2021-11-18 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

• Meeting next week cancelled for Thanksgiving

Resource Sharing Restriction Rules by Location

(Go Live) Resource Sharing Restriction Rules by Location

Joe/Alison

• Discovery is going to add FFG’s questions to the background section of the decision page, and will flesh out the Reasoning section to better articulate their user experience goals.

• If a request comes in for a “restricted” item, the system should look for a loanable copy of that item. Regardless of the page that the request comes in from.

Proposal for enabling resource sharing support

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

(Post Go-Live) Enable System-WideResource Sharing Support

Joe/Alison

• Decision page sent to ICs for feedback.

• There are differences between local polices regarding sandbox access.

• Campuses might be able to designate different levels of access for CDL.

• Some roles in Alma have a read-only access option.

Consortium Fulfillment Network - Loan TOU

Should we keep and change the name in the NZ to indicate that it’s not currently being used to control NZ patron loans?

Elizabeth

To set up our unique replacement amounts for AFN loaned items, Ex-libris configured Institutional loan TOUs in our IZs, but the Consortium Fulfillment Network - Request TOU is a Network Zone TOU that should not be adjusted locally.

• There should be local NZ Loan TOUs in each IZ that can be altered without disconnecting from the NZ.

• Administrators can tell if TOUs are being used by going to Config > Fulfillment > TOUs > … > Show related fulfillment rules.

• If the TOU isn’t related to any fulfillment rules, then it shouldn’t be doing anything.

Duplicate Network User Accounts

Ex-Libris response

• 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.

Elizabeth sent out an e-mail with instructions to find the relevant report.

Current issues to trackdiscuss/test

• AFN requests for RLF materials auto-cancelling and moving to UCLA and UCB, but ILL staff unable to see the requests on their end causing queues to grow https://support.proquest.com/s/case/5003r00001RMbcCAAT/requests-not-showing-up-in-alma-affecting-ucla-and-ucb

• 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

  • Alison submitted an escalation case for 05305139 talking about various levels of support and contradictory answers received from Ex-Libris

All

• Operators at these campuses are not seeing these requests as they come in.

• Video shared in meeting: https://www.screencast.com/t/pbNVVtqOCm2

• Elizabeth e-mailed out the support message to the listserv.

• Svetlana looked up a patron having an issue with this using the Fulfillment Configuration Utility. It looks like pickup-location is anywhere but they value in the TOU is set to “in institution”.

• There are some issues with inventory management and the RLFs. It’s currently difficult to retrieved owned materials from these facilities.

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.