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April 7, 2017

Alliance News April 2017

From the Chair of the Board & Executive Director

Happy Spring! The Alliance staff are glad to see winter over and the return of flowers and a bit more sunshine. We hope you are enjoying it as well.

Congratulations to our new Board members for FY 18, whose terms begin in July: Michelle Bagley (Clark College), Chair-Elect; Marilyn Moody (Portland State University), Member-At-Large; and Isaac Gilman (Pacific University), Member-At-Large.

You’ve seen most of the news to result from the March 2017 Council meeting. The Council voted to add another staff person to Alliance central staff, and that resulted in some changes to our Team structure.  But we discussed some other items at Council as well, including starting the process of discussing our common values and what we want to achieve as an Alliance. We worked with facilitator Tasha Harmon, and we will continue our work in July. We reviewed the e-book budget, and asked the Shared Content Team and E-Book Working Group to update our target budget for e-books. 

One of the key projects we’ll begin in July is the next phase of the Data Sharing MOU. The Board voted to accept the Data Sharing group’s final report, which recommends creating some specific policies, and a Review group, before we ask members to sign a Memorandum of Understanding on Data Sharing.  Thanks to Chris Shaffer (OHSU), Carol Drost (Willamette), Alex Merrill (WSU), Ben Hunter (UI), Jennifer Ward (UW) and Ray & Al from the Alliance for their hard work to update the report. 

We thank everyone who participated in our Courier RFP process. The staff continue to work on implementing the recommendations of the RFP committee, and expect to have a formal announcement in late April. Your feedback was very helpful and we are all looking forward to having greater visibility into our delivery timelines.

May will be a very busy time for Alliance staff, as they learn a great deal about insurance and benefits under our own auspices instead of through the University of Oregon. In the next weeks, look also for the job description for the Shared Content – Technical Services Program Manager, and help us recruit a great new Program Manager!
Lynn Baird, Chair of the Board and Council
Dana Bostrom, Executive Director

ELUNA Get Together

Going to ELUNA? Want to meet up with other Alliance folks?

Orbis Cascade Alliance is arranging a no-host dinner for May 10th at 6pm at the

Olive Garden
Schaumburg - Woodfield Mall
1925 East Golf Road
Schaumburg, IL 60173
(847) 619-9095

The hotel hosting ELUNA has a shuttle which will take you to this location.

Program & Team Updates

Collaborative Workforce

CW Team
After feedback from the Board and Council the CW Inventory WG and the CW Expertise WG have resumed their work

Structure Changes
For FY 18 the Collaborative Workforce Team will change into two groups:
  • A Council level CW group to focus on strategic-level collaborative workforce questions and goals.
  • CW Standing Group that will focus on data collection and related projects to support the Council.
Technical Services will be elevated to the team level and join the Shared Content Team for FY18. We will shortly be looking for a new Shared Content / Technical Services Program Manager so stay tuned!

Technical Services Working Group
TSWG approved the Finding Aid Links in MARC Records policy after feedback and discussion from members.

Team Nominations
As previously announced, nominations are now open through April 14 for Alliance Teams. Go to https://www.orbiscascade.org/team-overview/, for more information on what is needed this year, and how to nominate yourself or a colleague.

Clackamas Community College trainings
The Alliance will be providing Clackamas staff technical services training in late April. A big thanks to Abby Bibee (Reed) and Rachel Arkoosh (Pacific) for enhancing and delivering training to the CCC staff.

Content Creation & Dissemination

Digital Collections in Primo User Testing: Sign Up to Participate!
Have you or your institution asked, “Is Primo ready for digital collections?” Come be part of the solution—which begins by determining what “ready” means!

The Digital Collections Work Group (DCWG) of the Content Creation & Dissemination Team very much needs Alliance members to conduct user tests to facilitate aggregation of unique digital collections in Alliance Primo. Those partners may include any Alliance members with an interest in the digital collections initiative.

Institutions that agree to conduct tests will be provided with all the tools they need to conduct a well-formed test. As always, all practices will be in full compliance with best practices for handling human subjects.

Although we have five Alliance members willing to test (thank you, Central Washington University, Chemeketa, Whitworth, Willamette, and the University of Washington), we still need additional members to sign up to conduct tests and to recruit test subjects for testing that will run April 10-21. Detailed testing materials will be released Monday, April 10. 

All the details are available in the Testing Overview. A full timeline, and the place where you'll find more materials posted as we move closer to testing, is available at the User Testing page.

CCD/ULC Team Seeks Nominations for Members
The Content Creation and Dissemination (CCD) Team, which will be called the Unique and Local Materials (ULM) Team starting July 1, is seeking up to three new members for terms that begin July 1, 2017 and end June 30, 2019. Nominations are open until Friday, April 14.
Specifically, the Team seeks individuals who have:
  • Operational SILS knowledge, particularly the intersection of metadata for unique and local content, user experience, and systems
  • Operational and strategic digital collections metadata and systems
  • Strategic (not operational) knowledge of archival collection management and discovery infrastructure
Time commitment is 2-6 hours a week. Members also chair a Working Group.

For all the information you could possibly need or to submit a nomination for yourself or someone else, please see the Call for Team Participation FY18, or contact the CCD Program Manager.

Discovery & Delivery

Alliance Team nominations due Friday, 4/14
Are you interested in serving on an Alliance Team in either Resource Sharing and Fulfillment (RSF), or Discovery and User Experience (DUX)? Do you have colleagues who would be interested? Please consider nominating yourself or your peers for Team membership. For more information, please review the recently updated Team Overview page - the nomination form closes Friday, April 14th.

PRIM rescheduled for August 14th at CWU
PRIM stands for the Primo Reference & Instruction Meeting. We are expanding this year's conference to include all aspects of reference and instruction as well as conversations about Primo. The Call For Proposals is out now, with submissions due for review April 26th. For more information, and to submit your presentation proposal, please see http://libguides.lib.cwu.edu/c.php?g=618101&p=4301066. We hope to see you in Ellensburg in August!

Summit & Fulfillment Day
Mark your calendars! Summit & Fulfillment Day returns, scheduled for Friday, August 4th at Clark College in Vancouver. More details are coming soon!

Primo Day 2017: Migrating to the New UI
This one-day workshop for systems and public services staff will be held at Portland State University June 12th. Please submit presentation proposals no later than April 16th. More information about this event is on the Primo Day 2017 page. Please plan to go if you want more information about migrating, and if you have information to share, please get your proposals in!

Annual Account Reconciliation (AAR) to start soon
The accounting year for AAR has ended, and it's time to begin reconciliation. AAR procedures have been updated for 2017, based on feedback and experiences in 2016. There will be a walkthrough of the new process on a Special Topics open call, scheduled for Wednesday, April 26th, from 10-11 - meeting credentials will be shared on the lists soon. For a preview of the changes, check the updated AAR page, and please come to the open call with any questions.

Clackamas Community College trainings
The Clackamas migration and implementation moves forward, and Alliance resource sharing and fulfillment functional experts are training CCC staff the first week of May. Many thanks to Erin Bledsoe, CWU; Lori Hilterbrand, OSU; and Julie Carter, Whitman, for developing and delivering this training.

Shared Content

Ebook Central Migration
The migration of ebrary and EBL content to a new, Ebook Central platform, took place as scheduled on March 28 and 29. A guide with links to support and training information and promotional resources is available at http://proquest.libguides.com/ebookcentral.
Terms for continuing the Wiley evidence based pilot have been received and the Ebook Working Group has recommended funding the pilot for a second year, including records management through Gobi Library Solutions (formerly YBP). Wiley has released updated usage data through February, which will be posted soon to the Ebook Working Group page. This data will be used by the Working Group to decide on the titles which we want to own perpetually.
Team Nominations
As previously announced, nominations are now open through April 14 for Alliance Teams. Go to https://www.orbiscascade.org/team-overview/, for more information on what is needed this year, and how to nominate yourself or a colleague.
Considering Alternatives/Additions to the DDA
Over the last two months the Ebook Working Group has been considering a number of vendor proposals which might serve to complement or replace our DDA program in FY2018. In April we will present to the Shared Content Team Representatives a subset of these proposals which we feel are both attractive and feasible. Watch for an announcement of an open call to occur mid-month. There will be an opportunity for Representatives to ask questions and to respond via a survey to the options presented.
Academic Complete Dead Links
The March 26, 2017 load of portfolios into the Academic Complete (AC) collection in the CZ had over 2,300 portfolios that are not in fact part of AC. As a result, when a user tries to access one of these titles, the link goes to the ebook with a message that says: "Sorry, this ebook is not available.  Please contact your librarian about purchasing it, or search for another book." An Ex Libris Salesforce case has been submitted on behalf of the Alliance, so it is not necessary for libraries to submit their own cases. We hope for a quick resolution of this issue. (To see an example of the dead link, search The Age of the Flower by Helga Sandburg.)


Registration for Primo Day, June 12
Registration for Primo Day 2017: Moving to the New UI is open. If you haven’t registered yet, please do so using this form. See this page for additional information.

Call for Proposals for Primo Day, June 12
Contribute your knowledge and expertise to the upcoming Primo Day! We’re looking for people who are interested in giving presentations on a number of topics related to the new UI. Potential topics include:

  • Key differences between the current and new UI
  • Current state of the new UI
  • So you've decided to run a public beta?
  • Usability testing results from across the Alliance (and outside?)
  • Customization
  • Configuration options unique to the new UI
  • Implementation model for transitioning to the new UI

For more details visit: https://www.orbiscascade.org/primo-day-2017-proposals

Nominations Open for the Systems Team
The Systems Team will have two openings as of this coming July, including an opening for the Team’s council liaison. The Systems Team will be taking on a greater role with Primo, Analytics, and Alliance-wide training beginning in July, giving its members the opportunity to play a leading role in shaping these areas for the Alliance. Most importantly, being a member of the Systems Team is a great experience and and fantastic opportunity to connect with people from across the Alliance.

More info can be found on the Alliance website (https://www.orbiscascade.org/team-overview/), and if you have any questions please feel free to contact any current member of the Systems Team: https://www.orbiscascade.org/systems-team-members. Dana Bostrom’s March 27 email to the Alliance Announce listserv includes the call for nominations.

Note:  Nominations close April 14.

Alma and Primo enhancements cycles
These processes are underway. For Alma, the University of Portland’s Bonnie Parks is chairing the Alliance group that will coordinate voting; it’s currently conducting an internal survey in order to create a voting recommendation for the first round of voting, which ends on April 15.

The Alliance Primo enhancements group will be led by George Fox University’s Rob Bohall and will hold its first meeting on April 26.

Clackamas Community College migration
Clackamas Community College will be the 39th institution joining the Alliance’s Shared ILS Alma and Primo services on June 12. Project work is moving forward. Clackamas CC’s Alma environment with test load data has been delivered to the institution and staff are working on data checking and training. Next week, Ex Libris’ Megan Drake will lead an operational reports session that includes Analytics. On April 18 and 19, Megan will lead an onsite Alma Workshop for Clackamas CC staff. Alliance-led onsite training for technical services and resource sharing/fulfillment will follow the Ex Libris training (on the weeks of April 24 and May 1).

Editor's Note

Please send any feedback, thoughts, or suggestions for future content to Cassie Schmitt.

Check out the Alliance News on the web for future reference.
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