November, 1998 — Volume 16 Number 11

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FEDLINK Vendors Gear Up for 1999

Vendor Evaluations Now Underway

Staff Update: FLICC Offers Staff New Opportunities

OCLC News

URLs for OCLC Information on FEDLINK and OCLC's Home Pages

Editorial Staff

FEDLINK Vendors Gear Up for 1999

FEDLINK invited all FY99 vendors to its annual briefing on FEDLINK fundamentals and program changes for FY99. Forty-five vendor representatives attended the October briefing at the Library of Congress to hear the latest about transacting business between FEDLINK members and vendors. Susan M. Tarr, Executive Director of FLICC, warmly welcomed the participants and stressed the importance of maintaining an open and mutually cooperative relationship between FEDLINK members and the FEDLINK vendors.

Overview of FLICC/FEDLINK

Ins and Outs of Contracting

Joan McCoy, Head of FEDLINK Contracts, outlined the technical aspects of FEDLINK's contracting process, basic ordering agreements, and vendor competitions when members are choosing services. She said that FEDLINK carefully monitors vendor activity, especially for accounts above $100,000. McCoy advised vendors to call the Contracts and Logistics Office when there are changes in company ownership, personnel, addresses, or if the vendor wants to add or change services under its existing Basic Ordering Agreements (BOAs). She encouraged vendors to call C&L staff if they have questions about member accounts or LC/FEDLINK.

Registration, IAGs and Funding

Ruby Thomas, Head of Member Services & Accounts Receivable, told vendors how she encouraged members to register early and not to delay registration until annual funding is available because members can always add funds later. She also spoke about the two different types of membership, both transfer and direct pay, how FEDLINK selects vendors, and how members obtain funding. Thomas focused on the various procedures involved in initiating a member's Interagency Agreement (IAG), in making payments, and amending IAGs. She also addressed the question of adding services, moving funds, terminating member services, obtaining refunds, and adjusting funds for prior years.

Shared Responsibilities

"There is a shared responsibility for maintaining good working relationships between FEDLINK members, vendors, and FEDLINK," said Mary Wilson, FEDLINK Fiscal Manager and Head of the Accounts Payable Section. Wilson explained in detail how the FEDLINK fiscal staff processes vendor invoices and highlighted the FY99 change for reporting outstanding invoice amounts for money moves and refund transactions. "As of October 1, 1998, when FEDLINK staff asks a vendor to certify that there are no outstanding charges to a member's account, the vendor will now have three working days to respond instead of the previous seven working days," said Wilson. This change protects both the FEDLINK member and the vendor from any charges that may occur while a request is in process. Wilson also reminded the vendors that members can review their accounts through the FLICC Web site, and that FEDLINK welcomes electronic invoices.

Better Services for Vendors

Jim Oliver, Vendor Services Coordinator, said that FEDLINK supports all member and vendors, but does not officially endorse specific vendors. "We are dedicated to resolving conflicts between the FEDLINK vendors and the FEDLINK members, tracking down paperwork, keeping vendor data current, and answering any questions about FEDLINK," said Oliver. He also mentioned the variety of publications available to vendors, such as FEDLINK Technical Notes, The Member Handbook, and Information Alerts. He also encouraged vendors to check the FLICC Web site, especially the Service Directory section. He strongly urged the vendors to communicate frequently with FEDLINK about changes in sales and support personnel, and to work together for the mutual benefit of the FEDLINK vendors and FEDLINK members.

FEDLINK Hotline—Another Resource

When questions arise, the FEDLINK Hotline (202-707-4900) is available for both vendors and members. Vendors may also want to contact Oliver at 202-707-4960 or by email at joli@loc.gov, or Wilson at 202-707-4970 or by email at marw@loc.gov.

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Staff Update: FLICC Offers Staff New Opportunities

FLICC is pleased to announce the inauguration of its first short-term detail program for FEDLINK Network Operations with the OCLC Team. The purpose of the FLICC short-term detail is to provide opportunities for nonprofessional staff to progress along a path heading to broadened and improved skills and abilities. Participants become both more competitive for further job opportunities and obtain greater job satisfaction.

After a competitive process among FLICC/FEDLINK's permanent and indefinite non-supervisory and non-professional staff in grades GS-5 through GS-8, Robin Smith was selected as the first participant. Smith came to FEDLINK seven years ago with a background in business administration, customer service, and accounts management. After she graduated from Howard University in Washington, D.C. and worked for the Perpetual Federal Savings Bank in Virginia and the Washington Hilton Hotel in Washington, D.C., Smith joined FEDLINK. Her first position was as a technician responsible for IAG processing in the Member Services Section of FEDLINK Fiscal Operations (FFO) where she worked for five years before she transferred to the Fiscal Hot Line two years ago. With her solid background in FEDLINK fiscal operations, she was ready to explore the responsibilities of her new assignment. Smith is delighted to participate in this four-month detail and is looking forward to learning more about different aspects of FEDLINK network operations.

Ready to Assist

When members call for technical information about OCLC products, services, and procedures, Smith is ready to assist them with ordering, completing their forms, and answering their questions. Specifically, she will also prepare profile changes for federal libraries, forward these changes to OCLC, and track their status. She will also assist in deactivating, terminating, or transferring profiles as requested by FEDLINK subscribers. She will coordinate and place orders for OCLC products, services, and dial-access requests, and process FirstSearch orders, other documentation claims, and authorization numbers. Under the direction of the OCLC Program Coordinator, Lynn McDonald, she will help update subscribers about any changes in OCLC procedures and products through FEDLINK Technical Notes, the FEDLINK Web site, and its listservs.

During the course of her four-month detail, Smith will begin to gain the type of skills and experience she needs to move from a non-professional to a professional position. Smith is already so immersed in her new job responsibilities that she says "the advantage of the new detail program is that I am learning more about FEDLINK Network Operations, which in turn builds knowledge and skills I will take with me when I return to the Hotline."

As part of the short-term detail, FNO will offer Smith on-the-job training and the opportunity to take in-house classes, such as OCLC FirstSearch, Passport for Windows, Cataloging ILL, and Searching the Web Part 3. Smith is interested in enhancing her career options by developing skills in using microcomputers, modems, networks, and other telecommunication software programs. With the help of McDonald, senior specialists, and other network librarians, she will learn new skills and increase her eligibility for job opportunities in the future. Robin's enthusiasm for her new job is evident by her positive attitude and her total commitment to her new responsibilities.

Outside of her office work, Smith enjoys listening to music and reading. She is an avid photographer and is often called upon to take photographs of official FLICC/ FEDLINK functions. Her outside interests also include running and biking.

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OCLC News

Multidrop Dedicated Lines Phased Out Ahead of Schedule

OCLC will be phasing out proprietary multidrop dedicated telecommunications lines by March 31, 2000, nine months ahead of their original goal. Because libraries are migrating to newer choices so rapidly, OCLC estimated the cost of maintaining the old proprietary network is too high to support.

Most federal libraries already use the Internet to access OCLC. Access through the Internet can be billed by the minute ($0.062/minute, i.e. $3.72/hour) or at a flat monthly rate ($134/port). The latter replaces the dedicated line arrangement for those libraries making extensive use of OCLC. Libraries online for more than an average of 36 hours a month should consider the flat monthly rate, "Flat Fee Internet," although they should consider usage patterns of multiple staff. FEDLINK can help libraries analyze their usage and choose among the various options. To arrange a consultation, send email to askocfno@loc.gov, or if you cannot email, please call (202) 707-4848 or fax (202) 707-4828.

To order flat fee Internet, visit OCLC's home page at http://www.oclc.org/oclc/forms/flafee.htm. The flat fee can begin 30 days or later from the order date. Per minute Internet is available to everyone without special ordering arrangements; just configure your workstation for Telnet capability and set up new Passport sessions with Internet as the telecom choice. Authorizations and passwords for the online system will work with any telecommunications method.

Be sure to request the form COMPRO to remove a dedicated line; include a fax number in the request to FEDLINK and we can process the form via fax. Indicate on the COMPRO that you are switching to flat fee Internet, and OCLC will coordinate the removal with the start date of the flat fee, or as nearly as possible. (Removal requires 25 business days.) To cancel asynchronous dial access, just notify us via email or fax, and we will complete the brief paperwork for you.

Cataloging MicroEnhancer Saves Telecom Charges

The OCLC Cataloging ME (CatME) is available free as part of the Access Suite software, and can be downloaded from OCLC's home page at http://www.oclc.org/oclc/menu/suite/index.htm. (You will need to enter an authorization number and password for your library.) When seeking the most cost effective method for accessing OCLC, remember to consider use of the CatME. Editing records or typing information into a work form for original cataloging can be done offline and transmitted rapidly, saving telecom charges. CatME also makes deleting holdings more cost effective. If you weed or inventory your collection, CatME will help you update records in order to remove your symbol in OCLC's online system.

In its Help function, CatME has a guided tour to help you quickly become familiar with its basic functions. It also has a tutorial, called "Learning to Use OCLC CatME," available in both in paper format or electronic version by downloading it from OCLC's home page at http://www.oclc.org/oclc/catme/doc.htm. FEDLINK's Cataloging Short Cuts course also includes consideration of CatME as one of the options in cataloging efficiently on OCLC.

The current version of CatME runs under Windows 95 or NT and requires a Pentium class machine. The DOS version of the Cataloging MicroEnhancer is still functional, although it can no longer be ordered from OCLC nor will it run with Internet access. OCLC support for the DOS version of CatME ends in May 1999.

OCLC will release a new version of Windows-based CatME, ver. 1.10, in early 1999. One of its functions will facilitate importing records from local systems to the CatME and assist libraries in keeping their holdings current in OCLC. More information about the planned CatME 1.10 is available online in the "news" function. When logged on to OCLC in either cataloging or ILL mode, enter

Batchloading Available for Z39.50 Cataloging Interface

Two local systems with Z39.50 interfaces to OCLC for cataloging, GEAC and SIRSI, have implemented OCLC's new specifications that allow libraries to set holdings on OCLC via Z39.50, in addition to searching and exporting records. Information is available on OCLC's home page at http://www.oclc.org/oclc/cataloging/z3950/zcat_batchload.htm.

Enhance Contents Notes on OCLC

In some instances, libraries can also add new call number fields and subject headings. For example, a Dewey library could add an 092 to a record that does not contain one or a medical library could add MESH headings.

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URLs for OCLC Information on FEDLINK and OCLC's Home Pages

• Log on to ALIX-FS to see your OCLC statements and billing detail: http://lcweb.loc.gov/flicc/fedlacct.html
• Most common prices: http://lcweb.loc.gov/flicc/prices/oclc9798.html
• OCLC classes and registration: http://lcweb.loc.gov/flicc/mmeduc.html#item2
• OCLC participating institutions list: http://www.oclc.org/oclc/forms/pisearch.htm
• OCLC forms: http://www.oclc.org/oclc/menu/docforms/frameset.htm
• Documentation order form: http://www.oclc.org/oclc/forms/docsof.htm
• Information about documentation and online copies of some OCLC pubs: http://www.oclc.org/oclc/menu/doc.htm
• Flat fee Internet form: http://www.oclc.org/oclc/forms/flafee.htm
• OCLC Access Suite software and documentation request: http://www.oclc.org/oclc/forms/micsof.htm
• Newest workstation: http://www.oclc.org/oclc/menu/wksta.htm
• Learning to Use OCLC CatME for Windows: http://www.oclc.org/oclc/catme/doc.htm
• Dewey macro: http://top1-6.prod.oclc.org/psw/psw.pway
• Bibliographic Formats and Standards, 2^nd Edition: http://www.oclc.org/oclc/bib/about.htm
• Technical bulletins: http://www.oclc.org/oclc/menu/tb.htm

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Editorial Staff

FEDLINK Technical Notes is published by the Federal Library and Information Center Committee. Send suggestions of areas for FLICC attention or for inclusion in FEDLINK Technical Notes to:

FLICC was established in 1965 (as the Federal Library Committee) by the Library of Congress and the Bureau of the Budget for the purpose of concentrating the intellectual resources of the federal library and related information community. FLICC's mission is to foster excellence in federal library and information services through interagency cooperation and to provide guidance and direction for the Federal Library and Information Network (FEDLINK).

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