2CUL TSI Steering Committee Meetings
Cornell University Library
Sept. 5-6, 2012
PLANNING SESSION (9/6)
I. Develop list of principles:
- Seek automated solutions
- Communicate as 2CUL
- Reduce handoffs; eliminate redundancies; increase efficiency
- Make process transparent
- Getting records in batch, when possible; staff handles exceptions
- Create capacity for new activities; free staff from routine work
- Align staff capabilities with job needs; adjust work assignments as needed
- Look at staff vacancies from 2CUL perspective
- Look at project work from a 2CUL perspective
- Assess all 2CUL projects, including small ones
- Train together when possible
- Foster functional relationships among staff
- Solve 2CUL problems as 2CUL
- Trust each other’s judgment, training, and skills
- Integrate with existing groups and committees
- Remove obstacles and improve access to communication and sharing work between institutions
- Assume a shared LMS in the future, but don’t count on it
Action: Put on wiki, edit, distill when possible, then share with staff
II. Prepare glossary of functional terms
Action: Robert & Boaz will start list, and the rest of us will edit and add; later, invite other staff to join in
III. Build infrastructure of 2CUL TSI work
- Logistics for communicating and meeting (Skype, WebEx, etc.)
- Gaining support from other departments
- Support for means of sharing work between institutions (shipping, scanners, vendor arrangements, etc.)
Action: Ask Bob and Oya for commitment to make this a priority; eventually provide checklist to help TSI project participants to work together
IV. Inventory of staff effort
- Create based on Cornell sample
Action: Kate and Jim will coordinate
V. Production stats
- Share currently available statistics
Action: Boaz, Adam, Colleen, and Kate will supply
VI. Organizational charts
- Create and share up-to-date versions
Action: Kate will put together Columbia’s; Jim will have Cornell’s updated
VII. Virtual desktop
- Investigate options for working in each other’s Voyager systems beyond Korean cataloging set-up
Action: Kate will put Adam in contact with Gary Bertchum, and Adam will explore
VIII. Tracking to-do items
- Investigate means to collectively track 2CUL tasks
Action: Adam will look into options
IX. Communication strategy: wikis, listservs, etc.
Action: Kate and Jim will look into this
IX. Other items
- Staffing recommendations/issues
- Communication strategy
- How to make decisions as Steering Committee
- Wish list for 2CUL reassignments/bottlenecks
MEETING WITH BOB AND OYA (9/6)
Oya: regarding #3, might be more useful to involve Xin
Bob: Project Managers still trying to sort out roles. Need to start out with a budget.
Action: SC should prepare preliminary budget for what we are able to estimate to be reviewed with Bob and Oya. Kate will work with Columbia IT; Boaz and Jim will bring issue up with Chris and Adam Smith (Cornell IT).
Boaz: will also need to interact with other departments (e.g. CD), and these departments need to recognize the priority of TSI.
Bob: Understood. As operating principle, we should ideally be able to work directy with others laterally, rather than having to go up and down in the hierarchy. FYI, Columbia now has CD data analyst to help out.
Question: what about differences in TSI goals between earlier version and latest version of the grant? What effect do these differences have on our charge?
Bob/Oya: need to think about this some more. Stick with what you have for now.
Question: may we share charge more broadly? Jim will check with Ed Weissman.
Oya: After November meeting of 2CUL SC, will be able to define project director roles better.
STEERING COMMITTEE WRAP-UP:
SC will establish a weekly one-hour meeting using Skype
SC will find 2 days for next face-to-face meeting in October