MEETING NOTES: 15 June 2000

ORBIS2 REPORTS CRITERIA WORK GROUP

ATTENDING: Carolyn Claflin, Martha Conway, Carol Jones (chair), and Karen Reardon

For the first 30 minutes, the Reports Criteria group met jointly with the Records Criteria group to hear from Audrey Novak, Orbis2 Project Manager. After thanking members of both groups for their participation, Audrey reviewed the two products which MMG has requested from all of the criteria work groups and advised us to concentrate on the draft checklists for the 3 July deadline.

After separating from the Records Criteria group, we began to discuss what we want to consider as we develop the draft checklist.

Framework of the checklist: We agreed that the checklist would be organized by function, with sections broadly described as Access Services (Circulation, Reserves, and ILL), Acquisitions, Administration, Cataloging, Collection Development, and General/Systems. The framework will be useful when we approach other staff for their input on report capabilities of a new ILS and will be further defined and revised as our discussions continue over the summer.

Two terms came up repeatedly during our discussion--reporting environment and report functionality--and most of the ideas and suggestions which we threw out fell under one or the other of these.

Environment:

* easy to use

* most reports can be generated by individual staff with little or no LSO intervention

* suitable for staff training and instruction

* a combination of "canned" and customized reports

* eliminates rekeying of data

* provides for review, analysis, and correction of data

* allows querying of ODBC compliant applications

* available reports are listed and indexed to facilitate wider use and limit duplication of effort

* Orbis2 information can be related to corresponding University data

* provides authentication or system of rights and privileges which addresses issues of privacy and data security

* provides consistent data for responding to internal and external reporting needs

 

Functionality:

* ad hoc requests based on specific fields within records

* multiple means of access, e.g., point-and-click and command driven

* retention of data for time studies and historical analysis

* work from workstation desktop

* use tools currently available, i.e., standard staff hardware and software

* query across databases

* initiate queries from Web

* generate set of random records from database

 

Next meeting:

* We will review RFPs and other documents available on Orbis2 Web site, reporting comments and thoughts to the entire group via email.

* Martha will bring the SQIC report which addresses ARL reporting.

* Karen will further define functionality and environment characteristics.

* Carolyn will consider and describe Administrative reporting needs.