1. Shared Responsibility for the ILS: How Does That Work?
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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

2. UCSD ILS Management Late 1980’s Systems Department Head
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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.

3. Systems Support Students
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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.

4. UCSD ILS Management Early 1990’s ILS Program Manager
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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.

5. UCSD ILS Management Early 1990’s
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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.

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

7. UCSD ILS Management Early 1990’s Circulation Module Coordinator
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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.

8. UCSD ILS Coordinators Team Mid-1990’s - 2008
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UCSD ILS Coordinators Team
Mid-1990’s
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.

9. UCSD ILS Coordinators Team
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UCSD ILS Coordinators Team
Mid-1990’s
Shared duties:
Tier 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 support model

10. UCSD ILS Coordinators Team
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UCSD ILS Coordinators Team
Mid-1990’s
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.

11. UCSD ILS Coordinators Team
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UCSD ILS Coordinators Team
Mid-1990’s
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.

12. UCSD ILS Coordinators Team 2008 - 2010
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UCSD ILS Coordinators Team
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.

13. UCSD ILS Coordinators Team 2010 – Present Day
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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.

14. UCSD ILS Coordinators Team 2013 - ?
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UCSD ILS Coordinators Team ?
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

15. UCSD ILS Coordinators Team
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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.

16. UCSD ILS Coordinators Team
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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).

17. UCI ANTPAC (ILS) Management 1991- 2000
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UCI ANTPAC (ILS) Management
ANTPAC Implementation Committee ( )
ANTPAC Administrator
Systems Department Head
ANTPAC Public Access Team ( )
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.

18. ILS Coordinators Group (ICG) 2010 -
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ILS Coordinators Group (ICG)
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.

19. ILS Coordinators Group (ICG)
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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

20. ILS Coordinators Group Member Characteristics
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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

21. ILS Coordinators Group Responsibilities
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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

22. ILS Coordinators Group Communication
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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

23. ILS Coordinators Group Tools
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ILS Coordinators Group
Tools
Monthly Meetings
Wiki
Department and Unit Meetings s
One-on-One Consultations
III Help Desk
Workticket Database

24. Thank you! Comments/Questions
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Thank you!
Comments/Questions