2020-12-3 Fulfillment & ILL FG Meeting notes

Check-in/ Updates

PPC meeting updates and review of any action items from last meeting

Quick share of any local team updates

All

• STRATEGICALLY PLACED REMINDER FOR ELIZABETH TO RECORD MEETING

• NCIP decision approved. Looking to CDL for help with purchase.

• MVP (Minimum Viable Product) discussions kicking off.

• Elizabeth will share the document link for MVP ideas via Slack.

Draft Fulfillment Configuration Forms

https://drive.google.com/drive/u/3/folders/1lyS4bL08ilj-07tvrGhm3VYxz5sksJEY?ths=true

Questions about the form to discuss:

1. In the 1(1) spreadsheet under the Received TOU tab, Policy item 7: Personal Delivery.  Is this the “turn on” policy for enabling DDS through the AFN, or for a local UC to be able to test how it works through the test load environment.  Can it be set to either All, Home or Office (not sure which one is best) for the test load to give UC’s who want to test it the availability? And those who don’t can simply ignore this.

2. In the 1(1) spreadsheet under the Loan TOU tab, Policy type 8: Is recallable. This is set to false. I know there are other rules that feed into this, but it is confusing how it is listed. Does this mean the lender cannot do recalls through the AFN, or is it set like this to prevent wacky things from happening such as having a UCR user request a recall from UCSB to be delivered to UCI, for example.  I’m assuming we only want the lender (that is the lender circulation department)  to have the ability to recall their own books, and no one else. Is this something that needs to be tested in the test load to make sure a “third” party cannot recall someone else’s book? Thanks for the clarifications.

All

• Draft AFN form should be due January 22, 2021. This is the same week that the draft config forms for III, WMS, and Voyager campuses are due.

• ExLibris can review and discuss configuration questions before due date. 

• User group for campuses already on Alma will be added manually into Alma configuration.

DDS will need to be tested in the Test Load.

It looks like only the lender can initiate an item recall.

Questions from UCI

1. Patron Records: A UCR user walks in and checks out a UCI book. UCI uses the replicated patron Alma record provided by the UCR Alma to check out. Will UCI  be able to add notes locally to another UC’s patron record? In this example the UCR user. (e.g. They left their ID card or we waived fines and told them it was one-time only.)

2. Billing: In the fulfillment network If a UCI student loses/damages a UCLA book, is the issue of the charge in between the UCI student and UCI or the UCI student and UCLA? What if a graduation hold/fine needs to be placed on the UCI user.? Does UCI do that or UCLA?

3. Will replacement costs be harmonized?

4. How will the recharge process happen?

All

It does not seem like notes made locally to a FN patron record will be seen on their main campus. This will need to be tested.

There might need to be some harmonizing around what fields and information is transmitted through the FN.

Billing would be lender based.

Harmonizing replacement costs might require a recharge process. Different campuses have different default costs for replacing items.

• Set up a special meeting with ExL in January to go over the AFN forms.

Decisions Pages

(TEST Load) Strategy for Resource Sharing with WorldShare ILL

Any updates from Joe’s testing

Joe

• Update from Joe: Supplier of last resort" workflow is now working in the Vanguard. The requests go to the test version of VDX (https://ucill.vdxhost.com:8443/vdx/). The borrowing library has to be Powell or YRL; the request should be for a monograph loan; the patron must have a barcode set (there is one set on the Academic user). And of course the request must not be available in the Vanguard.

Mapping will have to be configured between processing and pick-up locations in VDX and Alma.

We will try to test this next week before the Vanguard is shut off. Joe and Mark will work together to get Berkeley set up.

There are some hacks used for library-use only items that can’t be checked out and back in because it will kick off a return process. This will have to be figured out for ExL.

Davis tried creating a “Reading Room” circulation room. This was difficult for circulation staff to manage. There is now a transit step between ILL and the circ desks that allows the item to be checked out again before initiating the return process.

• Change the decision page reflecting that this process can work.

Group Testing Session

We’ll be spending this meeting testing together.

https://docs.google.com/document/d/15JkA3P8hBqoVmxswqNIsCX1evnOBywujk7CHyclL2b0/edit

https://docs.google.com/spreadsheets/d/1bUjEXKsrlnxASwoYzjm-DmZNpAAnxUge5eR0o9rXDsI/edit#gid=103680270 https://drive.google.com/drive/u/3/folders/1S_UJPBKDBbhIr2C-jEi05_r4076SkQJE?ths=true

All

Parking Lot

There are some questions around what other things this group might add to the parking lot. Expiration dates and whatnot.

• We may need to revisit our discussion regarding what fields are passed between campuses in the Network Zone. (Name, email, expiry date, etc.)

Members can add to the parking lot issues that they feel need to be considered or tracked.

RLF Ghost Records Discussion

Records Retained for Items Deposited in RLFs

This decision will be worked out throughout the test phase.

DDS Decision Page (Test Load) Document Delivery Service (DDS) Setup

Config forms - local campuses

Harmonization work

Continue our discussion and come up with loan periods to propose for fulfillment network/locally https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

Total

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