Shared Responsibility for the ILS: How Does That Work? test Shared Responsibility for the ILS: How Does That Work? Greg Ferguson ILS Program Manager University of California, San Diego Colby Riggs ILS Coordinator University of California, Irvine

UCSD ILS Management Late 1980’s Systems Department Head test UCSD ILS Management Late 1980’s Systems Support Staff Systems Department Head Systems Support Students UCSD became an Innovative site in the late 1980’s. ILS management fell to the Systems Department Head, with support staff and students. All settings and table management, access requests, batch processes, record loads, notice printing, and troubleshooting was done in the Systems department.

Systems Support Students test UCSD ILS Management Early 1990’s Systems Support Staff ILS Program Manager Systems Support Students In the early 1990’s, the Systems Department Head created the ILS Program Manager position. “Staff” level position with no requirement for the incumbent to have an MLS. ILS Manager did not supervise the Systems Support Staff nor the Systems Support Students.

UCSD ILS Management Early 1990’s ILS Program Manager test UCSD ILS Management Early 1990’s ILS Program Manager Overall management and/or coordination of the ILS and the public catalog. Leadership and coordination of all inclusive functions of the ILS (Acquisitions, Cataloging, Circulation, Serials, etc.). Liaison with Library staff, system vendors, campus departments and outside agencies to ensure effective interaction and coordination with the ILS. Database management, table maintenance, record loads, batch processes, etc.

UCSD ILS Management Early 1990’s test UCSD ILS Management Early 1990’s Decentralized IT support model paved the way… Departmental Systems Support Liaisons (DSSLs) Local experts (approachable) Local expertise (specialization) Local response (efficiency) Pilot project proposed with Access Services for Circulation module. Assigned to AS DSSL by AS Department Head. Success of pilot project proved viability of the concept. Made buy in from other departments easier.

UCSD ILS Management Early 1990’s Systems Support Staff test UCSD ILS Management Early 1990’s Systems Support Staff ILS Program Manager Systems Support Students Circulation Module Coordinator

UCSD ILS Management Early 1990’s Circulation Module Coordinator test UCSD ILS Management Early 1990’s Circulation Module Coordinator Tier 1 support for all ILS circulation services. Custodian of circulation support infrastructure (loan rules, determiner table, texts of notices, patron types, request settings, etc.) Support specialist for secondary ILS circulation applications (patron billing, patron download, etc.) Liaison with Library ITD and affiliated campus departments.

UCSD ILS Coordinators Team Mid-1990’s - 2008 test UCSD ILS Coordinators Team Mid-1990’s - 2008 Acquisitions Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator ILS Program Manager WebPAC Module Coordinator ILS Server Coordinator Serials Module Coordinator Module coordinators chosen by respective department heads where module was their primary tool. Only the WebPAC Coordinator was a librarian; chosen from a Libraries wide working group.

UCSD ILS Coordinators Team test UCSD ILS Coordinators Team Mid-1990’s - 2008 Shared duties: Tier 1-2-3 support for all ILS services respectively. Report incidents to and work with the ILS vendor directly. Process ILS access requests for respective ILS modules. Perform complex Create Lists searches, extract data, and generate reports as necessary. Complete complex batch processes (record loads and deletions, bib sync, YTDCIRC maintenance, etc.) Evolution from Tier 1 support only to Tier 1-2-3 support model

UCSD ILS Coordinators Team test UCSD ILS Coordinators Team Mid-1990’s - 2008 Shared duties (cont.): Articulate and recommend enhancements to the vendor and users group. Test release fixes and lead beta testing of respective ILS modules. Develop documentation and training tools; provide training to select training groups.

UCSD ILS Coordinators Team test UCSD ILS Coordinators Team Mid-1990’s - 2008 Tasks migrated to staff: Create Lists available to staff outside of ITD and ICT. Circulation notices (overdues, recalls, and hold pickups) processed by Access Services. Paging slips printed directly at the owning branch Some batch processes migrate to departmental staff.

UCSD ILS Coordinators Team 2008 - 2010 test UCSD ILS Coordinators Team 2008 - 2010 Acquisitions Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator WebPAC Programmer ILS Program Manager ERM Module Coordinator WebPAC Module Coordinator Serials Module Coordinator ILS Server Coordinator System evolves and we add the ERM Module Coordinator. RED indicates a change…WebPAC Module Coordinator retired; selected replacement did not have time for programming tasks; WebPAC Programmer role created and assigned to ITD staff.

UCSD ILS Coordinators Team 2010 – Present Day test UCSD ILS Coordinators Team 2010 – Present Day Acquisitions Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator WebPAC Programmer ILS Program Manager ERM Module Coordinator WebPAC Module Coordinator Serials Module Coordinator ILS Server Coordinator BLUE indicates a shared responsibility.

UCSD ILS Coordinators Team 2013 - ? test UCSD ILS Coordinators Team 2013 - ? Acquisitions Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator WebPAC Programmer ILS Program Manager ERM Module Coordinator WebPAC Module Coordinator Serials Module Coordinator ILS Server Coordinator

UCSD ILS Coordinators Team test UCSD ILS Coordinators Team ICT Facts: ICT began more as an advisory group and evolved into a much more hands on team. 20 – 40 percent of our time is allocated to ILS coordination.* Excludes the ILS Program Manager (100%) Each ILS module coordinator reports directly to their respective department head, not the ILS Program Manager.

UCSD ILS Coordinators Team test UCSD ILS Coordinators Team ICT Facts: Historically, new coordinators were chosen with no input by the ILS Program Manager. Decision based upon skills, knowledge, and impact on departmental organization as determined by the respective department head. 24/7 nature of responsibilities warrants higher consideration for exempt employees (though reclassification is always a possibility).

UCI ANTPAC (ILS) Management 1991- 2000 test UCI ANTPAC (ILS) Management 1991- 2000 ANTPAC Implementation Committee (1991-1994) ANTPAC Administrator Systems Department Head ANTPAC Public Access Team (1997 -2000) ANTPAC Management Committee (2001 – 2010) In 1997 the ANTPAC Web Implementation Team (AWIT) was formed. After implementing the Web public access catalog AWIT was disbanded and replaced by the ANTPAC Public Access Team (APAT) a library-wide group charged with implementing the OPAC module, reviewing changes and upgrades in III software that could impact ANTPAC web, maintain accuracy of posted information, solicit and respond to user and staff feedback. In 2001 the ANTPAC Management Committee (AMC) was created and charged with overall management of the ILS, replacing both the APC and APAT.

ILS Coordinators Group (ICG) 2010 - test ILS Coordinators Group (ICG) 2010 - ILS Coordinator (Chair) Web OPAC Module Coordinator ERM Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator Acquisitions/Serials Module Coordinator ILS Server Administrator In 1997 the ANTPAC Web Implementation Team (AWIT) was formed. After implementing the Web public access catalog AWIT was disbanded and replaced by the ANTPAC Public Access Team (APAT) a library-wide group charged with implementing the OPAC module, reviewing changes and upgrades in III software that could impact ANTPAC web, maintain accuracy of posted information, solicit and respond to user and staff feedback. In 2001 the ANTPAC Management Committee (AMC) was created and charged with overall management of the ILS, replacing both the APC and APAT.

ILS Coordinators Group (ICG) test ILS Coordinators Group (ICG) A small group of employees responsible for an entire work process or segment The members work together to improve their operations Plan and control their work Handle day-to-day operations Leader is more coach than planner and controller Information is readily shared with all employees, not just the top few Members are expected to understand all the jobs and tasks required of the team, not just a single ILS module

ILS Coordinators Group Member Characteristics test ILS Coordinators Group Member Characteristics Communication Skills Teamwork Coaching and training Initiative High work standards Meeting management Technical Skills Problem identification and solution Quality improvement Organizational knowledge

ILS Coordinators Group Responsibilities test ILS Coordinators Group Responsibilities Manages all issues related to the use, maintenance and enhancement of the ANTPAC Coordinates the system across all public and staff modules Responsible for developing policies and procedures established for the ILS

ILS Coordinators Group Communication test ILS Coordinators Group Communication Work together to ensure effective communication with all library staff Provide opportunities for input from all affected areas before changes are made Work to maintain a library-wide perspective and awareness

ILS Coordinators Group Tools test ILS Coordinators Group Tools Monthly Meetings Wiki Department and Unit Meetings Emails One-on-One Consultations III Help Desk Workticket Database

Thank you! Comments/Questions test Thank you! Comments/Questions