2021-11-04 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

• No updates from PPC.

Resource Sharing Restriction Rules by Location

Resource Sharing Restriction Rules by Location

Provide feedback for DFG by Mon Nov 15th

Joe

• This would restrict interlibrary loan options from showing on items that are not available for that service.

• Special locations would have to be created and set up in the NZ to be pushed out to the IZs.

• Lists of non-circulating locations could be sent to sils ops via e-mail.

• Currently the only restricted locations are five from UCSC.

• This could be helpful for campuses that do not want to suppress some items from discovery but are not lendable. Like frisbees and laptops.

Questions?

• There is a question related to whether or not titles will be impacted that are available in one location and non-circulating in another.

• Can the ILL requests be managed via TOUs?

• Who would provide the location lists? This might need to be a controlled lists to regulate who can ask for these decisions to made.

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Proposal for enabling resource sharing support

https://docs.google.com/document/d/1kiUtV7iS3-4VTsKJL3uQiCPHogvlTHJQQVbM-slpPHI/edit?usp=sharing

Any feedback before discussing with local groups?

Joe

• This would give CDL access to the IZ sandboxes so that they can help diagnose and make changes to configuration.

• Some campuses have concerns about privacy and coordinating testing with individuals at each IZ.

• This may have to go back to the ICs and be a decision for that group to make.

Adjustments to Locate Profiles

Discuss and possibly approve the Ex Libris recommendation to change the setting "Locate only if all fields match" to Yes to reduce mismatch problems.

Joe

• This group has received contradictory suggestions for potential configurations to help resolve mismatch issues.

• There have been various levels of support on different tickets submitted.

• Svetlana’s original suggestion was to drop the Author field from the matching rule.

• It sounds like manual requests are all going out to VDX directly.

• Members should keep updating the wiki page.

• Allison will escalate.

Duplicate Network User Accounts

Ex-Libris response

• Merging duplicate user accounts should happen in the IZ

• Multiple institutions are reporting the same issue.

  Would you be able to create Analytics report in the NZ to find out which linked users have duplicate accounts?
  For the report find users with user group NETWORK and same name and email in the same institution where count is greater than 1.

  System will continue to create duplicate user accounts until all duplicates for a user are cleaned up. We need to know if there are more duplicates in the system and also if system continues to create those when user has unique record in Alma.

• Ticket: https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIfF1AAK UCB and UCSD submitted separate tickets.

All

Reminder for everyone to check your reports and clean up the duplicate accounts.

Current issues to trackdiscuss/test

• Borrowing AFN items via self check machines https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hJ3PiAAK

  • https://docs.google.com/spreadsheets/d/1S_s-4sX2fNi9XJ6KXJURqlBLGiGhR9W5/edit#gid=452783695

• Books received in VDX are getting an Alma expiration date several days before the local due date https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIJDYAA4 UCLA is still working through this with Exlibris. No resolution yet.

  • UCLA and UCR will delete Fulfillment Request TOU in their production environment and see if that fixes the issue Decision page for items controlled in the NZ with information about re-linking TOUs https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/07_Administering_Consortia/020Centralized_Management_of_Configuration_Tables - Salesforce tickets submitted https://exlibrisgroup--c.visualforce.com/apex/VF_Case_view?id=5004y00001fJDOHAA4

• Chapter/Item Title Mismatches - UCSC submitted a ticket, and FG is meeting with Svetlana about questions around the locate profiles configurations

  • case #01003210

  • Testing/reporting currently happening

All

Parking Lot

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

Joe Ferrie is looking into why so many Worldshare requests are ending up at End of Rota.

Some requests show not enough lenders or too many results. It doesn’t look as though there is one single problem causing this.

Postmortem

https://docs.google.com/document/d/1iJflrdtJqr3qixfcb0N9qWXkFAhjpp-tg8s4ZePPOqU/edit

Let’s give ourselves another week for this.

Decision on how library identifies library use only material borrowed via AFN

Band vs. Flag?

Special Wording?

Template creation volunteers? ILL OPs?

All

• The RLFs and ILLOps should be consulted when talking about banding.

• NRLF building use only items, there is an item policy and TOU allowing items to be circulated to the other UCs if requested. It’s unclear whether or not they can be set up for a “reading room” location delivery only.

• Circulating “non-circulating items” through the AFN could be tricky.

• No one has been able to push an AFN item into a reading room. We’ll get another meeting set up to figure out how to make this happen.

• There’s a box to check when setting up a “Library” in Alma to allow it to handle items from other institutions.

• We might all need NZ TOUs for non-circulating items.

• The Discovery FG is working on suppressing Special Collections from the Get It functionality.

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.