Information Services Management Committee

Minutes of the Meeting of January 22, 2002
1:30 – 3:30
Porter 407

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

Regrets: Helena Calogeridis, Michele Laing

1. Minutes of the Previous Meeting
   The minutes of January 15, 2002 were approved with changes.

2. Additional Agenda
   AskUS/TellUs

   All questions sent via AskUs/TellUs are seen by CNAG.

   For the past few weeks Susan has been reading them with a view to considering which reference questions could be answered more effectively using VR. Susan asked the group if they would like to see the reference questions we are currently receiving electronically. The group agreed to receive them and over time decide whether or not it is a worthwhile exercise.

3. Virtual Reference
   3.1 Decision of how to distribute and discuss the Project Charter: Susan will compile a message, with a copy of the Charter, for ISR and the LBPC/Managers group. There will be opportunity for discussion at their meetings of February 8^th and February 12^th respectively.

   Linda will do the same for Systems for their next meeting.

   Susan will send a short message to all staff with a link to the Charter on the ISMC website.

   3.2 Completion of work breakdown structure

   Jim’s, Doug’s and Helena’s revisions were reviewed – Linda to make the changes and put the finalized document up on the ISMC website.

   Stakeholders - #4 As these were already identified in the Charter, this task in the work breakdown structure needs to state, “Identify the stakeholders and the nature of the stakeholders for the service implementation”.

   3.3 Decision of who will do what

   • Most people agreed to work with the deliverable which they rolled out into the work breakdown structure

   • Seeing that some overlap applies to #3 and #6, these people will initially work together – Sue, Judy, Mary and Melanie.
     Helena will work on #2, Susan on #1, Richard on #4, Michele and Linda on #7, Doug on #8, Jim on #9.
     The committee will tackle #5 together
     #10 and #11 will be left until most of the others are complete.

   • Report Writer
     Susan suggested that there be one report writer. The group suggested that Susan should write the report and she agreed.

   • Time Line
     With a completion deadline of April 8^th, and giving Susan two weeks to write the report, most work should be complete or almost complete by the end of February so that full group discussions can begin on all the submissions leading to approval by the committee before the report is written.
     Most units can be worked on in parallel but some e.g. #9 need to wait for others to be largely completed before they can commence. Therefore, #9, #10 and #11 will be worked on in March.

     Susan reminded the group that a considerable number of articles and websites have already been found and suggested that we consult this material first – it may be enough for our purposes.

     Susan will have the sites that she has book marked added to ISMC’s website so that we can all access them.

4. Next Meeting:  January 29^th – The group shall do the brainstorming part of #5, Environmental Scan, and individuals and small groups can start their work this week.

5. Other ISMC business
   Review of LINC Terms of Reference – to be deferred until after the Virtual Reference feasibility study is published.