SWAN Member’s Quarterly Meeting

March 3, 2011

SWAN Director’s Report

Projects completed December – February

Initiatives for 2011 SkyRiver investigation

Projects Completed Q1 2011

Subject Lines on Email Notices Notice Automation Web-based Services: Locked Records,

Days Closed SWAN Tech website Item Deletions System-wide Max Item Limits Status Report workshop Loan Rule Changes for ILL under 7 Days Circ du SWAN classes

Projects December - February

Subject Line on Email Notices: started January 4, 2011 “Courtesy” “Hold Cancel” “First Overdue” “Second Overdue” “Materials Have Arrived”

Notice Automation

Courtesy Notices Automated: December 6th documentation for your staff on procedure changes. Started Dec. 15th

Next up, overdue notices (email & print) Level 1: completed Level 2: completed Level 3: completed Billing: to be determined (all print, no email) Hold Pick-up: run late evening by staff

Notice Automation

Once designated as automated, notices fit into “autonotices” process Scheduled at 3:00am Runs for 40-50 minutes

Printing occurs in the morning when the 1st shift of SWAN Support arrives. Previously printing was completed during the night by 3rd shift staff.

Notice Automation

What next? Automated notices creates a print file,

which is transferred to another server on LAN, or anywhere on the Internet

Possibility for outsourcing printing would be possible, e.g. Unique Management Services, or another library

Or other areas can be explored with IT help!

Other Automation

LinkMate: will be automated in next 30 days

Back-ups: can run as “unattended” Locked Records: can run as an

automated process (R2009A resolved the majority of locked records in Millennium)

Web-based Services

SWAN Services is moving away from paper based forms

Days Closed Requests: now online Locked Record reporting: soon to be

online

Locked Record Reporting

This will transition to a web-based form

After an announced date, faxes will no longer be collected by SWAN staff

Calling in a record lock will continue Password access for circ staff,

separate from Member’s Only website

Locked Record Reporting

Days Closed Requests

Web-based form createdhttp://www.mls.lib.il.us/swandoc/days_closed/

Days Closed Requests

Online form created: bottom half

SWAN Tech Website

Unique password for IT or contracted IT staff

Will have software download access Cannot access the Member’s website

SWAN Tech Website

Item Deletions

New system-wide item deletion option

Began January 31, 2011 Deletions run monthly last week day

of each month January 3,483 items marked for

delete February 3,388 items marked for

delete

New Borrower Item Limits New Itypes added for Console Games (Itype 42 & 142) Circ Advisory recommendation brought to Council to

swap out the Max Item Limit category Juv Kit for Console Games

Implementation plan being created by SWAN staff

Current Recommended

A. Compact Discs Compact Discs

B. Cassettes Cassettes

C. Videos & DVDs Videos & DVDs

D. Juvenile Kit Console Games

Status Report Workshop

Held on February 10th 54 attendees (even had a waiting list) Learn how to transition into doing these

reports in your library using the Create Lists and Statistics mode on the Report Server. Review basic Create Lists procedures, Saved Search strategies, and introduce the integration of the Statistics mode into report procedures.

Second workshop to be held in April-May On track for July 1 transition

Loan Changes for Items Under 7 Days

Loan rules under 7 days available for ILL were “banned” under a membership vote in Nov 2010

SWAN consulted with each of the 13 libraries affected (thank you Heidi)

9 completed, 4 in progress

Projects Completed in Q1 2011

Eisenhower Public Library District

Circ du SWAN

Projects Completed in Q1 2011

Prairie Trails Public Library District

Circ du SWAN

Projects Completed in Q1 2011

Circ du SWAN Classes online on SWAN Member’s

website http://www.mls.lib.il.us/swandoc/CircDuSWAN.a

sp 51 libraries represented on average Upcoming classes: ILL as a Borrower, ILL

as a Lender, Reciprocal Borrowing, Financial Functions, Statistics, Create Lists

Search L2 “circ du swan”

Projects Planned for 2011 Restructuring of SWAN organization and

managing service changes Creation of independent finances for SWAN Completion of FY12 Capital Plan SWAN FY12 contract with regional library

system Working with SkyRiver or starting up new

services with OCLC

Projects Planned for 2011 (cont) Facility planning, moving Group Purchase of databases Millennium R2009B upgrade Report server: possible upgrade as per

the FY11 capital plan SWAN organization preparation for

possible employment of staff Delivery outsourced to SWAN?

Regional LLSAP Meeting

LLSAP directors and board reps meeting Meeting held December 2nd meeting March 11th for LLSAP boards

Discussion on LLSAP needs within new regional library system

Facility needs FY12 contract/agreement Bibliographic Utility: state-wide OCLC contract

Bibliographic Utility

Whitepaper in Quarterly Packet Presents two options side by side Inter-library loan decision

Bibliographic Utility

OCLC inter-library loan represents 1.8% of the total ILL in SWAN

Pages 12 & 13 of report Use of SHARE and I-SHARE noted as

ILL options outside of OCLC

True Cost of OCLC ILL for SWAN

OCLC ILL FY09: SWAN

Requests

SWAN ILL FY09: Filled

OCLC ILL FY11 Cost:

$181,430 - $85,000

=

SWAN FY11

Operating Budget

Cost per Item:

OCLC ILL

Cost per Item:

SWAN ILL

Percentage of OCLC

ILL for SWAN ILL

total

21,948 1,177,719

$96,430 $1,907,622

$4.39 $1.62 1.83%

SkyRiver choice: What Does This Mean?

All 80 SWAN libraries would no longer be OCLC members

Updating of OCLC quarterly holdings by SWAN would stop

SWAN libraries that wish to remain OCLC members would not be in the quarterly updates, no small subset would or could be updated

SkyRiver choice: What Does This Mean?

SWAN catalog will be comprised of OCLC and SkyRiver records, both of which will are full MARC records. There is no “conversion” of the existing SWAN database.

MARC is a standard, where they come from doesn’t affect SWAN’s ILS choice

Bibliographic Utility

Membership Questions? Ask Aaron Skog & Council Reps Cataloging Libraries: Tony Siciliano

SWAN Q1 Password Change Memo handout Web-based access http://204.120.131.105/director/

End of Executive Director report Look for this presentation here:

http://www.mls.lib.il.us/swan/governance.asp