Administrative Services Council Minutes 3/6/00

Michael Rancer (mrancer@library.berkeley.edu)
Fri, 14 Jul 2000 16:11:20 -0700

Messages sorted by: [ date ][ thread ][ subject ][ author ]

Administrative Services Council
Minutes of March 6, 2000
Present: C.Campbell, M. Cochran, T. Dilworth, J. Dost, J. Fong, B. Liu,
M. McDonald (recorder), M. Rancer, E. Woods, F.Yip
1. Announcements:
Mike announced that the campus has begun use of an online travel
reimbursement system that is supposed to shorten the payment process.
However, paper receipts will still be required. The Library will not
be hooked up to the new system until sometime in the summer.
Janice announced that Sandra Haire, Assistant Vice Chancellor for Human
Resources, is to speak about the streamlining of departmental HRD's.
Janice will sent out a notice.
2. Space Planning & Facilities:
Mike updated the Council on a review of public service staffing in
Doe-Moffitt. He, Fred, and AUL Patty Iannuzzi are discussing possible
improvements to coordination of the circulation and security functions
at the building entrances. One outcome of these discussions may be a
transfer of some security functions and staff to Doe-Moffitt
Circulation. A final decision is not expected until later in the
spring.
At the last meeting Fred had spoken of the heavy workload that Space
Planning & Facilities has had recently. Cris has discussed this with the
Sciences Council and had several comments and suggestions from Sciences
Council:
--It would be useful to have a "roadmap" of where to go for what service;
and who pays for what (unit vs. space planning etc.)
--Also useful to have an explanation of what kinds of requests are
considered to be part of a surge process vs. routine, and then to whom
should they go and who pays?
--It would be helpful to have a web-based chart of ongoing work in F/SP,
so units can find out where their projects are in the workflow.
--Since staff for space planning is limited, is it possible to contract
out with the new Steelcase vendor or some other vendor to handle some space
planning?
--Can units order certain equipment directly, rather than going through
Space Planning? Perhaps there could be a dollar cut-off on what a
unit could order directly?
Mike said that there were campus units that the Library could out-source
to for a recharge. Fred and Mike are discussing different ways of helping
the S/P department.
3. New buyer position and the Library Storehouse
Bob reported that the details of Mainly Stationery moving into the Supply
Room space are being worked out presently. Mainly Stationery will pay for
the construction that will customize the space for them. Mainly
Stationery will handle the Library's supplies in exchange for the space.
This will save about 20% of Bill Brockett's time, so the Library will
benefit from this liaison.
The Buyer II position, that was once occuped by Jim Keenan has been
re-established and the job description is now in draft form. One aspect of
the job will be as liaison with the Campus Supplies.
4. Status of Xerox implementation
The Earth Sciences & Maps library has a color printer and a patron can
direct a printing to that printer from any location in the Library. The
printer might be transferred to the Information/Gateway since there are
potential problems with a branch library having one of the few color
printers in the system. The final decision on location will also depend on
where color use volumes will be highest.
Jeanne reports that the group has drafted a survey that will be mailed to
all units regarding the installation of the new photocopy machines.
Some units have reported that Xerox can take quite a bit of time to answer
a service call. The agreement is that Xerox responds within four hours.
5. Status of BFS conversion and training
A new General Ledger will be part of the next phase of BFS. The Library
must sync Innopac
with BFS and presently there are problems having to do with the number of
characters in the chart string that each system will take. Re-charges may
be a problem due to
the need to change re-charge numbers. The Library will be using only one
designation and
it will be KOLIB (LI and LF will disappear). The Campus is decentralizing many
tasks so all of the departments must be trained for all of this. Training
is due to start in April. On the good side, all Campus Accounts must be
posted publicly so the Library will be able to access these numbers to use
in recharging. At this time, however, the Library conversion team still
expects all systems to be operational with the new campus system on Jul 1.
6. Human resources issues
Janice announced that academic recruitment would keep LHRD busy for the
next few months due to the number of interviews that will take place.
The next Merit-Bonus program will be similar to the previous one. This
will probably occur in October. Awards will follow the five goals of the
Chancellor's memo. A Brown Bag Lunch is being scheduled to discuss the
goals.
The summer intern program. Isabel Stirling is working with Pat Kreitz
at the Stanford Linear Accelator Program (SLAC) Library on a joint
internship proposal for minority library students, as well as a mentor.
Clark Atlanta University is willing to provide two students and their
mentor.
The Campus Academic Recruitment webpage is very out of date. Action is
being taken to bring the page up-to-date. The Library's own LHRD is to be
used as a model since it is such a well organized page.
The Safety Committee has had two safety inspections in Doe/Moffitt. The
departments were given a prior notice, then inspected. Questions are given to
the department first, plus time for the staff to bring up issues. Then
the inspection takes place. At the present the inspections will occur
only in Doe/Moffitt. An EH&S representative took the library inspectors
through the first inspection. Following inspections will be done with
library employees.
7. Customer Surveys
Mike has been exploring a customer survey. It has been suggested that a
small panel of people of other universities be brought in. How can a
survey measure the quality of service? Elise told the group that there
are web surveys available. What about the methodology? Would the Library
need professional guidance to form the survey? Could the Library tailor
pre-existing surveys, such as UCSF's? At the council's next meeting
members could bring sample surveys to look at.
8. Composition of Council
With the terms of 3 Council members expiring in July, Mike asked about
the relationship between Admin Services Council and the other
Councils. Specifically, he raised the question of how the concerns of
the functional councils should be represented, as well as those of the
subject councils which are already represented. This topic was held
over for future discussion.