2020-09-30 ACQ/ERM FG Meeting notes

Assemble

Getting settled, reviewing agenda, roles

3

Admin Items

• Action Item Checks

3

Lisa S.

11/18 - 2 hour check in from 11-1

10/1 - ExLibris office hours are focusing on SCP. Topic is bib records and overlaying onto activated collections

Updates: specifically from PPC (and other SILS groups)

Shared understanding of PPC and other SILS group activities, including what is routing to/affecting our FG.

9

Lisa S. / others

No PPC Meeting 9/25 - focus on testing; for future meetings PPC is asking for items of note by Wednesday of the week, if no items are brought up the Friday meeting will be cancelled.

SILS Town Hall Reminder: our FG presentation is on 12/15

Basecamp Review

Review with FG items from Basecamp from other groups, pertinent to scope, including timeline.

5

Lisa S./ All

Quick review of known items.

Funds: note that if a fund has $0 allocation it will not show up in drop-down lists. There is a global setting that can be changed to allow over-expenditure.

Moving forward we are shifting our Basecamp review to more global/over-arching items; FG members can bring to our attention local issues of note if we need to check in on it.

9/30: New items with AEFG tag.

UCB may not be able to generate Millennium invoice post data in Alma. There were also issues with searching by ERP number

Resource Management Test Items

Review RMFG items for Acq/ERM FG consultation. Begin discussion and action plan for items to meet RMFG due dates.

15

Lisa S. / All

• 10/7: Local 856 Data

• 10/13: Bibliographic records to leave out of the Vanguard NZ

• 10/21: Bibliographic record 9xx field mapping

(Additional item re: bibliographic records with due date later in December.)

P2E favors the 856 in the holdings and item records over the bib 856 for creating portfolios. NZ inherits any 856’s in the record.

Lisa S. to set up time for extra discussion for the 10/7 decision, and set up document where we can gather all observations about the 856 field.

Data Migration Testing / and Preparing for FG Testing

Determine actions/ assignments/ subgroups for FG Vanguard testing.

30

All

FG Testing - Finalizing Structure

• Review of test items and development into draft Decision Pages

• Criteria for “early escalation” - this has a 10/16 due date to route through process.

• Subgroups - division of test items across FG (& assuming test access as submitted)

  • Have broad areas represented in working pages

  • See in Column F of Testing Issue/Question Tracker

  • Scheduling / Milestones

  • Priority of subgroups

    • Evaluation of 856 data

    • CDL workflows and NZ payment

    • E-Resources

Consortial Workflow Subgroup

Determining next steps following 9/24 subgroup on consortial workflows.

10

Lisa S. / Holly / all

Outcomes/Agenda Document

Summary of discussion. Next actions for areas not fully addressed. Intersection with general testing as above.

Working with UCSD and their payments to CDL - additional discussion needed regarding recharge and centralized payment? What are harmonization recommendations?

Holly has created a document and will be sharing it. FG to review and provide feedback.

Fiscal Close Planning

Brief item on fiscal close for FY21. Action item to gather campus dates.

5

Lisa S.

Capture of key fiscal close dates on campuses via central document.

Projected go-live is 7/21, there is a technical services freeze for 6-8 weeks preceding that, so we need to know which dates the campuses use as their cut-off - which date is typically your fiscal year snapshot?

• Implication is that we would not be able to pay invoices* from mid-May to July 21. (* using Alma - payments may be possible from the campus financial system for reconciliation in Alma using “internal copy” invoices after go-live.)

Wrap-up

Identify/confirm next actions

5

All

Parking Lot

To save for future discussion

85/85