LINC Policy Council Meeting Minutes
January 29, 2004
Members Present: Cynthia Helms, Jan Ison, Mary Bissey, Alice Cisna, Scott Drone-Silvers, Anne Newman, Fred Schlipf, Lynn Schmit, Barb Turner, Glenna White, Rick Dulaney
Members Absent: none
Others Present: Pat Boze, Merdy Smith, Donna Schaal, Carolyn Adkins
The meeting was called to order at 1:30 p.m. The minutes of the meeting for October 14, 2003 were reviewed and approved as written.
Jan reported that there is currently $447,117.73 on hand in the automation equity fund. We have not yet received any invoices from Dynix for the Horizon upgrade.
Horizon Upgrade Report
Pat reported on what has been done so far on the Horizon upgrade process. Much of the work has centered on data and codes cleanup, training, creating a test database that we are reviewing for errors, and entering configuration information in the Horizon system. We have also done a network assessment survey and are notifying those libraries that may not have adequate bandwidth to support Horizon. (Not all libraries responded to the network assessment survey.) The LTLS Technology Services web site has been expanded to include a "Horizon Upgrade Calendar", a "Horizon Upgrade Newsletter", and documentation that includes information pertinent to the upgrade process.
Communication
Communication with LINC libraries continues to be a challenge. The processes involved in upgrading can require timely responses from libraries and that is not always happening. Several mechanisms for increasing communication were discussed and LTLS staff will determine which of these can be implemented. Scott asked if we want to re-consider a name change for LINC at this time--it could be confusing because now people think of "link" as a url link, so saying "link to LINC" is confusing.
Donna and Jan reviewed the plan for training library staff on the Horizon software. Training costs will be based on the number of staff at a library and will include all modules. We are also sending out a survey to get an idea of how many people need to come and when training should be scheduled. The training will be geared to a day one¹ class, so staff can use the basic Horizon functionality when we go live on April 8.
Installation of Horizon and PC Reliance Software
Pat reviewed the information we are sending to libraries to install the Horizon and PC Reliance client on their workstations. This is a new era for us on Dynix, all upgrades were installed on the in-house server. With the move to Horizon, a client also needs to be installed in the libraries so the workstations can communicate and manage processes on their end. The installation instructions include minimum PC specifications, instructions for firewall and network access, and instructions for installing both products. This will be sent to libraries in February.
At this point, Scott suggested that in the future, action items be put at the top of the agenda.
Call # Type Codes Discussion
Pat presented Action 2004-1, Horizon Call Number Types. This is being considered because Horizon treats call number type ranges differently than Dynix did. In Horizon, call number types are created for each range within each call number table. On Dynix Classic, we had 170 call number tables, while on Horizon, each range within each table will be a call number type, creating over 2,000 call number type ranges. With the canned (noneditible) statistical reports on Horizon, this data cannot be edited for each library and will print out all call number types. This policy will allow us to collapse the number of call # types. A motion to approve by Scott, seconded by Barb, was approved.
Implementation of PIN Numbers
Action Item 2004-2 is presented because Horizon utilizes only the PIN number field when allowing patrons access to their information or to place a hold. (On Dynix Classic, it was possible to select phone number as the field for this verification). The implementation team has assured us that they can automatically update the PIN number field with the patron's phone number. If a phone number is not available, they will use the last four digits of the patron's barcode. Fred moved to approve, second by Glenna, and the motion passed. Once we are on Horizon, staff will need to fill in the PIN number field so patrons can access their information.
Systemwide Settings
The meeting was adjourned at 4:30 pm.