McGill University, June 3 - 5, 2001

Second annual NAAUG meeting - Site presentation abstracts

Acquisitions

1. Aleph - Banner interface for invoices at McGill
2. Setting up EDI transmission of acquisition order records within Aleph 500

Authorities

1. She may be a madonna but she ain't no virgin:the importance and history of authority control at Boston College

Cataloguing

1. A tale of two alphabets; or how I learned to love my 02 library
2. The development of CJK functions with the Aleph 500 system
3. Loading bibliographic records online and in batch

Circulation/Reserves/ILL

1. Aleph course reserves implementation at Boston College

Consortium

1. SUNYConnect: implementation planning for a consortium
2. SUNYConnect: development of a union catalog
3. Whose system is it anyway? Implementing an integrated library system in a consortium environment
4. Information sharing strategies for staff after STP (Switch To Production)

OPAC

1. Brave new OPAC, or Rube Goldberg meets Aleph
2. The frameless web OPAC

Reports

1. Customized reports in Aleph
2. Supplementing Aleph reports using Crystal Reports web component server

Serials

1. Various approaches to 853/853X field for generating workable serials publication schedule
2. Serials pattern project at McGill University

Systems

1. Aleph table management: the Iowa perspective
2. Aleph, sort of
3. Converting to Aleph 14.2 at the University of Notre Dame

Ex Libris Events

1. 14.2 Systems Librarian Training by Ex Libris

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SUNYConnect: implementation planning for a consortium

Maureen Zajkowski, SUNYConnect LMS Project Manager
State University of New York
zajkowma@sysadm.suny.edu

Abstract

The Aleph 500 system was selected by the State University of New York to become the core library management system for the SUNYConnect initiative. SUNY is a unified system of public higher education institutions with 64 campuses, representing 71 libraries comprised of community colleges, two-year colleges of technology, specialized and statutory colleges, traditional four-year colleges, research university campuses and academic health science centers serving nearly 400,000 students. Each campus operates autonomously with respect to the acquisitions, cataloging, and circulation of library materials. A major goal of the planning process is to ensure the continued autonomy of campus libraries while working within a shared environment. It is anticipated that the campus migrations will take place over a four-year period. The session will review topics associated with migration planning for the campuses including Aleph configuration, hardware deployment, systems support, training, acceptance testing, and responsibilities of staff at the campuses, at Ex Libris, and at the Office of Library and Information Services at SUNY System Administration.

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Brave new OPAC, or Rube Goldberg meets Aleph

Ed Holtum, Coordinator for Administrative and Access Services
Hardin Library for the Health Sciences
University of Iowa
edwin-holtum@uiowa.edu

Paul Soderdahl, Coordinator, Information Systems & Technology
University of Iowa
paul-soderdahl@uiowa.edu

Abstract

The OPAC Working Group at the University of Iowa has taken a "blank slate" approach to the development of its "InfoHawk" OPAC. By starting with an "ideal" interface rather than merely fine tuning the Aleph "out-of-the-box" version, the group has developed a product that it feels is better tailored to its users. This presentation includes a demonstration of the OPAC, a discussion of the rationale for the interface, a look at some inventive ways the group overcame the barriers and limitations encountered during the implementation, and an account of the technical factors that had to be taken into consideration.

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Aleph table management: the Iowa perspective

Sue Julich, Computer Consultant
University of Iowa
suzanne-julich@uiowa.edu

Abstract

A powerful feature of the Aleph library management system is the flexibility provided by the system tables. The University of Iowa Libraries learned very early in the implementation process that successful management of the tables was crucial to our success. This session will provide an overview of the strategies, many learned by trial and error that the Automation Office at the University of Iowa Libraries has developed to manage the variety of tables that are needed to keep the Aleph system functional. I will briefly discuss the strategies we used to collect and input the necessary table parameters as we made our way through the implementation process. The major focus of my presentation will be the techniques we've developed to maintain our tables through rep-changes and system enhancements. I'll discuss the pros and cons of various table editing methods (unix editor vs AlephAdm vs text editors). Additionally, I'll discuss security concerns and how we worked through and sometimes around them at Iowa in order to provide our staff at large access to the appropriate tables as they work with reports.

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Aleph-Banner interface for invoices at McGill

Joanna Andrews, Head, Library Technical Services
McGill University
andrews@library.mcgill.ca

Abstract

This session will describe the development of an on-line invoice feed from the Aleph Acquisitions to the University's new financial system, BANNER. Issues to be discussed will include workflow, international currencies, vendor records, types of invoices, file management and reports, taxes and rebates.

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A tale of two alphabets; or how I learned to love my 02 library

Susan C. Pyzynski, Librarian for ILS Development
Brandeis University
pyzynski@brandeis.edu

Abstract

Brandeis University Libraries is currently running 2 parallel bibliographic libraries, one with all our bibliographic records in it that is searchable only in English (and other Roman script languages), the other with a subset of our bibliographic records that include Hebrew and is searchable in Hebrew through our web catalog.

The presentation will discuss several different topics: the issues involved in implementing non-Roman scripts, running a separate web catalog interface for searching in Hebrew, introducing Internet Explorer to what was a Netscape-only environment, and running and maintaining two bibliographic libraries (MBB01 and MBB02) in Aleph. Also, if there is time, we discuss the eagerly-awaited arrival of full Unicode support in Aleph.

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SUNYConnect: development of a union catalog

Marguerite "Maggie" Horn, Library Systems Implementation Specialist
State University of New York
hornma@sysadm.suny.edu

Abstract

The Aleph 500 system was selected by the State University of New York to become the core library management system for the SUNYConnect initiative. The consortium capabilities of the union catalog, shared authority files across multiple databases, and universal borrowing capabilities enables new cooperative arrangements to be developed among the traditionally autonomous SUNY libraries. SUNYConnect will provide access to the entire SUNY library collection of 18 million volumes while integrating technology based resources and capabilities with traditional library services. This session focuses on the development of the SUNY-wide consortium components. It will review development of a bibliographic database from the catalogs of each SUNY library, building a shared authority control environment, content enhancement for the union catalog, and development of the universal borrowing components.

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The frameless web OPAC

Alexander Jerabek, Instructional Technology Librarian
McGill University
jerabek@library.mcgill.ca

Abstract

This presentation will demonstrate the McGill frameless version of the Aleph 500 web OPAC and discuss the issues of ADA compliance and cross-browser compatibility. The presentation will consider whether a frameless version is necessary for ADA compliance and to what extent an institution should make its catalogue backwards compatible.

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Aleph, sort of

Jane Aitkens, Associate Systems Librarian
McGill University
aitkens@library.mcgill.ca

Abstract

An exploration of the tables and web pages instrumental in getting Web and GUI OPAC search results to sort appropriately, depending on the search type performed, i.e. Call number searches that result in a brief list sorted by call number.

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Setting up EDI transmission of acquisition order records within Aleph 500

Mary Moynihan, Manager, Integrated Library System
Brandeis University
moynihan@brandeis.edu

Sherry Keen, Head Acquisitions and Serials
Brandeis University
keen@brandeis.edu

Abstract

Recently the Brandeis University Libraries implemented the Aleph (12.4) EDI transmission of acquisition order records with one of our major vendors, Blackwell North America. This presentation will discuss the steps necessary to set up the EDI functionality within Aleph including:

1. Gathering configuration information from the vendor
2. Setting up the Aleph tables
3. Configuring the vendor record for EDI
4. Preparing the EDI orders
5. Sending the EDI orders to the vendor from the Aleph Web Services Menu

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The development of CJK functions with the Aleph 500 system

Jim Cheng, Chinese Studies Librarian
University of Iowa
jim-cheng@uiowa.edu

Abstract

Moving ahead of its major competitors such as Endeavor and DRA in the US market, Ex Libris has been progressively developing the CJK functions with Aleph 500 since 1999.

UI has about 30,000 records with CJK characters stored in the RLIN database. Ex Libris proposed a system structure to accommodate the CJK records with its Aleph 12.4 version and delivered the testing database IOTO5 with 1000 Chinese records in December 1999. In December 2000, IOT05, the database in Web OPAC with 5000 CJK records downloaded from RLIN, was delivered for testing.

In the 12.4 version, the temporary system structure solution for accommodating CJK records in Staff Mode is two separate Bib databases: a 8-bit main database which holds records with romanized fields (and holding, ordering, and circulation information), and a 16-bit Unicode database which holds the records with both romanized and vernacular fields, but without attached holding, ordering, and circulation records. IOT05 Web OPAC offers unicode supported CJK character display, but without CJK character search functions, which is promised by 14.2 version.

The IOT05 CJK database has been tested under the environment of Window NT, with web browser MS Internet Explorer 5, MS Global IME CJK with language pack, and Arial Unicode MS font installed. When the IOT05 was tested, the encoding of MS Internet Explorer was set for UTF 8. We are satisfied by the test results. Specifically, the parallel display of Roman and Non-Roman fields which we think is superior to the other display patterns from the other vendors. Unicode supported Chinese character display is very successful. However, there are some problems for Japanese and Korean character displays.

Overall, we are very excited by the development of the CJK functions in the Aleph system and are looking forward to testing the 14.2 version, which promise improvements such as CJK search functions in the Web OPAC and merged 16 bit unicode database in staff mode.

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Whose system is it anyway?
Implementing an integrated library system in a consortium environment

Marsha Ra, Director of Library Services
City University of New York
marsha.ra@mail.cuny.edu

Abstract

The 19 colleges that make up the City University of New York have 13 years experience with a shared Integrated Library System. At CUNY a separate Office of Library Services is housed at the central office. Among other duties, the OLS implements the ILS, but the campuses must be active participants. The primary challenges facing OLS are effective communications, consensus building, instilling a sense of shared responsibility among campus staff and attempting to assist with local campus issues such as networking and staffing. OLS staff members spend tremendous amounts of time communicating and consulting. The presentation will describe the structure of the university and its colleges, the political and economic environment, how consensus is reached, how staff, students and classroom faculty are kept informed. We will talk both about what we do and what we wish we could do, where we seem to be successful and where we seem to fail.

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Customized reports in Aleph

Larry Deck, Aleph Librarian
McGill University
deck@library.mcgill.ca

Abstract

The presentation will consider the strengths and limitations of Web Services reports and Aleph module's display of information (reasons for developing Oracle SQL reports). Also covered will be approaches to custom reports: rapid prototyping with Access or Crystal Reports; developing with SQL*Plus - Oracle SQL reports at McGill. Specific examples include ARUQ, Fine Flag, Budget Summaries, and Security reports. There will be a discussion of possible limitations of Oracle SQL (bib data, LC call-number sorting), and future directions of reports with Web Services customization and custom forms.

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Aleph course reserves implementation at Boston College

Margie Fiels, Head Access Services
Boston College
fiels@bc.edu

Kathy Williams, Circulation Librarian/Manager
Boston College
williakj@bc.edu

Abstract

Overview of the web-based course reserves catalog and staff services in place at Boston College Libraries where the course reserves public catalog mirrors the main catalog in design. Brief demonstration of staff functions and the public catalog including the procedures used to place items on reserve and the tools available to manage reserve lists, online reserve processing, and a look at how online reserves appear and are accessed by the user in the Course Reserves Catalog.

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Various approaches to 853/853X field for generating workable serials publication schedule

Canchuan Li, Senior Cataloging Librarian
Brandeis University
cli@brandeis.edu

Abstract

Aleph uses the MARC 21 853, 854 and 855 fields together with the Aleph defined 853X, 854X and 855X fields to create captions and patterns for predictive serial check in. But because of the current application of the Ex Libris system in the use of USMARC frequency codes, and particularly the irregularity of serial publications, it is beneficial to discuss the approaches and methods of generating 853/853X fields for workable serials check in at Brandeis University Libraries. Creative and elastic utilization of coding in subfields of both 853 field and 853X field will be able to help generate correct check-in pattern for expected serial items. Some of the following examples will be presented to illustrate how to code each subfield and what the result will be:

1. Seasonal publications with different publication frequency
2. Semi-monthly publications with irregular combined issues
3. Quarterly publications with irregular publication frequency
4. Irregular publications with 32, 48, or more than 52 times yearly
5. Publications with 6 times in first and third quarter, 7 times in second and forth quarter
6. Publications with 12 volume yearly, 6 times per month with issue no. 1-3 & 4-6 combined

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She may be a madonna but she ain't no virgin :
the importance and history of authority control at Boston College

Malcolm Norton, Manager of Integrated Library Systems
Boston College
mac@bc.edu

Pamela A. Perry, Catalog/Authorities Librarian
Boston College
perrypd@bc.edu

Abstract

This presentation will discuss the history of automated authority control at Boston College through three library systems. Included in the program will be the topics of vendor selection, process and workflow (past and present), "what we learned from our mistakes," and the triumphs and trials associated with configuring the Aleph authority module.

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Information sharing strategies for staff after STP (Switch To Production)

Mary Moynihan, Manager, Integrated Library System
Brandeis University
Moynihan@brandeis.edu

Abstract

In December of 1999 we signed our contract with Ex Libris for our Aleph 500 system. We then began the process of system analysis, data conversion, system configuration and staff module training. On July 5, 2000 we switched to production with our Aleph 500 system. Our staff module training had helped us to understand some of the advanced functionality's we would have with our new Aleph system. However, after we went live, we started to received a number of questions that all seem to go something like this "in our old system I did … how do I do this same type of thing with Aleph?". For staff this was the really the final process of applying their Aleph module training to their day-to-day work situations. This presentation will cover the ways in which the Brandeis University Libraries' coordinated questions about Aleph from departments and posted these questions to a listserv daily. The Information Systems Department staff researched the questions and posted answers to the same listserv usually the next day. This exchange of information provided a valuable resource for staff about the new Aleph system and an opportunity for the Information Systems Department to understand how some of the tables they had set up in configuration were working once the system went live.

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Supplementing Aleph reports using Crystal Reports web component server

Prepared by Kevin Kidd, Systems Librarian
Boston College
kiddk@bc.edu

Presented by Bob Gerrity, Head of Systems
Boston College
gerrityr@bc.edu

Abstract

This presentation will highlight the solution Boston College has implemented to supplement Aleph Web Services reports. The Crystal Reports Web Component Server integrates with Netscape and MS Windows-based Web servers using native Netscape Server Application Programmer Interface (NSAPI) and Internet Server Application Programmer Interface (ISAPI) interfaces. Additionally, a CGI version can be used with virtually any Windows Web server (other than Netscape and Microsoft). Using the Web Component Server allows us to provide custom, parameterized real-time reports to suit the needs of the library staff. Users enter parameters for a report in a standard HTML form and submit the request to the server. Using an Oracle ODBC connection, the Web Component Server queries the database and returns an up-to-the-minute report to the user's browser. The user then views the report using a Crystal Reports browser plug-in. Data from the reports can be printed and/or exported into other formats. We will demonstrate the reporting capabilities the server provides and discuss the steps it takes to get the Web Component Server running, as well as issues that need to be considered when implementing Crystal Reports. Also, we will provide some examples of the Oracle server-side packages and procedures required to return live data and talk about ODBC configuration issues.

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Converting to Aleph 14.2 at the University of Notre Dame

Marc Truitt, Systems Librarian
University of Notre Dame
mtruitt@nd.edu

Abstract

Notre Dame and its partners in the Michiana Academic Library Consortium (MALC) are the first North American site to begin the process of converting from Aleph version 12.x to 14.2. As such, it is a significant undertaking not only for MALC, but for Ex Libris as well. This presentation will summarize progress to date, focusing on issues of internal planning for testing and implementation, installation of a full test instance of v.14.2 while continuing to maintain a production v.12.x system, coordination with Ex Libris, and issues encountered with the software itself. While the presentation will touch on some technical and configuration topics, the intended audience is staff at existing sites concerned with planning for this conversion.

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Serials pattern project at McGill University

Valerie Fortin, Collections Librarian
McGill University
fortin@library.mcgill.ca

Abstract

The presentation will focus on the organization of the Pattern Project at McGill University, in which the majority of our serial titles had patterns created for them. The presentation will discuss the methodology used, training provided, some of the problems encountered and the results obtained. The work done by Ex-Libris in providing serial patterns from Notre Dame University and loading them into the McGill Aleph database, will also be discussed.

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Loading bibliographic records online and in batch

Pat Riva, Romance Languages Cataloguer/Bibliographic Database Specialist
McGill University
riva@library.mcgill.ca

Abstract

Aleph 500 provides a selection of tools for loading bibliographic records, each with its specific role and function. This session will outline both the online and the batch loading sequences, including the required and optional tables used, and mechanisms for duplicate detection. In particular, the many uses of the p_file_08 programme which allows table-based manipulation of bibliographic records prior to loading will be described. Loading applications used as examples include: loading records from bibliographic utilities with both the OCLC server and in batch, reloading one's own records after having sent them for external batch processing, loading production bibliographic records into a test file.

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Ex Libris Events

14.2 Systems Librarian Training by Ex Libris

James Steenburgen, Senior Librarian, Manager of Customer Services
Ex Libris, U.S.A.
james@exlibris-usa.com

Register directly with Ex Libris
Contact James Steenbergen (james@exlibris-usa.com)
There is no charge for this event.
Attendance will be restricted to systems staff directly involved with 14.2 migration planning.
Handouts will be provided during the session.

Agenda Topics

1. Project Plans for upgrading to 14.2 (hardware needs, timelines, installation and testing, switch-to-production) and Conversion methodology (what is converted? what is recreated?)
2. 14.2 Documentation and Training Guides
3. Apache server - what is it and why is it so important in 14.2? What will be required of Systems staff? What does it CHANGE from current versions of Aleph?
4. Indexing and re-indexing -- changes in procedures and innovations
5. Z39.50 and Universal Gateway changes
6. Unicode in Aleph - what does it mean to me? (or, what's it going to DO TO ME?)
7. Important table changes in 14.2 - discussed by module Circulation, Acquisitions, Cataloging, Items, Serials, and AlephADM
8. Important changes in the GUI clients - and how to deal with those changes

Agenda

9:00 - 9:10   Introductions, Session Overview - James Steenbergen

9:10 - 10:30   Project Plan for Upgrading to 14.2 - Marie Erdman

1. Process and Conversion Methodology
2. Timelines
3. Hardware
4. Installation and Testing

Handouts:
upgrade to 14.2 - project plan.ppt
upgrade to 14.2 - conversion
implementation.ppt
Upgrading to ALEPH 14.2.doc

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10:30-10:45   Break

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10:45-Noon   Unicode and Aleph500, release 14.2 - Jerry Specht
Handout: Unicode.ppt

Apache server - Marie Erdman
Handout:apache-short-new.ppt

Indexing and Re-Indexing - Jerry Specht
Handouts:
Indexing innovations.ppt
Filing & Word Breaking.ppt
Diagnosing Index Problems.doc

Q&A - James Steenbergen

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Noon - 1:30   Lunch

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1:30-3:00   Table Changes in 14.2 - James Steenbergen
Handouts:
Alephadm table tracking.ppt
Implementation notes 12.3.pdf
Implementation notes 12.4.pdf
Implementation notes 14.1.pdf
Implementation notes 14.1-14.2.pdf
List of ALEPH tables - 14.2.pdf

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3:00-3:15   Break

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3:15-5:00   Changes to the GUI clients - Marie Erdman
Handouts: Aleph Desktop tip sheet_14.2.doc

Changes to the Oracle Tables - Jerry Specht
Handout: Oracle Table Changes, 14.2.doc

Changes to the Web Interface - Marie Erdman
Handout: OPAC.ppt

Changes in Z39.50 - James Steenbergen
Handouts:
Z39.50.ppt
Z39_50.doc

Documentation and Training Guides for 14.2 - James Steenbergen
Handouts: All provided on CD

Wrap-Up, Follow-Up, and Q&A - James Steenbergen