2021-1-14 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

• Clean set of testing materials ready in google drive for us and the ILL Ops testers. Test patron accounts will be created once we have the Test environments in February. We’ll share accounts with ILL Ops and Discovery FG User Ex Team.

• We may need to create multiple accounts for different testing groups to reduce confusion.

• It looks like Sara Houghton will take up negotiation for NCIP implementation.

• If it takes ~2 minutes to create a bib record NCIP, there may not be significant enough to justify UC-wide implementation. There may be additional factors that change this estimation.

Discuss and vote on loan periods and blocks within the AFN ahead of the form draft due date 1/22

(Test) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network

Do we all harmonize for Test? If so, what values will we use?
https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

All

• How blocks move between IZ and the AFN still need to be tested.

• It’s unclear whether or not local recall fines can default to local institutions. The recall notices come from the institution that owns the material.

• Will test to see if local campus recall overdue fees override the AFN setting.

• There will be a period of time in which access to the test environment is limited.

• This decision will be made for the Test phase.

• Passed

Prefilled Config Forms

https://drive.google.com/drive/u/3/folders/1lyS4bL08ilj-07tvrGhm3VYxz5sksJEY?ths=true

(Test) UC Network Patron Linked Account Shared Fields

All

• ExL shared the updated Resource Sharing and AFN forms. These are located in Drive.

• Joe will investigate setting up Patron of Last Resort for Test.

• There is a video on this from 12/18.

New Decision Pages to be aware of

(Go-Live) Policies for Resource Sharing Forms

(Test load) RLF Workflows

• Some campuses don’t have PIN numbers, internal borrowers are verified via CAS.

Prepping for Test Phase

(Just keeping from last meeting so we all don’t forget when our Test environments are delivered)

Test Phase Fulfill FG Member Prep

This document lists needed roles, role areas, scopes and permissions that we’ll need to set up inside of our IZs.

This would be the minimum setup members need to continue the testing that we’ve been doing.

For individuals with multiple libraries on their campus, this will need to be done for every library.

Testing accounts will need to be created at each campus as well.

Blocks will likely have to be configured locally for each institution.

ILLOps will be helping with testing in the next phase.

The Vanguard environment goes away on December 18.

There are some outstanding areas where responsibility is unclear. This may need to be decided soon and put in writing.

Supplier of last resort will need to be configured at each campus.

Parking Lot

There are some questions around what other things this group might add to the parking lot. Expiration dates and whatnot.

• We may need to revisit our discussion regarding what fields are passed between campuses in the Network Zone. (Name, email, expiry date, etc.)

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

RLF Non-Circ items requestable for in-house use

Will need to test in Test Phase

There are some hacks used for library-use only items that can’t be checked out and back in because it will kick off a return process. This will have to be figured out for ExL.

Davis tried creating a “Reading Room” circulation room. This was difficult for circulation staff to manage. There is now a transit step between ILL and the circ desks that allows the item to be checked out again before initiating the return process.

RLF Ghost Records Discussion

(Test-Go-Live) Records Retained for Items Deposited in RLFs

This decision will be worked out throughout the test phase.

DDS Decision Page (Go-Live) Document Delivery Service (DDS) Setup

Config forms - local campuses

Will need to be tested during the Test Phase

Harmonization work

Continue our discussion and come up with loan periods to propose for fulfillment network/locally https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

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