UW TRELLIS Pilots Meeting
Minutes
July 9, 2001 - 2:00-3:15 p.m.
Porter Library Room 428
Present: Lois Clifford, Carolyn Dirks, Verna Keller, Ruth Lamb (for Betty Graf), Wish
Leonard (for Alex McCulloch), Dan Sich, Gail Sperling, Linda Teather (facilitator
& recorder), Debbie Tytko, Jim Winterbottom, Charles Woods
- Volunteer to record
Linda volunteered to record.
- Additional review
There were no changes to the agenda.
- Voyager 2000.1.3 upgrade
Brooke Skelton, TRELLIS Manager, sent an email to TUG Library managers and
staff on Friday confirming the Voyager 2000.1.3 TRELLIS upgrade for August
9-13.
Linda distributed
a summary of the anticipated timeline [appended to these minutes] and reviewed
the service impact for the UW libraries. When TRELLIS is down, the backup catalogue
will be available, with the database current to Aug. 8th (http://abc.wlu.ca). Specific instructions, especially
to coordinate circulation and reports activities, will be sent during the upgrade
period.
Linda also distributed
the TUG Prototyping Team's "Procedures for publicizing the TRELLIS 2000.1 upgrade".
Linda will review the campus media plan with Mary Stanley and functional units
will prepare any local signage required.
Upgrade-related
issues noted by Pilots included:
- UW Systems will make the new client software available to the systems
support person at each of the UW affiliated libraries.
Action: Affiliated Library managers should notify Linda
if there
are any alternate systems contacts to be used for the upgrade [i.e. if
other than Jeff Mason (Career Resources), Tim Farrell (Renison & TRACE),
Chris Mathers (Optometry), Sam Steiner (Conrad Grebel)]
- For libraries planning to use Offline Charge during the TRELLIS downtime,
the 2000.1.3 clients must be installed on the workstation before beginning
to use Offline Charge. Note that version 99.1 is required until normal
Circulation activity ends on August 9th.
- Dan will be away on August 13th; OPAC prototyping work that
morning will be done by Anne Fullerton.
- The St. Jerome's Library will be closed on August 13th.
- Lois is on vacation in August, preceding the upgrade. She will
send
Linda the email address for the student managing the library in her absence
and Linda will ensure that the student receives all pertinent upgrade-related
messages.
- Debbie noted that Acquisitions 2000.1 is a complete rewrite and looks
very different from 99.1. While there will be a large training/learning
component, she does not anticipate much difficulty for her staff adjusting
to the new design. In advance of the upgrade, Debbie is offering preview
demo sessions for the hands-on Acquisitions staff users and showings
of
Endeavor's training video. A TUG training session by an Endeavor trainer
is expected in September and, after the upgrade, Debbie will be offering
sessions for liaison librarians and other staff with view-only Acquisitions
access.
The TUG Acquisitions Group's testing of the preview 2000.1.3 clients
has confirmed that the major bugs identified in 2000.1.1 have been resolved.
New features include the ability to change vendor and fund. Serials cancellation
functionality is lacking but TUG Acquisitions managers have identified
a work-around which will ensure that no payments are made against cancelled
titles, staff will be able to receive until the last issue is processed,
but no claiming will be possible on cancelled titles.
- Release notes describing new features in 2000.1.3 are available.
Pilots
lacking this document should contact Linda.
- Patron updates from the new Student Administration system
Gail provided an update on the status of the data extracts from the new Student Administration
system for loading into the TRELLIS patron file:
The goal for SISP and the Library
was to be able to load student data from the new system by the end of July.
However, since Gail will not receive a test file of data until after she returns
from vacation on August 7th, this will not be possible. Updates for
current students will continue to be received from the old system but data
for
new (Fall term) students is entered only into the new SA system. Testing and
moving the data loads into production will be one of Gail's priorities after
the 2000.1.3 TRELLIS upgrade.
Student Life 101 is on August 13th, a day when TRELLIS is expected
to be down until mid-day to complete the 2000.1.3 upgrade. Even after TRELLIS
is restored to normal production, the patron file will contain no data
for
new students in any case and User Services staff will not be able to validate
SL101 students on TRELLIS according to their usual procedure.
Wish indicated that there are other
options available for dealing with SL101 attendees on Aug. 13th: when TRELLIS
is down, complete a manual form at the Circ desk for later processing; when
TRELLIS is up, create a new patron record on TRELLIS or ask the student to use
the online registration form.
[After the meeting, further
data was obtained about the potential impact: According to the August 14, 2000
Daily Bulletin, about 1,600 of the 4,000 newly admitted students attended SL
101 last year. Gail ran a report against the patron file and found only 25 students
whose records were validated that day.]
- e-reserves update
Wish and Carolyn
provided updates on the status of electronic reserves:
Porter and Davis
User Services will be in production with e-reserves for the Fall term and Wish
will shortly be sending a message to faculty. Three types of items are currently
acceptable for electronic processing: materials for which the prof holds the
copyright, materials for which the prof has sought and obtained copyright permission,
and links to articles in ejournals with licensing agreements for this access.
User Services has offered to process materials for UMD and Optometry if their
faculty want to use e-reserves. UMD has accepted; Optometry is considering the
service.
Charles noted
a concern regarding the potential file size (e.g. over 2MB) which Wish will
follow up on if needed.
Carolyn reported that St. Jerome's is in pilot mode, processing the same
types
of materials as User Services, and that access will be provided via both TRELLIS
and the St. Jerome's web page.
- Round-the-table TRELLIS updates
Lois:
- To address a space problem at Renison, Lois has started to move duplicate
items to a "Renison Storage" location: the top shelves of the book
stacks.
The OPAC location display, "Renison (UW). Storage. Ask at Circ Desk"
may
be changed to replace the "Ask at Circ Desk" phrase as the transfer
project
progresses.
Debbie:
- Debbie has been training Lois in Acquisitions. Lois will begin to create her ledgers
and vendors but Renison will not go live with Acquisitions until after the 2000.1.3
upgrade.
Verna:
- TRACE has gone live with Circulation. They are
having a problem with the barcode scanner
inserting and "a" and "b" at each end of the barcode, which
Tim Farrell will
be discussing with Michael Holmes. Verna and Betty have started to evaluate
the workload and options for adding TRACE's journal titles to TRELLIS.
Jim:- Optometry has a large project underway to weed the collection and relocate materials to
the Annex.
Carolyn:
- Space is also an issue at St. Jerome's. A collection
of novels by Catholic authors
has been received and these titles will be catalogued on TRELLIS.
- Next meeting
The next Pilots meeting was tentatively scheduled for Monday, August 20th, 2:00
p.m.,
to review the post-upgrade state of TRELLIS and UW issues arising.
- WebVoyage 2000.1.3 demo
Dan provided a demo of the preview 2000.1 WebVoyage. The new features and
local customization created by the TUG OPAC Group included:
- Banner on the top screen
- Only the buttons available for use display
- "Patron" button renamed " "Your library account"
- Asterisk beside search types to which limits can be applied
- Quick limits
- Location, Call # & Status information display on title list screen
- Ability to export records from multiple pages at the same time via
the
"Retain selected" and "Selected all pages" options
- Mini search engine on the search results screen
- Brief & full record displays
Charles outlined the response time problem experienced at some 2000.1.3 sites
and the software patch expected from Endeavor around the time of our upgrade.
The TRELLIS Operational Management Group will be monitoring this after the
upgrade.
Pilots were encouraged to preview the TUG WebOPAC at http://www.voytest.uwaterloo.ca/.
Questions or comments can be forwarded to the TUG OPAC Group at TugOPAC@library.uwaterloo.ca.
TRELLIS 2000.1.3 Upgrade - Anticipated Timeline
Aug. 9, 2001 (Thursday), 6:00 p.m.
- TRELLIS (all modules) taken down for back ups & remain down until
upgrade completed
- Backup catalogue available (http://abc.wlu.ca)
- Circulation provided via Offline Charge or manual system
Aug. 10-12, 2001 (Friday-Sunday)
- Software upgrade & index regeneration performed on TRELLIS servers
- Client software upgraded on staff PCs by local systems support (deadline
for completion at all staff workstations: mid-day Monday, Aug. 13)
Aug. 13, 2001 (Monday)
- 8:30-10:00 a.m. - TUG Prototyping Team tests data & functionality
& reports to TOMG
- TOMG authorizes resumption of TRELLIS services (estimated mid-day
Aug. 13th)
- Note: local Circ managers coordinate load of Offline Charge transactions
before Circulation restored to normal use; Reports activity coordinated
via TRELLIS System Administrator
Aug. 13, 2001 p.m. +
- Problems/questions documented and referred to local Prototyping Team
member for further investigation/resolution
- Acquisitions: Debbie Tytko
- Cataloguing: Betty Graf
- Circulation: Alex McCulloch
- OPAC: Dan Sich/Anne Fullerton
