Below you will find the Spring 2011 edition of the LIS Focus document that outlines the activities that we’ll be focusing on this spring. For this quarter’s installment, I’ve organized the document into a more traditional format that lays out the areas of focus for each of the workgroups and teams within LIS.
In addition to this quarterly snapshot of what’s keeping us busy, we still have our goals and our projects that provide another view into the on-the-ground view of what we are doing to achieve our longer-term vision for how LIS can support the ambitious goals of the College. The idea behind these quarterly snapshots is to provide a check-in to make sure that our annual and multi-year initiatives are making steady progress week-by-week, and to provide a transparency into what our priorities are.
RESEARCH & COLLECTION SERVICES
- Complete ILL Department Assessment, write report.
- Make improvements identified by Assessment process.
- OCLC Knowledge Base implementation.
- Music Library Move: We will continue to work closely with Facilities Services and outside contractors to reorganize the shelving and book collections in Davis Library, and prepare for and then accomplish the move of the Music Library collections and related staff.
- DVD collection: We will reprocess and rehouse the DVD collection, transferring it into locking security cases.
- Reclass the portion of the DVD collection that currently uses the local call no. scheme (MCTR)
- Planning for RDA during the summer, assuming LC decides to adopt it. If they do not, my inclination would be to follow their lead.
- Implement the Digital Center/Committee.
Reference & Instruction
- video tutorials: created a few and will be publicizing and assessing their usefulness
- segue from segue (several librarians are on the CT team)
- Music Library: finding ways to be sure researchers know what’s now in Davis
- Information literacy: developing pilot for advanced skills, evaluating testing tools for first-years
- Next-gen discovery tools: training staff and creating a tutorial for researchers
- Liaisons: refining list of what liaisons roles and responsibilities, thinking about training and staff awareness
- Statistics: figuring out what we must track and what we can stop tracking
ENTERPRISE APPLICATIONS & SYSTEMS
- Planning and implementation of network infrastructure and wireless services upgrades Many academic and administrative buildings and residential halls have new network equipment installed and operational, we are continuing to deploy new gear and turn up services that provide for increased performance, reduce risk of failure and offer expansion of wireless coverage. Additionally, based on the work completed this far, we have the opportunity to assess our progress and examine challenges encountered thus far to better plan for the remaining execution of our current upgrade project and future initiatives.
- Inventory of services, systems and infrastructure: Significant evolutionary (at times it feels like revolutionary) information technology changes have taken place in recent years that has resulted in extensive growth and change with the College’s IT systems. As we plan for the future, it is essential that understand how all of the technology we manage fits together, we transition with minimal disruption and we position ourselves to gracefully handle growth and take advantage of innovation.
- Disaster recovery planning and testing: As the day to day activities of Faculty, Staff and Students increasingly rely on technology, the consequences of service failures become more disruptive and expensive. We are building out new a test environment, isolated from production customer facing services that, along with operational process and procedure changes, allow us to test backup and recovery procedures, changes to systems that address security vulnerabilities and product enhancements, and deployment of new services in a manner that reduces risk of unexpected production system/network failures or unexpected behavior.
- Integrating Middlebury College and Monterey Institute networks and systems: We are continuing to streamline access to IT services and identify efficiencies by eliminating duplicate systems and tightly integrating applications. Plans for and current implementation underway include a new faster more reliable Internet connection at Monterey, new network administrative and authentication management services, and enhanced collaborative library and educational resources.
- Evaluation of SunGard Hosted Banner Environment: When considering the costs associated with upgrades, appropriate disaster recovery, timely reporting database access, addressing load balancing concerns as well as a handful of other things, it is necessary to consider all options. An alternative option for Banner that is being investigated is offsite hosting at SunGard’s facility in Maitland, FL. Mike Roy and Danna Gianforte visited the Maitland facility in late March. A team of SunGard reps will now visit the Middlebury campus to discuss the process with the rest of the functional leads and technical staff.
- Implementation of Nolij Document Management: After a lengthy evaluation process, Nolij Web 6 was selected as our electronic document management solution. An implementation team will begin in May to build out the environment, setup training, etc. The first functional areas to go live will be undergrad Admissions.
- Implementation of Banner Workflow: The Banner Workflow module creates an automatic notification trail based on data changes in the system. For instance: if a termination date was entered in the HR module, an email could automatically be sent to the relevant folks that need to handle the termination process. Automated communication based on data changes within Banner will greatly enhance efficiency within the system.”
Web Application Development
- Mini-re-org: reassignment of responsibilities within workgroup and preparing for new review process.
- LMS recommendations and implementation
- Identity Management Project
- Platform Evaluations: Database of Faculty Accomplishments, E-commerce, Hiring Manager, Judicial Review, Portal, Student Room Selection
Helpdesk Service Requests
- Rolling out Windows 7
- Moving Equipment inventory into Heat
- Mobile device support
- Build more smart classrooms. Replace the media equipment in the oldest smart classrooms. Divide classrooms into Tiers and create a template for each to streamline support and ease the construction of new and upgrading of old classrooms. Find an additional contractor or two to help us with smart classroom design and upgrades.
- Improve the way event and screening support requests are processed. Streamline and automate this process. This will involve replacing Filemaker Pro databases with R25 and/or Heat and/or another solution.
- Ensure that the Media Services group can program classroom systems (either Crestron or Extron). This will reduce upgrade expenses for classrooms, allow us to upgrade and build more classrooms per year, troubleshoot new classrooms better and greatly enhance team spirit.
- Refresh the lecture capture system (Accordent). Find easy(er) ways for streaming events (which may resolve overflow issues).
Labs and Public Computing
- Dual boot macs: Learning how to deploy (and deploying) dual-boot macs in labs and classrooms
- Virtual Machines: Improving our virtual machines to better serve students: Continuing the expansion to virtual applications and virtual printing. Formalize how the virtual computer lab is used, its capacity and how much growth costs.
- Windows 7: Deploying Windows 7 to labs. Implement a quarterly / 3-month update to the lab image. Testing software packages after they are deployed, in a timely and consistent manner. This will require working with faculty to create test files and scenarios for the software they need. Alternatively, we can continue to rely on faculty to test the software that we’ve installed upon their request. (Note that successfully installing a software application and opening it does not always test whether all its features are functional)
Telephone Services (and Printer Management)
- Continuation of printer consolidation/management. We are combining all databases (PaperCut, Symquest, HEAT) into HEAT. To this end we are doing a new inventory in April 2011 of printers and copiers on campus to get a one-time “”snapshot”” of the equipment.
- Printer Workflow: Work with the Helpdesk to establish a smooth workflow for new and replacement printer/multifunction devices. Examine and make recommendations for tools to make tracking these devices easier and more accurate. The ultimate goal is to reduce the number of devices on our network to save money and to reduce our carbon footprint.
- LS Phones: Work with contractor and Language School administration to provide telephone service for the summer schools’ faculty.
- Emergency Notification System: Re-evaluate emergency notification system in light of notice from our vendor that states, “We recommend that any customer currently using our alerting services for emergency notifications immediately migrate to a solution designed for life-threatening emergencies or implement a second, redundant, system that ensures message delivery in a timely manner.
- Music Library move
- Student and staff scheduling, summer 2011
Education & Training Team
- Work with campus departments to identify specific information and technology training needs. Recommend teaching/training/self-help strategies to address needs and support LIS goals.
- Work with Human Resources to incorporate training into the hiring process, and staff development across the College.
- Recommend how to build LIS staff development goals into the performance process.
LIS Website Team
- Strategies to market the LIS Website: how can we help draw attention to key parts of the site, focusing on a variety of audiences (students, faculty, staff, summer students, etc.)
- LIS Website assessment: User needs analysis for LIS website and follow-up usability testing
- LIS Wiki Mission/Purpose/Guidelines and coordinating enhancements to the Wiki including search enhancements (Chris N. & Joe A.), appearance (Alex C.), and taxonomy (Bryan C.)
- Possibly also creating similar guidelines for the LIS Blog, following the open discussion about the future of the LIS Blog
- Website refresh & enhancement strategies
- We’ve started drafting security education topics.
- We continue to use the SaaS form to evaluate products and services that are being considered for purchase (we used it for Studio Abroad and a remote assistance tool that the Helpdesk is looking at)
- We explored full disk encryption as a security solution, running tests, quoting estimates and drafting guidelines.
- We attended (virtually and through Chris Norris in person) the Educause security conference.
- Ian put together a conference call with info sec / it sec staff from other educational institutions in the vicinity and we are exploring how we can use that.
- We have created a data loss response plan / procedure. This could be used, for example, for addressing stolen laptops.
- on hiatus until summer (having just done yoemen’s work on planning the music library move, and plan for LIS office space!)
Curricular Technology Team
- developing LMS recommendation
- course hub development
- Budget – shifting or restructuring monies needed for end of FY11 and beginning of FY12 to allow for shifting priorities
- Assessment – completing first round of Work-group services assessments ( ILL, Equipment distribution, backup & restore services.)
- Re-accreditation – gathering final data needed for re-accreditation
- Strategic Planning – longer term look at budget & assessment or evaluations in line with projects on the horizon and evolving changes at the college and in the profession.