Tech Support Meeting Minutes for July 24, 2012

Attendance: Kay Bauman, Janet Brooks, Kellie Delaney, LaVetta Dent, Anne Fischer, Teresa Goggins, Mary Long, Karen Marriott, Donna Morris, Todd Podzemny, Kevin Sendall, Kim Terry, Jimmy Welch

Welcome

Kay Bauman welcomed the new members of Tech Support. They are:

• LaVetta Dent, VI
• Mary Long, CAT
• Todd Podzemny, ED
• Kevin Sendall, CT

New Business

Kay Bauman discussed the original purpose of the Tech Support committee as a way to address staff and customer suggestions on our integrated library system (ILS). The committee was comprised to gain different perspectives of users at all levels. With upcoming changes to our technology philosophy and the process of moving to a new ILS, the committee will evolve. One impact is that no more modifications to the ILS System will be made since we will be moving to a different one.

As the ILS Task Force researches other integrated library system vendors, the Tech Support committee members will play some part in testing new ILS software and systems and provide perspectives on their use. There is no timeframe of involvement at this time.

IT will be creating an automatic email return on the Tech Suggestions and Tech Concerns email addresses alerting them on next steps. Staff with a tech concern should contact IT and have a computer operator log the concern for further testing.

Update on Action Items:

1. Kim, Kellie, and Jimmy will form the MLS Events ad-hoc committee to create a prototype for categorizing events on the online event calendar.
1. Library system is currently exploring different calendar systems at th is time and no need to create an ad-hoc committee.
2. IT will work on added the .ogg extension to customer computers.
1. Completed.
3. Jimmy will create a prototype of the V-Circ customer tab flags.
1. Jimmy created a prototype of VCirc customer flags and gave a demonstration. Based on feedback from Circulation Forum, six flags were created. Each flag has its own set of rules:
   

   Rule	Set by Staff	Updates to Flags	Auto Drop-off	Displays on CyberMARS
   Update phone number	X	All staff can update/remove flag.	Never
   Customer requests to check ID	X	All staff can update/remove flag.	Never
   Damaged/Missing Materials form sent to customer	X	Only the location who set the flag can update/remove it.	6 months
   Uncataloged item on reserve shelf	X	Only the location who set the flag can update/remove it.	1 month	X
   Lost item(s) or card held at desk	X	Only the location who set the flag can update/remove it.	3 month	X
   Security alert: local suspension of privileges or warning letter	X	Only the location who set the flag can update/remove it.	6 months

2. Discussion took place on the implementing this new feature. Possible concerns included not being able to move this functionality to new ILS and staff training.
   Positives included the prototype has already been completed and would be easy to implement.
3. Tech Support decided to move forward with implementation and set a launch date of Monday, August 20th, 2012. Kay will work on announcement and training for this new feature.
4. iFind will be presented at the managers meeting for more discussion and to create a proper time frame for release.
1. Completed and iFind has been released.
5. IT will set up srConfirm on the Edmond iPads for testing.
1. Completed.
6. Unlocking the optical drives on public computers will be discussed at the managers meeting for a consensus.
1. Managers of Library Operations discussed this topic and decided against moving forward with unlocking the optical drives.
7. The following statement will be added to the cyberMARS “You will receive a notification when your reserve is ready for pickup.” It will appear after a reserve has
   been submitted.
1. Completed.
8. The cell phone provider, Consumer Cellular will be added to the list to receive text message notifications.
1. Completed.
9. The number of total checkouts will be added to customer receipts.
1. Completed.
10. The following statement will be added to the cyberMARS reserve pick-up page “You must check this material out with the card you placed the reserve on.”
1. Completed.
11. Allowing spouses, children, etc. to pick up/check out materials will be discussed at the managers meeting.
1. Due to the state statute that mandates the protection of library customers’ privacy and our current software and large customer base, this is not feasible. Discussions on this topic took place at Circ Forum and Managers of Library Operations meetings. A FAQ is being prepared by LO, MAC, and PLA that will be placed on Metrolibrary.org.
12. Jimmy will talk to the business office about adding internet printing to the 820 copy fund in v-circ.
1. Business Office discovered this is no longer needed and can all be categorized under copies.

Standing Topics:

Internet/Intranet

Kellie gave a brief update on the standing of Internet and MyMetrolibrary. New updates have been implemented due to staff suggestions.

ILS Issues

1. Add Accelerated Reading level to catalog entries
1. Tech Support discussed this item and discovered it is not cost effective at this time and due to pending updates no new changes to cataloging entries will be implemented.
2. Add a “text your turn" function on the computer sign in system
1. Tech Support agreed this is a great suggestion. However, no additional functionality will be added at this time because of the change to ILS and other computer software.
3. Create separate look-up function for self-pick up reserves
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented.
4. Add Space between 4 letters of last name and 4 last digit of library card in pull list.
1. The need for the suggestion was unclear to all committee members and due to the upcoming change over in ILS and other computer software, the committee agreed that we need to pursue it further.
5. Add holiday and closing dates on Staff Leave Calendar
1. IT has added the 2012 Holiday and closing dates to the Staff Leave Calendar. When the 2013 dates are finalized by the Commission, IT will update on the Leave Calendar as well.
6. Change the blinking dots on the magazine landing page in cyberMARS
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented.
7. Add additional space in name field in customer tab on VCirc.
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented. However, this will be addressed in the new ILS.
8. Additional functionality to cart feature in cyberMARS
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented.
9. Updates to express-checkout units when customer tries to check out reference material.
1. The express-checkout units inform the customer verbally when they try to check out a reference material and encourage the customer to visit the circulation desk. The unit’s sound may have been turned down to a level that was inaudible to the customer that could have caused the confusion.
2. Units will also be updated with the new ILS system.
10. & 13 Change User ID label when customer sends job to printer or signs into a public computer.
1. IT has investigated this issue and determined this is an issue related to the printer management software vendor. They have contacted the vendor and they have not updated the label.
11. Make reserve placement popups consistent.
1. IT investigated this issue and believes the culprit stems from searching from the internet’s search bar instead of searching directly in cyberMARS.
2. IT will be updating this to make the reserve placement popups consistent.
12. Update iWeed app to show materials labeled “missing”
1. Janet Brooks will visit with the person who submitted this suggestion to gain a better understanding of the request.

14. Create RSS Feed for Playaways
1. Due to the upcoming change over in ILS and other computer software, this suggestion will not be implemented.
15. AMPs show up as DVDs on printed receipts
1. IT has updated this to show the accurate media type on receipt.
16. Add search engines to public computer homescreens.
1. IT and Planning have updated this.
17. Add rating system
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented. However, this might be an option in the new ILS.
18. Add shelter address to Help function in VCirc.
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented.
19. Remove buffer between room reserves in MLSRoom Manager
1. Due to the upcoming change over in ILS and other computer software, this update will not be implemented.
20. Move log out link to top of MyMetrolibrary.
1. Planning Services has updated this and created a new administrative toolbar when a user signs in. They can sign out and manage their account from the top of the page.