Partnering for Success: ILL & IT
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Partnering for Success: ILL & IT
Lara Bushallow (Head, Systems Group)
Jessica Bowdoin (Head, ILL)
16 July 2010
VIVA ILL Forum
VGM’s ILL Office Staff
• Head of ILL & Document Delivery• Borrowing Supervisor• Lending Supervisor• 2 Borrowing/Lending Assistants• 2-4 student assistants
• ILL Office reports to Head, Access Services
• 1 ILL/CLS/DD person at both: Arlington and Prince William campuses
VGM’s IT Landscape
• Digital Programs and Systems Office serves the 4 libraries at George Mason
• 1 Associate University Librarian plus 8 staff members (4 librarians, 4 classified staff)
• DPS provides desktop support, runs many of our own servers, although ILLIAD is hosted offsite
ILL statistics, FY2010
• Borrowing:– Copies: 3,581– Loans: 3,102– Total: 6,683
• Lending:– Copies: 5,800– Loans: 10,045– Total: 15,845
Some Borrowing Cancels:
–CLS: 658–Reserve: 238–Online: 877
CLS Statistics (FY2010)
• Borrowing:– Copies: 551– Loans: 9,783 + 9,962 (walk-in) = 19,745– Total: 20,296
• Lending:– Copies: 1,655– Loans: 28,331 + 1,094 (walk-in) = 29,425– Total: 31,080
Document Delivery Statistics, FY2010
• Document Delivery:– Copies: 1,042– Loans: 3,436 – Total: 4,478
Implementing ILLiad’s DD module
• Initial meeting: determine what needs to be done and by whom
• Along the way: – ILL Office updated email templates, Word
templates, created training PowerPoint presentations, trained other campuses, provided text/layout for web forms
– Systems created web forms, tested them, posted them to server, installed software/hardware at other campuses to participate
ILLiad Shared Server Implementation
• Systems checked with OCLC for checklist of how it would impact VGM prior to date of implementation
• Down time• Odyssey address change• Folder changes on server impacting
article receiving/viewing• Error messages on Connection
Manager with Odyssey
The problems kept coming...
• OCLC turned VGM off, and turned VGL on so we couldn’t connect to WRS through ILLiad
• Customization Manager changes not made by OCLC
• Failed initial ILLiad installation at VGL• OCLC changed VGM’s email sent to
customers at initial registration (should have been VGL’s)
• OCLC later changed email address notices are sent from (to VGL’s on VGM’s settings)
Lessons Learned
• Do know your environment• Do ask for help; don’t demand • Do know what you’re asking for and why• Do try to speak the same language;
reframe questions to ensure everyone understands
• Do be patient and teach along the way• Don’t jump to conclusions
A Few More Tips
• Document procedures, policies, and decisions
• Be open to change• Let people know they are appreciated
and necessary
VGM ILL Office’s Hero:
Questions?
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