UC VDX Implementation Task Force

Purpose:

This is a proposal to create a UC task force to provide collaborative and coordinated advice and guidance to the staff of the CDL and the campuses for the ongoing implementation of the VDX ILL request tracking system. The VDX implementation project is a large and complex task that has far-reaching implications for all UC Library patrons. As such it requires the allocation of resources to ensure success. This task force will provide a process for setting priorities and reaching agreement on technical issues.

Background:

Since its inception, the Request Project has been guided by the Patron Initiated Request Project Team, whose activities were primarily focused on planning, policy development and the acquisition of technology. Most of the work in these areas are complete and the remaining tasks relate to VDX implementation or fall clearly within the purview of the Resource Sharing Committee. RSC and RSC-IAG recommends that the Request Project Team be disbanded and replaced by this new Task Force, which will sunset on December 31, 2005. At that time the major tasks of VDX implementation should be complete.

Membership:

The membership of the Task Force should be comprised of one knowledgeable ILL operations staff from each campus and the Regional Library Facilities, a facilitator/project manager, and CDL representation. Campus representation should be selected in consultation with the campus SOPAG representative. It is recommended that the chair be selected by and from the task force membership.

The Task Force is charged:

• To review PIR Project Team principles/guidelines and make recommendations to amend or revise as warranted.
• To advise CDL in the identification and prioritization of project tasks.
• To provide oversight of the communication process for the distribution of VDX information to campus staff.
• To guide decision-making relating to VDX configuration (operating with background information received from CDL).
• To provide oversight and recommend content for the VDX web site to be maintained by CDL.
• To provide oversight and coordination of the distributed creation of a VDX operations manual.
• To recommend training needs and coordinate training.
• To engage in discussion about the software's functionality and insure that each campus understands the full set of implementation options before reaching consensus on system usage.
• To insure that the VDX technical decision making process is tracked and recorded.

Reporting Structure and Expectations:

The Task Force will officially report to the Resource Sharing Committee (RSC). It is an expectation however, that progress reports will be provided to both the RSC and RSC-Interlibrary Loan Advisory Group (RSC-IAG) during each committee's scheduled conference call.

Available Resources for Consultation:

Staff from the following committees, organizations, and vendors:

• RSC-IAG
• RSC
• SOPAG
• CDL
• OCLC-PICA (formerly Fretwell-Downing)