Information Services Management Committee

Minutes of the Meeting of April 23, 2002

1:30 – 3:00 pm

Porter Conference Room

Present:  Judy McTaggart, Doug Morton, Jim Parrott, Richard Pinnell, Susan Routliffe (Chair), Mary Stanley, Linda Teather, Melanie Watkins, Rose Koebel (Recorder)

Guest:  Michele Laing

Regrets:  Helena Calogeridis, Sue Moskal

1. Minutes of Previous Meeting
   The minutes of the meeting of April 9, 2002 were approved with changes.

2. Two LSSI Seats
   Susan reported that the Library Budgets and Planning Committee approved funding for the Library to proceed with LSSI virtual reference software and purchase two seats.  Acquiring two seats (rather than one as recommended in the feasibility study report) will help us avoid difficulties associated with multiple libraries utilizing one seat. ISMC discussed the “as needed seat license” option offered by LSSI, and agreed that two full seats would provide the Library with the most flexibility.

3. Update from Doug about His Discussions with LSSI
   Doug contacted LSSI and learned that they can send someone to UW for training on May 22 and 23, 2002. 

   We still need to review, sign and send contracts to LSSI.

4. Preparing for LSSI Training, Other Startup Issues
   ISMC will coordinate the initial training process, including the following:
   • confirm training dates with LSSI (most likely one and a half days)
     • Doug will make arrangements with LSSI.
   • set the location (FLEX Lab is tentatively booked)
     • Melanie will confirm the number of workstations in the FLEX Lab.
   • notify information desk staff.
     • Susan will send a message to information desk staff, and find out who wishes to attend the training.

   The Committee agreed that involving as many staff as possible in the training sessions, even those who will not be participating in the first phase of virtual reference, will be beneficial in enhancing awareness of the service.  Also, the assumption that virtual reference will operate with two seats prompted ISMC to include the library assistants (who are interested) sooner, rather than later, as training issues may be less of a concern than previously thought.  Outstanding questions that arose from this discussion include:
   • What is the nature of the training (e.g., how much of it will be hands-on)?
   • How will potential scheduling difficulties be handled during the training sessions?  Possible solutions include reducing information desk hours, or calling on library assistants from cataloguing to staff the desks.

5. Melanie’s Suggestion Regarding Membership of the Virtual Reference Implementation Task Group
   Melanie enquired whether ISMC would consider extending the call for membership on the Virtual Reference Task Group to the library assistants. The Committee had not previously set a number for the new group, but felt that six members should be the maximum.  Five librarians have come forward so far, with a sixth indicating that she would be available if needed.  ISMC members felt that a library assistant’s perspective would be valuable on the task force, and that an invitation for expressions of interest should be sent.  Susan will send an e-mail message to the library assistants to find out who is interested in joining the task group, and indicate that if they are interested, that they should speak to their supervisor first.

6. Establishing the Virtual Reference Implementation Task Group
   Doug volunteered to chair the task group until December 2002.  Susan will contact the potential members to confirm their interest, and to inform them that Doug will call a meeting in the near future.

7. Message to All Library Staff Regarding Virtual Reference Feasibility Study Report
   Susan has notified the Library Budgets and Planning Committee, library managers, ISR, and information desk staff that the final report has been completed and is available.  Now that we know that virtual reference will be introduced, Susan will send a message to all Library staff.  ISMC will consider holding an information session for all staff in June.

8. Further Thoughts on Where to Locate the Minutes from the Two Extraordinary Meetings on Virtual Reference
   The Committee agreed that the two sets of notes taken by Melanie and Rose should be kept on ISMC’s Website for future reference.  Susan will ask Cheryl to add links for these, and links as well to the minutes of the ISR meetings at which virtual reference was discussed.

9. Livereference Listserv and AskLib
   1. Livereference listserv:  Susan had been forwarding messages from the listserv to Committee members relating to virtual reference during their feasibility study work.  In the future, she may send messages to the Virtual Reference Implementation Task Group, but not necessarily to the Committee as a whole.
   2. AskLib:  Susan will ask Charles to remove ISMC from the AskLib email header.

10. Loose Ends Regarding Virtual Reference
    The Committee discussed whether it should inform any additional stakeholders about virtual reference at UW Library.  It was agreed that it would be premature to publicize the new service at this point. Once the task group has fleshed out the details, we will inform others on campus, such as the senior managers of the affiliated church colleges.  Doug will provide task force updates to ISMC. 

11. The Project Management Approach
    ISMC members discussed their thoughts about using project management tools throughout the virtual reference feasibility study process. Some aspects felt to be useful include:
    • establishing a deadline
    • identifying the scope of the project (agreeing on what it will or will not include provides focus)
    • creating a work breakdown structure (a detailed list of tasks lessens the risk of overlooking something important).
    What was problematic:
    • distinguishing the feasibility study from the pilot project (the group kept edging into the implementation phase, and had to remember to pull back)
    • establishing deliverables and formulating tasks out of them
    • being unfamiliar with project management tools or jargon (a crash course before undertaking a project would be useful).
    Additional comments about the project management approach include the acknowledgement that every project is different, and it is not necessary to apply all of the tools to your project. 

    According to these measurable success indicators ISMC defined in the project charter, the feasibility study was a success:

    • report completed by target date
    • report is persuasive for the stakeholders
    • report includes information necessary to develop a pilot project.