2021-10-28 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

• Request moves from one institution to the next instead of cancelling when the patron cancels their request in Primo. [#17594] CLOSED/RESOLVED

• UCLA and UCR deleted their unhooked Network Request TOUs in production this morning to reattach them to the NZ. It worked, and no job needed to be run by CDL for redistribution of the TOUs.

Adjustments to Locate Profiles

All

• ALL locate profiles have been updated (in both production & sandbox Almas) with the correct Z39.50 username and password (blanked out in all cases) as of 1:50pm Monday

   

  It may be useful to re-test any un/mis matched requests & update  your salesforce ticket with the result. If you file any new cases about the mis/un match problem, please update the confluence page where FFG is keeping the ongoing list: Salesforce Case Submission- Digitization and Basecamp Tracking

  (I get notifications when it’s updated).

   

  We’re still seeing issues with the matching, even when standard numbers are in the request. Please file cases as you’re able so that there’s a good amount of examples to investigate the problem(s).

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

Recommendation Page

(Post-Go-Live) Support for Patron-Initiated Renew and Cancel of VDX Requests in Primo VE

Joe

Slack poll results:

Renew: UCI, UCR, UCSD

Cancel: UCI, UCR, UCSD, UCSB, UCLA

Neither: 0

This will help when investigating moving away from VDX. It is unclear whether or not an RFP process will be required.

There is some flexibility in the timeline for sunsetting VDX. CoUL approved Summer 2022 for transitioning to a new broker.

• Approved.

-Joe Ferrie will fill in and update the decision page.

Current issues to trackdiscuss/test

• Unable to check out AFN borrowed items to their requesters- UCLA https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIfF1AAK UCB and UCSD submitted separate tickets.

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

  • https://docs.google.com/spreadsheets/d/1S_s-4sX2fNi9XJ6KXJURqlBLGiGhR9W5/edit#gid=452783695

• 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.

  • UCLA and UCR will delete Fulfillment Request TOU in their production environment and see if that fixes the issue 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

• Chapter/Item Title Mismatches - UCSC submitted a ticket, and FG is meeting with Svetlana about questions around the locate profiles configurations

  • case #01003210

  • Testing/reporting currently happening

All

• ExL said to change the NZ-managed uresolver_remote_register  parameter (from ‘None’ to ‘Manual’) in "Configuration Menu > Fulfillment > Other Settings" in order to prevent future duplication. Duplicate patron records can be handled by using the Merge feature in Alma. CDL has generated a report in Alma analytics that shows duplicate patrons

• Elizabeth can share the setup and pathway to check NZ analytics to look for duplicate accounts.

• ExL has provided instructions on the merge feature for duplicates.

Borrowing AFN items using self-check machines:

-Elizabeth shared a report via the Google SILS space.

-For campuses with self checkout machines, campuses will have to be confident that their patron and item barcodes are unique.

-There is a question about how the self-check machines work and what they are pulling from the system.

-It is currently unclear if the barcodes are fixed length or have a wildcard at the end.

AFN Title Mismatches

Still occurring. Scott has submitted a ticket and will continue to add examples to it.

Svetlana is still working on this.

Examples an be linked to this page: Salesforce Case Submission- Digitization and Basecamp Tracking

OCLC usage has increased at UCB, this might be due to unmatches.

Some campuses are seeing electronic requests going to WSILL because they were electronic book requests or their patron primary identifier was not unique.

• Institutions can review what happened in their IZ’s sandbox after this distribution, and report any objections until (Thursday, 10/28) evening when the change will be made in production
• Elizabeth will send out email to FG on how to view reports and merge duplicate Network users
• Elizabeth will update the ticket with questions about the barcodes generated from this meeting.
• Elizabeth will begin to craft a decision page around barcodes.

Parking Lot

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

Joe Ferrie is looking into why so many Worldshare requests are ending up at End of Rota.

Some requests show not enough lenders or too many results. It doesn’t look as though there is one single problem causing this.

Postmortem

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

Let’s give ourselves another week for this.

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.