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ALA Website Advisory Committee Committee

Thank you to everyone who responded and agreed to be a member of a subcommittee. Below are the rosters and charges. The ideal timeline for completion of these projects is Annual 2015. Please coordinate with your subcommittee members to develop a work plan. I am happy to answer questions or meet virtually for any of these subcommittees. 

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Discussion 2017 Annual Conference Report to WAC

by Sherri Vanyek on Tue, May 30, 2017 at 03:55 pm

1.0 ALA Web-Related

1.1 eCommerce for Join/Renew/Rejoin/Donate

Since January 1, 2017, the system has processed 10,350 dues and 721 donations. We have received several compliments on the new system. The Development Office reports that ALA has seen increased donations in response to their efforts, which are supported by the ease of use of the new system. In general, people seem to really like it. We are continuing to plan for refinements and extensions.

1.0 ALA Web-Related

1.1 eCommerce for Join/Renew/Rejoin/Donate

Since January 1, 2017, the system has processed 10,350 dues and 721 donations. We have received several compliments on the new system. The Development Office reports that ALA has seen increased donations in response to their efforts, which are supported by the ease of use of the new system. In general, people seem to really like it. We are continuing to plan for refinements and extensions.

1.2 New eStore and eLearning Ecommerce System

Re-integration with ALA Publishing’s fulfillment vendor having been completed, ITTS has been working with our implementation vendor on building a new eStore as quickly as possible. Designs and development are nearing their milestones for completion. Key integrations with fulfillment vendors, Publishing’s eLearning providers, and ALA systems are currently being finalized. Testing, content migration and training will follow once we have achieved sufficient progress with development. 

The ALA-wide eLearning portion of the project will be accomplished as phases 2 and 3 of the eStore project—resulting in an integrated store that includes all eLearning events and products, with division offerings displayed both in their own exclusive areas and integrated into topical offerings.

1.3 Responsive Theme for ALA.ORG and Division Websites

We upgraded the servers and are now working on site migrations for the streamlined ALA information architecture. Staff are filling out the 2017 Redesign Form to get queued up to have their sites rethemed. We hope to have several rethemed sites ready by the time Annual rolls around.

1.4 Search Engine

We are close to launching the responsive design. As part of the retheming, we will change out the search box on each site to use the Google Search Appliance.  The GSA will provide federated search results, when applicable.

1.5 New Generation ALA Connect

We are thrilled to announce that we have arrived at the testing phase the new ALA Connect.  Stakeholders and members of the Website Advisory Committee (WAC) have been sent a Test Plan. The plan includes credentials, instructions and access to a Bug Tracker to assist us. We are working on the setup of Division and Round table branding. The ALA Executive Board is also going to test the system prior to launch. 

The new site includes 2-click navigation to any Division or Round table space in Connect, as well as a robust profile that allows users to update their address and demographic fields in iMIS. Demographics such as Interests, Type of Library and Ethnicity are a few fields now available to help members find common interests. Email notifications will be automatically turned on for all committee and community members, who can easily manage opt-outs, privacy and email frequency.

Upon launch, we plan to reward users who add a photo and complete at least 80% of their profile within the first 30 days’ post launch a chance to win BIG.  Details on this promotion will be forth coming.

When we are ready to launch, the current site will be locked down for two weeks to migrate content from the old ALA Connect to the new ALA Connect.  Training plans include over thirty (30) opportunities for LIVE training for staff and members (remote and in-person) as well as step-by-step training videos available to all users upon launch.  More details about the features, best practices and training schedules will be posted on ALA Connect and sent out soon.

1.6 Moodle

In Fall 2016, we upgraded the Moodle software to 3.0 and then combined our two Moodle courseware sites as recommended in the IT Review Report. The site is being used by ALA Publishing, the divisions and other units. 323 synchronous and asynchronous courses are currently listed and available to be offered or sold by ALA Online Learning or in the ALA Store.

1.7 Accessibility Testing Protocols

ITTS worked with a select group of members organized by Mike Marlin to accessibility test Blackboard Collaborate Ultra at the participant and moderator levels for members who use visual and/or auditory assistive devices. Because screen reader users had some trouble figuring out the interface, ITTS is asking Blackboard to help us schedule a test session just for screen reader users. On the whole, participants did think that it has potential for being ALA’s enterprise level, accessible meeting platform. More to come.

1.8 Shibboleth

ITTS is working to install Shibboleth single sign-on software for Digitell and eShow for AASL’s online recordings and National Conference registration systems, respectively.

1.9 Sympa

As part of our email migration, we changed our outbound mail routing for Sympa.  Our minimum of 5,000,0000 messages per month limited our choices.  We selected MailChannels as a relay host. We’re working with them to refine their spam detection configuration to better suit our requirements.

2.0 Hardware & Software

2.1 New Telephone System

The implementation of the new telephone system was moved to the next fiscal year, which starts in September.  The installation is planned for the fall of 2017.

2.2 Filr and File Migration

FILR was upgraded and rolled out for staff access to our internal file shares. Over the Memorial Day weekend, we moved network files to a new server with upgraded infrastructure and space for expansion.

2.3 Citrix

We are replacing our Citrix farm with the current version. This will improve external access to some of our applications and stabilize our internal financial system.

3.0 ITTS Organizational Changes

3.1 Staffing

I’m pleased to announce that Brian Willard, MBA, CAE has joined the ALA ITTS team in the position of Senior Business Intelligence Analyst/Project Manager in February 2017.  He reports to ITTS and ALA Marketing.  

Brian will help us improve our business intelligence by interpreting data using a variety of techniques, ranging from simple data aggregation via statistical analysis to complex data mining. Brian will be responsible for equipping staff with information that will allow them to implement more strategic and targeted business strategies and outreach, increasing response rates and revenue while also delivering a more effective member experience.  He will work directly with staff to identify analytical requirements. He has knowledge of commonly-used concepts, practices, and procedures within the data marketing field. He will assist staff with data extraction projects from the membership database and present data in a usable format that meets their requirements.  He brings many years of experience managing IT projects; we plan also to use these skills and expertise to help manage ITTS projects and Division data mining projects.

We continue to have four ITTS staff members taking intermittent family leave for various reasons.  Some of our timelines may have to be adjusted going forward.

3.2 New Proposed IT Advisory Committee Composition Recommendation to the Committee on Organization (COO)

We (the ALA Website Advisory Committee-WAC) met and discussed the comments on committee composition of the new IT Advisory Committee received from the ALA Committee on Organization (COO) for the proposed metamorphosis of WAC into the new IT Advisory committee. COO asked that the WAC consider altering the composition of the new committee to streamline or limit membership. WAC came to the conclusion that the composition of the committee is representative of the various parts of the association. WAC recommends keeping the composition the same. WAC will meet with COO at the Annual conference to justify this recommendation and obtain approval to move forward with the title change, charge change, and composition.

 

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Discussion Draft Minutes from 5-5-2017 WAC Meeting

by Julianna Kloeppel (staff) on Tue, May 23, 2017 at 03:40 pm

Minutes from the Spring Virtual WAC Agenda

May 5, 2017, 05/05/2017 1:30 PM Central Time

In Attendance: Ron Block (chair), Anna Neatour (ALCTS Representative), Jennifer Peters (Intern), Kelly Sattler (LITA Representative), Vandy Pacetti-Donelson (AASL Representative), Sherri Vanyek (Staff Liaison). ALA-ITTS Staff: Louise Gruenberg, Pamela Akins, Julianna Kloeppel

Adobe Connect Session

Minutes from the Spring Virtual WAC Agenda

May 5, 2017, 05/05/2017 1:30 PM Central Time

In Attendance: Ron Block (chair), Anna Neatour (ALCTS Representative), Jennifer Peters (Intern), Kelly Sattler (LITA Representative), Vandy Pacetti-Donelson (AASL Representative), Sherri Vanyek (Staff Liaison). ALA-ITTS Staff: Louise Gruenberg, Pamela Akins, Julianna Kloeppel

Adobe Connect Session

The meeting recording link (Adobe Connect add-in may be needed.) http://ala.adobeconnect.com/penc9ac9q7ca/ (33.39 min.)

Agenda

1.0 COO Recommendation

2.0 Priority Projects

2.1 Responsive Redesign

2.2 New ALA Connect

2.3 eStore/eLearning eCommerce

3.0 Status of IT External Review Recommendations

4.0 ITTS Staffing Issues

Other 

1.0   COO Recommendation

Formatting and sentence structure of the wording was discussed. Goal: Being complete and driving the points home. Who serves, how this represents everyone, who is responsible for appointing the members. Those who want to revise the COO document can listen to the discussion of points in the meeting recording. Suggestions should be posted and a way to complete the edits will be decided.

The COO document is available here: http://connect.ala.org/node/266178

2.0   Priority Projects

2.1   Responsive Redesign - Louise Gruenberg

 A screenshare of the redesign project was shown. The 2017 Redesign Form used by web managers or content editors to make selections in colors and pods was displayed and progress on that form by units was discussed. Complete: migration to new servers, one-on-one sessions with division staff regarding redesign choices and deadlines for theming choices.

Site migration schedule:

Weeks 5/8 and 5/15 – migration of sites which are shifting in order to place them with the new global navigation

Week of 5/8: a draft schedule for microsite retheming will be sent to ALA Staff

Questions were:

Kelly Sattler: Schedule for the divisions retheming? Answer: It’s a combination of using the draft schedule and timing when decisions are made for look and content. We might be partially done by annual and fully done by end of fiscal year.

Rob Block: Testing of the site? Answer: We did testing at 2015 Annual and Midwinter for usability with the new global navigation. Current shortcuts (committee, division, roundtable) are still available in the footer and components are customizable.

2.2   New ALA Connect – Sherri Vanyek

Test site is almost ready for WAC review. In the meantime, Pam is developing best practices, video tutorials, and a training plan for the summer months. Go live is scheduled for late July/ early August to avoid conflicts with work during Annual. Note that URL, login, and credentials will remain the same for users. The old ALA Connect will no longer be available once we begin using the new ALA Connect.

Ron Block: Testing and training details? Answer (Pam Akins) yes, there will be resources including videos and feedback will be collected to monitor the experiences around ALA.

2.3   Estore - Sherri Vanyek

EStore plus eLearning eCommerce scope/ details. At present, we’re finalizing the designs for the project. Demos of checkouts and user experience. Louise and eStore project manager, Steven Pate are working on consolidating taxonomies, search results and faceted searching. A test site will be available to WAC and for accessibility testing by ITTS staff (Louise and Sean Bires)

Launch for Phase 1: Planned for July 6. Only the Store and eLearning products currently sold in the ALA Store.

Phase 2: Planned for August 2017. The rest of ALA eLearning webinars and online courses.

Phase 3. Scheduled for September 2017. Small face to face events

This project has been fast tracked/ a priority project for ITTS since March 2016 because the current ALA Store software is on its last legs.

3.0   Status of IT External Review Recommendations

Post in the ALA Connect Group: http://connect.ala.org/node/265478 Approximately 23% of the recommendations are complete if you weighted them all equally. February: Sr. Business Intelligence Analyst/Project Manager position added (Brian Willard). December 2016 eStore Project Manager position was also filled (Steven Pate). These positions are making a great impact. We’re still working on other positions. Dues and Donations E-commerce went live in October 2016. December: Merge of Moodle installations to combine ALA Moodle and ALA Publishing Moodle. September: Office 365 installation. Responsive Redesign meetings – all divisions and most offices have had sessions. Community engagement specialist recommendation was to continue funding- Pam Akins is currently fulfilling this position. IT Advisory committee- this committee has fulfilled that recommendation with the COO document discussed in this meeting. Regarding filling other positions described in the recommendations: new positions for 2018 will not be funded. But as funds become available resources are planned to be added: staff, consultants, or a combination.

4.0   ITTS Staffing Issues - Sherri Vanyek

4 staff are out on intermittent Family Medical Leave (FMLA)

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Discussion Update on ITTS priority projects and the status of the ALA IT External Review Recommendations

by Sherri Vanyek on Mon, Apr 10, 2017 at 02:14 pm

The update can be found at http://itts.ala.org/news/2017/04/06/update-on-itts-priority-projects-and-the-status-of-the-ala-it-external-review-recommendations/   Please share this update with your member groups and in social media.

 

Thank you.

Sherri Vanyek
Director, Information Technology & Telecommunication Services

 

Discussion WAC Meeting Reminder for Midwinter 2017

by Sherri Vanyek on Wed, Jan 18, 2017 at 02:16 pm

Our meeting at Midwinter will be on Sunday, January 22, 2017 from 3:00 PM-5:00 PM in Georgia World Convention Center (GWCC) room A408.  We hope to see you there!

Your fellow members have been given a high level update on:

Our meeting at Midwinter will be on Sunday, January 22, 2017 from 3:00 PM-5:00 PM in Georgia World Convention Center (GWCC) room A408.  We hope to see you there!

Your fellow members have been given a high level update on:

  1. eCommerce for Join/Renew/Rejoin/Donate (launched)
  2. ITTS Staffing Issues
  3. New eStore and eLearning eCommerce System
  4. ALA Connect
  5. ALA.ORG Responsive Redesign

The draft WAC agenda for the Atlanta Midwinter 2017 meeting can be found at http://connect.ala.org/node/261809 

The 2017 ITTS Report to WAC can be found at http://connect.ala.org/node/261600  

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Discussion 2017 Midwinter ITTS Report to WAC

by Sherri Vanyek on Fri, Jan 6, 2017 at 02:49 pm

1.0 ALA Web-Related

1.1 eCommerce for Join/Renew/Rejoin/Donate

Approximately 900 members have renewed through the new system.  There have also been around 251 donations. We had a few glitches which have required some fixes and data cleanups.  We have modified all the menu links on the ALA website to point to the new dues & donations eCommerce system.  Menu links on division sites (e.g., Join PLA) are now smart links that add the division into the cart for the user.

1.0 ALA Web-Related

1.1 eCommerce for Join/Renew/Rejoin/Donate

Approximately 900 members have renewed through the new system.  There have also been around 251 donations. We had a few glitches which have required some fixes and data cleanups.  We have modified all the menu links on the ALA website to point to the new dues & donations eCommerce system.  Menu links on division sites (e.g., Join PLA) are now smart links that add the division into the cart for the user.

1.2 New eStore and eLearning Ecommerce System

ALA Publishing decided to accelerate the move from our current fulfillment vendor to another vendor to provide better customer service.  This required some store re-programming of the current store integration for the new vendor.  The new vendor took over on December 12, 2016.  This project became a priority for ITTS to assist Publishing with the integration work.

The eLearning ecommerce project has been moving forward but due to the lack of vendor support for the current online store the new online store project took priority.  We are now looking at launching an integrated store that includes both sites at approximately the same time in 2017.

1.3 Responsive Theme for ALA.ORG and Division Websites

We had to upgrade the infrastructure to the latest technology to be able to rollout the theming on the new sites.  We would like to rollout the new infrastructure to support the rollout of the new theme prior to Midwinter if possible. As Midwinter is fast approaching, we suspect this upgrade will occur afterward.

1.4 Search Engine

We have indexed most of the sites on the new Google Search Appliance (GSA), but we must launch the responsive design prior to the GSA rollout to avoid doing the search engine integration work twice.

1.5 New Generation ALA Connect

We have encountered unanticipated challenges with the new ALA Connect project implementation. We will post a revised timeline after the Midwinter meeting. When we are ready to launch, the current site will be locked down for two weeks to migrate content from the old ALA Connect to the new ALA Connect.  There will be training videos available to members.  More details about the features and the schedules can be found in the ALA Connect post at http://connect.ala.org/node/257398.

1.6 Moodle

This fall we upgraded the Moodle software to 3.0 and then combined our two Moodle courseware sites. Most of the courses have been migrated to the new site.  The site is being used by ALA Publishing, the divisions and other units.

1.7 Accessibility Testing Protocols

ITTS will be evaluating Blackboard Collaborate Ultra in January 2017 to see if it meets our accessibility standards.

1.8 Shibboleth

ITTS is working to install Shibboleth single sign-on software for Digitell and eShow for AASL’s online recordings and National Conference registration systems, respectively.

1.9 Sympa

As part of our email migration, we changed our outbound mail routing for Sympa.  Our monthly minimum of 5,000,0000 messages per month limited our choices.  We selected MailChannels as a relay host. There have been challenges.  Most are caused by a flaw in the MailChannels spam detection system.  They fail to detect a subject on messages, even though all Sympa messages have a subject.  Since they don’t detect a subject, the mail is bounced as spam. A large list (some of ours are over 6,000 subscribers) generates enough false positives that our account is flagged as sending spam, which results in a temporary ban on all email.  After providing detailed log reports to MailChannels, they have confirmed that they are investigating the bug. In the meantime, they have disabled this rule for our account. We have seen a vast improvement in mail delivery since this rule was disabled.  They are still actively investigating the issue.

2.0 Hardware & Software

2.1 Office 365

In early September, we successfully moved our email from our hosted provider to Microsoft to prepare a move to Office 365.  Office 2016 was successfully installed on 350 staff PCs.  The installation was completed on December 8, 2016. We are investigating our next Office 365 steps.

2.2 New Telephone System

ITTS has been meeting with our telecommunications consultant and various vendors to put a RFP together for a new telephone system.

2.3 Filr

We are upgrading staff access to our internal file shares.

2.4 Citrix

We are replacing our Citrix farm with the current version. This will improve external access to some of our applications and stabilize our internal financial system.

3.0 ITTS Organizational Changes

3.1 Staffing

Our new eStore System Project Manager, Steven Pate started December 5th. He is managing the implementation of the new online store, which will include online learning.  We are also searching for a data/business analyst to work with the divisions on member engagement.  We currently have four ITTS staff members taking intermittent family leave for various reasons.  Some of our timelines may have to be adjusted going forward.

3.2 New Proposed Website Advisory Committee (WAC) Title and Charge

The ALA Website Advisory Committee recommends that the charge of the committee be expanded to include all ALA technology services and products, whether used by ALA members, staff, or the public.  They recommend the title be changed to the ALA Information Technology Advisory Committee. Ron Block, Chair of the ALA Website Advisory Committee, and Sherri Vanyek, Director ITTS, will meet with the Committee on Organization (COO) at the ALA Midwinter meeting in Atlanta for approval.

 

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Discussion Fall Virtual WAC Meeting Minutes

by Julianna Kloeppel (staff) on Wed, Dec 14, 2016 at 08:43 am

Minutes from the Fall Virtual WAC meeting

Friday December 9, 2016 2:00 PM EST

Adobe Connect session

Attendees

Ron Block (Chair); Simon Healey (Accessibility Forum Chair); Kelly Sattler (LITA Representative); Sherri Vanyek (Staff); Louise Gruenberg (Staff) ; Julianna Kloeppel (Staff)

 

Minutes from the Fall Virtual WAC meeting

Friday December 9, 2016 2:00 PM EST

Adobe Connect session

Attendees

Ron Block (Chair); Simon Healey (Accessibility Forum Chair); Kelly Sattler (LITA Representative); Sherri Vanyek (Staff); Louise Gruenberg (Staff) ; Julianna Kloeppel (Staff)

 

The meeting recording is available here: http://ala.adobeconnect.com/p56633pibvm/  (Length: 0:30:17)

 

Agenda

1.0 COO form to change scope of committee

2.0 ALA Connect Status

3.0 Report to Exec Board

4.0 Updates on projects

5.0 Midwinter meeting details

 

1.0 Discussion of Document to be on the Committee on Organization’s (COO) Agenda at Midwinter

Document: ALA Website Advisory Committee Title and Charge Change

Goal: Title and scope of committee approval by COO.

Proposed New Title: ALA Information Technology Advisory Committee

 

This request for action from COO refers to the Annual Conference conversation about changing the scope of the committee to broaden it. The new scope would bring attention and participation of members to technology services and products which need it. The hope is to increase communication with and feedback from divisions and other units.

 

Discussion: Kelly Sattler asked about terms of service. The LITA representative to WAC is a chair serving a one year term, but terms of service to the new committee are 2 years. Rob Block said that it is preferred and beneficial to the progress of the committee to have 2 year terms. 2 year terms for division representatives would be appreciated.

 

WAC will provide documentation for the appointing units for term length, expectations, and who might like to serve and be a good fit.

 

2.0 New ALA Connect

New ALA Connect Update- please review this post.

The new ALA Connect is scheduled to launch on February 21st.  We are planning to demo the new site at Midwinter.  We would like to get WAC involved in early testing prior to the launch after the Midwinter demo..  The current site will be locked down for two weeks in order to migrate content from the old ALA Connect to the new ALA Connect.  There will be training video available to members.  More details about the features and the schedules can be found in the ALA Connect post.

 

Discussion: Kelly Sattler asked if old content will be migrated. Sherri Vanyek confirmed that it will be. Test imports are looking good. Ron Block and Sherri Vanyek pointed out the Public vs. Private post changes explained in the report. Best practices for how to manage those new features will be put forward at a later date.

 

3.0 Executive Board Report

Ron and I updated the executive board on ITTS projects at the fall meeting in October.  The ALA executive board agreed that the title and charge name for the committee is a good idea.  Ron and I are meeting at Midwinter with COO to get it approved.

 

Since this fall executive board meeting, ALA Publishing decided to accelerate the move from our current fulfillment vendor to another vendor to provide better customer service for the online store.  This required some store re-programming of the current store integration for the new vendor.  The new vendor is scheduled to take over on next Monday.  This project became a priority for ITTS to assist Publishing with the integration work.

 

4.0 Updates on ALA & ITTS Projects - Sherri Vanyek

4.1 Dues and Donations Ecommerce site

500 members have renewed through the new system.  There have also been around 100 donations. We had a few minor glitches which required some fixes and data cleanup.  I’m happy to report I will be meeting with the ALA Director of Membership Development and the Manager of Member & Customer Service today at 3:30pm to see if we can change all the links on the ALA website to point to the new dues & donations system. It looks very promising. J

 

4.2 Elearning ecommerce

This project has been moving forward but the new online store project has taken priority due to the lack of vendor support for the current online store.  We are now looking at launching the two sites at approximately the same time.

 

4.3 Responsive Theme for ALA.ORG and Division Websites

We had to upgrade the infrastructure to the latest technology to be in a position to rollout the theming on the new sites.  We would like to rollout the new infrastructure to support the rollout of the new theme prior to Midwinter if possible. If not, it will happen after Midwinter

 

Discussion: Kelly Sattler asked about division responsibilities for the new design. Louise Gruenberg explained that divisions have some options for changes and that ITTS is making as many of the changes as possible. It will not be a flip the switch on a live site and then do cleanup. There are development, QA and production sites. Units will have the opportunity to review content and do clean up before content is locked down. ITTS is working with the developer to have the preferred type of dropdowns.

 

4.4 Search Engine

We have indexed the majority of the sites on the new Google Search appliance but we need to launch the responsive design first to avoid doing the integration twice.

 

4.5 Moodle

This fall we upgraded our Moodle courseware software to 3.0. Most of the courses have been migrated to the new single site.  The site is being used by ALA Publishing, the divisions and other units.

 

4.6 Office 365

In early September, we successfully moved our email from our hosted provider to Microsoft to prepare a move to Office 365.  Office 2016 was successfully installed for 350 staff.  This project was completed yesterday.

 

4.7 Staffing

Steven Pate, our new Estore System Project Manager, was hired and started this week. He will be in charge of managing the implementation of the new online store which will include online learning.  We are currently searching for a data analyst/business to work with the divisions on member engagement.  We currently have four ITTS staff members taking intermittent family leave for various reasons.  This means some of our timelines may have to be adjusted going forward.

 

4.8 Update Report

Sherri Vanyek is working on a written report and will make this available to you soon.

 

5.0 Midwinter Meeting Details

Sunday, January 22, 2017 3:00- 5:00 PM

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Discussion Annual 2016 Meeting Minutes

by Sherri Vanyek on Wed, Jul 20, 2016 at 04:51 pm

Minutes from the WAC Meeting at Annual 2016

Sunday, June 26 2016, 3:00 PM-5:00 PM
Orange County Convention Center
(OCCC) Room S321

Attendees:   
Ron Block (Chair), Sherri Vanyek (Staff), Pam Akins (Staff), John DeSantis (rep to Executive Board), Jodie Gambill (LITA), Steven Hofmann (PLA), Elaina Klaic (incoming Intern), Jennifer Peters (Intern), Steven Pryor (Member at Large), Erin Ruston (RUSA), Kelly Sattler (LITA), Gina Seymour (YALSA),  Paula Wiley (ALSC)

Minutes from the WAC Meeting at Annual 2016

Sunday, June 26 2016, 3:00 PM-5:00 PM
Orange County Convention Center
(OCCC) Room S321

Attendees:   
Ron Block (Chair), Sherri Vanyek (Staff), Pam Akins (Staff), John DeSantis (rep to Executive Board), Jodie Gambill (LITA), Steven Hofmann (PLA), Elaina Klaic (incoming Intern), Jennifer Peters (Intern), Steven Pryor (Member at Large), Erin Ruston (RUSA), Kelly Sattler (LITA), Gina Seymour (YALSA),  Paula Wiley (ALSC)

1.0    Update from Executive Board Liaison John DeSantis

Orlando update:

In response to the tragic events, ALA organized some special activities: ribbons to honor the memory of the victims and a Memorial gathering attended by John Lewis.

Conference update:

We have 16,300 registered, smaller amount than San Francisco and Vegas.  It was anticipated that we would have a lower showing for various reasons.

Legislative update:

Dr. Carla Hayden , a former ALA President, is up for an appointment as the new librarian of the Library of Congress. The confirmation hearing is on the calendar but it has not actually scheduled as of yet. We would like this to happen before the July 15th recess.  We don’t expect any opposition or obstacles.

Organization update:

Membership is now at 58,000. It is due primarily to Division and Round Table growth.

Financial update:

ALA Budget is tracking on point since all of the conference expenses are not realized yet.  We are $400K ahead of budget at this point.  The new fiscal year starts September 1st.

Taskforce for Equity, Diversity and Inclusion update:

The taskforce made fifty-eight (58) recommendations, which will be reviewed by a new special taskforce.  There will be more details on the review of the recommendations and which ones will be implemented after annual.

Communication and future of accreditation update:

There are a number of changes and updates to accreditation.  We expect work to be done by November 2016. Among them is that the Library of Congress proposes a change from “illegal aliens” to “non-citizens”

2.0    Administrative

Sherri passed out some screenshots of the new Ecommerce system for Membership Dues and Donations.  The system is scheduled to launch in July 2016.  Final modifications have been applied and testing is underway. There are 128 funds you can donate to which can also be added to your cart.  The new system will accept PayPal as a method of payment.  Sherri announced that we are moving to Outlook Office 365.  She pointed out that Sympa is a major communication channel for us.  ALA sends out approximately six million messages each month.  ITTS had to research other email providers to handle this volume of traffic because our current provider is going away in October.  She mentioned that these projects are a great start of a number of things we have going on that are highlighted in her ITTS report to WAC later in the agenda.

2.1    Today’s Goals

To update WAC on actions of the Executive Board and the ITTS group. To provide opportunity for members to update committee on web-space-related unit news. Please review our committee's charge (below).

2.2    Amendments to Agenda

There were no amendments to the agenda.

2.3    Review/Approval of January 10, 2016 minutes

The minutes were approved.

2.4    Announcements

There were no announcements.

3.0    Reports from WAC Members and Units

Please briefly update WAC on what your unit is doing with its web-space. Please bring up any questions your unit has about its web-space or Connect-space.

Paula Wiley – ALSC
We spent a bit of time figuring out if we had new members available to work on ALSC’s website.  We basically did link checking on the entire site. We are going to break the website up and do a year by year comparison based on traffic to fix the most important links.

Gina Seymour– YALSA
We have done the link checks and we have a number of wikis.  YALSA announced an organizational plan and its websites will reflect the new plan.

Steven Pryor -Member at Large
Participated in the testing of the eCommerce site.  He agreed the new system test scenarios worked well and smoothly and made notes on little things that were posted.  Steven gathered feedback for the scheduler app that he will post to our Connect group. Others added related Scheduler comments and Sherri noted that feedback will be sent to our Cadmium vendor.

Jennifer Peters (Intern)
It is interesting to learn how committees are run. More insight and involvement in the process is needed.

Erin Ruston – RUSA
About a year ago we established a website review task force over concerns about the structure of the website. RUSA is waiting for the new responsive design.  They are hiring a content strategist and also formed a content task force. RUSA wants to develop a learning portal to have one place to find eLearning and webinars.

Jodie Gambill – LITA
LITA installed lots of applications. They did a new multi-site installation of LITA forum, another site for forms, moved their job site, and celebrated their 50 year anniversary.  They did cleanup a lot of their images to make sure they have alt tags, and are waiting on new responsive templates from ALA for the divisions.  Kelly Sattler is the incoming chair (in attendance) with Jodie.

4.0    ITTS Report to WAC

e-Commerce was referenced above, and the ITTS Report to WAC is posted in our Connect space at: http://connect.ala.org/node/254392.  Sherri’s report included an update to ALA Connect, which Pam presented and got feedback to these three questions that were asked of the group:
   - How do you use Connect?
   - What’s on your Wish list (for the new Connect)?
   - What are your Pain points (in the current Connect)?

5.0    Upcoming ALA Initiatives needing input from WAC

We need you to look at our new responsive design, new eLearning ecommerce system, the new ALA Connect and new membership dues and donations ecommerce interface.  We will post the details to our WAC Connect group when we are ready with links and credentials.  WAC was given a heads up that testing and review is coming up for these upgrades.  It was decided that we would talk about the need to standardize the webinar delivery systems (WebEx, Adobe Connect, and GoToMeeting) offered for eLearning at a later date.

5.1    ALA’s New Website Search Engine


We plan to launch the new interface this summer. We have the appliance and new user interfaces in place for many of our websites.  The scope contains our sixty-four microsites and many sites not hosted at ALA.

5.2    Website Responsive Design


We have a new responsive design.  ALA’s responsive design for the main site is scheduled to launch September 6th.   We are working with all of our divisions and other offices to assist as needed for the rollout.  We plan to roll the divisions and offices out between September  2016– December 2016 . We have the staging site up in with an upgraded environment.  We upgraded PHP and simplified the ala.org information architecture, which caused a delay in the implementation.  As soon as we have something for you to test, we will post the URL to our group in ALA Connect and get you involved.

5.3    E-Learning Ecommerce


We have developed the design for the new elearning portal site.  The new design has faceted searching capabilities.  We ran into a few tech issues with the iMIS integration.  There were 54 registration classes and we were able to get that down to 5, which helps to simplify the special pricing rules required for the new ecommerce elearning portal.  A project that we did not anticipate was a new eStore for purchasing publishing and division products .  We had a 3 day discovery meeting in the spring and developed a 35 page document of requirements.  We have been reviewing this with Publishing and other stakeholders to confirm what will be in phase 1 and 2 in order to get a new eStore up and running as soon as possible.  We plan to launch the new eStore in calendar year 2017. 

6.0    Discussion about Changes to the Scope of the Committee Charge


The original reasons why WAC was created have been dealt with for the most part and don’t apply anymore, but our involvement and oversight responsibilities are changing in other ways.  The purview of this group will now be expanded to include not only the website, but all of ALA Information Technology and Telecommunications. The chair (Ron Block)  is collaborating with Sherri Vanyek of ITTS to redefine the committee charge and WAC requirements by Midwinter.  Look for posts in ALA Connect on this topic to provide additional ideas and feedback. Points raised during the discussion included the need for clarification of the participation requirements, the specific responsibilities of committee members for liaising with their member groups, and the need for some type of orientation for new members. A desirable outcome would be an increase in participation, both in-person and at virtual sessions.

7.0    Update on ALA IT External Review from ALA Executive Board Meetings

The URL for the ALA IT External Review is: http://itts.ala.org/news/2016/06/13/ala-external-it-review-report/#sthash.CXNk4xDR.dpuf
We did update the ALA Executive Board on the Membership Dues and Donations, eLearning, and new eStore ecommerce projects.  We also discussed the topic of customization vs standardization.  There has been a discussion about the need to “play by the business rules”.  Sherri mentioned that if a division or office decides to buy a software product not currently be supported by ITTS, there are things that need to be considered such as accessibility requirements.  If you are going to an outside hosting environment or taking payments there are certain standards for security, integration with our iMIS Membership database, and other standards that must be followed.  We need to get ITTS involved sooner so that maintenance fees are included, etc.  We need to ensure software applications and technical requirements guidelines and business rules are followed.  In addition, forming an internal IT Advisory Task Force was recommended in the report. This task force will be formed in September 2016.  ALA is paying more attention to the resource allocations for ITTS in the next budget cycle for fiscal 2018.

Our Charge:

  • To develop, review and recommend to council association policies for the ALA website.
  • To recommend editorial or structural guidelines for the ALA website.
  • To provide advice to the ALA executive director responsible for implementing such policies and guidelines.
  • To provide an ongoing channel for member communication by working closely with other units, committees and offices of the association.
  • To make recommendations concerning technical issues or changes to the ALA website, including evaluating, testing and implementing web-based products and services used by association members or by the public.
  • To advise the association on priorities and strategies that promote utilization and continued development of the ALA website.
     
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Discussion ALA Annual Meeting 2016 Meeting Room Change

by Sherri Vanyek on Mon, Jun 20, 2016 at 02:09 pm

The room changed to Orange County Convention Center (OCCC) S231.  It's correct in the conference scheduler.

ALA Annual Meeting 2016 Agenda

Discussion ALA Annual Meeting 2016 Agenda

by Ron Block on Mon, Jun 20, 2016 at 01:58 pm

Hello all-

Here is the draft agenda, along with our committee charge and meeting date/location. Please review and let me and/or Sherri know if you have any corrections. Thanks and see you all soon!

Hello all-

Here is the draft agenda, along with our committee charge and meeting date/location. Please review and let me and/or Sherri know if you have any corrections. Thanks and see you all soon!

In 7.0 the item refers to the IT External Review report, which is very important to be cure to review and bring comments and questions to the meeting. Here is a link to the report if needed- http://itts.ala.org/news/2016/06/13/ala-external-it-review-report/

WAC Agenda
Please review the following draft agenda. If you have specific items you would like to add, please let me know before Wednesday, June 22. Additionally, please let me know if you are not able to attend the meeting at Annual. If you are unable to attend, please prepare a brief summary (no more than 1 page) of what your unit is doing with its web-space and any web- or Connect-related issues so that I can share that with the group. You can email that to me directly rblock@cuyahogalibrary.org or post it here in the comments.
Our meeting at Annual will be on Sunday, June 26 2016 from 3:00 PM-5:00 PM in Orange County Convention Center (OCCC) *room changed to S321*.
1.0 Update from Executive Board Liaison John DeSantis (10 min)
2.0 Administrative (10 min)
2.1 Today’s Goals
To update WAC on actions of the Executive Board and the ITTS group. To provide opportunity for members to update committee on web-space-related unit news. Please review our committee's charge (below).
2.2 Amendments to Agenda
2.3 Review/Approval of January 10 minutes
2.4 Announcements

3.0 Reports from WAC Members and Units (20 min)
Please be ready to (briefly) update WAC on what your unit is doing with its web-space. Please bring up any questions your unit has about its web-space or Connect-space.
4.0 ITTS Report to WAC (30 min)
5.0 Upcoming ALA Initiatives needing input from WAC (20 min)
5.1 ALA’s New Website Search Engine
5.2 Website Responsive Design
5.3 Elearning Ecommerce
6.0 Discussion about the Scope of the Committee Charge (15 min) 
7.0 Update on ALA IT External Review from ALA Executive Board Meetings (15)
8.0 Other New Business?
________________________________________
Our Charge:
•    To develop, review and recommend to council association policies for the ALA website.
•    To recommend editorial or structural guidelines for the ALA website.
•    To provide advice to the ALA executive director responsible for implementing such policies and guidelines.
•    To provide an ongoing channel for member communication by working closely with other units, committees and offices of the association.
•    To make recommendations concerning technical issues or changes to the ALA website, including evaluating, testing and implementing web-based products and services used by association members or by the public.
•    To advise the association on priorities and strategies that promote utilization and continued development of the ALA website.

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Discussion 2016 Annual Conference ITTS Report to WAC

by Sherri Vanyek on Mon, Jun 13, 2016 at 04:02 pm

1.0   ALA Web-Related

1.1 Ecommerce for Join/Renew/Rejoin/Donate

1.0   ALA Web-Related

1.1 Ecommerce for Join/Renew/Rejoin/Donate

ITTS’ most significant project this year is the development and launching of a new dues and donations ecommerce system.  The system will make the join, renew, rejoin, and donation processes more straightforward for members. Members of the Executive Board, the Website Advisory Committee and ALA staff assisted with user acceptance testing so that we could compile a final list of bugs and requests for interface changes to better support the user experience. Our vendor is close to completing that work so we will be scheduling what we expect to be a final round of testing later this month. If all goes well, we expect to launch in July. ITTS staffers Sherri Vanyek, Tim Smith, Mitch Stein, Stan Kessler and Louise Gruenberg have been dedicating significant time to this project.

1.2 New Estore System

Due to support issues for the existing ALA Publishing estore, this project was moved up from fiscal 2017 so that work could begin this year. The store requirements document developed during three days of discovery sessions with ALA Publishing and ITTS runs to 34 pages. To expedite getting the new store ready, ITTS will begin exploring the possibility of a minimum-viable-product launch with ALA Publishing.

Because work began on the Dues & Donations project and eLearning Portal preceded the store, we are attempting to leverage all appropriate development and integrate whatever we can for a more seamless user experience. Shifting resources to this important project has impacted others, but we expect the new store to launch during calendar year 2017.

1.3 New Ecommerce eLearning Portal

ITTS has had to devote considerable resources to determining the functionalities of the event based web services available for iMIS so that progress on the eLearning portal, the one stop shop for online and small in-person event registrations, could proceed. We’ve been reviewing current ALA systems and processes so that the new site will streamline the user experience and reduce the effort required to create events, process and service registrations. We expect the portal will launch during fiscal 2016 or early 2017.

1.4 New Responsive Design for ALA.org

ITTS is working on the implementation of a responsive redesign for the main ALA website. The new development server required has been created and our vendor has successfully shifted the database onto it and begun planning and/or making updates to things like the version of PHP and code-repository software used.

Once we have a prototype of the ALA.org homepage with the new theme to share, ITTS will be scheduling sessions with division and other stakeholders to share a proposed timeline and discuss the resources required to apply the redesign to each microsite.  The current timeline for ALA.org calls for the homepage redesign and theme changes to occur early in fiscal 2017, with rolling changes to all other microsites happening thereafter, as fast as ITTS and their units can prepare them.

1.5 Search Engine for ALA.org

As reported in the Midwinter ITTS report to WAC, most of ALA.org is now using Google Custom Search to provide search results. However, we have been at work on the configuration of a Google Search Appliance. Testing of the search results for the specialized groupings and microsites has just begun. When results are satisfactory, the current ALA.org search boxes will be changed to point to the search engine.

To improve metadata collection on ALA.org, we have revised all relevant content management system templates to require the addition of metadata. Although not yet implemented on the live site, we’re testing the Drupal Metatag module on our QA site. The Metatag module can be configured with tokens to auto-fill various metadata fields across a number of standards, including Open Graph, Dublin Core and various social media fields. When the Metatag module is implemented on production, ITTS will schedule lunch and learn sessions for staff.

1.6 Next Generation ALA Connect

The following progress is being made on the installation of the New ALA Connect:

Model Site

We have a model site of the new Connect that can nest the Divisions, Round Tables and APA.  Although we suffered a setback waiting for needed changes that Higher Logic applied to their base code (for other clients, not just us) in late April 2016, we have begun initial testing of these capabilities in the new software.

iMIS Sync

With much effort and communication between ITTS and Higher Logic, we now have evidence of a working data sync between the ALA iMIS database and the new Connect test site. The iMIS data was initially synced over Memorial Day weekend.

What does this mean?

  • The team is working to confirm that the database connections accurately display changes made to the iMIS data in the new Connect test site.
  • Now that we can see ALA’s iMIS data in the test site, we can resolve issues and confirm everything is working properly.
  • The sync reveals the need to add iMIS fields for data that was either stored in Drupal, (i.e. profile data) or wasn’t previously captured.
  • As expected, the sync is revealing the need for data cleanup, in iMIS for consistency and usability.

Drupal Import

In addition to data stored in iMIS, the current ALA Connect has content and profile data in Drupal. The planned one-time import from Drupal will need to be timed carefully with the launch.  The team is working with Urban Insight (our Drupal consultant for ALA Connect) on a plan for this migration of data.

RFP for Design

Now that we can see what the microsites look like and how the various features work on them, we need an effective design that  allows users to easily flow between the divisions, ALA Offices, Round Tables, and APA.  The RFP for a consultant to design a usable and efficient interface is in its final stage and will be released in June 2016 to four select vendors with Higher Logic experience..  In the meantime, the team has partnered with ALA Production Services for theming for microsite branding to be deployed across the microsites so members know which site within they are on once they arrive on the new Connect site.

Modified Launch Date

The team hopes to be able to launch the New Connect in late fall 2016, FY 2017.

1.7 Accessibility Testing Protocols

ITTS continues to test the conference registration, program and recording sites for accessibility compliance before site launches. When sites are not in compliance, we work with unit staff and vendors to arrange for mitigation. Because it’s impossible to test with every possible platform, we appreciate receiving feedback about any accessibility issues that members or others experience, and always pass that information along to our vendors.

1.8 Shibboleth

ITTS will be working to install Shibboleth on all the new ecommerce sites before they launch.

1.9 Sympa

The implementation of Office 365 is underway and we’re looking at solutions for routing Sympa outbound email.

2.0 Hardware & Software

2.1 Office 365

ITTS is working on the implementation of Office 365, which provides staff with the ability to access and share files remotely.  The project will be divided into two phases.  The email migration and outbound routing of Sympa list server email will be the first phase and the installation of Microsoft Office products (Word, Excel, and PowerPoint) will be installed in the second phase.  The first phase is scheduled to rollout this summer.

2.2 New Blade Servers

We purchased three new blade servers for our internal and external network to retire older blade servers that were about to go unsupported.  These new blade servers are faster and more efficient and will help support our new ecommerce systems and ala.org.

3.0 ITTS Organizational Changes

Julianna Kloeppel joined the ITTS team as our new elearning specialist in January 2016.  She trains staff on new and existing technologies used by ALA staff and members. Julianna  provided eight years of great customer service to members and staff of ALA’s Public Library Association. For PLA, Julianna worked on the awards program, committee appointments, coordination of financials, board and committee coordination, conference meeting scheduling and much more. She is sharing her expertise with iMIS, SharePoint and other ALA software and applications with all of ALA’s staff and member-leaders.

4.0 ALA Strategic Technology Directions Report

ITTS continues to work on priority projects outlined in the ALA Strategic Technology Directions Update: 2016-2017 report and a majority of the items outlined in the External IT Review Report.

Please let us know if you have questions about any of these items.  

 

 

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