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Partnering for Success: ILL & IT

Partnering for Success: ILL & IT. Lara Bushallow (Head, Systems Group) Jessica Bowdoin (Head, ILL) 16 July 2010 VIVA ILL Forum. VGM’s ILL Office Staff. Head of ILL & Document Delivery Borrowing Supervisor Lending Supervisor 2 Borrowing/Lending Assistants 2-4 student assistants

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Partnering for Success: ILL & IT

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  1. Partnering for Success: ILL & IT Lara Bushallow (Head, Systems Group) Jessica Bowdoin (Head, ILL) 16 July 2010 VIVA ILL Forum

  2. VGM’s ILL Office Staff • Head of ILL & Document Delivery • Borrowing Supervisor • Lending Supervisor • 2 Borrowing/Lending Assistants • 2-4 student assistants • ILL Office reports to Head, Access Services • 1 ILL/CLS/DD person at both: Arlington and Prince William campuses

  3. VGM’s IT Landscape • Digital Programs and Systems Office serves the 4 libraries at George Mason • 1 Associate University Librarian plus 8 staff members (4 librarians, 4 classified staff) • DPS provides desktop support, runs many of our own servers, although ILLIAD is hosted offsite

  4. ILL statistics, FY2010 • Borrowing: • Copies: 3,581 • Loans: 3,102 • Total: 6,683 • Lending: • Copies: 5,800 • Loans: 10,045 • Total: 15,845 • Some Borrowing Cancels: • CLS: 658 • Reserve: 238 • Online: 877

  5. CLS Statistics (FY2010) • Borrowing: • Copies: 551 • Loans: 9,783 + 9,962 (walk-in) = 19,745 • Total: 20,296 • Lending: • Copies: 1,655 • Loans: 28,331 + 1,094 (walk-in) = 29,425 • Total: 31,080

  6. Document Delivery Statistics, FY2010 • Document Delivery: • Copies: 1,042 • Loans: 3,436 • Total: 4,478

  7. Implementing ILLiad’s DD module • Initial meeting: determine what needs to be done and by whom • Along the way: • ILL Office updated email templates, Word templates, created training PowerPoint presentations, trained other campuses, provided text/layout for web forms • Systems created web forms, tested them, posted them to server, installed software/hardware at other campuses to participate

  8. ILLiad Shared Server Implementation • Systems checked with OCLC for checklist of how it would impact VGM prior to date of implementation • Down time • Odyssey address change • Folder changes on server impacting article receiving/viewing • Error messages on Connection Manager with Odyssey

  9. The problems kept coming... • OCLC turned VGM off, and turned VGL on so we couldn’t connect to WRS through ILLiad • Customization Manager changes not made by OCLC • Failed initial ILLiad installation at VGL • OCLC changed VGM’s email sent to customers at initial registration (should have been VGL’s) • OCLC later changed email address notices are sent from (to VGL’s on VGM’s settings)

  10. Lessons Learned • Do know your environment • Do ask for help; don’t demand • Do know what you’re asking for and why • Do try to speak the same language; reframe questions to ensure everyone understands • Do be patient and teach along the way • Don’t jump to conclusions

  11. A Few More Tips • Document procedures, policies, and decisions • Be open to change • Let people know they are appreciated and necessary

  12. VGM ILL Office’s Hero:

  13. Questions?

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