2021-6-1 Fulfillment & ILL FG Meeting notes

Date

Jun 1, 2021 11:00 AM

Attendees

  • @Mark Marrow , UC Berkeley

  • @Jason Newborn , UC Davis

  • @Linda Michelle Weinberger , UC Irvine

  • @Sahra Klawitter , UC Riverside

  • @Micquel Little (Unlicensed) , UC San Francisco

  • @Scott Hathaway , UC Santa Barbara

  • @Joseph Ferrie , California Digital Library

  • @Mallory DeBartolo (Unlicensed) , UC Santa Cruz

  • @Judea D'Arnaud, UC San Diego

  • @Joe Ameen , UCM (Liaison) Note Taker

  • @Elizabeth Rodriguez (Unlicensed) , UCLA

 

Weekly Testing

The Fulfillment FG and ILL Ops should conduct tests with the following scripts in the order outlined below. The AFN will be configured first, then IVEA, and finally NCIP. The groups will aim to test 2-3 during their weekly meeting. Additional tests will be added as needed.

Viewing Network Activity (shared patron loans and contact information)
UC User With No First Name in their IZ record
Add/Delete/Save Data to Patron Record
UC User Stub Record Shared Information Fields
Manual Blocks (04 ILL and 05 All) Applied Locally for Users
No OCLC Number- Available Title Direct FN Request From SRLF
Walk-in user from other UC (Faculty)
Proxy Walk-In User from Other UC
Walk-in user from other UC (Blocked User)
Patron renewal in Primo
Digitized Article AFN Request
Patron With Expired Account (Account Renewal/Item goes to Lost and Fee is Charged)
Available Monograph AFN Request
Patron Request for Item (Pickup from alternate location/expired hold)
North to South/South to North Rota Test
AFN Monograph Request- Not Filled
rlf non-circ/building use item request using AFN
Fines/Fees Graduate Student
Due date when a library is closed

Absent

Discussion items

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

 

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

 

1

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

  •  

 

 

 

2

Decision Review and Vote

Review/Vote/Send to ICs

(Go-Live) Policies for Resource Sharing Forms

(Go-Live) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network

(Go-Live) Recommendation for Fulfillment Staff Profile Roles -Question for Already Alma Campuses regarding the use of the User Manager role for staff and student worker profiles. Should this be included? It seems to be the only way to toggle a user account from external to internal when changing a student account to an alumni account.

Unreasonable NZ Borrowing TOUs for:

Active resource sharing requests limit

  • 20 (current setting)

  • 2nd choice in IZ is no limit

Yearly resource sharing requests limit

  • 20 (current setting)

  • 2nd choice in IZ is no limit

If we want something different, may need to change in NZ or have Ex-libris do it. Will need to add steps to harmonization decision page.

 

All

Recommendation for Fulfillment Staff Profile Roles:

The decision page contains recommendations for roles that staff will need to perform certain tasks as well as their associated scopes.

There was some concern among group members that the User Manager role has too much capability to be assigned student employees. It allows the operator to grant all roles to other people.

Policies for Resource Sharing Forms:

Individual campuses should go in and make the changes outlined in the document.

Some changes were made. The group approved the document.

Unreasonable NZ borrowing TOUs:

CDL may need to change NZ TOUs centrally.

We’ll set resource sharing limits to unlimited.

-Elizabeth will amend the decision page for Staff Roles and submit it.

-The group approved the Policies for Resource Sharing Forms page.

Elizabeth will confirm that we can change the NZ borrowing TOUs related to resource sharing requests to unlimited.
Members should look at the Harmonization decision page and share it with local teams.

 

3

Digitization Meeting Debrief

https://3.basecamp.com/3765443/buckets/15553579/messages/3747769701

https://3.basecamp.com/3765443/buckets/15553579/todos/3734877569

Salesforce Case Submission- Digitization and Basecamp Tracking

 

All

Elizabeth went through the Digitization meeting notes and gathered all of the references to issues that were identified as glitches or needing Sales Force tickets.

The SysOps team is putting in the tickets as the form is filled out.

Individuals having tested a particular issue should send an e-mail to SysOps as though they were putting a Sales Force ticket in themselves.

 

 

 

 

 

4

To Do For Go-Live

 

All

 

 

 

 

5

Group Testing w/ ILL Ops

 

https://docs.google.com/document/d/1WOelxmH3L0lDQYKZu683FKZ-DIjHCe9NfwJojyp5bMw/edit#

https://docs.google.com/document/d/14VYIW1-ZPYvcxR4Mq2n_LWA-q2ZDcyUe/edit

https://docs.google.com/document/d/14qTTJFzufw2eEHGNwQlihU0eAYLPYbtg/edit

https://docs.google.com/document/d/1owqWoFJjeNElh1tO6_asCL0uGNtLJQ2f/edit

https://docs.google.com/document/d/1YSeipVTugrgfvMjVsohNJWQk4oaIAnIz/edit

 

All

 

 

 

 

 

6

Parking Lot

 

 

 

 

 

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

 

 

7

Changes to the AFN for Go-Live Discussion

(Go-Live) Temporary Changes to the AFN for Libraries/Services Closed During COVID

What functions will we need to temporarily disable at each campus?

Do we bring all online at once? Staggered

 

 

 

 

 

 

8

Manual Blocks Basecamp ticket updated

https://3.basecamp.com/3765443/buckets/15553579/messages/3582181846

https://docs.google.com/document/d/10VbI85urpPpFWYfpTputsYt4NUUuvjHa/edit#heading=h.30j0zll

Check basecamp ticket to see if Svetlana came up with answers to our questions

 

All

 

 

Elizabeth will get back to Svetlana.

 

9

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.

 

10

RLF Ghost Records Discussion

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

 

 

This decision will be worked out throughout the test phase.

 

 

 

11

 

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

Config forms - local campuses

 

 

Will need to be tested during the Test Phase

 

 

12

 

Total

x/x

 

 

 

 

 

Future agenda items

 

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