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HOLLIS Newsletter

Volume 13, Number 3/4 (June/July 1998)

Subscription Info | OIS Contacts

Table of Contents

  • HOLLIS II Vendor Selected

  • HOLLIS News

  • HOLLIS Plus News

  • Digital Initiative News

  • HOLLIS Liasons Minutes

  • OIS Project List

  • HOLLIS Training Schedule

  • Notes & Reminders

  • Attachments

    Table Of Contents | OIS Contacts


    HOLLIS II Vendor Selected

    In a 22 June letter to the Harvard library community, Sidney Verba (Director of the University Library) and Nancy Cline (Librarian of Harvard College) reported that Harvard had selected Data Research Associates (DRA) as the HOLLIS II vendor. What follows is the full text of that letter and information about early implementation plans.

    We are pleased to report that Harvard has selected DRA to supply the software for the next generation of HOLLIS. After a careful analysis of the many vendors of integrated library systems, we believe that DRA offers us the best combination of company strength, forward-looking technology, and the promise of successful long-term evolution.

    The process of evaluating alternative vendor systems has been long and has involved not just large numbers of library staff, but also consultation with faculty and other users to insure that the wide range of needs of the University are met. The evaluation of systems considered many criteria, including functionality, technical underpinnings, system architecture, strength of data models, company management, finances, target markets, and quality of customer support.

    DRA is in many ways the strongest company analyzed. The company is financially solid, well managed, and with an excellent reputation for customer support. Our evaluators reported that the DRA staff are good designers, technically impressive, good to work with, and possess a sound understanding of the needs of libraries like Harvard. Among the new customers for the new DRA Taos system are a number of large research libraries (UCLA, Minnesota, and Illinois among others), which will help insure that Taos evolves in ways appropriate for Harvard.

    The Taos system is not fully finished and has been somewhat behind schedule. This is not unusual for large software development projects, but has been, nonetheless, a matter of concern. Accordingly we will not proceed directly to a purchase contract with DRA. Rather we have signed a Letter of Intent stating that we will contract for the system only after DRA has fulfilled two conditions:

    1. Successfully (in terms of both functionality and performance) implemented the opac and circulation subsystems at UCLA by October 1;
    2. Met a series of monthly milestones on the further development of Taos between now and October 1.

    Obviously these criteria are intended to provide us with assurance that development is now on schedule and that the system will succeed in a large library environment. Assuming that these conditions are met, we will sign the contract in the beginning of October of this year. This should allow us to proceed on the basis of earlier discussions:

    • implementing opac and circulation control on July 1, 1999;
    • implementing the remainder of Taos on July 1, 2000.

    HOLLIS has been an enormously successful system that has served the Harvard libraries and their users well for many years. Unfortunately, the current HOLLIS has been getting old. The underlying technology is almost 30 years old. The system was constructed on a mainframe computing model, one quite different from the network-based model that characterizes today's digital environment. The world in which our libraries operate today is changing dramatically. This change has significant implications for Harvard's library system. The growth of digital information and the increased use of electronic communications by other institutions with which our libraries interact increasingly generate the need for new functions in HOLLIS. The modern technological base and powerful architectural design of Taos, and the business strength of DRA will provide Harvard with a system we believe will serve Harvard well for the next decade as the current HOLLIS system did for the last.

    We need to extend our thanks to the many members of the Library community who worked together on this evaluation project. We have heard many favorable comments from other institutions about the model of thoroughness that Harvard provides by this evaluation. It took a lot of work. And we are grateful for it.

    Next steps: contracting and implementation
    Between late June and October, preparations for the contracting phase and implementation planning will be the focus of OIS and HOLLIS II functional task groups. Since the Taos system is a work in progress, Harvard will need to incorporate language about performance and required functionality into its contract with DRA. Harvard's functionality requirements will be based largely on priorities identified by the HOLLIS II task groups, which are due on 1 September. DRA will provide updates on Taos developments in the late July timeframe to assist task groups with this process.

    DRA representatives are scheduled to visit Harvard in late July or early August to assist with installation of a Taos test system. This test system will help OIS determine the right hardware configuration for our new system and assist task groups in their review of what Taos lacks that is important to Harvard.

    The current implementation plan calls for availability of the new public catalog and circulation functions for July 1, 1999 followed by all technical service modules on July 1, 2000. Between July 1999 and July 2000, Harvard will operate HOLLIS and Taos in parallel, requiring development of a "bridge system" that will regularly transfer data from HOLLIS to Taos. Analysis of how such a bridge system would work has already started.

    Open meeting in July
    Library staff will have an opportunity to learn more about the selection of DRA and early implementation plans at an open meeting on 14 July, 9-10am, in the Lamont Forum Room. Representatives from the HOLLIS II Steering Committee, the University Library Council (ULC), OIS and task groups will be present to answer questions.

    Implementation planning will move into high gear starting this fall. Communications regarding implementation activities will appear on the HOLLIS II web site (http://hul.harvard.edu/hollis2/), in this newsletter, and over the HULINFO electronic discussion list. If you have questions, contact Julie Wetherill or Tracey Robinson in OIS.

    Table Of Contents | OIS Contacts


    HOLLIS News

    ADAPT Financial Processing and HOLLIS
    ADAPT is a University-wide project that is developing new ways of managing and operating Harvard's business and administrative functions. The Project's first set of deliverables are expected within the next six to twelve months. At the April Liaisons meeting, Tracey Robinson and Cathy Conroy, Assistant Librarian for Administration at the Law School Library and part time member of the ADAPT implementation team, provided an update on ADAPT activities and their impact on HOLLIS.

    Current phase: changes to core financial modules
    Project ADAPT has four phases:

    1. Planning implementation strategy and software selection,
    2. Implementation of core financial modules including the new chart of accounts, general ledger, and accounts payable systems (well into planning; nearing implementation stage),
    3. Implementation of sponsored research grants management (planning underway, no implementation date yet), and
    4. Implementation of human resources, payroll, etc. processing (planning has just begun; implementation will follow phase 3).

    Current efforts are focused on planning for phase 2 implementation of the core financial modules, scheduled for the January 1999 timeframe. Cathy Conroy noted that the choice of Oracle as ADAPT's software platform will mean a more powerful system offering higher levels of consistency to financial accounting and reporting across the university. It also will insure compliance with national and government financial reporting standards.

    At the core of the financial implementation is expansion of the university chart of accounts (COA). One of the challenges facing ADAPT planners is coordination of these changes with Harvard's numerous local financial systems and processes, including HOLLIS. For example, library staff processing invoices in HOLLIS use a variation of the 14-digit accounting code, including department code (2 digits), subdepartment (3 digits), fund number (5 digits), material type (2 digits), and ledger number (2 digits). ADAPT will replace this with a 7-segment, 31-digit coding structure. [From the Editor: ADAPT recently increased the total size to 33 digits.] While this may seem daunting, it allows for structural variations needed to accommodate local financial practices.

    Local implementation planning
    ADAPT implementation activities are coordinated by local teams in each School (and Central Administration). Each team is responsible for management of local implementation and coordination of technical and financial issues, training, and communication. Many decisions related to the ADAPT financial processing model are made at this level and reported back to the center. Cathy Conroy is a member of the local implementation team responsible for the Art Museums, Health Services, and the libraries. For the libraries, Cathy is the implementation coordinator for the HUL core (Wadsworth House, HD Archives, OIS, and Preservation). She will likely also play a coordinating role for cross-faculty issues (like HOLLIS) of importance to libraries.

    HOLLIS and ADAPT
    Implementation of the financial processing piece of ADAPT will likely precede our migration to HOLLIS II. Consequently, work must be done to insure that current HOLLIS financial information still makes it into the general ledger and invoices get paid. It is not clear how smooth the transfer of will be, but it is likely there will be issues of data transfer and synchronization that the University Library will need to tackle before HOLLIS II is fully implemented.

    ADAPT is developing an automated process to map the existing 14-digit financial coding into the new 33-digit codes. The local implementation team assigned to HUL is working on how this mapping should work for HOLLIS financial data. This mapping process will continue for some unspecified period of time, but will not last indefinitely.

    OIS representatives are working with the HUL implementation team to identify other areas in which HOLLIS and ADAPT will need to "interface." HOLLIS communicates payment information to Accounts Payable in printed (green and yellow vouchers) and electronic form (the "electronic transfer of payments" or ETP process). ADAPT will likely handle the electronic feed without much difficulty, but there is no automated or centralized process for handling printed vouchers.

    Another interface point is the vendor file. Lorraine DiSessa in HCL Book Accounts performs manual maintenance to keep HOLLIS and Central's vendor data in synch. How will HOLLIS and the future Oracle-based vendor file stay in synch? There are also questions about the impact of ADAPT on the transfer of HOLLIS patron billing information to external agencies, like the Term Bill Office and Accounts Receivable.

    The University Library Council (ULC) is reluctant to sanction developments to the current HOLLIS system with HOLLIS II implementation so near. Therefore it is possible that the interim between HOLLIS and HOLLIS II will witness a temporary increase in the manual keying of some types of financial data from HOLLIS into Oracle in cases where an automated solution is not feasible. There are plans to appoint a group of liaisons very close to accounting functions to serve as local experts during the transition process. Hopefully these liaisons will spot problems and identify solutions to improve the HOLLIS to ADAPT interface.

    Questions
    Richard Kaufman asked about the relationship of the University's new purchasing card and fund accounting in HOLLIS. The "P-card" is the new standard for posting and tracking of financial transactions under a specified dollar limit (currently $500). Accounting for P-card purchases is processed electronically, so it does not easily accommodate library purchases through HOLLIS. Tracey Robinson noted that libraries purchasing materials via the P-card must manually record these transactions in HOLLIS if they want their HOLLIS fund balances to agree with university balances. [From the Editor: See the related PCard story in this issue.]

    Harold Moren asked how long ADAPT would maintain the mapping between the traditional 14-digit accounting codes in HOLLIS and the new 33-digit format? Tracey replied that the mapping of old to new was expected to last at least one year beyond the initial implementation of financial processing. For the University Library, the implementation timeline for HOLLIS II will be an important factor in determining how and when library financial transactions migrate into the new world.

    Representatives from HUL, OIS, ADAPT, and library financial staff continue to review the impact of ADAPT on how HOLLIS interacts with central financial systems. More information will become available as planning proceeds. If you have questions, contact Tracey Robinson or Cathy Conroy.

    Table Of Contents | OIS Contacts


    End of Fiscal Year Procedures

    HOLLIS end of fiscal year procedures are scheduled to begin on Tuesday, June 30, 1998 at 6:00 pm. The HULPR system will remain in operation Tuesday until the normal shut down time of 1:00am Wednesday to allow circulation units to function normally. However, NO payment activity will be allowed after 6:00 pm. Users attempting to create or modify O/P/Rs, ACUs or invoices will get hostile messages such as `FILE NOT AVAILABLE'.

    Detailed instructions about HOLLIS end of fiscal year procedures were sent out in May to HOLLIS Liaisons and library financial officers. These procedures are also available on the web.

    Contact Linda Marean in OIS if you have questions.

    Table Of Contents | OIS Contacts


    GET ANY Removed

    The intra-library loan pilot project (accessible through the HOLLIS "GET ANY" command) has concluded. The purpose of the pilot project was to gather use and cost information to assist individual Harvard libraries in deciding whether to offer a service of this type.

    It is not clear what intralibrary loan arrangements there might be "post-GET ANY." But it is clear that there will be no future efforts to develop an intralibrary loan request process involving the current HOLLIS system.

    GET ANY was removed from HOLLIS on 1 June. Anyone who tries the GET ANY command receives an information screen directing them to contact the Circulation/Interlibrary Loan department in their primary service library.

    Table Of Contents | OIS Contacts


    HOLLIS databases removed

    The Government Documents Item File (DI) and Houghton Drawings (VS) databases were removed from HOLLIS on 24 May. Both were databases available only from technical services mode of the HULPR system.

    The contents of VS were added to the HU database. The DI database was removed because it was no longer being used — processing of government documents shifted to the HU database a few years ago. Contact Robin Wendler in OIS if you have questions.

    On June 1st, PsycINFO (PS) was the first citation database to be removed from HOLLIS in advance of HOLLIS II. A web version of PsycINFO is available from HOLLIS Plus. Consult the HOLLIS Plus News section of this issue for more information about changes to PsycINFO.

    Table Of Contents | OIS Contacts


    The PCard and HOLLIS

    The Harvard University Purchasing Card (PCard) Program is now in full swing with many library acquisitions departments using it to purchase collection materials traditionally ordered and paid for through HOLLIS. PCard use has implications for HOLLIS financial record-keeping, which is the focus of this article.

    HOLLIS is a shadow accounting system — it tracks purchases and fund balances and passes payment information to the General Ledger. PCard purchases are fed into the University's web-based settlement system and then swept from that system into the General Ledger electronically. PCard purchases bypass HOLLIS entirely. Libraries will decide how to incorporate PCard purchases into local procedures, and those concerned with keeping HOLLIS financial information in synch with the General Ledger will need to work HOLLIS record-keeping into these procedures.

    The College Library has developed some common sense guidelines on how to integrate HOLLIS financial record-keeping with PCard purchases. A revision of these guidelines, modified to be more generally applicable, is available.

    Issues related to PCard use and HOLLIS fund accounting have been hot topics at recent Acquisitions Roundtable meetings. It is clear that the PCard has introduced efficiencies and some annoyances into the library acquisitions process. But this program is new and undoubtedly refinements to the process will be necessary as users gain experience using the purchasing card. Many thanks to Ellen Cohen and her colleagues at Widener Financial Services for the PCard guidelines. Thanks also to Dev Kernan and Ingrid Ahlberg for their assistance in assembling this article.

    Table Of Contents | OIS Contacts


    Recent record weeds

    26,048 payment statements approved between 7/01/89 and 06/30/97 were flagged as weedable on May 21st. Fiche for these records were distributed to those with subscriptions. These fiche should replace the previous fiche which covered 7/01/89 to 12/31/96.

    37,136 records for invoices completed before 7/1/97 were weeded from the invoice file on June 10th. No fiche are produced as part of this process since invoices from FY97 were written to fiche at the end of FY97. The weeding of these records is done annually at the close of the fiscal year.

    If you have any questions about HOLLIS record weeding, please contact Linda Marean in OIS.

    Table Of Contents | OIS Contacts


    Telnet to HOLLIS: seeing double or nothing at all

    A rash of reports concerning problems using the HOLLIS public catalog surfaced during May and June. This problem, which was invisible to most users, was diagnosed and eventually fixed. But some users who suffered the original problem may now suffer from the solution. Public services staff especially may want to be aware of the details.

    In May, University Information Systems (UIS) made a change to the network software associated with the mainframe hosting HOLLIS. It appears that this change had the unfortunate side effect of preventing HOLLIS from negotiating "local echo" with remote connections. When "local echo" is on, every letter you type appears on the screen as you type it. Some users, especially those connecting from Xterm clients, reported not being able to see what they were typing at the HOLLIS command line. The temporary solution for some of these users was to have them "turn on" local echo in their telnet client.

    UIS fixed the problem on 17 June. It is possible that some of the users who had to reconfigure telnet for local echo are now seeing "double." That is, eevveerryytthhiinngg ttyyppeedd appears twice. If you receive a question about problem HOLLIS telnet connections with this symptom, tell the user to turn off local echo.

    Table Of Contents | OIS Contacts


    HOLLIS Plus News

    Upcoming Enhancements

    These resources are tentatively scheduled to debut in HOLLIS Plus over the next few months. Precise release dates are not available and the status of individual titles is subject to change.

    • Hand Press Books File (RLG/Eureka)
    • International Index to the Performing Arts (Chadwyck-Healey)
    • Iter: Gateway to the Renaissance (U. Toronto)
    • SciFinder (graphical access to CAS (Chemical Abstracts Service) databases)
    • Directory of Electronic Journals, Newsletters and Academic Discussion Lists 7th Edition
    • Annual Reviews: Biomedical Sciences (Annual Reviews)
    • Microbiology and Molecular Biology Reviews (ASM)
    • Molecular Microbiology (Blackwell Navigator)
    Journals from the American Chemical Society:
    • Accounts of Chemical Research
    • Analytical Chemistry
    • Biochemistry
    • Chemical Reviews
    • Journal of Medicinal Chemistry
    • Journal of Physical Chemistry
    New Springer Verlag titles on trial:
    • European Journal of Clinical Microbiology and Infectious Diseases
    • Graphs and Combinatorics
    • International Journal of Game Theory
    • Journal of Classification
    • Molecular Marine Biology and Biotechnology
    • Research in Experimental Medicine
    If you have questions, contact Julie Wetherill in OIS.

    Table Of Contents | OIS Contacts


    Database removals

    Twelve telnet-accessible databases offered by HOLLIS Plus (one was a HOLLIS database) were removed on June 1st 1998. All of these databases have web-accessible equivalents available from HOLLIS Plus.

    The reasons for these removals are primarily issues of security and maintenance. In order to maintain telnet access, OIS needs to tinker with network software in a non-standard way that makes ongoing maintenance a problem. This same tinkering also has security implications. With web versions of these databases available, there is much less justification for keeping these telnet versions around. PsycINFO went away as part of the database migration plan for HOLLIS, in advance of HOLLIS II. Removed databases include:

    • Inspec via Firstsearch
    • Psycinfo via HOLLIS
    Eureka databases:
    • Avery Index to Architectural Periodicals
    • English Short Title Catalog
    • Handbook of Latin American Studies
    • Hispanic American Periodicals Index
    • History of Science and Technology
    • Index to Foreign Legal Periodicals
    • Inside Information Plus
    • RLG Bibliographic File
    • Russian Academy of Sciences Bibliographies
    • World Law Index

    Contact Julie Wetherill in OIS if you have questions.

    Table Of Contents | OIS Contacts


    Full text resources and Adobe Acrobat

    Increasingly, web sites delivering full text materials via the Adobe portable document format (PDF) are requiring version 3 of the Acrobat Reader for viewing. Recently IDEAL (the Academic Press online journal service) notified its customers that all of their 1999 articles will be Acrobat 3.0 compliant to take advantage of improved file compression and "byte serving" (page-at-a-time downloading). These articles will start appearing in the last quarter of 1998. HOLLIS Plus offers over 50 of these Academic Press journals. Several other electronic journals recently added to HOLLIS Plus have this requirement as well. Materials created with Acrobat 3 are incompatible with version 2 of the Acrobat Reader.

    Libraries that have not already done so should consider upgrading their workstations to use version 3 of the Acrobat Reader. The Reader is freely available from the Adobe web site (see URLs below). Most vendor web sites (including IDEAL) offer a download link as well. IDEAL also offers information on the advantages of version 3.

    It's easy to verify if you are using the older 2.0 or 2.1 versions of Acrobat Reader. With the Reader open, select the "About Acrobat Reader" entry under the Help menu. Acrobat version 3 does have minimum and recommended system requirements that you should review if your workstation is not Pentium-based.

    The URLs:

    Table Of Contents | OIS Contacts


    Microsoft Internet Explorer bug fixed

    Fans of Microsoft's Internet Explorer (MSIE) web browser will be happy to hear that the latest release of MSIE version 4 is compatible with proxied HOLLIS Plus resources (including Lexis-Nexis, Oxford English dictionary, Encyclopedia Britannica, and journals from Project Muse and JSTOR). Earlier releases of MSIE 4 were incompatible with the HOLLIS Plus proxy server (the software used to provide Harvard ID access to resources restricted by network IP address).

    Apparently, this latest build of MSIE is shipping with Windows 98, but it is not clear that new Windows 95 installations will include it. So, if you want to upgrade, visit the Microsoft web site and look for the "Internet Explorer 4.01 Service Pack 1 (SP1)" at the URL:

    http://www.microsoft.com/ie/download/

    The official version number is 4.01, but the build number to look for is #4.72.3110.8 or higher. Many thanks to Ellen Isenstein for calling this to our attention.

    Table Of Contents | OIS Contacts


    PsycINFO: one step forward, two steps back?

    Access to PsycINFO, the online version of Psychological Abstracts, has undergone some major changes this spring. Below is a play-by-play for those (like this Editor) who feel they need a PsycINFO score card to keep track of the changes.

    Nov 1997. In preparation for HOLLIS II, OIS announces plans to migrate HOLLIS citation databases to third party providers. PsycINFO becomes the first candidate because publisher makes major changes to record format that OIS will not be able to program for.

    Feb 1998. PsycINFO (PS) database in HOLLIS no longer updated due to change in publisher's record format.

    Mar 28. OVID web version of PsycINFO debuts in HOLLIS Plus, with 1967- coverage and without hook to local holdings. Chronological coverage should be 1984- (per subscription), but OVID technical glitch requires access to broader backfile (1967- ).

    June 1. PsycINFO (PS) database removed from HOLLIS.

    June 3. Problems accessing OVID PsycINFO solved by removing the 5 simultaneous user limit accidentally imposed by OVID (Harvard's contract calls for unlimited access).

    June 19. OVID PsycINFO coverage returns to 1984 to present.

    The coverage change from 1967- to 1984- seems like a step back but is in line with Harvard's current PsycINFO subscription. Loss of hook to local holdings (formerly available via the LOC command in HOLLIS) was regrettable but unavoidable. OIS is investigating alternatives, but there is no good near term solution for reinstating hook to local holdings. If you have questions, contact Julie Wetherill in OIS.

    Table Of Contents | OIS Contacts


    Harvard Receives Grant from Digital Library Federation

    By MacKenzie Smith

    With the University of Michigan as the lead institution, Harvard, Columbia, and Oxford Universities have jointly received a grant from the Digital Library Federation to develop an architecture and a prototype for a computer system to perform cross-institutional searching and display of archival and manuscript finding aids. The project will run for approximately 10 months starting in June of this year and will lead to the development of a Digital Finding Aids Search Server (DFASS) which will allow researchers world-wide to search the online finding aids of one or all of the participating institutions simultaneously. A number of finding aids at each institution have been marked up in SGML (the Standard Generalized Markup Language) using a newly emerging standard called the Encoded Archival Description (EAD).

    Since by preference each institution chooses to use the EAD slightly differently, usually to accommodate local historical archival practice, putting finding aids together into union catalogs leads to sometimes unexpected or confusing results. This project presents a different model by allowing each institution to develop an optimal, customized local system for their own finding aids, all using the same base technology, then adding to it the ability to search the other institutions' finding aids and integrate the results into the local system's interface. The project hopes to explore whether this model improves on that of a union catalog of finding aids, and what kinds of common search capabilities researchers would like to see across different institutions. If this model proves to be useful, it could inform the development of a new Z39.50 profile for cross-database searching of EAD-encoded finding aids.

    The DLF project builds on the work of the 3-year old Harvard/Radcliffe Digital Finding Aids Project (DFAP) which has representation from the Houghton Library, the Law School Library, Radcliffe's Schlesinger Library, the Andover-Harvard Theological Library, the Botany Libraries, the Business School Library, and Widener Library as well as the Office for Information Systems who developed the current DFAP web site (see http://findingaids.harvard.edu/). A new interface to Harvard/Radcliffe's finding aids is being released this summer which will allow for complex searching of the finding aids with multiple indexes and will become the basis for Harvard's participation in the DLF work. This new interface to Harvard/Radcliffe's finding aids is in turn based on ongoing work at the University of Michigan's Humanities Text Initiative which is part of their Digital Library Production Service. Harvard's participation in the project will be managed through the HUL Office for Information Systems as part of the new Library Digital Initiative. For more information contact MacKenzie Smith, Digital Library Projects Manager, OIS.

    Table Of Contents | OIS Contacts


    April 1998 meeting

    Harvard home page changes

    The web site variously known as the VINE and as the Harvard Home Page is undergoing some big changes this spring. In early April, this site officially became known as the Harvard Home Page, available at the URL http://www.harvard.edu/. The old URL (http://vine.harvard.edu) no longer exists. New Webmaster Elaine Benfatto has undertaken a major revision of this site as well. Later this spring, the group that supports the Harvard Home Page will move from OIS to new office space at University Information Systems (UIS).

    HOLLIS Plus-related database updates

    Sporadic reports of problems using Lexis-Nexis Universe were reported during much of March and early April. Users report receiving the error message "There is a problem with the URL. Please check the URL and try again." when attempting to use any Universe search form. [From the Editor: the source of this problem was finally discovered in early May.]

    The PsycINFO (PS) database in HOLLIS will be removed on June 1st of this year. [From the Editor: consult the HOLLIS Plus News section for more information about PsycINFO.]

    Performance of OVID databases appears to have greatly improved since OVID had their Internet Service Provider make some changes to the connection path between Harvard and their database servers in Utah. Staff should contact OIS if they experience terribly slow OVID database response times in the future.

    OCLC and RLIN access changes

    Harvard recently switched the method for accessing OCLC and RLIN. Coinciding with this switch were increases in problems accessing OCLC. It appears that this was a case of staff using available ports to capacity. The number of ports has been increased and things seem to be working fine. Contact Robin Wendler or Betsy Eggleston if you have questions.

    HOLLIS ISDN dial access will disappear

    For many years, we have maintained a separate phone line for ISDN access to HOLLIS. This access method uses old technology and logs indicate that it has not been used in over a year. OIS plans to disconnect this line during the last week of April. [From the Editor: ISDN line is gone gone gone.]

    HULPR dial access demise is planned

    Dial access to the HULPR system has been available via 495-8541 for many years. This line offers a slow 2400 baud modem, limited HULPR functionality and no ALA character set. Since September 1997 only one user has connected to HULPR over this line. OIS plans to remove this telephone line later this year. Contact Linda Marean if you have questions.

    Reminder on ordering circulation barcodes

    Martha Creedon (OIS Reporting Specialist) reminded liaisons of the proper procedures for ordering item and patron circulation barcodes. All barcode orders need to include a start number to avoid "collisions" — two libraries using barcodes in the same number range. Before placing orders, Harvard College Library units should contact Al Burns to get a start number. Outside of the College, units should contact Martha Creedon in OIS. Martha also requests that units forward to her a copy of their order for her records.

    CICS upgrade in June

    Charles Husbands (Senior OIS Systems Librarian) updated liaisons on progress of the project to upgrade the HOLLIS operating system. Keeping the CICS operating system up to date will help insure that current HOLLIS runs as long as is necessary before HOLLIS II. The CICS upgrade (to version 4) is a major undertaking — the equivalent of three programmers has been dedicated to making significant changes to approximately half of HOLLIS' 160 programs. OIS hopes to run the public catalog under CICS version 4 sometime in June. The rest of HOLLIS will follow shortly afterwards. This upgrade will not offer additional functionality, so the measure of success will be an upgrade that is transparent to catalog users and library staff. Contact Charles Husbands in OIS if you have questions. [From the Editor: the CICS upgrade has been rescheduled to occur after the end of Summer School (mid-August).]

    HOLLIS network inventory begins

    OIS has started a project to inventory the current state of the HOLLIS terminal network. The idea is to map the universe of remaining terminal connections to HOLLIS in preparation for HOLLIS II. OIS staff members Janet Taylor and Christina Oltmer will be contacting and visiting libraries to collect this information. If you have questions, contact Tracey Robinson in OIS.

    HOLLIS II Update

    Tracey Robinson provided a brief update on HOLLIS II deliberations as of mid-April. Evaluations of the vendors on the shortlist have been submitted to and reviewed by the HOLLIS II Steering Committee. In April and May there will be additional discussions involving the University Library Council (ULC). A wide range of issues, including functional, technical, and business analyses, will play a role in the selection of vendor for our next system. One complicating factor in this process is that none of the systems being considered are completed, making evaluation a challenge. A decision about how we will proceed is expected later this spring. [From the Editor: DRA has been selected as the HOLLIS II vendor. See the cover story for more information.]

    Table Of Contents | OIS Contacts


    OIS Projects List

    This table tracks the large and medium-sized OIS developed projects that are underway or pending. For more information on a particular project, contact OIS (495-3724 or by e-mail to hulois@harvard.edu).

    Project Target Date Milestones
    HOLLIS Activities
    ADAPT (was New HU Chart of Account) Undetermined Awaiting more information/timing, ...
    Data loads and exports ongoing Baker/Endeavor: Waiting for 010 fix. Dumbarton Oaks/Sirsi: resolving FTP problems. Center for Hellenic Studies: awaiting data loads for WRLC/Voyager. Harrassowitz score records complete; Aux Amateurs new test file ready for review. Law CJK: Law is getting another RLIN LI for CJK vernacular cataloging; system changes. New LOC for the Environmental Science and Public Policy Archives. Circ loc and policies to be added to existing Cabot policies. 807 field validation: changes in test.
    Migrating databases out of HOLLIS ongoing RI: To be moved to commercial provider.
    Web interface to OPAC 7/98 New unix machine ordered. Delivery expected in July. Multi-user test of checkbox fix successfully completed.
    Year 2000 Undetermined Needs to develop review/test plans, particularly for batch jobs, reporting and business resumption test.
    Authority Format Changes (was MeSH load) 7/98 Both LC and MeSH are implementing some MARC updates with implications for indexing,
    CICS Upgrade 8/98 Testings/fixing suggest upgrade after ALA.
    HOLLIS II Activities
    Phase 2 evaluations Done DRA selected as HOLLIS II vendor. Create milestones for pre-contract development measurement; implementation planning begins.
    HOLLIS Plus Activities
    New resources monthly Upcoming: ARL/Direct Electronic Journals, Chem Abs, Hand Pressed Books, International Index to Performance Arts, Iter.
    Infrastructure ongoing ULC deciding new proxy approach in 07/98. Database of databases planned beta release at the end of 6/98. AA developing new plan to maintain in-library device list.
    Digital Library Activities
    SiteSearch (database search engine & web interface) ongoing Testing index generation on network appliance revealed somewhat slower performance.
    Digital Finding Aids   Customized UofM EAD gateway to go live in July. Migrating update process to Seeker, and porting the whole thing to Solaris this summer. Beginning DLF project with UofM. Reconciling local markup guidelines with Version 1 of the EAD and the RLG guidelines.
    Ereserves   Tech/workflow review process started for summer redesign of system/workflow, especially re) access control mechanisms (may involve working with FAS systems).
    Digital Contents Pilot Project   Imaging Services is migrating to NT, so next development round is scheduled for last half of July (new workflow, image archive management system).
    Visual information access (VIA) 7/98 (?) Discussing catalog scope and system functionality with relevent curators. Will start project in July?

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    Notes & Reminders

    OIS Staffing Changes

    The Harvard University Library is pleased to announce that Ivy Anderson has been appointed Coordinator for Digital Acquisitions in the Harvard University Library starting July 20, 1998. This is a new position defined as part of the Library Digital Initiative, a five-year project to "develop the institutional capacity to acquire, deliver, and archive digital information."

    Ms. Anderson comes to Harvard from Brandeis University where she has held a variety of positions in the library since 1978 including experience in reference, cataloging, access services, and systems. During the past several years, as Head of Information Systems and Technology, she served as project director for the Electronic Library Initiative; a project designed to increase the scope of electronic resources available to members of the Brandeis community and to develop policies and procedures governing the electronic procurement process. Ms. Anderson has served on the OCLC Access Services Advisory Committee, the NELINET Reference Technology Advisory Committee, and has, since 1985, served as the Brandeis representative to the Boston Library Consortium Information Technology Committee. Ms. Anderson received the B.A. in Music from New York University and the M.L.S from Simmons College.

    Helen Schmierer will be joining OIS later this summer as OIS Bibliographic Analyst, replacing Robin Wendler who is now the OIS Metadata Analyst. Helen's most recent experiences include the role of Library Systems/Planning Analyst and Bibliographic Database Coordinator at Brown University, where she has worked on matters related to data definition and quality control for catalog and catalog-related functions. Previously, Helen spent nearly 20 years at the the University of Chicago Library in a number of positions, including Library Systems Analyst and Head Serials Librarian. Helen has also been active on ALA committees, including MARBI, and served as the ALA representative to the Joint Steering Committee for the Revision of the Anglo-American Cataloging Rules.

    Robin Wendler, formerly Bibliographic Analyst, has been appointed OIS Metadata Analyst. Robin will spend her time analyzing the issues surrounding structural, intellectual, and administrative metadata as part of Harvard's Library Digital Initiative. Her specific duties will include investigating and evaluating national and international metadata standards, informing Harvard communities of key developments, consulting on issues related to digital metadata.

    A hearty welcome to Rei Diaz, who joined OIS in late May as Microcomputer Support Specialist in the Networking and Desktop Systems group. Rei's primary focus will be on supporting the HOLLIS "network" and acting as a liaison/support to Information Technology staff who support software throughout the libraries used to access the HOLLIS system. Rei formerly worked as a Computer Support Specialist in the Graduate School of Arts and Sciences.

    Farewell to Marty Sasaki, who departed OIS at the end of May to return to the world of software engineering. Linda Marean, Manager of the OIS Operations group, has been appointed acting Manager of the Networking and Desktop Systems group.

    The June 16th arrival of Penelope, daughter of Janet Taylor and her husband Brian, was welcome news to OIS. Little Penelope, all of 5 pounds 9 ounces, is a bit small at this point but we have high expectations for her future role as junior Systems Librarian. Mom Janet — Systems Librarian in the Application and Development and Support group — is doing fine.

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    HOLLIS Record-Keeping and Pcard Purchases

    What follows are common sense guidelines on how to integrate HOLLIS financial record-keeping with PCard purchases. Much of this information has been derived from instructions produced by HCL Financial Services. These guidelines focus on recording payment history and keeping HOLLIS fund balances up to date. There is an underlying assumption that the staff member creates a HOLLIS o/p/r to track the order's status, but this is not required.

    • When purchasing materials for the collection via the PCard, obtain some type of receipted invoice, packing slip with prices appended or other original vendor-supplied documentation for your files. Use this information as the basis for adjusting HOLLIS. (In some cases, this is easier said than done.)
    • When time comes to record payment in HOLLIS, create an invoice screen just as if you were processing an invoice for payment through the HOLLIS system. It may be receipt of the material that triggers this step, or a staff member may have confirmed that the charge has been posted to the web-based settlement system.
    • In the VFRM field of the invoice header use the value of "x", even if this means overriding the value supplied by the HOLLIS vendor code. The "x" tells the system to generate a memo for internal adjustment of the HOLLIS accounting system rather than a green or yellow voucher for submission of payment to Central Accounts Payable.
    • In the NV field of the invoice record put a note that this invoice represents a PCard purchase. HCL recommends the phrase "adjustment for PCard transaction processed outside HOLLIS." Use the NV field rather than the NO field because the former field is retained on the HOLLIS payment history fiche and is printed on the internal adjustment memo whereas the latter field lives only online.
    • Process the payments the same way you would pay any other invoice in HOLLIS, making all appropriate linkages to o/p/r records (if this is your library's practice). It may be appropriate to add a note to the o/p/r at some point in this process, indicating that payment was made via PCard. It is important that you use the same subdepartment and fund to make the HOLLIS payment that you used for the transaction in the PCard settlement system. This will make HOLLIS match the University General Ledger.
    • Approve this invoice by using the HOLLIS APRV command to generate the printed memo. In some units, library staff are responsible for this step. In HCL, approvals and memos are handled by Widener Book Accounts. The HOLLIS invoice memo and any vendor-supplied documentation should be filed for future reference (if this is the library's practice).

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