2021-07-23 Minutes

Owned by John Ellis
Last updated: Aug 06, 2021
4 min read

Attendees

Absent:

Discussion Items

  • Introductions completed; first meeting of this subcommittee.

  • Meeting Goals and Objectives

    • Terms of Reference (TOR) for group is being written that will be shared before or at our next meeting for discussion.

  • Communication

    • Confluence will be this group’s primary method of communication throughout the project.

    • Members encouraged to access the webinars.

  • Determine common integrations for all participating colleges.
    See List of Integrations: Integrations - Ex Libris Developer Network (exlibrisgroup.com)
    Briefing note to be drafted once list is finalized.

    • Briefing note to be drafted once list is finalized.

    • The group’s primary focus will be to identify which integrations are most common amongst the colleges and decide how to proceed with implementation for these integrations during implementation.

    • Thomas indicated that there is a document created as part of the RFP that details systems and 3rd party integrations used by the colleges currently. He is going to locate any relevant information in the RFP and share with this group. There may still be a need to reach out to colleges to ask how the integrations work currently. <<LINK TO THIS DOCUMENT IS BELOW>>

    • Patron Data Transfers from HRIS and SIS systems.
      The group was asked how many members are hoping to automate their integrations with HRIS and SIS systems to receive patron data and to send account information such as fines and blocks back to the SIS. Most members indicated that this is a goal for their institution.

    • Some colleges have partnerships with Universities that may need to be considered when exploring 3rd party integrations.

    • HRIS and SIS systems currently in use:
      Algonquin -  Workday (HRIS) not currently connected to Sirsi; manual load
      Fanshawe - Colleague (formerly Datatell) for student and faculty information
      Fleming – Peoplesoft: College recently agreed to begin sharing user data with the library
      beginning to implement SSO but currently has a manual process for adding user data to SIRSI
      Currently, there is no process to automate a transfer of faculty data because there are many visiting lecturers who only teach for a day or a week.
      Humber – Banner (SIS), HRMS (HRIS)
      Faculty and staff data is pushed to Banner. All library accounts come from Banner to SIRSI
      Process is automated to send student, faculty and staff data from Banner to OCLS using an SFTP server
      Humber has an additional transfer from the University of Guelph’s SIS

    • Sheridan - There is another data transfer from ITC that updates patron barcode information from OneCard; -Oracle PeopleSoft

    • Data transfer includes staff and faculty

    • Nightly patron data extraction from PeopleSoft

    • Information transferred via FTP to OCLS

    • Fine Payment Process
      Algonquin
      Manual fines process; uses Debit machine to collect payment and manually post fines in SIS
      Fanshawe
      Student outstanding fine and lost item information manually sent to another department. Secondary department sends paper invoices to students and collects payments using cheques.
      Process is completely manual
      Fleming
      Library accepts cash
      Exploring possibility of integration with college’s OneCard payment solution
      -Humber (manual process).
      Staff add user information to an Excel spreadsheet that is sent to staff member in the Office of the Registrar (RO)
      RO uploads spreadsheet to Banner which updates patron accounts with bill information
      Possible future integration with college’s OneCard payment solution
      Sheridan - no integration with SIS
      Library accepts cash and debit
      College has a OneCard system but it is currently not integrated with the library

    • Physical Hardware Integrations
      Bibliotheca Self-Check machines (Fanshawe, Humber, Sheridan, Algonquin)
      Bibliotheca gates and/or RFID pads (Fanshawe and Humber)
      Standalone Bibliotheca RFID scanner (Fanshawe)
      Convergent lockers and/or book vending machines (Algonquin and Humber)

  • Additional Integrations

    • Physical Hardware Integrations

    • SSO or other methods for authentication

    • Thomas was concerned about privacy and what happens with user data since some data will be shared across the platform.

    • Acquisitions and vendor integrations such a GOBI for book purchasing

    • Humber currently uses Chrome River and SIRSI acquisitions module. Amanda is unclear whether these programs are integrated.

    • Algonquin is using Workday for finances

    • Are there other tools for cataloguing and/or copy cataloguing

    • Discussion will be continued next meeting.

  • BOLT group (Banner Ontario Leadership Team) - determine which colleges use Banner HRIS and investigate if BOLT group can assist.

    • Not much is known about BOLT at this time. The group will identify which colleges use the Banner system and see whether BOLT can assist these colleges.

    • Discussion about BOLT will be discussed at the next meeting.

    • John to follow-up with Liana re: contact for BOLT group.

  • Requirement for Alma Certified Administrators.

    • Deferred

Action Items

  • None.

Next Meeting

  • The next meeting will take place Friday August 6 and every two weeks thereafter. John circulate an invitation to the subcommittee.