Library system administration

This page shows a general breakdown of the types of functions the library sys admin performs as well as recent examples of specific tasks/requests in each category. Info about each product/application also listed below.

Product/Vendor info

• Innovative Interfaces - Sierra/Encore - Integrated Library System (ILS) and Discovery layer

• OCLC - EZProxy (proxy for access to third party databases), ILLiad (Interlibrary loan application)

• Atlas Ares - Course Reserves management application

• StackMap - mapping application for locating items on library shelves

General Troubleshooting
Time spent: 10 hrs/week

• System down, Bugs, issues, questions, eg:

  • Users unable to open Sierra following recent upgrade

  • Users unable to print labels using Zebra printer

  • Patron running into issues saving citations through Encore discovery

  • Professor’s course not appearing in Ares Course Reserves

  • Students not getting attached to courses in Ares

  • Patron with incomplete record in Sierra having trouble accessing databases

  • Inactive faculty requesting library access/temporary Sierra account

  • FST patron unable to log in to library catalog

Change management
Time spent: 7 hrs/week

Sierra functions: Circulation parameters, Rules for Requesting, Sierra admin accounts and permissions.

• Changes/additions to loan rules, email or print notices - eg:

  • Adding new loan rules for Retired Staff and Emeritus Faculty for Copley Library

  • Customizing hold pick up notices for curbside pickup and home delivery services

  • Making reserve items at both Copley and LRC requestable while in person usage is limited

  • Globally updating due dates when needed

• New patron types, locations, item types, eg.

  • Add new locations following Copley renovation

  • Adding new location for Academic Success materials being incorporated in to LRC

• Updates to requestable items via OPAC

  • Work with III to turn all requests on/off during library closure

  • Update configuration for specific items that should or should not be available

• Add and update Sierra user accounts and permissions

  • Usually just 1-2 of these per month. Involves copying existing permissions from another user.

• Any new custom codes for fixed fields in Sierra (eg: Retired Staff patron type; OPAC message for OFF-SITE storage, etc)

• Custom new record templates

  • These are mostly generated for our satellite locations like Media Services, ATS Labs, Creative Zone, who have limited permissions in Sierra.

• Load profile maintenance (these are rarely updated):

  • Updated to ensure EZproxy info is added to new electronic records being added

Reports
Time spent: 7 hrs/week

Sierra functions: Sierra SQL database, Sierra create lists

• Assisting libraries/satellites in gathering info from Sierra system eg:

  • Total volume counts by call number subclass for items stored at Iron Mountain

  • Overlap report between FST and Copley items

  • Circulation statistics over last 2 years by material type

  • Laptops currently checked out by ATS labs for at home use during covid shutdown

Enterprise Applications related
Time spent: 7 hrs/week

Sierra functions: Sierra Scheduler, Sierra SQL
Other applications/teams: EA Business Analyst group (patron load file creation, student fines processing), ITS Identity management

• Loading patron file in to Sierra

  • Develop process to automatically load patron file in to Sierra

  • Working with EA when there are issues with automatic load

• Generating patron barcodes

  • Provide usable barcodes to EA to assign to patron accounts

• Student fines to Ann/Student accounts

  • Developing script to automate current patron fines process

• Authentication issues/USDOne

  • Work with ITS to set up authentication to library resources eg, research databases, LibCal Seats

Library systems custom applications (Bryan Teague)
Time spent: 7 hrs/week

Sierra functions: Sierra SQL

• GetItNow

• Iron Mountain requests script (outgoing)

  • Work with Bryan Teague to develop query of Sierra database identifying hold requests on off-site items

• Iron Mountain daily report on NEW/RFL/WTF

  • Work with Bryan Teague to develop query tracking inventory updates between IM and Copley

System maintenance regular tasks
Time spent: ~2-3 hrs/week

Sierra functions: Create Lists, Global Update, Data Exchange, Admin Corner
Other applications: Atlas Ares, OCLC ILLiad, EZProxy, OCLC Connexion

• Review new patron records for incomplete info; add pop up in records for missing info

• Delete expired patrons (terminated patron file provided by ITS). Work with Access Services in Copley, LRC and satellite branches to resolve any outstanding patron issues (fines, items out, etc).

• Review new item records put on reserves; suppress or unsuppress records from the catalog as needed.

• Search for new catalog records from Copley and LRC, output MARC to send to Marcive.

• Load newly processed Marcive records in to the catalog

• Periodically check: Sierra record limits, Circuit link, suspicious access attempts by IP address, create list usage

• Scheduling system upgrades with vendors (III, OCLC, Atlas Ares)

• Monitor vendor alerts for maintenance or unplanned downtime