2021-2-11 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

• Test phase permissions and reminder about our FG’s decisions pages for Test was sent to ICs.

• There is some concern among the ICs about creating test accounts according to our suggestions.

• (Test Phase) Recommendation for Testing Shared Patron Phone Number Data Validation sent to Patron Data group

If the ICs decide we cannot create the recommended test accounts, we will need to modify our documentation and pair up during testing. Pairing up may help staff become more comfortable with learning and using the new system.

Working Group Presentation Action Items

• NCIP recommendation revision

  • All campuses

  • Harmonized recommendation to use both messages

• Elsevier and Hathi Trust

• Recommendation of a Customization Task-force

Joe

The working group preferred harmonized NCIP use, even if UCSF and UCM have low usage. We will try to get centralized funding from SILS once the decision is approved. It can take 30-90 days for OCLC to complete NCIP integration, which means it is unlikely all institutions are likely to be completed by go-live.

There is currently not anything scheduled to replace Elsevier and HathiTrust in Request. Generally, there does not seem to be much concern over loss of these functions. Users can get items directly from HathiTrust and the Elsevier customization was temporary anyway. There has been the recommendation that a Customization Task Force be formed. This would help reduce duplication in work at individual campuses and would be system-wide instead of just CDL.

NCIP decision

Consider modified NCIP decision to harmonize on Accept Item and Check in Item messages for all institutions.

All

https://uc-sils.atlassian.net/l/c/fTc0GTYC

Can we vote now, or do we still need to validate with local teams?

We will vote next week.

Joe F. will meet with Sarah and Günter to discuss funding.

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 has a table of contents and we’ll be able to fill in individual sections.

A list of potential workflows may stem from the Vanguard test scripts. We may need to compare the scripts to the manual to ensure we don’t duplicate work that has already been done in the test scripts.

It may be helpful to include screenshots initially, but they are difficult to maintain and may be less useful over time. Important to use clear vocabulary which matches what is used in Alma.

The question of the purpose of this manual arose. Is this meant for training during go-live? Will it continue to be a centralized manual that we need to maintain into the future? It could be more a proto-training manual, where local trainers can find information they need. ILLOps is interested in helping put this together as well. No firm deadline at this time, but it is desirable to have it by the time we are finished with testing.

Parking Lot

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.

This issue does not just apply for LUO items, but specifically to the RLFs.

Mark will reach out to Lynne Grigsby regarding this question, and based on this discussion, Joe F. and Elizabeth will start a discussion in Basecamp with Ex Libris if needed.

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