Questions and Answers about the UC Consortial Borrowing System

Introduction:

The University of California has licensed the VDX system from Fretwell-Downing to provide the basis for the U.C. "Consortial Borrowing System" that will consolidate and streamline UC's ILL processing and complement the internally developed components of Request. The UC implementation will be completed in three separate stages during the first half of 2002. The system will be run and maintained centrally on a computer located in a CDL Data Center. For information on schedules and events, see the Request web site.

Questions and answers:

• When will the CBS be implemented? Is there a detailed implementation schedule?
• The first stage of implementation is scheduled to begin in February 2002 and will be limited to UCLA and UCSD. A detailed implementation schedule will be published in January 2002, and can be found on the Request web site.
• Will there be training? If so, for whom, and when? Is there a training manual?
• There will be two training sessions (generally, one in the north and another in the south) for each stage of implementation. Each session will be limited to 12 people. There is a training manual.
• How soon will ILL staff be able to actually see the software?
• The client software that runs on staff workstations will be sent to each campus by the end of January. ILL staff can begin looking at the client application when that is loaded. The server software is expected to be installed by some time in February and staff should be able to interact with that by the end of February.
• Will the software be loaded on staff workstations? If so, will it interfere with other software that is on those machines? Is special hardware needed?
• The VDX application is client-server, so client software will be loaded on staff workstations. The client is Windows-based and does not have special hardware requirements, so it is not expected to interfere with other applications running on the workstation if the workstation has at least 96MB of memory and 25MB of free disk.
• Will staff be required to load their own software? What kind of training will be required to install the desktop client software for the VDX staff interface?
• Each campus is appointing a Request Technical Liaison who will be responsible for installing the desktop client software. The Technical Liaison duties were defined to include some Windows knowledge or have access to someone who has.
• Is there both a web version and a Windows version of the software? Which one is faster? What Windows versions are supported?
• Yes, there is both a web and a windows client. The web client is a little faster, and is good for processing batches, but is much less configurable and flexible than the Windows client. The client is supported for the WindowsNT platform; however, it is running successfully under both Windows2000 and WindowsXP.
• Who will provide help if there is a problem?
• Within the U.C. Libraries, there will be five people designated to serve as technical contacts with Fretwell-Downing. These five people will assist Library staff with VDX issues. A listserve has been established for reporting of non-urgent problems, and will also be announced.
• Is there online help?
• There is some online help. Fretwell-Downing is continuing to work on the software, and will be enhancing the help feature.
• Is there a VDX listserve?
• There is a VDX users group and they do maintain a listserve. To subscribe to the list, send a message "SUBSCRIBE VDX-L" to LISTSERV@SHRSYS.HSLC.ORG
• Will the database be on staff hard drives?
• No; the database will be on the server located at CDL.
• Will the system be completely functional on day one?
• On day one, the system will be able to receive messages from the Request Resolution Service, to send and receive message to OCLC ILL, to receive requests keyed by staff, to process all requests to and from the participating libraries, to output files of billing information, and for patrons to view the status of their requests. While it is technically possible for a patron to use a blank request form on day one, this capability is being examined by the Resource Sharing Committee for consistent implementation.
• What will the system look like to the patron? Will they be allowed to see what they have requested, and the status of each request?
• Patrons will need to authenticate themselves (using their library barcode number) to view the status of their outstanding requests or to fill in a blank request form.
• How will the blank request form work? Will staff have to manually verify the citation provided in the Request? And what will happen if there is no match found?
• VDX will automatically search the information on a blank request form in a number of databases which we can specify. Requests entering the system through a blank form can be sent into a review-queue-like state to await examination and action by ILL staff.
• How will the blank form be branded? Will users be required to go to Melvyl to get it?
• Links to the blank form can be included in campus local OPAC screens or other web pages. We believe that it will be possible to develop a separate look for the pages of each campus.
• Will patrons be able to decline Desk Top Delivery?
• The Resource Sharing Committee has approved the addition of a checkbox labeled "I do not want an electronic copy" to the Request interface. That group is now considering the question of when the checkbox should be added to the interface, and their recommendations will be forwarded to SOPAG.
• Will the software include a Desk Top Delivery (DTD) component? If so, how will patrons and their home campus libraries be notified when a DTD item is available?
• With the release in Summer 2002 of VDX version 2.3, the application will include an automatic Desk Top Delivery component that will be used when the patron has an email address and the supplier is willing to provide an electronic copy. The patron will be sent an email message when the electronic copy has been processed, and the home campus unit's record will be updated to show that the document was supplied.
• Will VDX be used for Document Delivery Service (DDS) and intra-branch requests as well as for ILL?
• Because VDX is highly configurable, it can be used for DDS and local transactions.
• Will we be able to print requests with barcode fonts so that we can scan in request numbers when updating?
• This is possible; it does require that a barcode reader be attached to the workstation and configured for use by the system.
• Will VDX produce a book band for lending library use? Is the band configurable by the lending library?
• It is possible for VDX to produce a book band. The data and formatting is configurable by the library that prints the band.
• Will all incoming lending requests contain call number and circulation status? If a title is checked out, will the library owning that copy be skipped?
• All requests received from the Request Resolution Service will include a call number. Currently, if an item is unavailable, it is not included in the list of possible lenders (or "rota" in VDX terminology). This could be changed to include such units at the end of the list if experience shows that this is desirable.
• How will "conditional", "unfilled", "expired", and "special messages" be handled in VDX?
• VDX handles all ISO ILL response codes, so there should be no difference between what staff do now in OCLC ILL and what they will do in VDX.
• Is Stanford part of the VDX contract?
• No, but it is possible that the UC VDX system could send and receive requests directly to and from the Stanford system if that was desired. Such extensions to CBS can be explored after implementation for intra-UC transactions.
• How will overdues and recalls be sent?
• Lending libraries can configure overdue and recall messages to the borrowing libraries. Borrowing libraries can create reports that will generate printed or email overdue and recall messages to patrons.
• Are email notices to borrowers flexible? Can they be configured to be sent:
• • when a borrower initiates a request?
  • when a request is available for pickup?
  Email notices are flexible, and can be configured to be sent at different points in the process. They may be configured for the two situations specified.
• Will VDX be able to do billing and invoicing?
• Reports will be created to find and output data needed for billing and invoicing. The data can be formatted for loading into a bill-tracking system or for paper invoice printing.
• Will VDX be able to provide collection management reports?
• Report generator software for use with the VDX database is being obtained for each campus. CDL will work to gain and disseminate expertise in creating reports using this software. With this software, it will be possible to produce a large variety of reports.