There we go. Okay, We are now recording and we do have transcription enabled if you don't want the words popping up on your screen.
Feel free to shut off close. captioning but We'd like to enable that so welcome everybody to the December. Ollis update
We have a lot of information for you today, and we understand Everybody can maybe not commit the entire morning to this.
So we have tried to break up the agenda, and we will record each of these sessions separately, so that you can watch whatever portion you miss afterward.
So you can take a look at the agenda here.
We did build in just a quick break around a 11 o'clock. We're gonna try to hit that actual target time just to give a room in a moment to get refreshed and we will try to stick to these agenda times
as best we can. We may run over here and there, but we should be done before 1230.
So thank you all for joining us, and we will start with oldest India structure.
And this is Shannon. all right, Great alright!
You can go ahead and the next slide. Yeah, only have a little bit of time for this.
So we typically try to do as much as possible. a, or we will try to do like guess going forward board charts.
People ask us for org charts and we'll we'll do our best in our in our reorg of our website to put org charts publicly available.
Once we can differentiate it from you know the slc type of or charts that we're also up
So So I sent this out to the directors. Kim Scalzo, who is now the Interim Senior Associate provost of the digital innovation and academic services.
She did a a 25 min presentation she's also presented this at the sunni Wizard Conference, which I know most of you or all of you probably did not go to
But it's been publicly presented so the that was part of a recent reorganization.
With, and I see carries here so acknowledge that Kerry was part of that carrier.
Mark, leaving led to a reorganization of what used to be called Atis or academic technology and information services.
I believe, are Atis. Some of you might know that acronym, because we have a financial portal.
The Atis financial portal. We will work on changing all of those things to be, you know, be as related, going forward as well.
And the the major things that that Kim sees as as as being essential to the work of Ds.
And we will work to try to align and and if it doesn't, align, try to figure out where we could mutually develop paths forward.
Are around digital transformation of the Sunni student experience.
I realize that we serve other stakeholders. I know everyone else does so.
You know it's it's gonna be something that will be in development.
And then aligning university wide digital platforms, and then also connecting with the Sunni system, office and campuses in support of digital innovation.
And then also university-wide academic shared services.
Related to digital platforms and digital innovation you know There's there's a lot of support that we do for research and researchers that we're bringing up to you know.
Try to figure out how the oldest part of of ds can be connected as well.
So I'm, now a direct support to our direct report to Kim just as Cpd Sunni online. The D.
Le project is is is is also at a level with us.
And then Lisa Stevens, who does academic innovation is at our level as well.
She's mostly connected to the high flex projects and high high flex program.
So this is part of the new structure, and then Kim reports directly to
The provost in charge and that's that's in essence our structure. and then we'll talk about the oldest structure.
Unless there's any questions so here, is one level down and we, we!
We have the Sunni Library services that reports to Maureen and all of the staff in the Sunni Library services.
And then maureen reports to me and then we have sunni oer services, and you know I think we're we're doing our best with with Catherine.
And I think Catherine is on this presentation as well.
I think she's on the in the audience in in Cory are doing a lot of work in Sunni library services or in the library space, but also a lot in oer where Tony is focused solely in in
oer services. because mostly our courseware involves a lot of operational support.
Things like that. So we do have a request in everything else is filled, or in the process of searching
And then we have a position request in for a licensing and business Operations program manager because of what I hope will be more financial transactions going on between us and the and the campuses related to oer services and
then just the portfolio of of different things.
We have going on related to content that is library related, and you know at least what we hear is as long as you can do a a good job of it.
Campuses want us to do as much procurement related to library resources as possible, and we know we need to staff up.
That's something that I do a lot of and you know the more of that. We can have focused in one person who's situated in Albany and can work with the business office, and procurement procurement office.
The better so. I don't think much has changed here but just putting it out for
Everyone to see. So you know, mark and carrie's role has you know Carrie was was more than the director of Olis.
That has been combined. in in to me any questions that's far alright.
Gotta keep on schedule. here. so i'm gonna do my best to give you a high level review of our budget, because that's what many people ask.
And the feedback has said, You need to show, you know.
Please show us your budget here's the revenue that we're bringing in so trying to look at it, as you know what we have as income streams, and then what we're doing with those income streams so the major source
of our revenue is 2 million dollars in State funds that goes into a list to support our.
You know our operations. 4 million dollars of New York State funds coming in for oer, and then we have $235,000 coming from the exilebris agreement.
That we take to support staff, and then we also have roughly $100,000 of support agreements.
So we traditionally call this or have called this extended support. So we're doing other extended support that Isn't recovered in the $100,000.
But that is in essence what we have to deal with.
The you know the many things that we are. that we are spending our money on.
Go ahead to the next slide, so our expenses
So how we try to balance the budget The main thing is we have a little bit more than a 1 million dollars in staffing commitments that we, you know the vast majority of this is is not un system, lines but we're
still responsible for paying my salary and everyone else is salary whether it's Empire State positions, whether it's release time agreements with other campuses that's, what we have as far as our expenses, for
staffing, and then we also provide $300,000 to Sunni connect as a subsidy.
Or sometimes this is called, or has been called core subsidy.
But the vast majority of it is Sunni connect. So that is the databases under that umbrella that is, you know, technically the the Alma agreement as well.
And then we also pay vendors and and other agencies about 3.8 million dollars right now.
For o oercourseware or other oer support. and then we also need to pay other system offices or other shared services for operational support.
We do about 200 mill, or 200,000 for that and it's. It's a growing expense that we're going to have to have a conversation in the near future about how much how much of a premium do
we want to make our shared repository or our shared publishing platform to be, because about a $100,000 of that is going to soar sdr and now, Sunni, create where we're doing
publishing we're doing repository work and we're not recovering any money from campuses for that.
And I understand that you know we've traditionally covered that.
But it is it is something that we're gonna need to look at
So you may be doing the math in your head just want to point out we have in in our budget that we can request so this isn't something that I can just spend money against.
I need to ask for different initiatives about $500,000. What we're trying to do with that is, the vast majority will be used to support oer on campuses, And then also other major initiatives that are
coming up that The campuses are asking us for support on like research data management.
Things like that that's. where the the difference is and that's where we're we're putting forward requests for money out of our budget.
Any any questions on that I mean that's that's where we're at.
We have money that we are going after in support of these these different initiatives.
So hopefully, we can get some. Oh, we are money out to campuses I'm gonna talk later about some declines we've seen in oer adoption that we're hoping to turn around with with some Grant programs to
campuses, and then also whatever we can do to help in in major areas with campuses in the library space.
And we have a We have a lot of what what are called pass throughs.
Right Now we have over over 11 million it's getting near 12 million right now, about 11 and a half 1 million, and pass through that.
Our office doesn't recover any money if you add in system wide agreements that the campuses are paying vendors directly.
It's much more than 11, and a half 1 million but that's part of what the oldest business manager and licensing program manager will will help with
So you you may be saying, but you're doing direct charge requests that money does not go into Olis that goes into the larger system administration office to support other other programs that we need to work with to support us in those
contract pass throughs or direct charge pastors alright next slide.
So some of the things just looking at higher level budget considerations.
You know nothing. is planned please don't take this as there's a charge coming that you will not be consulted on.
That's not. So it's going to happen but it is something that we're looking at, increased cost of repository or repository scholarly communications research that systems. we're gonna need to look
at that, especially as increased demand for services and infrastructure comes from campuses.
And we need to look strategically at the pass through contracts, and how much of that we can do, because we really need to recover as much of our you know, additional staffing needed for pass through contracts as possible.
And then also shared service models and what we, you know what we can actually achieve.
Because our ability to grow staff is extremely limited at this point.
So you know, I think we will talk about that in the extended support going forward.
But you know, just looking at that as trying to work collaboratively with campuses on shared services.
Alright, I think that's it for the budget right yep and as Jenna mentioned you know, all this went through some staffing changes this year, and we're you know, kind of still figuring letting the desk, settle and
figuring out our strategic plan. moving forward. we did share our strategic plan.
First with the directors, then with other stakeholder groups, then with the whole City library, community
And surveyed everybody for feedback. We took that feedback, and went back and made some edits to the plan and and additions, and that's kind of going to guide us you know, moving forward.
We also conducted 2 listening sessions, with the directors to hear their concerns and ideas, and we've tried to take all of that into account when creating the plan.
And then the plan is kind of guiding our our framework.
That marine will discuss with our communities of practice and other things moving forward.
I did just wanna add because i've got to mention earlier.
If you have a question, just throw it in the chat if it's something that can be answered quickly.
I'll be monitoring the chat and can do that. and if it's something that's gonna take a little more time to address we can get it at the end or follow up with you as outlined in the
strategic plan. These are the core services. with all this and I know there's so many acronyms olis sms slc oer oa
So this is kind of just the this: is the core of what all this does is both the city library services and oer services as well as the repositories.
And we've listed some of our strategic partners that we have also tried to bring into our planning process for the strategic plan.
Part of the strategic plan includes an advisory board.
The Advisory Board is convened by all this, and we we have not met yet, but we are just a finalized with our membership.
They will make recommendations moving forward, based on based on suggestions from working groups and task forces.
And we asked everyone in our surveys what they would want to see in an advisory board and definitely step to representation.
Was a a big
It was important to include some of our strategic partner groups.
So Sunni law will be represented on this board.
As well as ids and this is the board membership we're we're pretty sure all of these people have accepted
They're rolling the board, and we do have you know more people we can reach out to.
But we know that everybody has a lot going on. Everybody has a lot to do in their job.
And this is one more responsibility. So we do want to be mindful of that.
And ideally. the Board will be meeting only quarterly.
Probably before each of these updates. And we wanted to discuss loading because that has come up.
There is a question. in a recent meeting of Well, how do we know?
Is always gonna you know sign up for a contract or spend money and we can't make decisions that involve financial commitments from campuses without a pia that's the second bullet.
Here. So we do want everyone to understand that any changes that will happen to the Sunni connect package.
Will require a vote unless we use Pis, and as in the past we would convince a Sunni connect task force to review that and present it out to each of the sectors.
Any questions with this. Please feel free, like, I said, to throw them in the chat.
Am Marine will now discuss the communities of practice. Hi! thanks, thanks, Cory.
So one of the things that we started thinking about when the Lsp.
Sort of disbanded a little bit was, How do we?
How does the structure get flattened out and that's where the Olis advisory board comes in?
And then the community of practice, working groups and task forces are under that.
So we started doing some research cool I did, about what structures really look like in terms of getting by in and organizations that are sort of similar to ours, organization structures.
And what we determined is that there's communities of practice working groups and task forces are really some of the the best ways to actually get buy in through organizations.
So we've decided that we're going to facilitate opportunities for networking and collaboration on shared projects through these communities of practice and working groups.
And One of the main goals is to provide a shared context for the sunny libraries, to communicate and share best practices and information, and also recommend sort of policies.
But not really policies, I would say just recommendations because we're not really a formal governance structure.
There. so. And another thing that we took a look at is that groups we're gonna create and maintain and support the groups.
And we're gonna review them. annually because what we found is that some groups really the purpose of the group might no longer really be valid anymore.
I mean It's it's sort of served its time, And so some of these groups, what we really think is going to be happening, is that they'll be evolving into new groups or potentially dissolving depending on
the needs next slide. So we actually took a look at all of the different groups that we have currently and we just decided to group them into 3 sort of individual organizations here, and the communities of practice. We've determined that
we're going to define it as a facilitated group of peers with common roles or duties, who regularly come to together to collectively learn and share.
And what we what we're hoping is that these communities are practice.
They'll be invited to share out updates of what they're working on to the oldest advisory update meetings that we have here, and we gripped in some of these We We started some new communities of practice this
past semester, the new library directors and new e resource librarians group.
We think that it's really fruitful because these are groups that are sort of outside the Omaha realm.
And but sometimes, if you're a new e resource librarian, or your new director, it's great to have a place to share and talk about things that you might pitfalls, and things that you might have to worry about what are things that
are great, so and you know what works We're also going to be convening as Sunni Library directors group as well.
That's going to be coming soon, and cory is going to be facilitating that.
And we also have some other groups here that are not really like facilitated working groups per se.
But they're more really true communities of practice where people talk about different things.
The scholarly communications, group discovery, analytics, and accessibility.
Next slide. right? So let me take a look at the working groups that we had.
Now the original structure was, you know, the Slc. the working group she ported up to the Lsp.
Group which then reported up to the ls the Slc.
So we're actually as I mentioned we're sort of flattening that out.
So now these working groups will really sort of go up to the oldest advisory board for feedback and buy in on any major projects up there sort of wanting to push forward.
And when we decided just to go back to facility.
What we decided to define as a working group is a facilitated community who convene in a advise on specific topics related to a common role, and also include sharing of best practices and recommendations for process improvements
So this interest. the membership will be in based on interest and demand, and it's gonna be open to all sunny Staff.
So we wanted to broaden this out a little bit and allow more opportunities for people to engage.
And again. Now people will be invited to share out at the Olis update meetings.
So these are the current working groups. We have here the Metadata access services.
Shared collections and the improvements and enhancements, and I just wanna before we move off the slide.
I just wanna briefly touch on the improvements and Enhancements Committee months before we asked the working groups to really sort of take a look at what their mission was, and we knew some changes were likely coming.
So we some sort of take a look and think about turning it to an interest group, And so that's kind of been work that's already been going on, and the improvements in the enhancements group.
What what's happened with that is that there was a call for you know people to come to the meeting, and there was a lot of discussions about how to evolve that role.
I think that's really great because importance enhancements were related directly to almost specific ticketing and things like that.
But now we can sort of broaden that out and find a new role for that working group potentially change it into a community of practice.
So
Alright, next slide alright. So I think the real work. Horses of our group now are going to be the task forces which are, we're calling facilitated ad hoc groups convenience with a clear and very focused scope
of work which will have a conclusion. And, I think a lot of the task forces are really to put forth projects and and get work done under Olis and Sunni together.
Participation is going to be based on interest in demand or a call for nominations.
And right now we have 3 task forces that are currently operating the library career task force, which will meet again some time in the spring to talk about the Eld career service.
The J Store access and sunni connect ebook program which i'm going to talk a little bit more about later on in the in the in the program there.
So okay, I couldn't unmute and I just wanted to touch base on the library directors community practice. I don't know if this is gonna be the name of it.
But We definitely heard feedback from the directors that they would like a director group to come back into fruition.
So we do plan to facilitate regular meetings with this group, and ideally at the start.
They're going to be virtual because that's what we can set up.
But we hear you that you would like in person meetings to come back, and so we will be working on that.
So stay tuned, and I had sent out a survey to the directors about.
You know, a structure with this many minutes of updates in the spending minutes for breakouts, and we will not necessarily stick exactly to that structure, because we got a lot of good feedback about it.
But we do plan to have both updates and time for breakouts, either within sectors or across sectors.
And we also solicited a lot of topics that the directors would like to to discuss, and so ideally we'll feature a few topics for each meeting and give everyone a chance.
To discuss that and connect and really get that networking back to the director group.
So please stay tuned. You should hear from me about that very soon.
Oh, and I will now stop the recording