MMM Minutes 05/02/02

Minutes of Smathers
Middle Manager's Meeting
May 2, 2002

Present: Rich Bennett, Denise Bennett, Denise Bogart-Caballero, Pam Cenzer, Gary Cornwell, Robena Cornwell, Michelle Crump, Frank DiTrolio, Lori Driscoll, Carol Drum, Leilani Freund, Barry Hartigan, Martha Hruska, Erich Kesse, Ann Lindell, Iona Malanchuk, Cathy Mook, Richard Phillips, Colleen Seale, Betsy Simpson, Steve Shorb, Carl Van Ness
Welcome New MMM member
  1. Welcome to the newest member of Middle Managers: Iona Malanchuk from the Education Library.
  2. Her welcome to the Ed Library included the air conditioner being broken and the heat being turned on all day Saturday.
Gary Cornwell Conducts MMM
  1. Regular MMM chairman, Bill Covey, is not here, so Gary Cornwell is conducting the meeting.
  2. Gary revels in his role by presenting a stand-up routine on campus computing that features Star Wars acronyms for Library activities.
LMS Kickoff Update (May 7-9)
  1. Kickoff for the Library Management System with Ex-Libris folks will be next week.
  2. The meetings on Tuesday and Thursday will focus on the process of migration and implementation of the new system. There will be limited meetings with two Ex-Libris people.
  3. System Analysis Meeting – 25 people from Smathers, Health and Law will meet to make decisions on how the system will start. These people are invited to the entire schedule of events on Tuesday, Wednesday and Thursday.
  4. The second two days will feature specialty segments on cataloging, acquisitions, serials, etc. Staff members from these individual departments are invited to attend.
  5. The steering committee will stay for the entire three days, as they comprise the core group.
  6. Ex-Libris has worked it out to allow for additional people at the morning presentation on the first day. It will be an overview presentation on how things will be put together and should provide staff with some insight as to how the project will unfold.
  7. Test data should be helpful for managers to understand how the system will be migrated.
  8. Rich has invited 26-27 people to attend that morning session. He will send out a detailed reminder.
  9. Rich has not yet received the specific agenda for UF from Ex-Libris; the deadline for this is next Monday. The agenda will be included in a notebook that Facilities is compiling for all of the participants.
  10. Training on the new system will not take place now. It won’t happen until System 2 is up and running – that is slated for early in the 2003 calendar year.
  11. Tuesday morning’s overview will provide timelines and information that can be taken back to the staff.
  12. The first element of the conversion was an initial test load of data by FCLA. The bibliographic data converted without problems, but the holdings, acquisitions and patron updates had trouble. Ex-Libris will have to go back to the drawing board on the conversion of that data, but they still plan to have the system implemented at the time they laid out: early May 2003.
  13. The Kickoff activities are designed to give everybody a sense of the phases involved in the evolution of the project.
Architectural Charette (May 6-8)
  1. Steve Shorb passed out a copy of the New Library Construction Update Web page: (
  2. The design process will start next week. The Preliminary Agenda for the charette is listed on the handout.
  3. Staff members are welcomed to come and observe the sessions at any point.
  4. Not all sessions will be broadly interactive.
  5. The main purpose of the charette is to determine how the external site will be laid out and how the internal site will be organized. Staff are especially encouraged to help with the internal organization. Areas of concentration will be the flow of people and the circulation of materials.
  6. Check the Web page for all links and updates pertaining to the construction project.
  7. Focus will be on the new addition as well as the renovation of the old one.
  8. As the schedule stands now, the final documents are to be delivered on November 13, 2002. It will be at least until that time before the parking lot is closed and there is groundbreaking.
  1. ILL will launch the Web-based system, ILLIAD on Monday, May 6.
  2. David Fuller will be conducting training sessions for anyone who wants to attend.
RLG Data File Upload
  1. Martha notes that RLG has loaded data files and records. They are committed to a steady flow in keeping up with our records.
  2. There was a large backlog of records to update – it has not been done on a regular basis for quite a number of years.

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Last updated May 6, 2002
by Debra Harris