2019-03-08 Meeting notes

Kristin Martin

The meeting will occur from June 17 through June 19 at the DoubleTree Hotel in Washington, DC (Crystal City). The newly established Outreach Committee (chaired by Rachel Faldon) will be working over the next several months to develop registration mechanisms, and other details. For agenda development a small committee made up of PC members and developers will work on this.  

• There will be a (modest) registration fee of $100.
• It is the responsibility of the hosting/employing library/organization to support all costs of attendance. (Developers who are supported by external funds, such as the Mellon grant, will be supported from those resources, if approved.
• There is a cap on total attendance at 150 attendees.
• The meeting is intended to be a mix of developers and librarians/SMEs so that there is good collaborative discussion.
• The decision about whether an individual can attend will be put to the individual hosting/employing library primarily but we will be observing the attendance mix as well as the cap.  
• The RM SIG is interested in doing a walkthrough of Acquisitions use cases and walkthrough of cross-app processes. There is also interest in an ERM discussion.
• Kristen Wilson: Will there be a big focus on implementers?
  • We don't know yet.
  • There seem to be some differing opinions
• SIG members can send any questions to Kristin Martin on email or Slack.

Ann-Marie Breaux (Deactivated), Dennis Bridges

Item Status and Acquisitions (A-M)

• Docs about Item status and Acquisitions: https://drive.google.com/drive/folders/12eXIW6whfmmUaH-jUxF69DTaQTYhIr_0

• Item status describes where an item is and determines if it can circulate
• To give a fuller picture, there are plans to add two new fields: “Needed for” and “Process"
• These will help avoid things like creating dummy patron records for the bindery
• The small group wants to nail down the list of item statuses and how can they be influenced by the orders app
• E.g., Order received/checked-in —> "In Process" status
• Ann-Marie, Dennis, Emma, and Charlotte are working on finalizing statues and interactions
• We also need to deal with adding the two new fields, dealing with holds and notifies, and defining receipt status (a separate  field)
• Kristin Martin: Is there a difference between item status and item state?
  • Item status is a single field
  • Item state is the fields together: status, needed for, process 

Vendor update (Dennis)

• Other apps need to use vendors or organizations and want to have access to them
• Down the road, there could be both organizations and people that need to be referenced by other apps — they may play the role of a vendor or they may not
• Vendors originated to support orders, but it became obvious the more than just acquisitions needs information about orgs
• The previous approach was to have contacts within the vendor app, and each contact would be linked to a role
• Conversation with the interactions group led to shift in thinking
• New approach is that the vendor record becomes an organization record
• Orgs can serve multiple roles that require certain fields
• Contacts will be unchanged in short term, but could evolve into a contacts app
• This approach is more elegant — uses a single record, rather than duplicating data
• ERM has been able to test the creation of vendor records from the agreements app
• Work to do: Relabel vendor as Organization; add a vendor toggle to tag an org as a vendor
• General feedback: People really like this approach
• Work will probably happen at beginning of Q2 

Owen Stephens, Ian Ibbotson (Use this one)

• Most complete work is on K-Int test system; not yet fully functional on FOLIO snapshot or testing
• Owen demoed the creation of an agreement record
  • Agreements are linked to packages and titles
  • You can currently add organizations to an agreement, but they are drawn from an internal list. Integration with the new Organizations app will come later.
• Owen also demoed the creation of a license record
  
  • It includes basic details, links to external license documents, and the ability set institution-defined terms
• Next steps: Being able to link agreements and licenses together
• Next sprint: Support for license amendments, local modification of e-resources data, storing additional documents on licenses (e.g., title list), administrative information (currently in vendor app, want to create a connection)
• Kristin Martin: Will there be a UAT?
  • Owen will be working with German libraries on developing a process for testing
  • Don’t have an exact time scale yet
• Kristin Martin: How can we provide feedback about improvements to Stripes (UI toolkit)?
  • People can give feedback to Owen and ERM team, they can pass it on to Mark Deutsch
  • A-M: Other POs run into the same thing. They usually collect feedback, then talk to Stripes team to determine if it can be solved centrally
• Ann-Marie Breaux (Deactivated): Will all organizations created in ERM end up in the reconfigured Organizations app?
  • The interactions group will need to talk about that
• Ann-Marie Breaux (Deactivated): We had talked about being able to create an order from the Agreements app. Are we still working on that?
  • Owen: We've done some work that has been a bit stop/start
  • Have the idea of agreement lines, which would be at same level as PO lines
  • Looking at work to be able to edit an agreement line and attach to a POL
• Kristen Wilson: How will people implement if they’re not using EKB or GOKb? 
  • They can also import e-resources packages and titles into the system
  • Currently can do this in custom JSON format for FOLIO, command line
  • Have in backlog to add a UI for upload and support for KBART uploads
  • A library could use a KB and still define some custom packages
  • Is there a way to change the source of a resource? Not currently, something to think about
  • It may depend on what the external KB supports from technical and business perspective 
  • KBART automation might also serve as a KB source
• ERM subgroup next Wednesday:
  • Sprint review
  • Collecting examples of e-resource deals and looking at how they could be modeled in FOLIO