked Record Reporting
This will transition to a web-based form
After an announced date, faxes will no longer be collected by SWAN staff
Calling in a record lock will continue Password access for circ staff,
separate from Member’s Only website
Locked Record Reporting
Days Closed Requests
Web-based form createdhttp://www.mls.lib.il.us/swandoc/days_closed/
Days Closed Requests
Online form created: bottom half
SWAN Tech Website
Unique password for IT or contracted IT staff
Will have software download access Cannot access the Member’s website
SWAN Tech Website
Item Deletions
New system-wide item deletion option
Began January 31, 2011 Deletions run monthly last week day
of each month January 3,483 items marked for
delete February 3,388 items marked for
delete
New Borrower Item Limits New Itypes added for Console Games (Itype 42 & 142) Circ Advisory recommendation brought to Council to
swap out the Max Item Limit category Juv Kit for Console Games
Implementation plan being created by SWAN staff
Current Recommended
A. Compact Discs Compact Discs
B. Cassettes Cassettes
C. Videos & DVDs Videos & DVDs
D. Juvenile Kit Console Games
Status Report Workshop
Held on February 10th 54 attendees (even had a waiting list) Learn how to transition into doing these
reports in your library using the Create Lists and Statistics mode on the Report Server. Review basic Create Lists procedures, Saved Search strategies, and introduce the integration of the Statistics mode into report procedures.
Second workshop to be held in April-May On track for July 1 transition
Loan Changes for Items Under 7 Days
Loan rules under 7 days available for ILL were “banned” under a membership vote in Nov 2010
SWAN consulted with each of the 13 libraries affected (thank you Heidi)
9 completed, 4 in progress
Projects Completed in Q1 2011
Eisenhower Public Library District
Circ du SWAN
Projects Completed in Q1 2011
Prairie Trails Public Library District
Circ du SWAN
Projects Completed in Q1 2011
Circ du SWAN Classes online on SWAN Member’s
website http://www.mls.lib.il.us/swandoc/CircDuSWAN.a
sp 51 libraries represented on average Upcoming classes: ILL as a Borrower, ILL
as a Lender, Reciprocal Borrowing, Financial Functions, Statistics, Create Lists
Search L2 “circ du swan”
Projects Planned for 2011 Restructuring of SWAN organization and
managing service changes Creation of independent finances for SWAN Completion of FY12 Capital Plan SWAN FY12 contract with regional library
system Working with SkyRiver or starting up new
services with OCLC
Projects Planned for 2011 (cont) Facility planning, moving Group Purchase of databases Millennium R2009B upgrade Report server: possible upgrade as per
the FY11 capital plan SWAN organization preparation for
possible employment of staff Delivery outsourced to SWAN?
Regional LLSAP Meeting
LLSAP directors and board reps meeting Meeting held December 2nd meeting March 11th for LLSAP boards
Discussion on LLSAP needs within new regional library system
Facility needs FY12 contract/agreement Bibliographic Utility: state-wide OCLC contract
Bibliographic Utility
Whitepaper in Quarterly Packet Presents two options side by side Inter-library loan decision
Bibliographic Utility
OCLC inter-library loan represents 1.8% of the total ILL in SWAN
Pages 12 & 13 of report Use of SHARE and I-SHARE noted as
ILL options outside of OCLC
True Cost of OCLC ILL for SWAN
OCLC ILL FY09: SWAN
Requests
SWAN ILL FY09: Filled
OCLC ILL FY11 Cost:
$181,430 - $85,000
=
SWAN FY11
Operating Budget
Cost per Item:
OCLC ILL
Cost per Item:
SWAN ILL
Percentage of OCLC
ILL for SWAN ILL
total
21,948 1,177,719
$96,430 $1,907,622
$4.39 $1.62 1.83%
SkyRiver choice: What Does This Mean?
All 80 SWAN libraries would no longer be OCLC members
Updating of OCLC quarterly holdings by SWAN would stop
SWAN libraries that wish to remain OCLC members would not be in the quarterly updates, no small subset would or could be updated
SkyRiver choice: What Does This Mean?
SWAN catalog will be comprised of OCLC and SkyRiver records, both of which will are full MARC records. There is no “conversion” of the existing SWAN database.
MARC is a standard, where they come from doesn’t affect SWAN’s ILS choice
Bibliographic Utility
Membership Questions? Ask Aaron Skog & Council Reps Cataloging Libraries: Tony Siciliano
SWAN Q1 Password Change Memo handout Web-based access http://204.120.131.105/director/
End of Executive Director report Look for this presentation here:
http://www.mls.lib.il.us/swan/governance.asp