Work Plan: Resource Sharing
- Lena Zentall (Unlicensed)
- Alison Ray (CDL)
- Demitra Borrero
- Jason Newborn
Deliverable | Priority | Due Date | Status | Effort | Related links | Notes | |
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| 1 | Get P2P for digitization requests (long term: P2P in addition to AFN; or P2P replacing AFN) fall 2024 testing small groups: Group 1: UCR, UCI, UCD Group 2: UCSC, UCB, UCSF Group 3: UCSD, UCSB, UCM | high | no explicit dependencies; will have to pause depending on Tipasa transition | in progress : during ‘tipasa development review’ | ExL willing to assist in config; lots of effort - config & testing, figuring out workflow implications |
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| 2 | Analytics ‘sub’project, schedule c for 2024 due date | high | August 2024 | In progress | large, in conjunction with ExL |
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| 3 | UC request of RLF Building Use Only Items (similar to “library use only” deliverable?) Decision on how library identifies library use (non RLF) only material borrowed via AFN (similar to UC Req RLF Building Use deliverable?) | high | recommendation around mid 2025 | in progress | coord. with F OST (F OST may lead) |
| This is a continuation of a service already provided by the RLFs for UC patrons. UCR and UCB are currently exploring how to enable BUO requesting from the RLFs, and will inform the campuses once they find a workable solution that can be implemented (may also be related to AFN reading room issues) This will affect local Fulfillment and ILL teams workflows in a positive manner (may also be related to AFN reading room issues) |
| 4 | Replace VDX with Tipasa | high | TDRII ‘tipasa development review, part II’ small team March 2024-August 2024 | in progress | large effort | from phase four hand off: | |
| 5 | Prioritized list/”specifications” of reports needed for AFN (including schedule c ExL case) | high | Sep 1, 2024 (ExL created templates in Analytics) Pending further discussion | in progress : small group: UCM, UCLA, UCSD | medium effort (avoid delving into Alma guts) | potential overlap with Alma Annual Statistics Analytics Project Team chunk out & prioritize most important reports (include ccc report within priority)
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| 6 | UC and CSU Resource Sharing Partnership (in Alma) | high | (after P2P investigation, NOT simultaneous with Tipasa implementation) | not started | partnership with CSUs large size effort on UCs (also on CSUs) | first step would be to think about what sort of options/scenario to explore | |
| 7 | potential AFN mismatches out of auto-flow to external broker (requests with bad/incomplete metadata) | medium | no dependency dates (after P2P investigation & after Tipasa implementation) | not started | ExL willing to work with UCs on config; low-ish effort | use ‘sending borrowing request rules’ to catch requests in ‘ready to be sent queue’; option: if no identifiers, don’t sent to broker (aka VDX/Tipasa) and/or don't send through any partners | |
| 8 | pick up anywhere issues | medium | no external due date | not started | high |
| potential ideas: Questions: |
| 9 | Environmental scan of peers
| medium |
| not started | medium 12-18 months once begun | Tipasa Testers 2023 decision page | Environmental scan of peers | next step: develop general criteria & questions (methodology) |
| 10 | Vendor environment scan | medium |
| not started | medium 12-18 months once begun | Tipasa Testers 2023 decision page | Vendor Environmental scan | next step: develop general criteria & questions (methodology) |
| 11 | RapidILL for UCs (in Alma) - possible proposal for purchase | medium | may be influenced by walkaways of content negotiations | not started | Large effort Substantial new workflows at many locations, starting: Substantial set up in Alma, Ongoing: commitment to RapidILL standards for reciprocation. |
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| 12 | Harmonization of notices | medium | no dependency dates | not started (in progress in F OST) | F OST has taken up; RS OST may participate |
| Harmonization of notices such as overdue and “courtesy reminder time to renew” sent out by Lenders across the AFN so Network Borrowers are not told to go to Lending Institution’s portals to access renewals. |
| 13 | ExL’s solicitation to “contribute to the Resource Sharing Directory”. | low | after P2P investigation / (?)after CSU partnership | not started | tbd / pending P2P investigation |
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| 14 | Would like to see 3 option in the Blank ILL Form, specifically separate the Article or Chapter into two, one for "Chapter" and one for "Article"; impacts all resource sharing forms (investigate options, write up options & ramifications, ask D OST for feedback) possibly ask ExL for third form… | low | no due date | not started | large effort | page with the harmonized decisions for the resource sharing forms from SILs phase 4: FFILL (Go-Live) Policies for Resource Sharing Forms | possible dependencies on other forms (from Sandra FG: The UCLA Discovery team recommend this enhancement, they believe current options are confusing to patrons) |
| 15 | expired holds not found on the hold shelf or still stuck in transit | low |
| not started in progress in F OST (“item should be on hold shelf & is not”) | coord. with F OST |
| Create decision and documentation on what to do with expired holds not found on the hold shelf or still stuck in transit |
| 16 | procedures for handling Lost UC ILL Items ('scenarios' table of phase 4 decision page) have contacts, but not procedures/best practices F OST created directory for circ contacts;Library Fulfillment Directory (working on lost item practice recommendations) ; For ILL contacts, use OCLC policy directory | low | no external dependency dates | not started (in progress in F OST) |
| FFILL Post-Go-Live- Decisions on How to Handle Lost UC ILL Items | A decision page has been started to capture how the UCs want to handle Lost UC ILL Items. The Resource Sharing Group should discuss/add to this page and decide on the best way forward for each scenario presented, then communicate the information broadly. |
| 17 | Think about Rapido for UCs (would have to ask leadership for purchase) | low | no due date | not started | possible first step: 30 min demo from ExL; possible discussion with CSU |
| RS OST chair (Alison) got sales emails from ExL (could use those to reach out when ready) may include rapidill in purchase nice front end features nice p2p features (directory) |
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| 20 | UC + Ex Libris AFN Task Force (label: afntf) | high | completed on May 12, 2022 | DONE | approx. 3 months elapsed | from Phase 4 hand off, “Identify root cause of resource sharing effectiveness discrepancies” | |
| 21 | Evaluate initial resource sharing strategy and compare with alternatives. | high | completed Jun 1, 2022 | DONE |
| Evaluate the current resource sharing strategy (AFN plus VDX integration). Is it working well? What are the alternatives (eg. Alma P2P, Alma brokering) and should they be considered? | |
| 22 | Enable sandbox environment for system-wide resource sharing testing for SILS Ops Center | high | target Aug 19, 2022 (after next sandbox refresh) | DONE | approx. 10-20 hrs per campus (likely 2 people per campus) | Resource Sharing Testing Sandbox Accounts for SILS Ops Center | Create and document test patron accounts; create resource sharing analyst accounts; document and implement sandbox refresh procedure. |
| 23 | Phase 1: Set up recurring statistics for resource sharing in Alma Analytics borrowing/lending counts; schedule C | high | Nov 1, 2022 | DONE | phase 1: 5 months elapsed |
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| 24 | which hybrid model should RS OST investigate - direct FN and/or P2P | high | Nov 2, 2022 | DONE | “phase 1” three person team to look into config options & begin test planning ExL willing to work with UCs on config; low-ish effort | google drive folder for project RS Retrospective: Fulfillment Network 2022-06-01 meeting notes (discussion) | informs ‘ILL-ing ER in UC’ deliverable |
| 25 | Consortial block | high | decision page delivered to OSTs for voting: anticipated (no dependency dates) | DONE | Co-lead F & RS involvement | block blocked users at point of requesting (rather than surprising them with a block they attempt to check out) | |
| 26 | AFN protocols and procedures (consulting for F OST) | low (RS OST priority) | TBD (driven by F OST) | DONE (in progress on F OST side) | consult/provide feedback in creating document; F OST feels need for at least on RS person Meet 2-3 times per month [could frequency be less?] or as needed and consult with the larger RS OST & F OST cohorts | https://docs.google.com/spreadsheets/d/1gNy67PbyVvSw7wPY177mGOkriv4i7w_h/edit#gid=915265881 | Streamline policies, procedures, and best practices for AFN lending & borrowing institutions to expeditiously address, communicate, and resolve fulfillment questions, issues, and discrepancies |
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