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Brandeis University Library and Technology Services

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									instructional initiatives • research initiatives • support services • information systems • web technology • information security •
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services • information systems • web technology • information security •
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services • information systems • web technology • information security •
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services • information systems • web technology • information security •
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• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
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instructional initiatives • research initiatives • support services • information systems • web technology • 0 • information technology
                                                                    Brandeis University
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
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                                                                    Library and Technology
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
                                                                    Services
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • information technology infrastructure • information systems • web technology •
information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services •Program Plan FY2008 technology • information security •
                                                                          information systems • web
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
                                                                         October 2007
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services • information systems • web technology • information security •
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
instructional initiatives • research initiatives • support services • information systems • web technology • information security •
information technology infrastructure • facilities • instructional initiatives • research initiatives • support services • information
systems • web technology • information security • information technology infrastructure • facilities • instructional initiatives •
research initiatives • support services • information systems • web technology • information security • information technology
infrastructure • facilities • instructional initiatives • research initiatives • support services • information systems • web technology
• information security • information technology infrastructure • facilities • instructional initiatives • research initiatives • support
services • information systems • web technology • information security • information technology infrastructure • facilities •
                                                                                                                    information | 
instructional initiatives • research initiatives • support services • information systems • web technology •Program Plan FY2008security •
Brandeis University
Library and Technology Services

Program Plan FY2008
October 2007




                       Contents



                       n   Introduction                             3

                       n   Instructional initiatives                6

                       n   Research inititatives                    8

                       n   Support services                        10

                       n   Information systems                     13

                       n   Web technology                          18

                       n   Information security                    20

                       n   Information technology infrastructure   23
                       n   Facilities                              26

                       n   Appendix                                28




Library & Technology Services
MS 045 Brandeis University
Waltham, MA 02454-9110
781-736-7777
781-736-4719 (fax)
Brandeis University Library and Technology Services
Program Plan FY2008
October 2007


                B       randeis University is a community of scholars and students united by their
                        commitment to the pursuit of knowledge and its transmission from generation to
                        generation1. Library and Technology Services (LTS) serves the mission of the
                University by providing services that enhance learning, teaching, and scholarship
                activities and support operational decision-making, planning, and analysis.

                The LTS Program Plan for Fiscal Year 2008 defines the priorities, activities and
                responsibilities of LTS for this year as well as the roles played by each of the various
                groups within the LTS organization. This third annual Program Plan seeks to:
                • communicate about initiatives that provide new and improved services to the
                  Brandeis community,
                • provide concrete objectives with which to evaluate our success in serving the
                  community, and
                • depict the scope and complexity of the projects, services, and responsibilities that
                  LTS undertakes to serve the community.

                As we enter Fiscal Year 2008, disruptions and changes in the world of information
                and technology magnify the challenges facing the University and render LTS services
                even more relevant for the Brandeis community. Digital information and information
                technologies are rapidly and radically changing learning, teaching, and scholarship.
                At the same time, the planning and operational activities of the University demand
                enhanced management capabilities for data and information. Traditional library
                services and resources are being scrutinized for effectiveness in an increasingly
                digital world whose perils require constant attention to network infrastructure and
                information security efforts. The projects highlighted in this Program Plan for FY2008
                are part of our long term strategic plan for meeting the challenges and needs of the
                University in the 21st century.




                1
                    Brandeis University’s Mission Statement

                                                                                                           Program Plan FY2008 | 
Governance                    Library and Technology Services seeks advice from a variety of groups when selecting
                              its priorities and activities.

                              The Library and Technology Services Advisory Committee (LTSAC) advises the Vice
                              President and Vice Provost for Library and Information Technology on the mission and
                              activities of LTS. The committee members include representatives from the four Arts
                              and Sciences Schools, from the three graduate schools, and from the undergraduate
                              and graduate student bodies. Faculty and staff members of the committee are
                              appointed by the Provost. Student members are appointed by their respective
                              governance organizations. (See Appendix I for FY2008 current membership.)

                              Several faculty governance groups provide additional critical advice to the Chief
                              University Librarian regarding the development and assessment of information
                              resources. Members of these Information Resource Working Groups are drawn
                              from each of the Schools (Creative Arts, Humanities, Science, Social Science) with
                              appropriate representation from Heller, IBS, and Rabb.

                              LTS leadership also seeks additional student input by consulting with two groups
                              whose members are appointed by student governance organizations. The Student
                              Information Technology Advisory Committee advises the Chief Technology Officer on
                              issues regarding student use of technology. The Student Library Advisory Committee
                              advises the Chief University Librarian on issues regarding use of information resources,
                              research assistance and library facilities.

Program Plan Structure
                              The complex and varied activities of LTS take place within the context of eight
                              functional areas.

                              1. Instructional initiatives
                              2. Research initiatives
                              3. Support services
                              4. Information systems
                              5. Web technology
                              6. Information security
                              7. Technology infrastructure
                              8. Facilities

                              1. Instructional initiatives
                              Digital information continues to change the landscape of teaching and learning
                              and brings with it new concerns about information literacy, computer literacy, and
                              media literacy. Brandeis faculty teach nearly 500 courses each semester using the
                              University’s new online Learning and Teaching Technology Environment (LATTE) and
                              students relentlessly use technology in their pursuit of learning. Supporting these
                              learning and teaching activities is the most vital activity performed by LTS.

                              2. Research initiatives
                              Supporting the research requirements of faculty and students is a daunting task. As
                              digital information changes research and scholarship, students and faculty increasingly
                              expect timely access to a widening variety of information resources. Exploring
                              innovative and effective ways to provide access to research materials is a top priority.
 | Brandeis University Library and Technology Services
                  3. Support services
                  Providing high quality, user-centered services for the community is a goal that requires
                  constant attention. Each year, LTS renews its commitment to serving the Brandeis
                  community.

                  4. Information systems
                  Management and maintenance of administrative information systems is another
                  critical service provided by LTS. The University’s extensive investment in these systems
                  facilitates critical decision-making and enables academic and administrative units to
                  conduct their day to day activities effectively.

                  5. Web technology
                  Today’s expectations for Web technology seem boundless. The Web has become a
                  primary communications tool, source of information, and platform for service delivery.
                  Working closely with the Office of Communications, LTS focuses its energies on
                  providing and enhancing a stable, managed environment for the Brandeis University
                  web presence.

                  6. Information security
                  Amid increasing rates of identity theft and mounting risks to sensitive University
                  information, a vigorous information security program becomes ever more critical. To
                  ensure the confidentiality, integrity, and availability of Brandeis information, LTS must
                  continue to develop effective security measures, mitigate risk, and promote security
                  awareness on campus.

                  7. Technology infrastructure
                  The technology infrastructure that underlies many of the activities of the University
                  must be fast, efficient, resilient, redundant, and secure. Maintaining a robust
                  infrastructure to meet the needs of the University is an ongoing challenge.

                  8. Facilities
                  As libraries become increasingly important learning, teaching, and social spaces, the
                  growth of digital resources and online services makes it possible to change the way
                  we use the space within our existing facilities. LTS is constantly renewing our five
                  facilities as we seek to provide an appropriate mix of activities and services for the
                  Brandeis community.


Ongoing Service Activities
                  Each year the LTS Program Plan describes a number of new projects that enhance
                  learning, teaching, and scholarship activities and support operational decision-making,
                  planning, and analysis. Despite the high visibility of these projects, the ongoing
                  service activities of LTS require well more than half of the organization’s combined
                  efforts. Each functional area described above requires dedicated resources to support
                  instruction, research, user activities, information systems, Web technology, security,
                  and infrastructure development. As resources and services become increasingly
                  available 24/7, LTS must redouble its efforts to meet the needs of the community.
                  In addition, the new projects undertaken by LTS each year add to the challenge of
                  providing effective and efficient ongoing service.

                  For more information about ongoing service activities, please see Appendix II.


                                                                                                              Program Plan FY2008 | 
                                                                                                       . Instructional Initiatives




™
Vision                        Become an integral part of the academy by partnering with faculty to create learning
                              and teaching opportunities.


Mission                       Provide advice and assistance to faculty and students using technology to facilitate
 ‰                            learning and teaching. Model effective uses of technology in learning and teaching
                              activities. Teach skills needed for life-long learning, including information research
                              skills, critical thinking skills, computer skills, and media skills. Provide a rich variety of
                              expert assistance to students, faculty, and staff as they engage in learning, teaching,
                              and scholarship.


Principles                    • Actively engage with faculty, scholars, students, and staff to understand and meet
                               their learning and teaching needs.
                              • Continuously investigate new theories, methods, and technologies.
                              • Solicit faculty, student and staff feedback to enrich and improve services.
                              • Partner with other institutions and organizations where appropriate to enhance
                               services and resources.


Activity 1:Establish new Learning And Teaching Technology Environment (LATTE)

ç                             Goal: Enhance participation in, and support of, teaching and learning.

                              Priorities for FY2008
                              1. Implement Learning And Teaching Technology Environment (LATTE) based on Moodle
                                 course management software.
                              2. Establish a program of exceptional support for faculty, students, and staff using the
                                 LATTE online learning environment.
                              3. Develop a product management plan that guides future enhancements to LATTE.
                              4. Investigate integration of wiki software into the LATTE environment to enable
                                 collaborative writing and revision within the curricular context.
                              5. Develop a plan to support plagiarism detection software used in curricular
                                 instruction.




 | Brandeis University Library and Technology Services
Activity 2: Expand support for use of films in learning and teaching


ç                  Goal: Assist faculty who wish to incorporate film into curricular instruction.

                   Priorities for FY2008
                   1. Deliver at least 300 films online each semester for curricular instruction.
                   2. Enhance the Wasserman Cinemateque theater to provide capabilities for high-quality
                      video and audio projection.
                   3. Establish a new state-of-the-art AV screening room in Shiffman 219.


Activity 3: Expand LTS participation in curricular instruction


ç
                   Goal: Teach critical thinking, technology, and research skills to Brandeis
                   students.

                   Priorities for FY2008
                   1. Partner with Writing Program to increase LTS participation in first-year writing
                      courses.
                   2. Collaborate with the Committee for the Support of Teaching to promote LTS role in
                      teaching skills for life-long learning.


Activity 4: Create technologically sophisticated learning and teaching spaces.


ç
                   Goal: Develop cutting edge classroom facilities to support learning and
                   teaching.

                   Priorities for FY2008
                   1. Enable instructors to digitally record and store classroom lectures for reference by
                      students and teaching assistants




                                                                                                             Program Plan FY2008 | 
                                                                                                   2. Research Initiatives




™
Vision                        Support scholarly research by facilitating access to the widest possible array of
                              information and technology resources.


Mission                       Provide timely and efficient access to information resources in all formats, regardless
 ‰                            of ownership. Provide responsible stewardship for information and intellectual content
                              that enhances the University’s teaching, learning and scholarship activities. Use
                              technology resources efficiently and effectively to support research activities.


Principles                    • Seek input from faculty governance groups to guide content development.
                              • Respond to the developing information requirements of the research community.
                              • Continuously assess information resources.
                              • Pursue cooperative resource development, in collaboration with other information
                                repositories and producers, wherever possible.
                              • Develop selected sets of information resources to support the mission of the
                                University.


Activity 1: Establish a University repository for digital information assets

ç                             Goal: Preserve, manage, and provide access to locally created digital
                              information.

                              Priorities for FY2008
                              1. Complete technical implementation of the University’s digital asset management
                                 system.
                              2. Create guidelines, in consultation with faculty governance groups, for delivering and
                                 preserving digital resources that support learning and teaching.
                              3. Establish procedures, in consultation with faculty governance groups, for
                                 disseminating and preserving the scholarly works of the Brandeis community.
                              4. Design a program of assistance for faculty, staff, and students who retrieve
                                 materials from the digital asset management system and for those who contribute
                                 content to the system.
                              5. Implement a process that permits digital master’s projects from the Graduate School
                                 of Arts and Sciences to be deposited into the digital asset management system.
                              6. Conduct outreach efforts that encourage faculty to contribute scholarly work to the
                                 digital asset management system.


8 | Brandeis University Library and Technology Services
Activity 2: Create digital information resources


ç                 Goal: Develop digital content that supports the academic mission of the
                  University.

                  Priorities for FY2008
                  1. Pursue funding to support digitization projects.
                  2. Digitize and provide access to unique, valuable public domain books as part of a
                     collaborative digitization project.
                  3. Digitize valuable materials in the LTS collections.
                  4. Evaluate acquisition and use of digital book collections.


Activity 3: Enhance online access to information


ç                 Goal: Provide timely and efficient access to information resources.

                  Priorities for FY2008
                  1. Enable researchers to conduct rapid, customized searches across large groups of
                     related information resources.
                  2. Expand the descriptions of digital information resources available via the online
                     public access catalog (LOUIS).


Activity 4: Create a University-wide supercomputing cluster


ç
                  Goal: Support research activities by providing cutting-edge computing
                  capabilities.

                  Priorities for FY2008
                  1. Develop a supercomputing cluster using existing computer equipment.
                  2. Explore opportunities for access to collaborative supercomputing facilities.
                  3. Assist in efforts to secure funding for a next-generation supercomputing facility.


Activity 5: Evaluate research services and practices


ç
                  Goal: Provide effective support for research activities as well as responsible
                  stewardship of intellectual content and data resources.

                  Priorities for FY2008
                  1. Assess research assistance services.
                  2. Update collection and content development guidelines, in consultation with faculty
                     governance groups.




                                                                                                          Program Plan FY2008 | 
                                                                                                 . Support Services




™
Vision                        Provide superlative, seamless, user-centered services.




Mission                       Provide access to information, technology, and human resources that support learning,
 ‰                            teaching, and scholarship. Assist faculty, students, and staff in their use of these
                              resources.


Principles                    • Centralize LTS service points for seamless service.
                              • Provide unparalleled service.
                              • Observe the highest professional standards.



Activity 1: Conduct ongoing assessment of LTS services

ç                             Goal: Evaluate and improve LTS services, resources, and activities.

                              Priorities for FY2008
                              1. Participate in surveys that provide comparisons with peer institutions.
                              2. Review service requests to identify areas for improvement.
                              3. Develop enhanced reporting capabilities that permit analysis of library services.
                              4. Define requirements and processes for ongoing collection of data about LTS services.
                              5. Analyze LTS information resources in comparison with those of peer institutions.


Activity 2: Examine and document LTS services

ç                             Goal: Define assistance levels for LTS services.

                              Priorities for FY2008
                              1. Determine response time and support level requirements for each LTS service.
                              2. Develop Service Level Agreement documents that outline the assistance available
                                 for each service.




0 | Brandeis University Library and Technology Services
Activity 3: Promote LTS services and resources to the Brandeis community

ç                  Goal: Inform the Brandeis community of services and resources.

                   Priorities for FY2008
                   1. Develop a model for regular promotion of new information resources.
                   2. Investigate the use of social networking tools and other techniques for ongoing
                      promotion of LTS services and resources.
                   3. Develop navigation aids to help Brandeis community members locate services and
                      resources within LTS facilities.


Activity 4: Improve the LTS Web site

ç
                   Goal: Make information on the LTS Web site easier to find.

                   Priorities for FY2008
                   1. Redesign and enhance the LTS Web site so that information about services and
                      resources is easier to find.
                   2. Provide easier access to digital information resources that support teaching,
                      learning, and research.
                   3. Expand the Help section to provide more extensive assistance for Brandeis faculty,
                      staff, and students.
                   4. Redevelop the Technology Resources section as a source of technical documentation.


Activity 5: Expedite the delivery of online video delivery

ç                  Goal: Enable rapid publication of video from campus events on the Brandeis
                   Web site.

                   Priorities for FY2008
                   1. Document procedures for preparing online video.
                   2. Upgrade equipment to expedite video preparation.
                   3. Develop and implement a plan for rapid online delivery of recorded video from
                      campus events.
                   4. Promote the use of streaming audio and video on Brandeis Web sites.




                                                                                                           Program Plan FY2008 | 
Activity 6: Allow payment with WhoCash at LTS service points

ç                             Goal: Simplify payment for printing, copying, and other services.

                              Priorities for FY2008
                              1. Permit the use of WhoCash when printing in computer classrooms and clusters.
                              2. Develop a procedure to allow printing by computer users without WhoCash
                                 accounts.
                              3. Enable the use of WhoCash when using photocopiers in the Main and Science
                                 Libraries.
                              4. Allow the use of WhoCash to pay fines associated with borrowing books and other
                                 library resources.


Activity 7: Plan for new computer cluster in Shapiro Science Center

ç                             Goal: Design additional public computing resources within the new science
                              facility.

                              Priorities for FY2008
                              1. Consult with faculty to identify technology resources that will meet teaching and
                                 research requirements.
                              2. Collaborate with staff from the Office of Capital Projects to design and plan the new
                                 computer cluster.




2 | Brandeis University Library and Technology Services
                                                                                        . Information Systems




™
Vision            Provide user-friendly, secure access to data that facilitates critical decision-making and
                  supports the mission of the University.


Mission           Improve productivity by expanding and enhancing the functionality of the University’s
 ‰                administrative information systems.




Principles        • Develop common, centrally maintained administrative systems that support
                    university business processes and decision-making.
                  • Provide secure access to appropriate information.
                  • Provide robust methods of acquiring, retrieving, managing, preserving, and
                    presenting information.
                  • Maintain compliance with current industry standards for data retention and security.


Activity 1: Establish a campus-wide emergency notification system

ç
                  Goal: Enhance emergency communication capabilities.

                  Priorities for FY2008
                  1. Implement reliable, resilient systems that provide a variety of methods for
                     communication with the Brandeis community during an emergency.
                  2. Develop user-friendly software that will permit an emergency message to be sent
                     using several emergency communication systems at once.
                  3. Enable the University to determine how many members of the community remain in
                     danger during a campus emergency.




                                                                                                               Program Plan FY2008 | 
Activity 2: Enhance PeopleSoft systems to serve University requirements

ç                             Goal: Provide consistent, user-friendly systems that support University
                              business processes.

                              Priorities for FY2008
                              1. Implement Benefits Administration system to simplify management of benefits by
                                 Human Resources staff.
                              2. Upgrade PeopleSoft Student Administration system (SAGE) to version 9.
                              3. Upgrade PeopleSoft Financials system to version 9.
                              4. Perform Unicode conversion to permit the use of non-western characters in
                                 administrative systems.
                              5. Explore alternative techniques for developing new capabilities in PeopleSoft
                                 systems.


Activity 3: Expand capabilities for reporting on institutional data

ç                             Goal: Enhance capabilities for analysis of budget, enrollment, and admissions
                              data.

                              Priorities for FY2008
                              1. Develop and refine requirements for analytical reporting.
                              2. Enhance the existing data warehouse system to meet reporting and analysis
                                 requirements.
                              3. Develop security mechanisms to prevent unauthorized access to institutional data.
                              4. Establish procedures for requesting access to institutional data.
                              5. Promote analytical reporting capabilities.


Activity 4: Enhance the administrative capabilities of library systems

ç                             Goal: Simplify the delivery of services and resources.

                              Priorities for FY2008
                              1. Develop a plan for providing comprehensive reports from the integrated library
                                 system and other library applications.
                              2. Permit automated invoicing for purchased books.


Activity 5: Improve connections between library systems and other administrative systems

ç                             Goal: Provide easier access to online library services.

                              Priorities for FY2008
                              1. Automate the addition of faculty and staff to the library patron database.
                              2. Offer access to online research tools and patron services using Brandeis UNet
                                 accounts.
                              3. Enable Interlibrary Loan borrowers to log in using Brandeis UNet accounts.




 | Brandeis University Library and Technology Services
Activity 6: Create system to manage grant proposals

ç                 Goal: Streamline the management of grant proposals for University research
                  activities.

                  Priorities for FY2008
                  1. Partner with the Office of Sponsored Programs to develop an improved
                     administration process for grant proposals.
                  2. Establish requirements for a system to support new business processes.
                  3. Develop and deploy new grant management system.


Activity 7: Implement broadcast email notification system for the Brandeis community

ç                 Goal: Enable the University to broadcast email messages to Brandeis
                  populations.

                  Priorities for FY2008
                  1. Develop and deploy a broadcast email system for communicating with the Brandeis
                     community.
                  2. Provide training, documentation, and assistance to system users.


Activity 8: Review consistent data standards for Brandeis.

ç                 Goal: Permit mass communication by email to targeted off-campus
                  populations.

                  Priorities for FY2008
                  1. Select and implement a system to allow broadcast email communications.
                  2. Provide training, documentation, and assistance to system users.
                  3. Migrate data from existing broadcast email systems to this new system.


Activity 9: Implement online procurement system.

ç                 Goal: Provide online requisitioning and procurement services.

                  Priorities for FY2008
                  1. Finalize requirements for online procurement.
                  2. Select a procurement system.
                  3. Develop implementation plan.




                                                                                                       Program Plan FY2008 | 
Activity 10: Implement a document management system

ç                             Goal: Provide Brandeis administrative departments with the ability to
                              manage, store, preserve, and retrieve digital documents.

                              Priorities for FY2008
                              1. Gather document management requirements from campus stakeholders.
                              2. Select and implement a document management solution.
                              3. Conduct a pilot test of the system with selected administrative departments.
                              4. Develop plans for campus-wide deployment.


Activity 11: Implement an event management system

ç                             Goal: Enable Brandeis classrooms and meeting spaces to be reserved for on-
                              campus events and curricular instruction.

                              Priorities for FY2008
                              1. Select an event management system.
                              2. Deploy system, in partnership with Office for Conferences and Event Services.
                              3. Implement ongoing information sharing between event management system and
                                 PeopleSoft systems.


Activity 12: Create an online application form for undergraduate admission

ç                             Goal: Offer prospective students a secure, user-friendly online application for
                              admission.

                              Priorities for FY2008
                              1. Gather requirements for the online form.
                              2. Create, test, and deploy the form.


Activity 13: Create an online inquiry form for prospective Heller School students

ç                             Goal: Offer prospective Heller School students a secure, user-friendly method
                              for requesting information and materials.

                              Priorities for FY2008
                              1. Gather requirements for the online form.
                              2. Create, test, and deploy the form.


Activity 14: Enhance the capabilities of the Alumni Relations Web site

ç                             Goal: Improve online services for Brandeis alumni.

                              Priorities for FY2008
                              1. Develop and implement an improved design for the Alumni Relations Web site.
                              2. Enable alumni to make gifts to the University using an online form.
                              3. Provide alumni with UNet accounts that permit future access to University online
                                 resources.
                              4. Improve the online experience for Brandeis alumni by identifying and implementing a
                                 replacement for the existing LouieNet service.

 | Brandeis University Library and Technology Services
Activity 15: Develop a data warehouse for enrollment information

ç                 Goal: Provide continuously updated information about courses, instructors,
                  and enrolled students for use in Web-based services such as LATTE.

                  Priorities for FY2008
                  1. Develop and populate a structure to store enrollment data.
                  2. Implement a mechanism that continuously updates enrollment data.
                  3. Enable LATTE, the online course catalog, and other Web-based services to present
                     updated enrollment information.


Activity 16: Implement online processing for credit card transactions

ç                 Goal: Simplify online giving and other University financial transactions.

                  Priorities for FY2008
                  1. Evaluate existing solutions for credit card processing and investigate alternatives.
                  2. Select and implement a credit card processing system.
                  3. Enable online replenishment of WhoCash using a credit card transaction.


Activity 17: Implement new management system for Facilities work orders

ç                 Goal: Provide improved facilities management capabilities.
                  Priorities for FY2008
                  1. Implement new work order management system.
                  2. Convert existing inventory data for use in new system.
                  3. Deliver training for Facilities administrative staff.
                  4. Plan and implement new functionality to serve the Brandeis community.




                                                                                                            Program Plan FY2008 | 
                                                                                               . Web Technology




™
Vision                        In partnership with the Office of Communications, empower Brandeis community
                              members to create and maintain Web content.



Mission                       Provide the Brandeis community with secure, standardized, supported Web sites and
 ‰                            Web-based services.




Principles                    • Employ common architecture and standard tools to enhance the Brandeis Web
                                presence.
                              • Develop and maintain Web-based services and applications that emphasize user
                                centered design.
                              • Leverage authoritative data sources to deliver dynamic information in Web-based
                                applications.
                              • Remain current with Web technologies, Web services, and emerging trends.
                              • Respond to priorities set by the Office of Communications.



Activity 1: Develop and deploy high-profile Brandeis Web sites

ç                             Goal: Enhance university Web presence by leveraging innovative Web
                              technologies.

                              Priorities for FY2008
                              1. Transform Brandeis Web presence, in partnership with the Office of Communications,
                                 by implementing a new Brandeis home page and new sites that promote the
                                 University.
                              2. Deploy new Web sites selected by the Office of Communications, including
                                 the Graduate School of Arts & Sciences, the Heller School for Social Policy and
                                 Management, the Hiatt Career Center, the Rabb School of Continuing Studies,
                                 the International Business School, and the Brandeis University National Women’s
                                 Committee.
                              3. Develop branded faculty guide Web sites that promote Brandeis graduate schools
                                 and leverage data stored in University administrative systems.
                              4. Facilitate the migration of existing Brandeis Web sites into the new Web content
                                 management system.


8 | Brandeis University Library and Technology Services
Activity 2: Implement next-generation search capabilities for Brandeis Web sites

ç                 Goal: Enable Brandeis Web site visitors to find information more easily.

                  Priorities for FY2008
                  1. Deploy enhanced, customized search capabilities for Brandeis Web sites.
                  2. Improve the infrastructure that supports searching within the Brandeis Web
                     presence.


Activity 3: Enhance architecture and services supporting Brandeis Web sites

ç                 Goal: Provide robust, campus-wide software tools that improve university
                  Web sites.

                  Priorities for FY2008
                  1. Strengthen the infrastructure that supports the University’s public Web presence and
                     critical Web applications.
                  2. Select and implement software tools to analyze Web server data and provide reports
                     about Brandeis Web sites.
                  3. Enable Brandeis news, campus event listings, and profiles of Brandeis community
                     members to be published on sites throughout the Brandeis Web presence.


Activity 4: Enhance Brandeis community tools and intranet

ç                 Goal: Deliver a suite of collaborative tools for the Brandeis community.

                  Priorities for FY2008
                  1. Evaluate existing community tools and investigate alternatives.
                  2. Plan to implement a next-generation set of community and collaborative tools.
                  3. Select and implement software that enables Brandeis community members to
                     publish blogs for academic, administrative, and personal use.




                                                                                                            Program Plan FY2008 | 
                                                                                                    . Information Security




™
Vision                        Ensure the confidentiality, integrity, and availability of Brandeis information assets and
                              systems.


Mission                       Enable members of the Brandeis community to access the University’s information
 ‰                            assets and systems in a manner that is authorized, secure, and cost-effective. Protect
                              the Brandeis community’s information and systems against unauthorized access,
                              modification, or destruction. Identify, measure, manage, and mitigate information
                              security risks to the University’s reputation, revenues and donations, and regulatory
                              compliance. Guard the privacy of faculty, staff and students. Educate the entire
                              Brandeis community about information security and privacy risks.


Principles                    • Communicate the Brandeis commitment to information security and privacy.
                              • Involve the entire Brandeis community in efforts to reduce information security risks.
                              • Make it easy to practice safe computing.
                              • Protect the privacy of community members.
                              • Measure and manage information security risk using real data and regular reporting.
                              • Leverage campus initiatives that offer opportunities to improve information security,
                                enhance privacy, and educate the Brandeis community.


Activity 1: Develop information security policy and procedures

ç                             Goal: Protect information assets and systems, promote privacy rights, and
                              educate the community.

                              Priorities for FY2008
                              1. Identify and organize all current policies and procedures regarding information
                                 security and privacy.
                              2. Amend policies and procedures as necessary.




20 | Brandeis University Library and Technology Services
Activity 2: Improve incident response procedures

ç                 Goal: Respond quickly and effectively in the event of an information security
                  incident.

                  Priorities for FY2008
                  1. Update and formalize Brandeis information security incident response procedures.


Activity 3: Educate the Brandeis community about information security risks

ç                 Goal: Build awareness at Brandeis about information security and privacy.

                  Priorities for FY2008
                  1. Develop and deliver “Digital Self Defense” workshops to Brandeis students.
                  2. Post and maintain information security educational materials on the LTS Web site.
                  3. Partner with the Office of Human Resources to develop an information security
                     awareness workshop for the new employee orientation process.
                  4. Incorporate information security responsibilities into Brandeis job descriptions and
                  performance reviews where appropriate.


Activity 4: Implement identity management system

ç                 Goal: Provide Brandeis community members with appropriate access to
                  information and services.

                  Priorities for FY2008
                  1. Develop a model that defines the rights to information, resources, and services for
                     each Brandeis population.
                  2. Create procedures for efficient management and review of accounts and privileges.
                  3. Implement appropriate security controls.


Activity 5: Develop business continuity plans

ç                 Goal: Reduce the business impact from system and network outages
                  after a disaster.

                  Priorities for FY2008
                  1. Catalog critical information systems and business processes.
                  2. Develop and document business continuity strategies.




                                                                                                            Program Plan FY2008 | 2
Activity 6: Manage information security risks

ç                             Goal: Protect the Brandeis community from evolving information security
                              threats.

                              Priorities for FY2008
                              1. Discuss information security risks with University senior management.
                              2. Identify and document systems that contain sensitive, confidential information.
                              3. Assess the current state of protection for confidential information repositories.
                              4. Implement a plan to mitigate risk caused by gaps in protection.
                              5. Monitor, measure, and report on progress achieved.


Activity 7: Leverage relationships with peer organizations

ç                             Goal: Provide a framework within which Brandeis may request and provide
                              aid in the event of an information security incident.

                              Priorities for FY2008
                              1. Establish close contacts with Brandeis peers, including Public Safety and other
                                 administrative units.
                              2. Reach out to colleagues at peer institutions.
                              3. Cultivate ties with local, regional, and national law enforcement officials.




22 | Brandeis University Library and Technology Services
                                                                                           . Information Technology
                                                                                              Infrastructure




™
Vision             Provide reliable, stable, and secure infrastructure to support University technology
                   initiatives.




Mission            Maintain the highest level of reliability, stability, and security for the systems at the
 ‰                 core of our technology services.


Principles         • Provide uninterrupted networking and telephony services.
                   • Provide stable, secure operating systems to support University services.
                   • Provide access to data storage systems.
                   • Ensure that communications services (email, voice, video, and networking) are
                     available, easy to use, and free from congestion.
                   • Provide database services to support University business needs.
                   • Protect the University’s network from intrusions and malicious attacks.
                   • Develop and maintain disaster recovery systems and procedures to support the
                     University’s business continuity plan.
                   • Explore new technology and develop new infrastructure standards to support future
                     needs.



Activity 1: Pursue disaster recovery initiatives

ç                  Goal: Implement capabilities to support the University disaster recovery and
                   business continuity plans.

                   Priorities for FY2008
                   1. Develop a plan to establish offsite data centers.
                   2. Develop and document procedures for recovery and continuation of technology
                      services after a disaster.
                   3. Conduct disaster recovery testing of Brandeis networks and systems.
                   4. Investigate software that enables administrative and academic units to evaluate the
                      impact of a campus emergency on critical business processes.




                                                                                                               Program Plan FY2008 | 2
Activity 2: Enhance the University’s data network

ç                             Goal: Provide greater network performance and increased resilience.

                              Priorities for FY2008
                              1. Install new network equipment in each campus building.
                              2. Implement remote monitoring and management capabilities.
                              3. Establish firewall protection to guard against attacks and intrusions.
                              4. Implement an improved network registration system.


Activity 3: Strengthen the server infrastructure supporting critical services

ç                             Goal: Increase the reliability, availability, and performance of critical
                              University systems.

                              Priorities for FY2008
                              1. Implement next-generation server infrastructure.
                              2. Migrate existing systems, including PeopleSoft, to next-generation infrastructure.
                              3. Develop and document practices for administration of new infrastructure.


Activity 4: Evaluate the infrastructure supporting library services

ç                             Goal: Increase the reliability, availability, and performance of library systems.

                              Priorities for FY2008
                              1. Assess library systems infrastructure.
                              2. Develop and implement a plan to improve the redundancy and resilience of library
                                 systems.


Activity 5: Improve storage systems for University data

ç                             Goal: Provide high-performance, resilient storage for critical University
                              information.

                              Priorities for FY2008
                              1. Optimize storage system configuration to improve efficiency and performance.
                              2. Reconfigure PeopleSoft storage system to provide increased redundancy and
                                 resilience.


Activity 6: Plan the deployment of new email and groupware systems

ç                             Goal: Provide improved messaging and collaboration tools to support the
                              University’s academic and administrative activities.

                              Priorities for FY2008
                              1. Gather and document requirements for email and groupware systems.
                              2. Investigate potential solutions.
                              3. Select and implement new email and groupware system.
                              4. Conduct a pilot test of the system with selected departments.
                              5. Develop plans for campus-wide deployment.


2 | Brandeis University Library and Technology Services
Activity 7: Develop improved techniques for managing desktop computers

ç                Goal: Enable simplified remote management of University desktop computers.

                 Priorities for FY2008
                 1. Investigate, select, and implement a system to conduct regular updates of installed
                    software.
                 2. Configure desktop computers in select areas to better protect sensitive University
                    information.


Activity 8: Enable remote management of classroom audiovisual systems

ç                Goal: Provide more rapid assistance to users of audiovisual systems in
                 classrooms, conference rooms and public spaces.

                 Priorities for FY2008
                 1. Implement and test remote management systems.
                 2. Provide LTS staff with software that permits remote management of classroom
                    audiovisual systems.


Activity 9: Implement ongoing information sharing between administrative systems

ç                Goal: Provide seamless access to university resources and services for
                 members of the Brandeis community.

                 Priorities for FY2008
                 1. Identify active members of the Brandeis community in PeopleSoft HR and SAGE
                    systems.
                 2. Implement a mechanism that continuously shares this information with card access
                    systems that enable purchases, building access, and borrowing of library resources.
                 3. Implement an automated method to notify card systems when members leave the
                    Brandeis community.




                                                                                                          Program Plan FY2008 | 2
                                                                                                   8. Facilities




                              Offer up-to-date, welcoming, technologically sophisticated spaces that enhance the

™
Vision
                              learning, teaching and scholarship activities of the academy.



Mission                       Provide physical environments and user-centered spaces that support the activities of
 ‰                            the Brandeis community.


Principles                    • Provide flexible, learning-centered facilities.
                              • Proactively seek expert advice to determine the highest and best use of LTS facilities.
                              • Assess facilities use on an ongoing basis.




ç
Activity 1: Continue to develop and improve the Information Commons
                              Goal: Deliver superlative service using one-stop-shopping approach,

                              Priorities for FY2008
                              1. Provide comfortable new student study spaces in Goldfarb Library.
                              2. Renovate the Faculty Resource Center in Goldfarb Library
                              3. Install attractive updated signage at service points in the Information Commons.
                              4. Establish the Hartigan Commons, an integrated creative arts and multimedia center.
                              5. Enhance media and network capabilities of the Rapaporte Treasure Hall.


Activity 2: Upgrade and renovate Goldfarb and Farber computer classrooms

ç                             Goal: Provide cutting edge classroom facilities to support learning and
                              teaching.

                              Priorities for FY2008
                              1. Update classroom furniture and facilities.
                              2. Refresh existing classroom audio-visual systems by replacing aging equipment and
                                 adding state-of-the-art capabilities.




2 | Brandeis University Library and Technology Services
Activity 3: Renovate office space on Feldberg lower level

ç                  Goal: Provide expanded, improved office space for LTS staff.

                   Priorities for FY2008
                   1. Develop and execute plan for office space renovation.
                   2. Move staff from existing offices to newly renovated space.


Activity 4: Construct office space on Farber Library Level 2

ç                  Goal: Provide expanded, improved office space for LTS staff.

                   Priorities for FY2008
                   1. Develop and execute plan for office space renovation.
                   2. Move staff from existing offices to newly renovated space.




                                                                                   Program Plan FY2008 | 2
Appendix I
LTSAC Membership 2007-08


                              Arts and Sciences                   International Business School
                              Chemistry                           Simon Sherrington
                              Bruce Foxman
                                                                  Rabb School & Office of the
                              Fine Arts                           Provost
                              Charles McClendon                   Michaele Whelan

                              Romance Studies                     Student Members
                              Dian Fox-Hindley                    Undergraduate
                                                                  Anna Mazhbits
                              Psychology
                              Robert Sekuler                      Graduate
                                                                  Alison Taylor
                              NEASC Review
                              Timothy Hickey (Computer Science)   Library and Technology Services
                                                                  Perry Hanson
                              Faculty Senate                      Anna Tomecka
                              Marc Brettler (NEJS)                Susan Wawrzaszek

                              Heller School
                              Dominic Hodgkin




28 | Brandeis University Library and Technology Services
Appendix II
LTS Ongoing Activities
                   This section describes ongoing or routine activities performed by LTS, including
                   activities requiring substantial continuous investment, large amounts of staff time,
                   coordination across University organizational lines, or some combination of these.



Instructional Activities
                   Instructional activities are conducted by the Research and Instruction Services group.

                   Support of Online Course Management Software
                   Each year staff members complete a cycle of activities to support student and faculty
                   use of nearly 1000 courses supported by Brandeis University’s new Learning And
                   Teaching Technology Environment (LATTE). During the summer and late fall, notices
                   are sent to faculty reminding them how to request and create a new course and how
                   to retrieve or reinstate a course previously taught. Each term, the staff offers regular
                   workshops for faculty who use technology tools in their classes. In addition, staff
                   members regularly consult with faculty needing assistance. At the beginning of each
                   semester, many faculty seek help scanning materials and incorporating them into their
                   LATTE courses. The staff teaches faculty members how to scan documents, upload text
                   and PowerPoint files, and create dynamic links to digital information resources. The
                   staff also works with the faculty to design assignments using technology and advises
                   them on methods for maximizing students’ opportunities for success in the class.

                   Support of Instructional Technology
                   On a daily basis, the staff provides technology assistance to faculty and students in
                   person, by phone, and via email. Typical questions focus on using a scanner, creating
                   or editing digital image files, downloading or uploading files into a LATTE course, and
                   linking web resources to course pages. Many faculty seek assistance with creating
                   online assessments, such as quizzes or discussion boards. At the beginning of each
                   semester, there are many questions related to the use of email distribution lists in
                   classes. The staff also supports the creation of instructional multimedia materials
                   using multimedia software and audio-visual production tools. They support language-
                   specific technology needs as well as faculty and student scanning. Staff members
                   also provide user support and training for Endnote, a bibliographic software package.
                   The staff research and become expert with the latest instructional technology tools
                   and methods. Finally, they spend some time each year managing software licenses,
                   hardware, and equipment.

                   Instruction Program
                   Staff members collaborate with faculty to develop and deliver instruction sessions
                   on the use of information resources and instructional technologies. These sessions
                   currently take several forms.

                   The First Year Library Instruction Program (FLIP) offers a single session to each first
                   year student on basic research skills as part of a a University Seminar course. Other
                   sessions, prepared in consultation with faculty as part of Library Intensive courses,


                                                                                                              Program Plan FY2008 | 2
                              explore information resources more deeply within a specific subject area. Instruction
                              sessions for Library Intensive courses require a great deal of preparation and expertise
                              to deliver. Staff members also teach workshops for faculty and students on a variety of
                              topics, ranging from introductions to new information resources to “how-to” seminars
                              on using interlibrary loan services.


                              Supplementary Course Materials
                              Staff members review every faculty request to purchase supplementary information
                              resources and software for specific classes.



Research Activities
                              Research-related activities are pursued by two units within LTS – the Research and
                              Instruction Services group and the Resource Management and Access group, including
                              the staff of University Archives and Special Collections.


                              Research Assistance Services
                              On a daily basis, reference librarians serve the community at the InfoPoint and in
                              professional consultations. The Main Library InfoPoint is open nearly 100 hours per
                              week, including nights and weekends. The Science Library InfoPoint is open 55 hours
                              per week. A student staff member provides first-tier assistance to patrons in the Main
                              and Science libraries. The reference librarians are available for immediate consultation
                              on research questions and they will often schedule appointments with patrons to
                              provide in-depth research assistance. Instructional technologists are available to
                              consult with students and faculty on the use of technology in course assignments and
                              course development.

                              Reference librarians also participate in a worldwide collaborative effort to deliver
                              online reference services 24 hours per day, 7 days per week. Library patrons can ask
                              a research question online and receive a prompt answer during a real-time text-based
                              chat session with a reference librarian. The librarian answering the question may be
                              located at Brandeis or elsewhere in the world, depending on the time of day. Brandeis
                              librarians contribute several hours per week to the service. In addition, reference
                              librarians develop subject-specific research guides to help students begin the research
                              process.

                              Reference and Instruction Services for Archival and Special Collections
                              The Archives and Special Collections staff responds to frequent requests for
                              information from the Brandeis community and from researchers throughout the
                              world—in person, via email, and by phone. They regularly develop instructional
                              exhibits and also conduct classroom instruction, departmental tours, training sessions,
                              outreach activities, and educational programs.

                              Exploration of Internet 2
                              Because Brandeis is a member of the Internet 2 consortium, we have access to very
                              high speed and high volume Internet services. Using Internet 2, researchers may
                              download large files very quickly or view video feeds with great resolution. Each year

0 | Brandeis University Library and Technology Services
Brandeis participates in an Internet 2 awareness day. During the day, faculty members
see examples of interesting and creative ways to use this resource and participate in
an interactive video conference with people from other Internet 2 institutions.

Information Resource Development
LTS staff manage and develop library collections that support the curriculum and
research activities of the University. Selection of print, media, and electronic
information resources for these collections relies on input from faculty and
departments. The selection process also includes consideration of the most
appropriate formats for scholarly content. Collection management activities include
acquisitions, vendor relations, delivery of access to electronic resources, and
maintenance of the print collections. Staff members also participate in cooperative
collection development programs with fellow Boston Library Consortium institutions
and with other partners.

Information Resource Budget Management
By carefully allocating and managing a $3 million information resources budget, staff
members ensure access to a rich variety of information resources that support the
University’s research and educational mission.

Assessment and Analysis of Information Resources
Staff members evaluate usage statistics for information resources, analyze how
well our information resources meet curricular and research needs, and coordinate
collection development activities with Boston Library Consortium colleagues and other
partners. They also assess and analyze the size, date coverage and uniqueness of our
collections in various disciplines.

Information Resource Acquisition and Vendor Relations
Staff members are also responsible for acquiring materials in various formats to
support University curricular instruction in a variety of disciplines. Staff members
ensure that the appropriate items are being ordered, select vendors, validate fund
codes and budget allotments, and check for duplication. When the materials are
received, staff members verify that the items are correct and arrange for invoices to be
promptly paid.

Staff members also establish and maintain relationships with a large number of
information vendors. They host several vendor visits and demonstrations each year to
remain current with the latest products and pricing. In addition, staff members manage
consortial relationships and participate in consortial pricing for group purchases of
electronic resources.

A great deal of acquisition occurs through a program called an approval plan. The
approval plan contains a profile of the titles the library would typically purchase,
according to our collection development policies, if each one were purchased
individually. Using the purchasing patterns identified in this profile, vendors ship books
to the library in batches. Staff members conduct an annual review of the approval
plan profile to ensure that the materials purchased meet the needs of the Brandeis
community.



                                                                                             Program Plan FY2008 | 
                              Serials and Electronic Resource Management
                              Staff members manage the acquisition, payment, receipt, cataloging and binding of
                              print journals, as well as the coordination of all activities involved with managing a
                              growing number of electronic journals and databases. They conduct statistical analysis
                              of usage information for electronic databases and e-journals to inform collection
                              development. They ensure continual access to online resources, manage the systems
                              that provide off-campus access to information resources, and assist patrons when
                              problems arise.

                              Management of electronic resources also includes monitoring the resources that are
                              purchased as part of large aggregated packages. The list of information resources
                              included in these packages is subject to frequent change, so staff members regularly
                              review these packages to ensure that the Brandeis community has consistent access to
                              needed information resources.

                              License and Contract Negotiation
                              On an ongoing basis, staff members negotiate for favorable terms and establish
                              complex legal contracts with information providers and publishers. Each year they
                              review, negotiate, and manage over 400 licenses for electronic databases and journals.

                              Metadata and Item Processing
                              Staff members catalog materials in all formats and languages. Examples of these
                              efforts include the provision of metadata for digital items, cataloging of rare books in
                              special collections, and specialized work with titles in non-Roman alphabets such as
                              Hebrew, Yiddish, Chinese, Japanese and Russian. They contribute original cataloging
                              records to an international database of bibliographic records, provide consultation
                              and training in metadata formats, and remain current with metadata and cataloging
                              standards.

                              Each day, staff members process newly-delivered materials, ensuring that the correct
                              items have been received. In preparation for shelving, items that have not been
                              prepared by the vendor must undergo physical processing, including tasks such as
                              stamping page edges, inserting barcodes, and attaching security strips. For each
                              item that is not received in a timely manner, staff members must initiate and manage
                              a claims process. In some cases, substitute items must be selected and ordered.
                              Staff members manage purchase orders, invoices, and payments. They also support
                              withdraw volumes that have been removed from the LTS collections and update
                              bibliographic records.

                              Course Reserves
                              At the start of each semester, staff members receive requests from faculty members
                              to place items on reserve for courses. These requests require staff to identify each
                              item, retrieve it from the stacks if it is available, create course lists, link the item to the
                              course, change the circulation status for each item, respond to faculty questions, and
                              notify faculty members of any issues that arise. For each item that is not available in
                              the Brandeis collection, the staff attempts to obtain a copy and place it on reserve as
                              quickly as possible.




2 | Brandeis University Library and Technology Services
Staff members follow a special process for placing on reserve items personally owned
by faculty members. This process includes creating special abbreviated records in the
library system. These temporary records assist students and faculty in locating these
personally-owned course reserve items. Staff members monitor reserve requests
for copyright compliance and work with faculty to obtain copyright permission when
required.

At the end of the semester this process is reversed. Items must be returned to their
original location, semester course lists must be marked inactive, and each personally-
owned item must be returned to its owner.

Preservation
LTS staff members routinely perform a variety of simple and complex book repairs to
ensure access to heavily used resources. Preservation treatment decisions are informed
by each item’s intellectual value, its physical condition, and relevant collection
development policies. Staff also serve as a resource for preservation issues relating to
brittle paper, storage for non-print materials such as textiles, and infestation by insects
and mold. In addition, staff conduct environmental monitoring and develop plans for
preserving information resources in the event of a campus disaster.

Digital Projects
Staff members manage several projects that seek to digitize materials from the
Brandeis collections. After selecting material to be digitized, they organize the physical
and record processing included in the digitization process. They also work together
with other LTS colleagues to establish digital policies and procedures, determine the
correct digital formats and metadata for specific collections, and provide the best
possible access to these online materials. They consult with faculty and members of
the University administration on guidelines for the Brandeis institutional repository.
They also are responsible for the development, maintenance, and organization of the
University’s open source digital asset management system and its contents.

Copyright Assistance
LTS staff members provide assistance and training to faculty and students on copyright
issues and advise staff about the copyright implications that accompany requests from
library patrons. They also maintain copyright pages on the LTS website.

Resource Sharing and Interlibrary Loan
LTS staff members provide Interlibrary Loan (ILL) borrowing services to the Brandeis
community, ILL lending services to libraries and institutions throughout the world, and
document delivery services to Brandeis University faculty and students on study abroad
programs.

Staff members work closely with libraries in the Boston Library Consortium and
with a variety of national and international resource sharing groups. Staff members
continually assess existing and emerging resource sharing partnerships so that they
can deliver access to the broadest possible range of information resources for Brandeis
researchers. This effort also ensures that Brandeis collections remain open and
accessible for scholars at other institutions.



                                                                                              Program Plan FY2008 | 
                              Staff members verify requests submitted by Brandeis researchers and identify lenders
                              that might be able to supply the resources requested. Complex requests for obscure or
                              rare materials can require extensive research to accurately identify the material being
                              requested, locate it in a library, and determine whether and how it can be borrowed.
                              When materials cannot be borrowed via ILL, staff members identify alternate means
                              to access these materials, provide research assistance where appropriate, and consult
                              with researchers about their options.

                              When staff members receive requests from partner libraries and institutions, they
                              locate the requested materials and determine whether they can be lent. They routinely
                              communicate with bibliographers across subject areas about items requested by
                              other libraries and determine under what conditions rarer items, such as rare books,
                              microforms, and special collections materials, can be lent. Returnable materials (books,
                              films, microforms) are retrieved from library collections and shipped by mail while non-
                              returnables (articles and book chapters) are scanned and delivered electronically to
                              requesting libraries.

                              The document delivery service for students on study abroad programs provides remote
                              access to print materials in Brandeis library collections. Requests for journal articles
                              and book chapters are scanned and delivered electronically to requesting researchers,
                              while books owned by Brandeis are shipped directly to students. Faculty members
                              may participate in the Journal Article Delivery Service (JADS), which allows quick and
                              efficient access to journal content delivered by commercial document delivery vendors.

                              Staff members regularly monitor the flow of materials to and from the library using
                              a centralized ILL database system and a number of other systems. In researching
                              and fulfilling ILL requests, staff members communicate extensively with Brandeis
                              researchers and with staff in libraries, museums, archives, and historical societies
                              around the world. Staff members develop informational materials for library patrons,
                              lead workshops, and continually evaluate online user interfaces and emerging
                              technologies. Close analysis of borrowing and lending trends helps guide purchasing of
                              information resources and informs other collection development decisions.

                              Management of archival and special collections
                              The Robert D. Farber University Archives and Special Collections Department is
                              responsible for acquiring, preserving, and providing access to primary source materials
                              in all formats, including the University’s historical records, and a broad range of
                              manuscripts, rare books, visual materials, and artifacts that support teaching, learning
                              and scholarship at Brandeis University. The ongoing activities of the department
                              include selecting, procuring, arranging, describing, and cataloging archival and special
                              collections. The staff maintains an internal system for tracking provenance, acquisition,
                              and disposition of archival and special collections. As part of the record creation
                              and collection activities, the staff also oversees permissions regarding copyright
                              and protection of confidential information. Staff members provide intensive research
                              assistance to the Brandeis community and outside researchers. They also participate
                              actively in teaching and learning on campus. Other ongoing activities include creation
                              of exhibits, delivery of public programs, maintenance of the departmental web site,
                              creation and revision of electronic finding aid.



 | Brandeis University Library and Technology Services
                   Staff members interact frequently with the Brandeis University administration, faculty,
                   donors, and visitors to the university. On occasion, departmental staff members apply
                   for and administer grants to support archival reformatting and preservation. In addition,
                   the staff provides digital access to selected archival and special collections materials,
                   participates in the selection and management of digital projects, and contributes to
                   the development of policies and procedures for the Unviersity’s digital institutional
                   repository.

                   Records management activities
                   During the year, staff members provide ongoing consultation to departments, offices,
                   and faculty on the management and disposition of university records and personal
                   papers.



Support Services
                   Support services are provided by five units within LTS – Media Technology Services,
                   Loans & Returns, the Tech Desk, the UNet Help Desk, and the Repair Shop.

                   Management of technology in classrooms and clusters
                   LTS staff members support, install, and maintain the equipment and technology
                   in the University’s classrooms, clusters, labs, and other public computing spaces.
                   They annually update or refresh a portion of this equipment – including audiovisual
                   components, computers, network equipment, and security systems – according to
                   established classroom and computer standards.

                   Before each semester begins, each classroom is inspected, computer software is
                   refreshed and additional software is installed. Staff members also perform a variety of
                   ongoing tasks to ensure that classroom equipment is ready for use by instructors. At
                   least once per week, they visit each classroom to inventory the installed audiovisual
                   components and computers, check for problems, and clean the video projection
                   equipment (lenses, screens, and bulbs). Each day, they perform regular routine
                   maintenance on mobile and fixed equipment.

                   Support for teaching with classroom technology
                   Staff members develop documentation and train instructors on the use of classroom
                   technology and equipment. At the start of each semester, LTS sends each faculty
                   member an email offering training on the use of classroom technology. On a daily
                   basis, staff members respond to calls for assistance and deliver mobile equipment
                   to rooms without fixed installations. Automatically created email lists permit the
                   Registrar’s office and LTS to communicate with the instructors who teach in each
                   classroom.

                   Outreach to the Brandeis community
                   Staff members conduct a range of outreach activities that promote LTS services and
                   resources to the Brandeis community. Staff members develop and deliver an ongoing
                   program of learning events, including weekly workshops that highlight new resources
                   and services as well as occasional keynote events that focus on critical issues in
                   libraries and technology. In addition, the staff creates marketing materials of all kinds.


                                                                                                                Program Plan FY2008 | 
                              Publications
                              Each year, LTS publishes several documents that explain policies and procedures
                              for students, faculty, and staff. In late spring, new students receive a mailing that
                              describes LTS services on campus, provides recommendations for computer hardware
                              and software purchases, explains policies on acceptable computer use, promotes
                              critical library and technology services, and addresses related issues. Each year, LTS
                              updates the University Bulletin to include the most recent resources, policies, and
                              contact information. LTS also annually updates several sections of the student and
                              faculty handbooks to provide updated information about LTS services, resources,
                              activities, and contacts. All information contained in the documents also exists on the
                              LTS Web site at http://lts.brandeis.edu/.

                              Loans & returns
                              Throughout the year, at the Loans and Returns Desk in the Main and Science Libraries,
                              LTS staff members check out materials, answer general questions, and check in
                              returned items on an ongoing basis. They maintain, evaluate, and troubleshoot the
                              patron records database on the Aleph system. Staff members also develop, administer,
                              and evaluate borrowing policies for the libraries.

                              Procedures, documentation and workflow
                              Staff members develop materials for the Brandeis community, in print and on the
                              LTS web site, that describe circulation and reserve services. They develop training
                              procedures; create internal documentation; schedule, supervise and train students;
                              and educate LTS staff. The staff maintains, evaluates, and troubleshoots all check-out,
                              return, and reserves systems. In addition, the staff manages and improves all workflow
                              processes enabling circulation, reserve, and stacks maintenance as well as shelving
                              accuracy.

                              Stacks maintenance
                              Staff keep library collections in order and available, collaborate with other staff to
                              develop collections and plan stack space, and coordinate shifting projects that seek
                              to make the most efficient use of available space. Public services staff administer all
                              stacks maintenance processes. Shelving materials returned by community members, or
                              those left on carts after their use within the library, is a constant effort.

                              Facility management
                              Staff members also maintain the Main Library and Gerstenzang Science Library
                              facilities. The staff organizes facility keys, provides access keys upon request, and
                              works with a facilities administrator to troubleshoot issues in both facilities. They
                              also maintain individual research spaces; administer locker, carrel, and research room
                              contracts; and develop directional materials for locker and carrel users. Finally, they
                              administer, evaluate, and develop guidelines for library use.

                              Technology support
                              Each day, LTS staff and student employees answer technology questions from members
                              of the Brandeis community as they are received by phone, via email, or in person. The
                              help desk staff members serve faculty, staff, and graduate students, and help desk
                              students provide similar services to undergraduates.



 | Brandeis University Library and Technology Services
                  Questions cover a wide range of topics. Some examples include: accessing email
                  messages, changing printer configurations, adding entries to address books, converting
                  files between two formats, installing or updating software, and fielding advanced
                  questions about software applications. If questions cannot be answered immediately,
                  staff members make appointments to provide in-depth support or complete a repair on
                  site. All calls and visits are logged, tracked, and updated until the tasks are completed.

                  Staff liaise with campus departments and provide purchase consulting to the
                  community. In addition, staff offer assistance to departmental Technology Coordinators
                  who provide technology support to their departments’ faculty and staff. Staff members
                  assist the help desk student staff during the early weeks of the term and lend expertise
                  when the student staff are confronted with highly technical questions. Help desk
                  student staff provide assistance with accounts and passwords to all members of the
                  Brandeis community and deliver phone support during the evening hours when the help
                  desk for faculty, staff, and graduate students is closed.

                  Desktop refresh program
                  The annual desktop refresh program provides replacement computers to faculty
                  and staff on a four-year cycle. Each summer, eligible administrative staff receive
                  replacement computers. Eligible faculty and support staff receive computers in the
                  fall. For each cycle, staff members identify recipients, schedule installation dates,
                  determine hardware configurations, order computers, install software, deliver and set
                  up computers, transfer data files, and recycle returned computers.



Information Systems Activities
                  Information Systems at Brandeis are managed and supported by the Administrative
                  Information Systems (AIS), Web and Library Application Services (WALAS), and
                  Software Architecture and Programming (SAP) groups.

                  Management of PeopleSoft systems
                  Staff members oversee and manage the PeopleSoft implementation at Brandeis. They
                  constantly collaborate with their LTS colleagues and with constituents in various
                  administrative departments to enhance production and expand reporting capabilities.
                  Development or change is constant in such a large system. Behind the software
                  running the many PeopleSoft modules is an extensive array of hardware. Staff
                  members manage the many hardware components, monitor all hardware and operating
                  systems, and administer the database software that lies beneath the PeopleSoft
                  systems.

                  Management of other systems
                  Staff members also manage, to varying degrees, other administrative systems that
                  integrate with PeopleSoft or stand alone. These systems include PowerFAIDS, LDAP
                  directories, MicroStrategies, Diebold, Maximo, ExLibris library systems, and the LATTE
                  online learning environment.




                                                                                                               Program Plan FY2008 | 
                              Process improvement
                              When a new process or procedure is put into place, staff members must document
                              the change and notify all concerned community members. They also implement any
                              changes to user profiles or security settings under the direction of leaders in the Office
                              of the Controller, Office of Budget and Planning, Office of the Registrar, or Office of
                              Human Resources.

                              Annual support activities
                              Annual activities follow the academic and administrative cycles on campus. On the
                              administrative support side, the start of the fiscal year begins well before July 1.
                              Before the new cycle, staff members load salary increases for every employee (if
                              increases are granted), enter new budget figures for each department on campus,
                              prepare student bills for fall tuition (which cannot be mailed until July1), and close all
                              open purchase orders.

                              On the academic side, there are two major cycles. Each cohort of new students
                              requires its own cycle of information movement and administration. Each term also
                              requires a cycle of courses, registration, billing, grades, and other transactions. During
                              the registration process for the coming academic term, the level of support required
                              by the Registrar’s office increases dramatically. LTS assists staff in the Controller’s
                              office, the Registrar’s office, Human Resources, the Budget Office, Admissions, and the
                              Bursar with all of these activities. Each process requires attention to detail, constant
                              communication, data validation, testing, and follow-up.

                              Ongoing support activities
                              On a weekly and daily basis, staff members provide ongoing support to community
                              members who use PeopleSoft and other administrative systems. These tasks include
                              monitoring data loading, checking system security logs, analyzing issues submitted by
                              community members, producing routine reports, and testing and applying patches and
                              updates. Staff members must routinely attend to problems and challenges encountered
                              in the PeopleSoft systems and in other administrative systems. These may include
                              incompatible software patches, security holes, reporting issues, or data loading
                              problems.

                              Support for reporting
                              LTS staff members also work with staff in administrative departments to create
                              accurate, actionable reports. For example, the Controller’s office produces monthly
                              accounting reports for all university departments and grant managers. These reports,
                              although routine, require considerable effort to maintain and update. Staff members
                              work closely with staff from the Controller’s, Budget, and Procurement offices to ensure
                              that reports are both accurate and timely.

                              Support for admissions
                              In the Students and Enrollment area, staff members work with Admissions staff to load
                              SAT and other standardized test scores, student inquiry lists, and other information into
                              the system. Complex programs select groups of students for review, communication,
                              and update on a regular basis in the Admissions area. The volume of data required to
                              complete all applications in a particular cohort is substantial. At the end of the cycle,
                              as decision letters are produced, the support required increases significantly.


8 | Brandeis University Library and Technology Services
                 Maintenance of development databases
                 Staff create and maintain an array of development databases. These databases are
                 used to test new processes in a “safe” environment so that production data and
                 transactions are unaffected by the test. Periodically, these databases, and the systems
                 on which they run, must be updated. These activities must be closely monitored.

                 Integrated Library System
                 Staff are also responsible for three sophisticated interrelated library systems that
                 provide services to the campus community. The integrated library system supports the
                 online library catalog as well as acquisitions, cataloging, and circulation activities.
                 Additional systems allow students and scholars to easily discover information
                 resources and enable the delivery of digital resources, such as our Daumier collection
                 and the Fine Arts Digital Image collection. The development, maintenance, and
                 support of these systems requires a great deal of ongoing effort from an array of staff
                 members.

                 Application development
                 Staff members pursue application development projects to meet the needs identified
                 by students, faculty, staff, and other members of the Brandeis community. As new
                 functionality becomes essential and old systems are retired, staff members develop
                 new software to meet those needs.



Web Technology Activities
                 Services for Brandeis web publishers are provided by members of the Web and Library
                 Application Services (WALAS) group.

                 Support for web publishing
                 Staff members develop, support, update, enhance and maintain Brandeis web sites
                 within the University web presence. Due to the decentralized nature of web page
                 development on campus, conversion of Brandeis web sites from various designs into
                 the Brandeis standard site design is part of this work. They also provide monthly
                 statistics for Brandeis web sites and myBrandeis. Each day, staff members answer
                 technical questions about web design, web editing software, file access, and other
                 tasks needed to produce a web site. In addition, they regularly consult with a wide
                 range of university departments, programs, and centers on web-related projects.

                 Support for web applications
                 Staff members develop and support the web interfaces for many core university
                 applications. This work, which includes creation, management, and maintenance of
                 views, web interfaces, and data feeds between systems, is critical for accurate and
                 efficient operations. Notable among these applications are the LATTE online learning
                 environment, the online catalog (LOUIS), digital asset management systems, and
                 online access to digital resources and databases. For each of these applications, staff
                 members provide extensive support that includes data imports, application migration,
                 technical testing for application updates, and more. In addition, staff support, maintain,
                 and provide statistics for the myBrandeis environment, which provides web-based
                 community tools for students, staff, and faculty.


                                                                                                              Program Plan FY2008 | 
Information Security Activities
                              Information Security activities are conducted by the Chief Information Security Officer,
                              the Information Security Analyst, and members of the Software Architecture and
                              Programming (SAP) group.

                              LTS staff continually work to protect Brandeis from malicious attacks, network
                              intrusions, and other information security risks. Staff members maintain current
                              software patches and virus signatures while providing stable, secure operating systems
                              and networks. In addition, staff members regularly scan the Brandeis network to
                              detect and report computers that require security updates. Staff members also work to
                              develop user-friendly interfaces that allow community members to monitor how much
                              network bandwidth they consume. Finally, staff protect sensitive Brandeis information
                              by making ongoing improvements to the security of Brandeis systems and databases.

                              Staff members also develop and maintain identity management systems that permit
                              each member of the Brandeis community to receive access to appropriate network
                              services, such as email, file storage, access to administrative systems, and personal
                              web publishing space.



Information Technology Infrastructure Activities
                              Brandeis IT infrastructure is managed and maintained by the Networks & Systems
                              (NetSys) group.

                              Support for core network services
                              Staff members provide telephone and internet services via the campus network.
                              Routine activities include support for the large array of computer servers and file
                              storage units on campus.These servers operate the campus network; maintain active
                              connections to the Internet; and provide telephone, email, calendar, directory, and Web
                              services. These servers also run the PeopleSoft systems as well as other administrative
                              systems.

                              Daily support activities
                              Each day, staff members perform a wide range of tasks to support the campus
                              technology infrastructure and provide network services to Brandeis community
                              members. They regularly create user accounts, create and maintain shared directories
                              and printers, backup and restore data, check security logs, document installations and
                              server configurations, fulfill requests to exclude information from the campus directory,
                              and maintain linkages between systems. They also consult with other LTS groups and
                              advise departmental technology coordinators on computer or network hardware and
                              software.




0 | Brandeis University Library and Technology Services
                 Periodic support activities
                 On a periodic basis, staff members install update patches on campus servers and
                 systems to enhance security and functionality. The process of installing patches is
                 complex and detailed. Since most of the core systems are in constant use, patch
                 installation usually takes place during early morning or weekend hours. Considerable
                 testing goes into the installation process, and coordination with community members
                 is usually required. On a periodic basis, staff members also install new software,
                 refresh or recycle hardware components, create sponsored network accounts, and
                 rename large email folders. They also provide third tier support for an array of systems,
                 including the campus directories, the backup system, the problem resolution tracking
                 system used by several LTS groups, the LATTE online learning environment, and the
                 work order system used by the Brandeis Facilities department.



LTS Administrative Services
                 LTS administrative services are provided by the LTS Administration group, working in
                 concert with a broad cross-section of LTS staff members.

                 Recruitment and training of student employees
                 Most LTS departments rely on student workers to get things done. Managing the
                 student group is a challenging and important task. Several LTS managers collaborate
                 on recruitment, hiring, training, communication, and supervision. Each spring, at
                 an annual recruitment fair, students learn about LTS job opportunities and submit
                 employment applications. LTS staff members evaluate the pool of applicants and share
                 interview insights. Offers are made to student employees and hiring takes place before
                 the end of the spring term. LTS recruits candidates for any remaining openings at a
                 hiring fair sponsored by the Student Employment Office at the start of the fall term.
                 After the fair, LTS staff members interview and hire student employees as needed.

                 Each August, LTS invites student employees back to campus early to participate in a
                 two-day training program. During this program, students learn to interact professionally
                 with LTS customers and acquire technical skills such as virus removal and shelving
                 techniques. Staff members also teach students about the structure of LTS as well as
                 the services we provide to the Brandeis community. While much of this training takes
                 place onsite, the program also includes a LATTE course that explains techniques and
                 policies.




                                                                                                             Program Plan FY2008 | 

								
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