2021-2-4 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

• PPC- Do we need to catalog everything in OCLC?

  Is OCLC record number still very important that we need to have it in IZ/NZ?

  • Fulfillment viewpoint- could cause issues for resource sharing since OCLC # is one of the locate parameters.

    Next steps:

  • do an environmental scan - what are other Alma campuses doing? What is the impact of moving away from OCLC?

    • Groups that would start:

      • RMFG

      • ACQ-ERM

      • Discovery

      • Special Collections

• Svetlana said the config forms looked good so far. She’ll reach out if she needs anything.

• Are we missing anything from our MVP document page? https://docs.google.com/spreadsheets/d/1fz3hEoApCzWR9PvMRA2Yc2Bpq0hkBdvPaxRgfyz8WJA/edit#gid=1165930958

Standardized phone numbers in shared patron data

All

Svetlana’s answer: phone_regex parameter validates phone format. When linked user is created system will still validate the format.

The best practice would be to make a more general rule accepting different formats.

Article
https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/How_are_email_address_and_phone_number_validation_settings_configured

Example of a more flexible rule - ^\D?(\d{3})\D?\D?(\d{3})\D?(\d{4})$

We might need to determine if the system will strip out non-numerical characters.

This might require a decision page specifying the generic rule supplied by Svetlana and run it past some data folks at Alma campuses or the Patron Data FG.

Test Prep

https://docs.google.com/spreadsheets/d/1V9cIirzzQ3kDChYHr8XK-W3saXQKqg_fxRLbLi5TbdY/edit#gid=0

Test Phase Fulfill FG Member Prep

Do the operator permissions look good?

Added line for operator roles

Please fill in emails for ICs and FG members for problem reporting.

Email to ICs with decisions and permissions.

All

Test prep might need to include roles such as Work Order Operator or other roles pertaining to digitization requests.

At UCD Work Order Operator is scoped to digitization staff and students.

The Fulfillment Service Manager role is needed for approval of digitization requests.

Everyone should look at the sign in sheet on Google doc and confirm e-mail addresses.

Workflows

Let’s start thinking about how we’ll be capturing workflow info.

Do we want to start with a short list right now, and draft what we think they’ll look like, and then tweak as we continue testing?

All

Joe F. began a workflow manual in Google Drive. This manual would have a table of contents and we’d be able to fill in individual sections.

A list of potential workflows may stem from the Vanguard test scripts.

Members should look at the workflow document over the next week. Then we will parse out the work starting next week.

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

x/x