In attendance: Karen Calhoun, Susan Currie, Elaine Engst, Philip Herold, Diane Hillmann, Bill Kara, George Kozak, Susan Markowitz, Lynne Personius (chair), John Saylor, Pat Schafer, Ed Weissman, Linda Westlake, Scott Wicks.

The Agenda for the meeting concerned 6 topics which are listed below with discussions that occurred for each topic.

1. Schedule

The Steering Committee which met on 01/06/00 discussed the proposed schedule. It was mentioned that we need to finalize the schedule and get it out on the Web. It was also mentioned that the schedule should be considered a dynamic document. Some changes to the schedule:

1) NOTIS Fiscal Year End moving from June 7 to June 12.
2) Production Order file load is listed twice and needs to be fixed.
3) Fund record loading on open orders needs to be added to the period from June 14-16.
4) Security needs to be in the schedule

Lynne Personius agreed to make these changes to the schedule, and to pass the approved schedule on to CIT for their approval.

There was a discussion concerning the flexibility of the schedule. If things are done sooner, can we move up other activities? Scott Wicks and Diane Hillmann both felt that this would lead to confusion.

Susan Currie asked a question about the June 29th start of Circulation and whether that was correct. Lynne will clarify.

2. Migration

Diane Hillmann has data migration information on the web. First test migration is proceeding on schedule. A meeting was held with CIT to discuss the coordination of the migration effort with their schedules and to talk about impact to the Mainframe server. George Kozak will contact the Endeavor programmer working on the migration to answer some questions that CIT has.

3. Voyager 99.1 Upgrade

George Kozak reported that the 99.1 upgrade was proceeding on schedule. Philip Harold asked if all the work that they had done in 98.1 would be lost. George said that he would look into that.

4. Training and Trainers

Susan Markowitz reported that Marlene Harris from Endeavor stated that our list of trainers was too large. They requested only 10 trainers per session (maximum). The Steering Committee also stated that our list was too large. They, also, expressed a concern on the distribution of people. Some names were removed. Susan distributed a list of current planned trainers. There is now a list of 20 people, but there is some flexibility of adding extra people to the classes on a limited basis. There was a discussion of adding more sessions later. There was, also, a concern expressed by Linda Westlake that Fund Accounting had no one designated for the training session and a request to make some arrangements for a Fund Accounting person to participate on a limited basis in the Acquisitions-related training modules.

It was suggested that during the week of 1/24/00, that IMT should meet with the planned trainers to go over the plan and to offer them support.

The Training plan is for group 1 to be trained on Feb 1-4 and group 2 on Feb 7-10.

5. OPAC recommendation

Ed Weissman presented the OPAC Committee’s recommendation that we do not try and incorporate the gateway’s functionality into Voyager’s WebVoyage for the June 2000 release for the following reasons:

1) the gateway is not done by any other site. It is not clear how we would do it, and Endeavor needs to know by 1/15/00 if we are going to do it (since they would be supplying support).
2) we are just learning Voyager. Not sure of what we can and cannot do. It requires a lot of effort that would be better directed at the catalog.

Lynne Personius reported that the Steering Committee on 1/6/00 talked about the proposed recommendation to defer the gateway. They want to continue the discussion. They have asked that Ed Weissman and the OPAC Committee meet with them and give them more information to clarify the OPAC Committee’s proposal. Their feeling is that they want to know what it will take to make the gateway incorporation to happen and that one big change will be better than two changes during the year.

Philip Herold stated that the gateway change would be different than a new catalog and have a different impact.

Pat Schafer said that since we are moving to Voyager 2000 in the summer, there might be problems incorporating the gateway before that .

6. Steering Committee Meeting 01/06/00

The Steering Committee met in 01/06/00 and talked about the proposed recommendation to defer the gateway. They want to continue the discussion. They have asked that Ed Weissman and the OPAC Committee meet with them and give them more information to clarify the OPAC Committee’s proposal.

The Steering Committee discussed publicity for cutover. Sarah Thomas is putting together a publicity group. It was suggested that someone from Reference chair the group. Susan Currie emphasized that the implementation will affect the public very directly through circulation services: production of library cards for both endowed and statutory units, recalls, holds and online circulation, publicity is needed for the Cornell community on the change in the library management system. Additionally, all University offices and departments that have regular business with the Library need to be informed well in advance of the change in order to ensure that transfer of information and day to day operations are not seriously impeded. The library has ongoing data transfer with the Registrar, Bursar and Human Resources.
The implementation schedule affecting circulation/reserve services:
June 6-11: NO patrons added to Notis-patron record creation ceases in NOTIS. Circulation in NOTIS continues. Patrons with existing records can check materials out in NOTIS. New patrons will have to have manual loans. Dianne suggested that we use the Voyager test system to input any new
patrons so we don't have to deal with so much paper. These would have to be put into Voyager starting June 12. We need handouts for the public explaining process for circulation, timeline, etc.
June 12-22: We can create new patron records in Voyager (will need to enter those from June 6-11) but new patrons will still have manual loans in NOTIS. Circulation for existing patron records in NOTIS continues.
June 22-28: Circulation in NOTIS ceases. Manual loans only until circulation data load is
approved. Also-no discharging. (We are investigating workflow possibilities)
NOTE: The dates for this may be incorrect. Lynne will check. We were originally told that circulation would be down only 2-3 days.
June 29: Live in Voyager circulation. Enter all manual circulation using backdating.

The Steering Committee has selected Beth Fontana to work on Publicity. Sarah Thomas’ concerns are for getting out new information for the general public.

Philip Herold said that Jim Morris Knower has begun working on some publicity surrounding the new LMS, and suggested that others who will work to create publicity should contact Jim so that they may share information. He has taken some creative steps in this area that perhaps should be incorporated to a wider audience.

The primary concern of the Steering Committee was training and trainers

Other Topics not on the Agenda

Lynne Personius spoke with Marlene Harris from Endeavor about the following topics:
1) When do the security profiles goes in?
Marlene said that the Sys Admin is stable after we accept the database load, and we
can do security as each database load is accepted. Diane Hillmann suggested that
we do security after the load and not worry about accepting. Bill Kara agreed and
he has a plan for printing out the security work from the last test load to speed the
process on the final load.
2) Lynne was required to give an estimated maximum of simultaneous users. The number she selected
was 1,500 public users. This number can be changed easily. For staff users the number is 600.
3) Certification a high level of certification is needed for us to do our own work on Voyager.
George Kozak and Lydia Pettis are to undergo certification. Lynne felt that the training at VUGM
may not be enough and that someone from Endeavor will have to come here.
4) Wisconsin is reloading it’s entire database. The reason is that its tables were not set up properly
and that made the system slow for staff. Marlene assured Lynne that Endeavor learns from its mistakes.

Diane Hillmann reported that the Tech Services Group will speak to their colleagues at ALA who are Endeavor customers and ask them to come here to talk about their experiences with Voyager. Gary Strawn was one name that was mentioned. There was some discussion of honorariums and that will be addressed to the Steering committee (perhaps using money from the Training budget).

Diane, also, stated that she would investigate the loading of pattern data into the bib file. There was some talk about getting Harvard’s pattern data.

Susan Markowitz is handling the VUGM planning. There was some discussion of a side trip to Northwestern by Diane and Scott.

-submitted by George Kozak 1/14/00