Shared Responsibility for the ILS: How Does That Work?
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The University of California, Irvine (UCI) is a public research university with over 28,000 students and four library locations managed by a staff of 168. The library resources include over 3.23 million books and a wide range of electronic and print materials, while the Integrated Library System (ILS) involves a group of coordinators responsible for overseeing the system's use and enhancement. The ILS Coordinators Group emphasizes communication, training, and collaboration to ensure effective library operations and service improvements.
Shared Responsibility for the ILS: How Does That Work?
- 1. Colby Riggs ILS Coordinator University of California, Irvine cmriggs@uci.edu
- 2. University of California, Irvine • A public research university located in Irvine, California • One of the ten campuses of the University of California (UC) system • UCI is the fifth-largest UC campus • With over 28,000 students, 1,100 faculty members and 9,000 staff
- 3. University of California, Irvine Libraries • UCI Libraries include four locations: • Jack Langson Library • Ayala Science Library • Grunigen Medical Library • Libraries Gateway Study Center • The Libraries employ 168 full-time equivalent staff: • 48 librarians and professionals • 94 staff • 26 full-time equivalent positions filled by student employees
- 4. University of California, Irvine Libraries • Annual Expenditures – $19.7 million • Collections – Electronic and Print • 3.23 million books • 132,000 journals and serials • 143,000 government documents • 135,000 audio/visual materials, multimedia, maps, photographs, and other graphic materials • The Libraries Special Collections preserves 581 archival collections that include over 1 million original documents and photographs
- 5. UCI ANTPAC (ILS) Management 1991- 2010 ANTPAC Implementation Committee (1991-1994) ANTPAC Administrator Systems Department Head ANTPAC Public Access Team (1997 -2000) ANTPAC Management Committee (2001 – 2010)
- 6. ILS Coordinators Group (ILS CG) 2010 - ILS Coordinator (Chair) Web OPAC Module Coordinator ERM Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator Acquisitions/Serials Module Coordinator ILS Server Administrator Associate University Librarian for Technical Services
- 7. ILS Coordinators Group (ILS CG) Group Definition Small group of functional experts responsible for the entire ILS work processes and segments Work together to improve the operations in their modules Module Coordinator is more coach than planner and controller Members are expected to understand all the jobs and tasks required of the Group, not just a single ILS module Information is readily shared with all employees, not just the top few
- 8. ILS Coordinators Group Member Communication Skills Effective listening Keeps an open mind Highly innovative and motivated Builds teamwork High work standards Skilled in coaching and mentoring
- 9. ILS Coordinators Group Member Technical Skills Problem identification and solution Quality improvement Organizational knowledge
- 10. ILS Coordinators Group Responsibilities Manages all issues related to the use, maintenance and enhancement of the ILS Coordinates the system across all public and staff modules Develops policies and procedures for the ILS
- 11. 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
- 12. Early Training • InnoU online tutorials • InnoU online courses • Presentation archive • Workshops III • Wiki • Workticket system • Shared windows drive • Change request form • Routine tasks • Initials and passwords • III Help Desk • Projects and tasks Local
- 13. ILS Coordinators Group Toolkit Monthly Meetings Wiki Workticket Database Department and Unit Meetings Email One-on-One Consultations IUG Resources III Help Desk and Documentation Sales/Library Relations Manager ILS Coordinators
- 14. ILS Coordinator Group Recent Agenda Items Agenda Millennium software and upgrades Indexing and scoping Planning and implementing new services Approving change requests Modifying OPAC displays Developing proactive approaches to service Reviewing III Price Promotions Prioritizing Pending Projects and Tasks
- 15. ILS Coordinators Group Wiki
- 16. ILS Coordinators Group Wiki
- 18. ILS CG Workticket Queue
- 20. Workticket Database Documenting III Tickets
- 24. ILS Coordinator Group Projects
- 25. ILS Coordinator Group Projects
- 27. Change Request
- 28. UC Irvine Libraries ILS Coordinators Group (ILS CG) ILS Coordinator (Chair) Web OPAC Module Coordinator ERM Module Coordinator Cataloging Module Coordinator Circulation Module Coordinator Acquisitions/Serials Module Coordinator ILS Server Administrator Colby Riggs ILS Coordinator UC Irvine Libraries cmriggs@uci.edu