ILS Evaluation Lead Workgroup Minutes

August 7, 2024, 11:30 am

SCLS Headquarters/Zoom

Action Items:

None

Present: Nicole Menzel (ROM), Debbie Bird (POR), Eddie Glade (STP), Heidi Cox (MCF), Phil Hansen (FCH), Theresa Skov (VER), Nate Snortum (DCL), Margie Navarre Saaf (MAD), Molly Warren (MAD), Tom Campbell (MAD)

Absent: Emily Whitmore (SGR), Katherine Elchert (MCM), Suzann Holland (MRO)

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Heidi Oliversen

1. Call to Order at 11:34 am

a. Introduction of guests/visitors

i. None.

b. Changes/Additions to the Agenda

i. None.

2. Approval of previous meeting minutes: July 3, 2024

a. Motion:  D. Bird moved approval of the July meeting minutes.  T. Campbell seconded.

b. Discussion: none.

c. Vote: motion carried.

3. Action Items

a. None

4. Discussion

a. Vendor demo follow-up responses

i. Discussion: A. Gannaway mentioned the follow-up responses are posted on the website.  She is waiting to announce this because we are going to create a form library staff can use to ask additional questions.  She will be announcing this soon.  The follow-up demos are scheduled and will be recorded.  The SirsiDynix Acquisitions recording was posted. 

b. Site Visit plans

i. Pewaukee, 9/17 (Leap)

ii. Beaver Dam, 9/24 (Leap)

iii. SirsiDynix TBD

1. Discussion: A. Gannaway reviewed the site visit details for the ones that have been scheduled.  The registration form due on 8/19.  We are working on scheduling virtual site visit with other Polaris Leap sites for Serials and Acquisitions.  SirsiDynix BlueCloud and SymphonyWeb libraries seem to be too far away for in person site visits. Detroit is using BlueCloud Circulation and Cataloging so we will be contacting them, but that would be virtual visit because it is an 8 hour drive.        

c. Discovery Layer demos

i. Aspen Discovery, 8/29 2pm

ii. Bibliocommons TBD

1. Discussion: Aspen has been scheduled.  The Bibliocommons demo was just scheduled for September 4 at 9 am.  This still needs to be announced.  Both sessions will be recorded. 

d. Questions

i. Discussion: SCLS Staff had their SirsiDynix Sys Admin meeting.  We have one scheduled with Polaris at the end of the month.  We are reviewing their responses and we will be requesting a more in depth explanation of how holds travel through both of their systems. D. Bird reported that Cluster 2 has started to ask questions about the cost, specifically if there were charges for upgrades or if there are things that are incompatible with our workflows that would cost money to change.  Amy reported that during our last evaluation the discussion of the costs related to each software options was the last component in the evaluation.   SCLS is looking at getting pricing after we compile the functionality evaluation information and give everyone a chance to review the software without the price component.  Price is a very big factor.  Costs would be laid out in the contract.  Upgrades are usually included for software in the contract.    

5. Plan for the Next meeting:  September 4, 2024, at 11:30 am via Zoom

6. Adjournment at 12:00 pm

For more information about the ILS Evaluation Lead Workgroup, contact Vicki Teal Lovely.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

ILS Evaluation Lead Workgroup/Minutes/08-2024