Requests (UXPROD-790)

[UXPROD-1835] Reading Room Feature Created: 28/Jun/19  Updated: 03/Jan/24

Status: Draft
Project: UX Product
Components: None
Affects versions: None
Fix versions: None
Parent: Requests

Type: New Feature Priority: TBD
Reporter: Cate Boerema (Inactive) Assignee: Unassigned
Resolution: Unresolved Votes: 3
Labels: None
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: Microsoft Word Natl Lib Sweden Workflow description - loans to reading room - Folio (002).docx     Microsoft Word Reading Room Loans at the National Library of Sweden.docx     PDF File Reading room NLS flowchart.pdf     PDF File progetto_reading_room_sca_v1.pdf    
Issue links:
Relates
relates to UXPROD-4070 Reading Room Access Open
relates to UXPROD-4054 Indicate if a shelving location is op... Open
Epic Link: Requests
Development Team: Vega
PO Rank: 14
PO Ranking Note: 2020-10-04 - CB: Making my PO rank same as the calculated total rank for now.
2019-07-12: Keeping PO rank same as calculated rank (with potential minor adjustments to avoid having two features with same rank)
Rank: BNCF (MVP Feb 2020): R1
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R5
Rank: Cornell (Full Sum 2021): R4
Rank: Duke (Full Sum 2021): R4
Rank: 5Colleges (Full Jul 2021): R5
Rank: GBV (MVP Sum 2020): R4
Rank: Grand Valley (Full Sum 2021): R5
Rank: hbz (TBD): R4
Rank: Lehigh (MVP Summer 2020): R5
Rank: Leipzig (Full TBD): R1
Rank: Mainz (Full TBD): R2
Rank: MO State (MVP June 2020): R5
Rank: U of AL (MVP Oct 2020): R4

 Description   

This feature was proposed by Björn Muschall (Leipzig) and hasn't yet been discussed with the RA SIG.

See this document for full details: https://docs.google.com/document/d/1Kb0UQKKEsKtorkb8mdGAJYhXDNjQlbO3qyWh5dRWckY/edit

Reading Room functionality/workflow

  1. Usually, the Reading Room item will not be available on the open library shelves, but will be in a stack, so the Member orders the item by placing a stack request.
  2. The item will be retrieved from the stack in the usual manner, and the status changed on the Requests screen. An indicator is displayed to alert staff that the item is for “Only for use in Reading Room”.
  3. Stack Requests can be moved in bulk from the Requests screen to the Reading Room Management. It can also be done on an individual basis. Once a Stack Request has been moved to the Reading Room, the Status of the item is then “Reserved”.
  4. When the Member arrives at the nominated pickup location (service point) to collect the material, a link is made to the Check-out screen where the item is issued as a Short Loan. The Reading Room Status of the item is then “On Loan” and the Due Time is also displayed on the Reading Room Management screen.
  5. When the Member returns the item, a prompt is provided to ask if they would like to keep the item “reserved” for use in the Reading Room the next day.
    If the Member DOES want the Reading Room item reserved for the following day, it remains on the Reading Room Management screen with a Status of “Reserved”, and the following day the loan/return process begins over again.
  6. If the Member has finished with the Reading Room item, it is removed from the Reading Room Management screen and is returned to it’s original location.

National Library of Sweden is also interested in a feature like this and has provided a document with their ideal workflow which I am attaching here, with their permission.



 Comments   
Comment by Cate Boerema (Inactive) [ 28/Jun/19 ]

I'm actually not sure what epic this belongs in as it seems to cross Requests, Loans, Circ rules and loan policies and Courses. I am putting it in Requests for now.

Björn Muschall this was added per your suggestion in the gap analysis. Annalisa Di Sabato, here is a feature for you to rank for BNCF.

Comment by Annalisa Di Sabato [ 09/Jul/19 ]

One of the most important services of the BNCF Library is related to the possibility for the patrons to read and borrow items in the Library rooms, for a certain time/days during the opening hours of the library.
These items can be reserved overnight, for example, if the patron feels they will not be finished with the material on the first day, they can return it before the library closing time (the item returns to the deposit), and re-reserve it for use in the Library room from the time the library opens the next day. During this time no other patron is allowed to borrow the item, but other patrons can place an hold if they wish.
For BNCF is very important to keep track of the return of the item to the deposit, because in this way the patron can exit outside the library and at the same time the loan of this item must remain active and reserved for the patron.
So, for BNCF this feature has a very high priority.

Comment by Charlotte Whitt [ 09/Jul/19 ]

Hi Annalisa Di Sabato - have you talked with the RA-SIG and the RA-SIG POs about this?

CC: Cate Boerema

Comment by Annalisa Di Sabato [ 10/Jul/19 ]

Hi Charlotte Whitt,
no, only with Cate Boerema: she opened this issue. May I add all RA-SIG POs to this issue?

Comment by Erin Nettifee [ 10/Jul/19 ]

From a brief scan here (and recognizing that I may not understand all of the nuances and requirements,) this appears to be most analogous to a special collections reading room setup for an academic library like Duke in the U.S.

For our needs, we use a separate piece of software - Atlas's AEON - to manage reading room activities. AEON has to have integrations built to the main ILS (Aleph for us, currently) and there is a Jira for that (UXPROD-562) that currently has no definition that I can see.

So my suggestion might be to link those jiras and/or to think about how the two cases can be looked at together, since that might reduce the work or open up new options for implementation, given BNCF's goal of going live this year.

Comment by Anya [ 19/Jul/19 ]

FC: not needed, but would like to see it in the future - it is nice to have.

Comment by Cate Boerema (Inactive) [ 13/Nov/19 ]

Some feedback on the points above from National Library of Sweden:

We have read what Björn et al have written, and we have a couple of thoughts on the workflows described. Generally speaking, we want a workflow where the staff needs to do as little as possible to support the patrons.

2. Comment: We do not fully understand what is being described, but generally, the system should be setup so that certain Items are reading room by default. From that perspective, there is no need for changing status. Currently, we are managing this by tying these items to a certain branch/sub library and a certain item status. But we are open to define this in other ways, like location, callnumber etc.

3 Comment: We prefer not to move requests in bulk, or individually, in order for them to become reading room loans. The workflow described could potentially work, but it should also be possible to define your loan policy on reading room loans, so they are treated as a loan. Our reading room loans have a 14-90 days loan period.

4 Comment: We have not studied FOLIO in enough detail and might misinterpret, but creating links and create the request seems like it may be cumbersome.

5. Comment: A prompt might work if you only handle a couple of reading room loans, but if you handle a lot of them, this workflow is probably not ideal. We want a reading room loan to be checked out as a regular loan. Only difference should be that the item is now checked out and that it is a reading room loan.

Some good food for thought for when the details requirements discussion begins.

Comment by Björn Muschall [ 13/Nov/19 ]

Thanks for providing this, Cate. I have to team up with my colleagues from Service department. Unfortunately our expert in this field is not available for several months. I'm still trying to get someone who helps me to work this out and review the requirements from Swedish NL and other's comments to get a shared understanding.

Comment by Theodor Tolstoy (One-Group.se) [ 21/Nov/19 ]

Björn Muschall reach out if you want to get in contact with them to discuss requirements

Comment by Holly Mistlebauer [ 07/Mar/22 ]

This feature is marked DRAFT until Brooks Travis has a chance to review it for validity.

Comment by Brooks Travis [ 08/Mar/22 ]

Björn Muschall Lisa Sjögren Annalisa Di Sabato Was reviewing some of these Requests features (see above), and wanted to reach out about this one. I've moved it into "In Refinement", as it definitely needs some user stories attached. Looking at the description and NLS write-up, I feel like this feature could probably use it's own Product Owner if it's going to progress. Given the limited interest among U.S. libraries up to this point, perhaps someone from GBV/HBZ/BNCF might be interested in taking on that role to work with the more interested SMEs on coming up with some more fleshed out user stories? If no one is able to take it on, I'll move it back to "Draft" and we can revisit later.

Comment by chiara storti [ 09/Mar/22 ]

Thanks Brooks Travis, I'm the Folio manager at BNCF: this feature is critical to our library services because most of our loans are reading room loans. So, in the next few days, I'll try to find a Product Owner and give you some feedback. If GBV or HBZ would like to collaborate with us, it would be great!

 

Comment by Björn Muschall [ 09/Mar/22 ]

Leipzig would definitely like to collaborate here. Unfortunately, we do not have PO capacity at the moment.

Comment by chiara storti [ 10/Mar/22 ]

Björn Muschall, we greatly appreciate your collaboration. We hope to find a PO. Keep in touch!

Comment by Andreas Mace [ 02/Sep/22 ]

Is there anything happening with this feature? Björn Muschall chiara storti 

The National Library of Sweden are also interested in this functionality. (We do not yet have a decision on whether to implement FOLIO, but contribute to user stories etc. for now.)

Comment by chiara storti [ 02/Sep/22 ]

Andreas Mace , unfortunately, we have not found a PO to develop this functionality but the we're finalizing a contract with a new technical partner to define a sustainable workflow for the reading room loans, and we will commit to sharing the analysis with the community. 

Comment by Björn Muschall [ 05/Sep/22 ]

Andreas Mace, chiara storti We are waiting for a new funded project phase Q1/2023, in which we want to include/address this topic. Until then, neither PO nor resources are available for development. Good to hear that things are moving forward at BNCF, I am looking forward to it. If it already makes sense to exchange thoughts on functionality, I'm happy to discuss. 

Comment by chiara storti [ 08/Sep/22 ]

Björn Muschall thanks for the updates. Let's keep in touch!

Comment by Andreas Mace [ 16/Apr/23 ]

Returning to this issue, to see if any progress have been made? Björn Muschall chiara storti 

The National Library of Sweden has now started a project to implement a new LSP, and we are very interested in this functionality. Updated use case descriptions can be provided, and we are looking to actively take part in further discussions about this development.

Comment by chiara storti [ 17/Apr/23 ]

Andreas Mace Björn Muschall
no practical progress, but our technical support Agente sw Bibliotecas 1 has committed to bringing our workflow and needs regarding this issue back to the community.
cristina do you have any idea what the timeframe will be for this activity? 

Comment by Björn Muschall [ 19/Apr/23 ]

Andreas Mace, chiara storti No progress here either, as we are still waiting for our project to start, with which we can bring in developer resources. Andreas, would you mind sharing your updated use cases here or via DM to look at it? I would like to revisit the topic with my colleagues.

Comment by Andreas Mace [ 21/Apr/23 ]

Björn Muschall absolutely! We'll look over our documentation again and then add it here. 

Comment by Andreas Mace [ 04/May/23 ]

Apologies for the late update, but I have now uploaded a new document detailing our current workflow (lifted from a recent RFI). I hope it is understandable! Please note that we are about to review and update the process and workflows around reading room functionality, so things might change in the near future, but this is what we have now.

Comment by cristina [ 05/May/23 ]

Thank you Andreas Mace for sharing the workflow. Please, find attached the proposal presented to chiara storti using the current functionality in FOLIO. In other ILS, previous to FOLIO, there were available other loan options, for example, the overnight loan, to let the library keep the hourly loans during the night or until the next open day.

progetto_reading_room_sca_v1.pdf

Comment by Charlotte Whitt [ 28/Nov/23 ]

At the Implementers SIG meeting on 11/28/2023 a theme discussion on Reading Room Features were on the agenda. 

Andreas Mace  presented following flowchart from the National Library of Sweden:  

Reading room NLS flowchart.pdf

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