2023-01-04 CDLNZ-PT Meeting Note

Facilitator intro

5

Using Lisa Spagnolo’s Meeting Link for January 3-5 (see Slack or updated meeting invite for link)

POL and other record building

65

1/4 session used for walking through more POLs to build Analytics data.

• ACTION from 1/3: Angie to review invoices already paid to find examples (1 or 2) with multiple line items.

Notes:

• Ongoing notes for record set-up.

• FOLLOW-UP: Adjust CDL Acq permissions to include Cataloging roles to enable working with templates, etc. in Alma MDE.

• Check past notes re: how tiers were designated in reporting codes (3rd or 4th?) - consider Analytics between NZ and IZ and existing campus uses.

• For consulting: taking Analytics output as far as possible to build the Paydoc - using delimiters for notes. Goal is to minimize steps between Alma Analytics output and Paydoc format.

• Reviewing “Status” columns/legend in P&P - use for 3rd Reporting Code? Which statuses would be represented by other Alma fields (i.e., invoice not yet paid/complete) vs. something that needs recording like a recharge workflow status.

• Identifying “special cases”: examples include a campus that prepays (CDL pays from all campus budgets in POL/Oracle, but funds available from prior fiscal year for campus).

Meeting Topics from 1/3

0

• Need to document making order record, how to pay invoice for CDL team.

  • See Campus Documentation folder for examples. Caveats on any procedures needing updating - continual revision.

• Figuring out clear mapping for all payment data.

  • Identify what has already been mapped and what still needs to be decided.

  • ACTION: Sherry to review past notes/discussions and put together chart.

• Focus on Analytics

  • Template of paydoc, etc to try to emulate in Analytics (i.e., combination of fields from Alma Invoice and Order records, etc. to see how much from Alma could be generated in preparation of the paydoc).

  • Notes, history, and those types of aspects challenging.

  • ACTION: Lisa M. to review to find a “more complicated” example already paid in FY23 to set up in production.

• Work on POL templates and bib record templates

  • Dependent on building more cases, having Analytics outcomes/answers.

• Consider writing alternate instructions for campuses if order button doesn’t appear

  • Ticket indicates needing to be linked to negotiation license, but we have cases where no negotiation license used but saw “Order”.

  • Next steps: preparing more examples with screenshots.

  • Looking at examples where campuses listed in Negotiation Details (comparing with Available For settings in e-inventory). Using ASME Ebooks.

  • ACTION: Review ticket response, campus reps explore more examples/functionality. Hold onto any screenshots, cases for week of 1/9.

• Submit ticket to Ex Libris about the skip_erp setting to see how support handles the question

  • Revisit week of 1/9 with Gem.

Updates

Next Steps

10

CDL Acq team: build out second POL.

Analytics: POL data will be available as of 1/5.

Thursday 1/5 session: still using Lisa S’s Zoom link. More POL work, start an invoice, start to look at Analytics.

Parking Lot / Overflow

Notes/Topics for Ex Libris Consulting

• Gem will follow-up on outstanding tickets when back January 9.

  • 06595329 - Order button issue

  • 06593328 - Leaking IZ data in NZ

Best Practice: How long to wait for collection to show in CZ vs creating local record? Inventory subteam will look and probably send to Eres for further discussion.

Vanderbilt integrated with Oracle and did a presentation on it.

For reference: Out of Office/Vacation Schedule