2020-02-14 Meeting Agenda & Notes

1:00-1:10

Welcome/ Agenda Review

@John Wenzler

1:10-1:20

COLD Updates

@John Wenzler

EAR Transformation Survey by Carlos Rodriguez and Jennifer Fabbi

• Based on consultant recommendations to review the CSU’s electronic resources work and acquisitions

• ULMS committee should to look at it and take interest in this topic, especially the ERM group

• Possible products: Consortium manager (SCELC) or Alma Agreements module

• Most everyone who is interested in the survey has seen it/provided feedback, went out on the TS listserv but relevant functional chairs will send out

COLD meeting in March will include Mike Hummel/ExLibris

• John will take information from previous surveys regarding interests/issues for Ex Libris and share them in the COLD meeting with Mike

• John has sent the questions COLD is interested in to this committee

• Looking for additional ideas and suggestions on what is most useful to know/ask
  
  

ULMS Summer Meeting

• We should decide what we want to do soon. COLD will want to start planning for collection development

• The California RUG is planning to meet in 2020. We should determine whether we want to hold our summer meeting or perhaps put those resources towards the RUG meeting

1:20-1:30

Issues with Chrome & Primo

@David Walker @Mike DeMars (Unlicensed)

• Chrome 80 will have stricter cookie security (initial limited release Monday 2/17)

• Testing is ongoing, Alma seems okay but issues with people logging into Primo

• ExL has a fix for this and we may need to push up implementation of Feb release to get the fixes - current schedule is early March

• Limited impact if we don’t get the fix early

• David will send information to ULMS announce and project manager list

• All SSO systems affected

1:30-1:40

Updated Get-It Interface

@David Walker @Andrew Carlos (Unlicensed)

• Testing all configs so more testing at each campus required

• Working on performance

• Doing it in dedicated custom views

• Potentially Discovery will talk about creating views for campuses in the back office and “deputizing” people to do the work

1:40-1:50

Brandon’s Updates

@brandon dudley (Unlicensed)

Enhancements (Brandon):

• Primo - 3/1

• Alma - 3/29

• Will be working on gathering CSU votes/rankings and then splitting those amongst the top enhancements

• Think about your institution votes in relation to the CSU votes

• Lobbying is a-okay

• Quick turn-around, only two weeks to complete the process so be aware

• Chairs should feel free to lend advice to others on enhancements of particular interest to their area(s)

CSU+ (Brandon):

• Considering the expansion of CSU+ to include non-CSU libraries such as CCC and UC and USC, etc.

• Recommendation/Discussion should be ready to present by May COLD meeting

• Mostly getting temperature on strategic interest

• Mallory, Joe, Natalya and Brandon are the group working on that

• COLD likes the idea but will want to know more about the technical implications, staff and money costs before proceeding

• Rapido or not?

• Humboldt, San Marcos, LA, Fullerton, Dominguez Hills involved in Rapido development. Per Joe Adkins, they are still in the initial stages

COLD Professional Development Funds (Theoretical)

• COLD wondering if there’s any need for PD $ for ULMS

• Brandon met with Alma CA user group and there’s potential overlap in a summer CSU ULMS or CA Alma UG meeting

• Potentially we get support from COLD for the CA Alma UG meeting

1:50-2:20

Priorities for working with Ex Libris Customer Support Team

All

Each Functional Committee Chair discussed their top issues. Final list sent by @brandon dudley (Unlicensed) to Ex Libris:

• Being able to edit a PO Line type would be very helpful. The same with being able to edit manual packaging and acquisition method.

• Reserve stats – the current set-up makes it very difficult to get results for items that do not circulate or were never used; correlating reading list usage with courses seems to be very difficult

• More precise "match types" needed in Alma advanced repository searching for all search indexes (does not equal, does not contain, etc)

We can discuss what additional information regarding each of these issues you’ll need to get teams together on your end. We can also discuss whether we need to identify deliverables now or leave those up to the task forces to determine, as well as what a successful resolution of each of these issues will look like so the task forces know what to aim for.

 We are also interested in choosing some Primo issues and wondered if we may be able to add 1-2 of those soon to the pilot, assuming that there would not be significant overlap in people involved in working Primo issues and Alma issues identified in the survey. We can discuss the potential for this either tomorrow or in subsequent emails.

2:20-2:30

Committee Reports

All

Written reports below. We don’t need to read through at the meeting, but we can discuss questions or comments

Acquisitions

Jessica Hartwigsen is setting up a meeting next week with Acq and ERM so see a live demo of that could replace the current CPO process.

Here are the Acq teams top customer satisfaction issues:

• Ability to edit PO Line type

• Ability to select a sort routine (currently done alphabetically not chronologically) for items attached to a record and have it "stick" in Alma and Primo

• Too many clicks when ordering and invoicing- ability to have hot keys or short cuts to alleviate this issue

• Having to override/add funds when posting an invoice.  You should be able to finish posting and add funds or override rules after invoice posting is finished.

Resource Management

• Alma item material types- Thanks to a request by RMFC committee member Carole Chapman (SLO), the addition of Alma item material types for Broadside, Poster, and Archival material will be part of the March 2020 release.

• ELUNA enhancement cycle- The committee plans to weigh in on Resource Management-related enhancement requests when first-round voting begins on March 29.

• Authority Control Task Force

  • The task force was reconvened (membership shared with Steering Committee in an earlier email). I attended their first meeting.

• Headings enrichment

  • This was enabled in mid-December, before the winter renorm. There was an oversight with the editing of the Primo norm rules, and variant headings were unintentionally published to the facets/topic section. The norm rules were corrected and records should resolve during the next full renorm.

• ELUNA 2020

  • Luiz and Israel will be presenting on the CSU’s approach to addressing the LCSH Illegal aliens. Marcus Jun, formerly of the CSU, will join them to provide potential options for Primo VE folks.  Committee member Lia Ryland (SFSU) will present with SFSU colleague Ya Wang on ERM and Cataloging batch work using Analytics, Alma sets, and APIs.

• Radical Changemaker Awards- The ULMS Resource Management Functional Committee was awarded one of the Radical Changemakers awards by the Central Coast Coalition for Undocumented Student Success at the Change the Subject documentary screening at SLO on February 4. Committee member Carole Chapman was present to represent the committee.

Resource Sharing

·         Alma Resource Sharing Conditionals release testing – Last year an Alma release contained functionality for Conditionals.   The RSFC did thorough testing and found that the functionality was totally broken and unusable.  We reported the multiple problems to Moshe and then waited.  Ex Libris recently got back to us and said the used our feedback to fix Conditionals functionality.  RSFC did another thorough testing session and found that the functionality is now usable.  Publicity and recommended usage for CSU+ Conditionals occurred on the Feb 6^th installment of I-SPIE TV.

·         CSU+ Expansion investigation – Natalya (my VC) and I worked with Brandon and Mallory to create an penetrating questionnaire for Ex Libris to answer in regard to technical issues involved with adding individual libraries as well as entire Alma RS networks to an existing Alma RS network.   No answers have been received yet.

·         CalState Walkins – I met with Fulfilment Chair Kevin and Fulfilment VC Jamie to discuss the CalState Walkins document.  It was agreed that we should break the initial document down into its 3 main components and have them be their own things:  1.) A policy about basic CalState Walkin functionality and privileges as well as how to set up Alma patron data sharing correctly.  2.) Best Practice recommendations on dealing with CalState Walkins and CSU+. There were two main solutions developed to do this and both were competing for Policy status with seemingly no agreement in sight.  We decided that until Ex Libris supports Pickup and Return Anywhere in a Peer to Peer Network Zone RS setup we would not have a policy in this area.  Instead we will present the two solutions as Best Practices and campuses can choose which option fits their situation best.  3). Best Practices recommendations about providing CalState Walkins extended access to physical library spaces.

·         Alma to ILLiad API release testing – CSU San Marcos has been testing Alma to ILLiad API functionality.  This is an easier way of making ILLiad lender of last resort.  Functionality appears to be working as advertised, but some things still need massaged.  For example, San Marcos experienced an increase in duplicate requests since starting.  When request moves from CSU+ to ILLiad the user is not notified, but their request disappears from Primo account so people request again and again.  A possible solution is another thing we are working on.

·         ILLIad transaction information displayed in Primo testing – RSFC was tipped off about a Primo customization that will display request information from ILLiad in a user’s Primo account.  This would be a significant user interface improvement.  Humboldt State and CSU San Marcos plan to experiment and test the customization in Spring Semester.  If everything works flawlessly perhaps this could be a central package customization.  Still in early phases of trying to get this set up though.

·         Radom Regional Rotas – Pilot study began at beginning of February. 

·         Delayed notification testing – CSU San Marcos set up delayed notifications to improve user experience with CSU+ and will report back findings.

·         CSU+ Loan Period Project – Analytics queries have been developed to get the data we want.  However, running them on the Network Zone has been a problem.  A SalesForce case was opened, they were able to replicate the problem but no news yet on if they can fix it.  Queries have been run in the IZ at a few campuses to give us some preliminary results.  We are also considering recommending a longer hold shelf period in addition to renewals or extending loan period.

Fulfillment

The Fulfillment chair and vice chair got together with the chair of the RSFC to discuss the CalState Walk-in document and how to break it down between recommendations and policy. It was recognized that there might be campuses who don’t wish to toggle visiting patron accounts to internal to allow for unmediated CSU+ requests, so a compromise of splitting the document into configuration and best practice solutions would be optimal. It was also determined that a separate policy recommendation regarding extended services to physical library space, specifically during 24/7 periods, would be best as its own document. Another reason for splitting up the document was that testing conducted showed that there are certain blocks that are not carried over. This may have to do with individual configurations per campus and a discussion with the larger Fulfillment community will be needed.

With the Course Reserves environmental scan finished, the group has created a document that describes the various policies and practices of all campuses. These practices will be shared in a paper as well as presentations in a future open forum. Work with the Analytics group might be beneficial in helping create certain lists that are difficult to run for CR. Will reach out to Brian for possible assistance.

Analytics

• ACRL eResource counts - The group audited the 4xb 'official' queries after difficulties reported last month. Several campuses were unable to provide their numbers to Ying. Periodic performance issues with Analytics are expected to be addressed by a planned infrastructure upgrade over the next month.

  There may also have been confusion about which versions to run. The original 4xb reports intended to be run in the NZ will not work due to a persistent problem with the Available for Group members measure. "Alternate NZ reports" were included in the "Run in IZ" folder for the 40b, 42b & 43b queries. These utilize the "Portfolio Details for Consortia" measures which allow reporting on the NZ from the IZ.

  Although testing of the alternate reports revealed a few quirks, they appear sound. We are contacting campuses that had difficulty obtaining stats to resolve any issues.

• Customer satisfaction survey - Performance issues are expected to be addressed by the infrastructure upgrade next month (and possibly OBIEE12). A paucity of useful Course Reserve stats was the next most reported issue along with the underdevelopment of Primo Analytics. Working to identify what reports and measures would be most useful.

Discovery

• We're finalizing the date for our February open forum (supposed to be the 19th, but possibly the week after)

• We have one other campus going live with the updated uResolver format. 

ERM

• Developed  a plan for the CDI migration. We will be sharing this via the ULMS Tech Services listserv. We've signed up to present this plan next week at a Tech Services Open Forum. We've also reached out to the Discovery chair to discuss the possibility of a joint Open Forum once enablement has been completed after March 22. The ERM group still has several unanswered questions and we've requested that Ex Libris offer a webinar for our consortia. We are still waiting on response. 

• Provided feedback on a potential new module in Alma for centrally managed agreements. The ERM and Acquisitions groups will be attending a demo of this new module on Feb 18. This new module may cover both subscription memos and cpos. 

• Began adding/changing/editing the new ERM confluence page and will be moving ERM pages to this new space once they have been renewed.