The presenter will describe a relatively uncommon strategy for managing the ILS. The University of California Irvine Libraries have implemented a management approach for the ILS which decentralizes control and distributes the responsibilities for modules into their respective functional areas. The presentation will include: Prior organizational configurations and the rationale for change; benefits and improvements in service; group structure including the background and skills of its members; allocation of responsibilities and functions within the group; tools and methodologies used by the group, including a work-ticket system, documentation practices and project management techniques; a critical assessment of efforts to-date; and future refinements.

1. Colby Riggs
ILS Coordinator
University of California, Irvine
cmriggs@uci.edu

2. University of California, Irvine
• A public research university located in Irvine, California
• One of the ten campuses of the University of California (UC) system
• UCI is the fifth-largest UC campus
• With over 28,000 students, 1,100 faculty members and 9,000 staff

3. University of California, Irvine
Libraries
• UCI Libraries include four locations:
• Jack Langson Library
• Ayala Science Library
• Grunigen Medical Library
• Libraries Gateway Study Center
• The Libraries employ 168 full-time equivalent staff:
• 48 librarians and professionals
• 94 staff
• 26 full-time equivalent positions filled by student employees

4. University of California, Irvine
Libraries
• Annual Expenditures – $19.7 million
• Collections – Electronic and Print
• 3.23 million books
• 132,000 journals and serials
• 143,000 government documents
• 135,000 audio/visual materials, multimedia, maps, photographs, and other
graphic materials
• The Libraries Special Collections preserves 581 archival collections that
include over 1 million original documents and photographs

5. UCI ANTPAC (ILS) Management
1991- 2010
ANTPAC
Implementation
Committee
(1991-1994)
ANTPAC
Administrator
Systems
Department
Head
ANTPAC
Public Access
Team
(1997 -2000)
ANTPAC
Management
Committee
(2001 – 2010)

6. ILS Coordinators Group (ILS CG)
2010 -
ILS Coordinator
(Chair)
Web OPAC Module
Coordinator
ERM Module
Coordinator
Cataloging Module
Coordinator
Circulation Module
Coordinator
Acquisitions/Serials
Module
Coordinator
ILS Server
Administrator
Associate University
Librarian for
Technical Services

7. ILS Coordinators Group (ILS CG)
Group Definition
Small group of
functional experts
responsible for the
entire ILS work
processes and segments
Work together to
improve the operations
in their modules
Module Coordinator is
more coach than
planner and controller
Members are expected
to understand all the
jobs and tasks required
of the Group, not just a
single ILS module
Information is readily
shared with all
employees, not just the
top few

8. ILS Coordinators Group Member
Communication Skills
Effective listening
Keeps an open mind
Highly innovative and motivated
Builds teamwork
High work standards
Skilled in coaching and mentoring

9. ILS Coordinators Group Member
Technical Skills
Problem identification and solution
Quality improvement
Organizational knowledge

10. ILS Coordinators Group
Responsibilities
Manages all
issues related
to the use,
maintenance
and
enhancement
of the ILS
Coordinates
the system
across all
public and
staff modules
Develops
policies and
procedures
for the ILS

11. ILS Coordinators Group
Communication
Work together to ensure
effective communication
with all library staff
Provide opportunities for
input from all affected areas
before changes are made
Work to maintain a library-
wide perspective and
awareness

12. Early Training
• InnoU online tutorials
• InnoU online courses
• Presentation archive
• Workshops
III
• Wiki
• Workticket system
• Shared windows drive
• Change request form
• Routine tasks
• Initials and passwords
• III Help Desk
• Projects and tasks
Local

13. ILS Coordinators Group Toolkit
Monthly Meetings
Wiki
Workticket
Database
Department and
Unit Meetings
Email
One-on-One
Consultations
IUG Resources
III Help Desk and
Documentation
Sales/Library
Relations
Manager
ILS
Coordinators

14. ILS Coordinator Group
Recent Agenda Items
Agenda Millennium software and upgrades
Indexing and scoping
Planning and implementing new services
Approving change requests
Modifying OPAC displays
Developing proactive approaches to service
Reviewing III Price Promotions
Prioritizing Pending Projects and Tasks

15. ILS Coordinators Group Wiki

16. ILS Coordinators Group Wiki

17. Library-wide Workticket System

18. ILS CG Workticket Queue

19. Workticket Database
Local Issues

20. Workticket Database
Documenting III Tickets

21. Workticket Database
Work/Communication Distribution

22. Workticket Database
Work/Communication Distribution

23. Workticket Database
Work/Communication Distribution

24. ILS Coordinator Group Projects

25. ILS Coordinator Group Projects

26. Project Definition

27. Change Request

28. UC Irvine Libraries
ILS Coordinators Group (ILS CG)
ILS Coordinator
(Chair)
Web OPAC Module
Coordinator
ERM Module
Coordinator
Cataloging Module
Coordinator
Circulation Module
Coordinator
Acquisitions/Serials
Module Coordinator
ILS Server
Administrator
Colby Riggs
ILS Coordinator
UC Irvine Libraries
cmriggs@uci.edu