Public Services Managers Minutes - September 05, 2019

Public Services Department Managers’ Meeting Minutes

9/5/2019 1:30 – 3:30 PM DN Classroom G

Present: Erin Bedford, RD-Central; Jenny Bodenhamer, CSD; LaVetta Dent, RD-South; Buddy Johnson, SCR; Chris Kennedy, DED-PS; Risa Sargent, RD-North; Mark Schuster, RD-East; Tim Spindle, CIS; Janeal Walker, CD; Emily Williams, EPS; Kristin Williamson, EPS.

Facilitator: Risa Sargent

Minutes: Tim Spindle

Reviewer: Buddy Johnson

PITS Training

The new incident reporting system is called PITS: https://metropits.quipugroup.net. Usernames are our Metro email address before the @ sign and before signing into PITS, everyone must click the Forgot Password? button to reset their password. Erin and Risa demonstrated the features of PITS.

PITS Timeline

• Sept 4: Leadership Team trained.
• Sept 5: Public Service Department Managers trained.
• Sept 12-25: Staff can enter test incidents using the last name TEST.
• Sept 26: The staff at PITS will begin deleting the TEST incidents.
• Oct 1: PITS goes live and all new incidents are to be recorded using PITS.
• Oct 7: The current ROCV form on the Intranet will be locked as read-only.

PITS Tips

• There will be no migration of the current ROCV system into PITS. Incidents entered in the ROCV that have new follow-up actions (warnings or suspensions) must be re-entered into Metro PITS by a manager before October 7th.

• Try not to use the Other box in each category.  UPDATE: The “Other” category has been removed from the software.
• Don’t guess at motive when reporting an incident. Record the facts as they are, including profanity/offensive terms etc., because it is important to document exactly what was said and what happened.
• After entering the basics of the incident, click Save to display more tabs allowing you to record more information about the incident.
• Coworkers who witnessed the event or have more information about the incident can be entered in the Comments tab.
• Managers will have to email an RD if further action is needed when adding information as a follow up to the event.
• When finished, click the Lock icon at the right to lock an incident and prevent more information from being added.

Establish next action for shadowing in departments

There was discussion about staff shadowing in one or more of these departments: CD, CIS, SC, EPS, TP. Shadowing in multiple departments would give a better understand to staff of how things work “behind the scenes.” Department managers should think about how many staff they can handle at once, how long they think they can host staff in their department, and write up a general description of what they’d be doing, for how long, and an objective of what you hope to achieve. The write up should include the best day(s)/week/times of the year. Send the write up to your RD before the next PDSM meeting and there will be further discussion at next meeting.

Taking minutes

Check SharePoint for the Taking Minutes document and PSM Meeting Rotation spreadsheet.

Departments

SCR—The website (www.metrolibrary.org/archive) is being populated. 2 projects SC worked on (Washington Park and histories of the city parks) ended up being on the MAPS4 ballot. 2 big oral history projects are being developed.

CIS—Since the last PSDM meeting on 8/1, CIS has taken the phones for CT, AL, and DC. On Mon, 9/9, they will take the phones for HR, JN, NP, and WR and at that point, they will have the phones for all the libraries except LU (whose phones they can’t take due to a technological hurdle). Tim worked with OverDrive to add the IM chat link to the OverDrive catalog and couple with the recent disabling of expired cards accessing the OverDrive catalog, it’s been helpful to meet customers at their point of need. The day after the storms on Mon, 8/27, CIS received 947 phone calls (previously, CIS was averaging 266 calls/day in August).

EPS--delivered nearly 5k Read it Forward books to Palomar, Big Brothers Big Sisters, OKC Indian Clinic, and Sanctuary Women’s Development Center. Round 1 project teams have wrapped up. 1,000 Books Before Kindergarten has a soft launch in Sept with a hard launch in Oct. Customers can sign up now and start logging books. Round 2 project teams started in early Aug and the information about both rounds is on the Intranet. Held cabinet meetings in August with engagement managers and staff from children’s, teens, and adults, respectively.

CD--Cleared the Suggest a Title queue in preparation to transition to the new form on 9/4. In the final stages of setting up Edelweiss. Fully staffed for the first time since December.

TP—Waiting to hire new managers. Work continues on the genre heading project. They are prioritizing processing books with lots of holds and copies.

ACCESS--TLC upgrades this week went successfully. TLC is ironing out small bugs. We made it through the 1st month of item deletions and the next step is bib deletion (empty BIDs in catalog/CarlX will go away, probably the week of 9/9). The floating AS2 is learning the responsibilities of the position.

OUT--No one signed up for Musical Swings so we won’t have a presence there. We are receiving sign ups for the Oklahoma Book Festival, Pumpkinville, and story time at Scissortail Park.

PS--There are forthcoming updates coming to meeting room fees and availability. We are working on finding a temporary location for BI. Department managers/supervisors are encouraged to rotate to TP for a ½ day. Fridays are best because there are open workstations. Email Pauline and CC your RD to setup a time to rotate.