2020-04-23 Fulfillment & ILL FG Meeting notes

Check-in/Updates

Helping to support each other by making space for initial discussion.

5

Chair

Policy and Practice Coordinators (PPC) Meeting Recap

Worked on building team charter. Introduce Phase 3 Critical Issues. 

Not a lot given to that group from Ex Libris.

Looking at items to ensure that they were marked appropriately and bring back to FGs. This will result in decision pages created by the specified group.

Elizabeth can bring questions or concerns from this group to the PPC.

The list of critical issues is a working document created by earlier groups to not forget issues.

• Create a “parking lot” in Google Drive for questions or content to bring to other meetings. (Need owner)

Team Charter

Review charter submissions

Objective

Expectations

Roles

as a group to start firming up and add to Confluence.

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All

Expectations: Will combine into sections; highlighting themes such as procedures, communication and decision making.

This document can be modified or added to.

Objective: There are two proposed options.

Roles: Timekeeping is the responsibility of everyone on the group. The lead will work to keep the team on task.

Facilitators may change depending on meeting subject.

Elizabeth is the Meeting Organizer.

Joe Ameen will take notes. Kristen Cardoso will be the back-up. If both are out, the rotation will be alphabetical.

• Elizabeth will take a first pass at sorting and shortening the existing expectations document.

The team can comment on this document or vote on changes in the suggestions.

• Micquel will work on the Objective document, trying to combine the sentiments of the proposed options.

Phase 3 Critical Issues

Discuss Phase 3 critical issues currently assigned to our group.

• What should we take ownership of?

• Is there shared ownership?

• What should be given to another group?

• Can we think about starting any of these now?

• Is the urgency assigned to each correct?

• Can/should anything be broken into several?

If there’s time, discuss any issues not currently assigned to our group that we think should be.

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All

These will be ongoing and we will address these issues as well what we receive from Ex Libris.

Alma training materials may be helpful to contextualize some of the issues that we will be discussing. (https://exlibris.libguides.com/alma/fulfillment)

Fulfillment Structure - Critical. Ex Libris met the RFP requirements assuming the implementation of a fulfillment network. There are a few different options and the group will have to explicitly choose which option to move forward with.

Third party system integration: This will likely need to be shared with the Patron Data and Systems groups.

MIcgration, distribution, and presentation on CDL shared resources: It looks like this decision was already made and that we’ll be going with Alma’s Uresolver.

The group believes that the Fulfillment Structure is likely the top priority and will inform other work down the line.

There are other issues that will arise. Specifically, what goes into how patrons will be able to interact with resources and services at other locations?

Below is a list of issues and what we’ve decided the status is. It is also noted if other groups should be involved.

Fulfillment Structure - Critical (Top Priority)

DDS - Critical

Patron fines and fees cleanup - Critical

Third party system integration - Critical. Groups: Fulfillment & ILL, Systems, Patron Data

Patron data clean-up/standardization - Critical Groups: Fulfillment & ILL, Patron Data

Historical Circulation data migration - Critical

Extra-consortial (broker-based) ILL - Critical Groups:Fulfillment & ILL, Resource Sharing

• Elizabeth will talk to the PPC and let them know that our group would like to be a stakeholder for “Course Reserves integration with CMS”. As well as asking if we can contribute to the Critical SILS Issues document.

Parking Lot

Capture important topics for future discussion

Institutional Zone - Information at the local level.

Network Zone - Information that Primo is able to display to users, much of this from other locations.

There will be shared bib records held in the community zone.

Total

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