2021-10-21 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

• Salesforce Case Submission- Digitization and Basecamp Tracking -updated with recent fulfillment related open cases

Adjustments to Locate Profiles

Follow-up from last week’s meeting with Svetlana

Alison

ExL suggests that we remove the ucnetwork Username and Password from the Locate Profile Details. Then test again.

The ‘locate profiles’ have been updated (in both production & sandbox Almas) with the correct Z39.50 username and password (blanked out in all cases) for these campuses:

UC Davis

UC Los Angeles

UC Merced

UC Riverside

UC Santa Cruz

For the rest, could you please re-send the information (reply to Alison directly is fine) with the values for username and password under your IZ’s Alma Configuration>External Systems>Integration Profiles> Z3950 path

If your campus has not filed a case yet, could you please file at least one mis/unmatch to give Svetlana something to investigate?

Examples should be specified as mis-matches or non-matches.

Case numbers should be shared with the group.

Alison will add the systemwide case number to the file so that we can include them in individual campus cases.

Screenshots can be captured and linked to SF cases if on a Google doc with a sharable link.

It appears that manual borrowing requests aren’t always going through the UC ROTA.

Jason and Alison might be able to create a report showing a list of the improperly matched items.

• Adjust locate profiles and test different scenarios to identify which use cases create issues. This would include removing the username and password in the Locate Profile details.
• If there are mismatched requests that come in where the ISBNs do not match, a case should be opened.
• Individuals should check their sandboxes against the production environments and bring them up to current.
• ExL would like a list of current cases open regarding locate profiles.

Approach to handling VDX requests when a request is cancelled or renewed in Alma

Recommendation Page

(Post-Go-Live) Support for Patron-Initiated Renew and Cancel of VDX Requests in Primo VE

Joe

Some campuses already have workarounds for handling renewals or cancellations of VDX items in Alma.

Some campuses aren’t allowing VDX renewals.

A report could be generated showing recent renewals and cancellations.

A poll will be in the Slack channel for members to fill out.

Current issues to trackdiscuss/test

• Unable to check out AFN borrowed items to their requesters- UCLA https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIfF1AAK UCB submitted a separate ticket. UCLA has another case for UCSD patron. Open a consorital ticket?

Request ID: 6074018490006535

UCSD Patron ID: 105223716

Patron Name: La Mattina, Nicco

Title: Literary and philosophical rhetoric in the Greek, Roman, Syriac, and Arabic worlds

• Request moves from one institution to the next instead of cancelling when the patron cancels their request in Primo. [#17594]- Ex-libris said this would be fixed in October release. Let’s test to make sure it’s working now and have Gem update the ticket if not.

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

• 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

  • Alison and Joe are confirming that un/pw settings are correct for all institutions, then will coordinate testing of different match options for the locate profiles

All

UCSD also has a patron with multiple network IDs.

This causes individuals to have multiple items on the hold shelf under different IDs.

Cancelled requests: ExL thought that they had fixed this in the last update. If it’s not working on each campus we’ll have to update ExL.

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.

• Elizabeth will draft a recommendation page related to the My ILL button.