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Systems Annual Report 2003-4

Overview

The Systems Division was busy with various projects this year as well as finalization of departmental reorganization. The primary responsibilities of the division are maintenance of NKUIRE, the library website and proxy server, troubleshooting library hardware, software and networking problems, and planning for the introduction of new technologies into library operations. The division works with other library and campus departments as needed for various issues to carry out the mission of the library. The division also assists other areas of the library in making recommendations on various library-wide technological initiatives. The team balances these needs with budget and staffing constraints. The division also contacts various agencies outside the university (primarily Endeavor, Kentucky Endeavor Work Group committee, and other vendor representatives) as needed for consultation and resolution of issues. During the year, reorganization of the division was completed, a process begun the previous year. Due to the expansion of management duties for the Systems Manager, all activities relating to the Endeavor software were assumed by the Systems Librarian. The Web Assistant and Systems Specialist II positions were also reevaluated and duties were reassigned. As a result, personnel were reassigned and the Web Assistant position was reclassified in the spring of 2004. The following are brief position descriptions for the division. The Systems Manager is responsible for overall operations of the division and representation on APAG. The Systems Librarian is responsible for overall operations of the Endeavor Voyager system. The Web Librarian supervises the Web Assistant and is also responsible for overall operations of the library Web site and proxy server. The Systems Engineer is responsible for networking, PC troubleshooting and special projects. The Web Assistant assists both the Web Librarian and Systems Engineer as needed. The Library Specialist II is responsible for microform reader/printer operations, miscellaneous OPAC operations, and works 15 hours/week in the Archives area. The division also maintains an average of 9 hours/week of a student worker. The division hired a graduate assistant this year for special projects assisting both inside the division and for the library as a whole.

During the year, a total of 782 requests were resolved via the libauto troubleshooting account (up from 449 the previous year). This reflects not only expansion of duties in the division, but the ability to take care of more requests due to increased personnel. Printer requests totaled 65 (up from 29) for the year. This increase is primarily due to implementation of the Pharos printing system for the public - most print troubleshooting requests in the past were for individual PC printers. PC troubleshooting requests were 232 (up from 144). This may be primarily due to the Welcia virus problems which occurred in the fall of 2003 and upgrades of software. NKUIRE requests this year were 249 (up from 134). This increase is due to the now routine loading of MARCIVE and NetLibrary files. Miscellaneous requests totaled 236 (up from 142). Some of this increase includes the division now accepting troubleshooting for the microform reader printers and also proxy server issues.

Activities for the division can be subdivided into four broad categories: Voyager operations, Web initiatives, networking/PC troubleshooting, and miscellaneous/special projects. These categories are addressed in detail below.

Voyager Operations

This year saw the expansion of the System Librarian's role and completion of a couple of projects started the last fiscal year. The Systems Librarian is now responsible for all aspects of the Voyager system. The expansion of her responsibilities includes learning more about server operations, chairing the library Voyager Team, and troubleshooting all Voyager requests. Upgrade of the Voyager software took place in August. This upgrade went smoothly and various profiling changes were maintained to keep the system current. Staff members are kept up to date with changes in operations at the statewide level through participation in the quarterly Kentucky Endeavor Work Group. Both the Systems Manager and Systems Librarian are NKU representatives on this group with the Systems Librarian responsible for transfer of information to library personnel. Loading of the retrospective MARCIVES data was completed. Another 230,000 records were loaded, completing the initial load of 300,000 records. Data is now loaded throughout the year as the information is received. The Systems Librarian also began regular loading of NetLibrary records into the library database.

Web Initiatives

After extensive self-training in the spring of 2003, the Web Librarian completed the rebuilding of the library Web site during 2003-2004 using the strictest ADA guidelines. Time was also spent training the Web Assistant to assist in these duties. The Web Librarian also trained other library staff to maintain their departmental Web pages. The library Web pages were also reviewed for optimal performance by various wireless devices and Atomz software was added for searching the library Web site. Trial databases were also set up for accessibility throughout the year and proxy server issues were addressed for accessibility through the Web site. The Web Librarian also set up an instant messaging service for internal use by the library's Reference and Instructional Services Division.

Networking / PC Troubleshooting

With the addition of two more staff members to help the Systems Engineer with PC activities, problem requests were resolved in a timely manner this year. One of these staff members checks the OPACs daily for problems before they are discovered by other staff. The biggest problem in the fall semester was the attack on all campus PCs with the Welchia virus. Systems personnel took quick action to resolve these problems and most PCs were restored within a couple of weeks. This required quick action and teamwork on the part of the systems personnel involved. Around the same time, there were response time issues with the Voyager system. It took over a week to isolate this problem to its source and resolve it with IT. The campus replacement place made 38 new PCs available to the library and these were set up throughout the year. Systems staff also worked with IT on the procedure to download "image" configurations for PCs, so individual settings do not have to be performed for each machine.

Special Projects

Increased personnel also meant that the division could spend more time on special projects. During the fall semester, a 4th floor "lab" area containing ten PCs was set up. Fifteen PCs were also set up in the loggia for public searching. The Pharos printing system was set up for printing on the 3rd/4th floor PCs. Additional public PCs were also set up on the 1st, 2nd, and 3rd floors and in the group study rooms. Wireless access was made available throughout most of the library with expansion of this service pending at year's end. Five wireless laptop PCs were configured and made available for public checkout in the Media Services Dept. Various "test" devices were also purchased by the division for use by other library departments. These included both Palm and Dell hand-held devices, a laptop, and two tablet PCs. A graduate assistant offered training sessions for library staff and the Systems Manager also worked on a special project with another graduate student to provide a plan for implementing a wireless classroom. Systems personnel also worked with the ILL area on optimal configuration of PCs for workflow in that area.

Faculty Scholarly / Service Activities

Systems Division personnel also work in non-technological areas of library service. The Systems Manager is a member of the Kentucky Endeavor Work Group, Chair-Elect of the Kentucky Library Association Information & Technology Roundtable, Kentucky Library Association Board member, Departmental United Way and Campus Campaign Committees, Chair of the Ft. Mitchell Baptist Church Library Committee, and a clarinetist with the Northern Kentucky Symphony, NKU Community Orchestra and NKU Symphonic Winds. The Systems Librarian is a member of the Kentucky Endeavor Work Group, KLA Academic Section Awards Committee, North American Serials Interest Group Awards Committee, Coordinator of the WebVoyage track for the Endeavor EndUser meeting, Chair-elect of the Kentucky Voyager Users Group, Faculty Senate Budget Committee, and provides cataloging/consultation for the Cincinnati Nature Center. The Web Librarian is a member of the Kentucky Virtual Library ADA Workgroup, Chair of the SAALCK Web Design Task Force, member of the Kentucky Virtual Library Collections Committee, serves ex-officio to the University Web Redesign Task Force, and member of both the faculty Benefits Committee and Sabbatical Subcommittee.

updated: Wednesday, 24-Aug-2005 11:57:16 EDT

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