2021-10-14 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

Meet w/ Svetlana

The UC-wide "Fulfillment and ILL Functional Group" (FFG) would like to better understand some of the AFN configuration decisions that ExL made

• why & how UC's configurations were chosen,

• what other options are available for AFN, and

• what impacts different options would have on our AFN

• the main/most recent thread of questions revolve around the locate profiles. In particular, what the different types of locate profiles from the documentation (https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/090Resource_Sharing#Configuring_Locate_Profiles) would mean for our fulfillment network,

• why Z39.50 in particular was chosen.
  

• About the un/pw for the Z39.50, I don't see that UC's FFG made an explicit decision to use (or to not use) a un/pw on the Z39.50; it might also be useful to understand why it was set.

All

There seem to be two big problems with the AFN. There are mismatches and false negatives where there is no match and requests kick out to VDX.

Alma should be searching using metadata when the system cannot find the record ID. It is not confirming that all fields match.

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

The locate fields algorithm is unknown.

It was recommended that we do not use the Alma Network checkbox. “Selecting that means we search against the network zone only, and not the members of the network. That means that we won't be searching titles that you may not have contributed to the network zone for various reasons.”

It is unclear what the username and password in the Locate Profile Parameters do.

Testing can be done in the sandboxes.

Borrowing requests usually have a little blue “i” on the right hand side. Items created by internal users will identify the user. External requests will just say “System”.

A lot of items aren’t finding a match and are going straight to lender of last resort.

Svetlana will work with ExL to answer some questions about the configuration.

Open questions:

-how does author matching work?

-How does that Locate Profile algorithm work?

• 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.

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

Current issues to trackdiscuss/test

• 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

• 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

  • Schedule low usage time to delete/run job

• 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

• 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.

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

All

Parking Lot

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

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.