2021-8-19 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

• Today we’re just checking in with each other and using the time to complete any tests we may not have gotten to yet.

• Post mortem/offboarding documents- more to come.

• Cancel meeting week of the 2nd to prepare for re-openings?

• The meeting on the week of September 2 will be cancelled.

Resource Sharing Forms Harmonization Decision

Review and Vote

(Post Go-Live) Policies for Resource Sharing Forms

All

• Elizabeth put together a decision page based on the documentation that Jason sent out.

• This is a recommendation for campuses to harmonize on their resource sharing form configurations. Particularly, which fields are visible or hidden from the end user.

• There is some confusion about DOI and PMID autofill.

• Copyright should be set to mandatory and visible.

• Users should use the article version of the request form if they want to request a book chapter.

• Place of publication has traditionally appeared on the forms.

• Article date, at least year, has previously been mandatory on the form. There is a way to change labels in the discovery configuration.

• Approved decision page for resource sharing form harmonization.

• FG members should communicate back to this group when they have made the changes to the form.

Post Mortem

Sending out post mortem for comments after this meeting

All

• FG members should add their comments to the post mortem form when they can.

Current issues to discuss/test

• Request expiration date setting- NZ setting is set to 21 days.

  • Were the requests expiring after 7 days even if they were scanned in by the lender and put into transit to another campus? If we can find cases where the item was, say, at 5-6 days when it went into transit and expired before it got scanned in at the pickup location, we should put in another case

  • Jason’s average supply time configuration theory

• Salesforce ticket submitted regarding problem with preferred pickup location for requests

All

• Network Patron TOU was changed in the NZ for all campuses. We changed the “Convert to Resource Sharing” to “Do Not Convert to Resource Sharing” setting. This should take care of the patron issue where Alma auto-generated a request that ended up in VDX not supplied queue.

• It isn’t transparent how ExL calculates the 21 days for hold requests.

• Looks like there is a default transit time of 12 hours under Transit Time Rules.

• This impacts items that have been requested for pick from shelf.

• We may need to create a transit time for network requests.

• Local teams are trying to change the expirary date and work around the issue.

• The FG will ask CDL to see if there is an NZ level solution to resolve these AFN transit time issues.

• Scott will send examples of some the requests to sils-sysops@cdlib.org

• Scott will send out screenshots of the workaround.

• UCLA will put in a ticket for the non-UCLA patron ending up in the VDX queue.

Copyright Check Box

Placeholder. No action from FG needed at this time: From Discovery: “Discovery FG noticed that the August Primo VE Release Notes mention a new option to add a copyright statement to Request forms. It looks like this statement would have an accompanying mandatory check box.

We recalled that the Request system has a copyright notice and so we wanted to reach out to FFG to see if this was a potential area where campus configuration should be harmonized.”

All

• Berkeley has implemented some copyright statements.

• Joe Ferrie will be sending the language from the old Request page to Discovery.
               

• Link to ExLibris documentation: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/Copyright_Management

• Digitization request from UC Merced caused a recall for an item. Cancelling the recall request, cancelled the digitization request.

non-circulating items

Placeholder. No action from FG needed at this time: (Go-Live) Policies for Resource Sharing Forms

Problem: ILL Request link showing up on SPC records with an AEON link - when users are logged in 

Limited Solution (put into UC Santa Cruz production): 

·        Using GES and Display Logic Rules to hide the ILL request link on local SPC records.

o   UCSC can share workflow notes with other campuses if desired.  

·        Note: This does not work for SPC records coming from the Discovery Network in Primo, so at UCSC, even after we put our local solution in place, we still see the ILL request form on other campus Special Collections materials.

• Special collection items with Aeon links are showing up and items appear requestable.

• Some campuses lend items from their special collections.

• UCSC used display logic rules to allow special collection items to be discoverable but not display two request options. (https://docs.google.com/document/d/1l4_kNtYrqOdlhyNQ62cM_yB2__J0lzBMT5gAM2TAW30/edit#heading=h.352t37e2qkwd )

• This issue might be governed by the NZ. If this group formulates a question, we can forward that to CDL sysops for clarification.

My ILL Link in Primo

Leaving as a placeholder for Elizabeth to do.

(Post-Go-Live) My ILL Button in Primo

• Has any campus already identified a place for this button to live? Already Alma campuses?

• Our desired placement for the button

• Could be investigated post-go-live

• Finalized decision page after investigation from Discovery FG should include any configuration instructions (if something can be set up of course), so other campuses can do their own configuration if desired.

All

• It looks like already Alma campuses do not have a “My ILL” button in Primo.

• Not everyone will be using the UC Davis method for renewals.

Parking Lot

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

https://docs.google.com/document/d/1H1mdwLWxGUmzasLUVYseTDwlECKUKV8MyPQvPmrOzes/edit

Basecamps and Kinks

Just keeping these here so we don’t lose track: 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

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