2021-10-7 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

Postmortem

https://docs.google.com/document/d/1iJflrdtJqr3qixfcb0N9qWXkFAhjpp-tg8s4ZePPOqU/edit

Let’s give ourselves another week for this.

All

• Reminder for Fulfillment FG members add comments by 10/14/2021

• Will be turned into PPC before FG sunsets.

Approach to handling VDX requests when a request is cancelled or renewed in Alma

Requires some workflow harmonization, so Alison Ray crafted a stub decision page to review https://uc-sils.atlassian.net/l/c/xyMW3WZ1

Alison/Joe

• VDX/Alma NCIP integration cannot handle renew and cancel actions for ILL requests sent to VDX.

• The work-around may require staff to run reports and perform those actions in Alma.

• Joe F. can help fill out the recommendation page.

• The scope of the group that is created after our FG sunsets might not have as broad of a scope.

• MyILL will be examined in Q1 2022.

• We will revisit this topic next week. Joe F. will fill out the recommendation page.

Current issues to discuss/test

• Decision page for items controlled in the NZ with information about re-linking TOUs https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/07_Administering_Consortia/020Centralized_Management_of_Configuration_Tables - Salesforce tickets submitted https://exlibrisgroup--c.visualforce.com/apex/VF_Case_view?id=5004y00001fJDOHAA4

  • Schedule low usage time to delete/run job

• Unable to check out AFN borrowed items to their requesters- UCLA https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIfF1AAK Did UCB get a chance to submit a ticket for this since 23 individual network accounts were created for one individual in UCB IZ?

• Books received in VDX are getting an Alma expiration date several days before the local due date https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIJDYAA4 UCLA is still working through this with Exlibris. No resolution yet.

• Borrowing AFN items via self check machines https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hJ3PiAAK

• Chapter/Item Title Mismatches - Check in with Mallory and Kristen to see if there’s been a response to their salesforce ticket.

All

• Testing can be done in the sandbox. This might have to be pushed to production off-hours, either relatively early or late in the day.

• We will ask ExL if deleting and re-initializing the TOU will impact any loans.

• We’ll needs to be checked to ensure that the same problem exists in that environment.

• UCLA is waiting for feedback from Svetlana relating to items with a short expiration date.

Self Checkout Machines

• There some issues with self service checkout locations. This is related to non-unique item barcodes.

Mis-matched requests

• It appears as though Alma picks a random item when it can’t get a complete match based on the locate profile.

• There might need to be a meeting or conversation with ExL about how the locate profile was set up in the NZ before we move to support.

• Elizabeth will submit a ticket and delete the TOU in UCLA’s sandbox.

Parking Lot

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

Decision on how library identifies library use only material borrowed via AFN

Band vs. Flag?

Special Wording?

Template creation volunteers? ILL OPs?

All

• The RLFs and ILLOps should be consulted when talking about banding.

• NRLF building use only items, there is an item policy and TOU allowing items to be circulated to the other UCs if requested. It’s unclear whether or not they can be set up for a “reading room” location delivery only.

• Circulating “non-circulating items” through the AFN could be tricky.

• No one has been able to push an AFN item into a reading room. We’ll get another meeting set up to figure out how to make this happen.

• There’s a box to check when setting up a “Library” in Alma to allow it to handle items from other institutions.

• We might all need NZ TOUs for non-circulating items.

• The Discovery FG is working on suppressing Special Collections from the Get It functionality.

My ILL Link in Primo

Leaving as a placeholder for Elizabeth to do.

(Post-Go-Live) My ILL Button in Primo

• Has any campus already identified a place for this button to live? Already Alma campuses?

• Our desired placement for the button

• Could be investigated post-go-live

• Finalized decision page after investigation from Discovery FG should include any configuration instructions (if something can be set up of course), so other campuses can do their own configuration if desired.

All

• It looks like already Alma campuses do not have a “My ILL” button in Primo.

• Not everyone will be using the UC Davis method for renewals.

• Elizabeth will draft a recommendation page related to the My ILL button.