Information Services Management Committee

Minutes of the Meeting of October 30, 2001
1:30 – 3:30 pm
Porter 428

Guests: Larry Helfand, Michele Laing

1. Minutes of Previous Meeting

   The minutes of the meeting of Oct. 23, 2001 were approved with changes.

2. Other Library Catalogues Page

   Helena summarized the feedback she received from the library groups she recently surveyed about the use of the Other Library Catalogues Page.  It was decided that this page be replaced with a revamped version of the Libraries page currently found on the Electronic Reference Shelf.  It will incorporate Larry’s list of Ontario library catalogues (modified), and include links to other highly used sites.  Michele and Helena will develop the new page (possible title:  Library Catalogues and Home Pages) in conjunction with an evaluation of the survey responses.  ISMC, ISR, and the library groups Helena surveyed recently will have an opportunity to review the proposed page.

3. Virtual Reference

   The Committee reviewed the different stages (the life cycle) of a project as stated on the handout Susan R. provided.  ISMC then began to work through the Project Charter to define the first phase (feasibility study) of the virtual reference project.  Susan will complete the electronic version of the charter as follows:

   Project Overview
   Project description:  UW Library Virtual Reference Feasibility Study

   Date required by:  February 1, 2002

   Project Objective
   Project purpose:  To undertake a feasibility study to determine whether or not to implement virtual reference at the University of Waterloo Library.

   Project scope/deliverables:  The highest deliverable (outcome, result) is a feasibility study report.  (The scope does not include design of the service—that comes later.)  Things that will go into the report will include the following:

   • background:  what is virtual reference; why we are looking into it (benefits to users, environmental scan)
     
   • space (office)
     
   • infrastructure needs (internal needs such as hardware, software, staff; external needs such as  connectivity)
     
   • training and human resources
     
   • impact on current resources and services
     
   • design of services including standards, best practices
     
   • costs:  cost/benefits analysis
     
   • basic assumptions
     
   • identification of stakeholders
     
   • software comparisons
     
   • current climate in library
     
   • double cohort
     
   • identification of risks
     
   • the next steps if “go”
     
   • timelines
     
   • publicity
     

   The Committee grouped the above activities into the following sub-deliverables of the report:
   1. list of staff and resource needs
      
   2. list of stakeholders
      
   3. statement explaining what virtual reference is
      
   4. statement explaining why we are considering virtual reference
      
   5. statement of impact of virtual reference on current services, patrons, and staff
      
   6. list of risks
      
   7. environmental scan
      
   8. next steps including timeline
      
   9. identification of costs
      
   10. recommendation of whether or not to proceed with virtual reference

   ISMC will continue with the Measurable Success Indicators section under Project Objective at a later meeting.