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Minutes of Smathers Middle Managers Meeting
November 9, 2009

Present: Joe Aufmuth, Denise Bennett, Rich Bennett, Will Chaney, Robena Cornwell, Michelle Crump, Stacey Ewing, Brian Keith, Ann Lindell, Cathy Martyniak, Patrick Reakes, Betsy Simpson, Jan Swanbeck, Laurie Taylor, Ben Walker, Carol Whitmer
Operating Systems: Windows 7
  1. We will not move to VISTA.
  2. We will move to Windows 7 when the time is right. Problems exist with Windows 7 right now - a lot of drivers are not available. There are complications when upgrading. Bare metal - from scratch is recommended. We will have to wipe all machines and start fresh from scratch. Reformatting is the most trouble-free. Obviously, everyone is backed up to the server. At the time of upgrade, folks should also evaluate what shelf-ware they do or do not need/use on their computer. The upgrade to Windows 7 is not imminent.
Canon Printing
  1. Third parties (in our case, Pharos) write jobs to run on Canon printers. Canon aggressively tests these before releasing. We have to wait for the fixes to be approved by Canon before they can be implemented.
  2. We hope to have the fix for the delay in place by next week.
  3. USB scan issue - it is working on black & white copiers.
  4. Duplexing works, but is cumbersome. We are trying to get Pharos to work on that issue as well, although it is not as pertinent.
  5. Patrons are doing far more printing than copying. Three years for installation, this project should pay for itself. This is good news.
  6. Robena mentions an issue with the lid slamming down - students are afraid they will break it. We can ask them if they have a different lid, but the other issues will take priority.
  7. There are also issues with the GatorOne end of this equation. Machines lose the connection for a while at times. GatorOne is not used to such high usage. There is talk of reducing the minimal amount that can be put on GatorOne cards.
  8. Cash machines are not going to be available for us. They are antiquated. You have to pay people to pick up the money, etc. The Hub and Reitz Union have them.
OLE Update
  1. OLE - Open Library Environment - started as a 1 year planning project for the development of an open source integrated library automation system. It was conducted by a group of universities, led by Duke, funded by Mellon. UF was an associate partner. Business process models developed.
  2. ILS serves a small niche market - hideously expensive to roll your own. That's why vendors spring up.
  3. OLE - coalition of libraries are creating this together. When it is finished, it can be installed free of any licensing fees. This will be attractive to people. They can change the source code if they want, but would be responsible for changes when updated.
  4. Integral to the long-term success will be a community governance procedure: a legal umbrella, and a set of procedures for participating libraries to shape the further development of the software.
  5. The OLE group is aligned with the Kuali Foundation, which was started based on the management of software developments centered at Indiana University. Its official moniker will be: Kuali OLE. It will be open source and a highly modular enterprise system. No native discovery interface. OPAC-less ILS, so that installing libraries can choose/create their own discovery interface.
  6. It will be very difficult to do in the two year timeline currently planned. Project is expected to start in January. Funding is expected from the Mellon Foundation, which will cover half of the projected $5 million cost; the rest will come from the libraries participating in the project.
  7. 10-12 lead staff people will be hired in Indiana, probably with some actually stationed at other participating libraries. Coding to be done by outside commercial software house. Off-shore programmers have been strongly recommended due to cost. Project will be coordinated by the staff in the US. The code will begin to be produced by the middle of next year. We will bring on board programmers as implementor/integrators to work with Bill.
  8. Duke and NC State share a seat on the governing board. A coalition of Florida academic libraries will also share a seat, with UF being the lead of the coalition.
  9. Bill will be working on this project full time for an anticipated time period of two years. Michelle Crump will be working with Bill.
  10. Subject Matter Expert (SME) teams will be formed from the partners on an ad hoc basis as needed.
  11. The timeline of this project is tight. We are committed to having a working version at the end of the 2-year period.
  12. We will hire coding people early on to get started.
  13. FCLA is one of the members of the Florida Coalition; a list of the other members will be distributed.
  14. Bill will distribute the Kuali foundation charter proposal.
  15. The Kuali Rice software development environment will be used to save time and facilitate development. This will require training for the coding people.
  16. Service Oriented Architecture (SOA) is the design philosophy of the system, as it has been for several other Kuali projects. Basically, it means that interfaces between components are defined as high level services, to facilitate interoperability with other software and to make future development easier.
  17. FCLA is committed to getting the data out of Ex Libris so we can import it into OLE, and to doing a second migration of an SUL school into OLE after UF has completed its.
  18. We are not committed to using OLE as an Ex Libris replacement. We are committed to getting it up and running in two years. We will wait and see if it is the best fit for us at the time it is ready. We anticipate that there will be other options also becoming available around the same time, both proprietary and other open source. All of this will need to be part of the evaluation of whether to continue using Ex Libris as our primary ILS.
  19. It is a terribly ambitious $5 million project. Costs to include the hiring of programmers, travel, fee to be part of Kuali, etc.
  20. It is an uncertain enterprise. Absolutely a gamble.
IT Dept Move to Eastside
  1. The IT Dept will be moving to the Eastside campus out on Waldo Road.
  2. What is not settled about the move is the question of hardware.
  3. CNS has offered space to move it to their area. Possibly a co-location in the CSE Building.
  4. Another option is to move everything to CNS virtualized servers. They have not taken on a task of this size before - and, it is an expensive proposition.
  5. There is a lot involved. Our mail has already been centralized, but, everything else: Web, SQL, GIS, DLC is unique and will have to be moved.
  6. As it stands now, we anticipate that the hardware crew will remain on campus and the rest of the office would relocate to the Eastside.
  7. There have been a million variations and ultimately it is still unknown as to where everyone in the department will be located.
  8. The building is on target for a summer completion date.
  9. There are advantages to having our hardware under CNS control: HVAC - backup power in the case of electrical outage.
  10. The elephant in the room: what will become of the space where the IT Dept is currently housed? Special Collections and Preservation are duking it out.
  11. Discussion on how the funds for such a venture are paid - new funding budget model - RCM effective July 1st.


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