Attendees:
Nina Morgenstern Andreas Mace Uschi Klute Jana Freytag Stephanie Buck Anne Ekblad Thomas Trutt Kajsa Bäckius Cornelia Awenius lisa perchermeier Niels Erik Nielsen David Bottorff Amelia Sutton Anja Kakau Charlotte Whitt
Discussion Items:
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Administrative topics
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Review homework from last time: Workflow as requested by each of the institutions participating in this working group
What are some common workflows
Are there any parts of these workflows that are “Out of Scope”
Review Glossary of terms
Meeting notes:
📊 Review of Workflows (00:06 - 10:44)
Discussion of current workflows for reading room requests
Discussion focused on identifying overlaps in existing workflows for reading room requests and the potential integration of these workflows into the current system.
Participants emphasized the importance of understanding circulation rules and how they could be applied to reading room requests to streamline processes.
Concerns were raised about tracking items that are requested but not checked out, ensuring that libraries capture accurate circulation statistics for in-house use.
Overlap in workflows among institutions
Functionality in Folio that can support some workflows
Existing functionality in Folio can accommodate various workflows through its circulation rules, which allow restrictions based on material type, patron group, and location.
The integration of barcode generation and slip printing features in Folio can streamline the checkout process and improve user experience.
Folio's ability to leverage location-based services and account management can facilitate workflows for both in-house use and external patrons.
Question about handling unbarcoded items
Manual workaround for all items at some institutions
Discussion of different pick slips for different service points
🔍 Detailed Workflow Analysis (10:44 - 20:18)
Review of preconditions for requests fitting into circulation rules
Preconditions for requests can be defined by circulation rules that restrict access based on material type, patron group, and location.
Understanding these preconditions is essential for ensuring that requests align with library policies and operational workflows.
The integration of circulation rules into the request process can streamline workflows and enhance user experience by clearly defining what items can be requested and under what conditions.
Discussion of how items show on patron accounts
Items on patron accounts display due dates and availability status.
Patrons can see if items are checked out or available in the reading room.
The system may need to differentiate between items that are checked out and those that are in the reading room.
Self-check issues with Sip2 protocol
Inability to enforce specific circulation rules, leading to potential misuse of self-checkout systems.
Lack of integration with existing library management systems, causing discrepancies in item status and availability.
Challenges in programming self-check machines to recognize and handle various material types and patron groups effectively.
Overview of what's out with patrons and on reading room shelves
Current circulation rules in the system allow for tracking items checked out to patrons and those available in reading rooms, ensuring clarity on item status.
Patrons can view due dates and availability of items in their accounts, which helps them manage their requests and understand when items will be accessible.
There is a need for enhanced reporting or notifications regarding items on hold shelves and their expiration dates to improve user experience and library management.
Exploration of existing Folio functionality to accommodate workflows
📝 Workflow Requirements (20:18 - 29:58)
Review of University of Chicago's workflow
Discussion of due dates vs. hold shelf expiration dates
Handling of outside university patrons
Consideration of leveraging ECS for restricted materials
🛠️ Configuration and Requirements (29:59 - 39:35)
Discussion of service point configuration
Discussion focused on how service points can be configured to enhance workflow efficiency.
Considerations included the ability to restrict access based on material type, patron group, and location.
The need for clear definitions and functionalities related to service points was emphasized to ensure consistent communication among team members and developers.
Review of checkout and check-in processes
Reviewing the checkout and check-in processes can help identify areas for improvement in workflow efficiency.
It is essential to ensure that the processes align with current circulation rules and policies to avoid confusion among staff and patrons.
Consideration of user experience, such as the visibility of item status and the handling of special cases like in-house use, is crucial for effective library management.
Exploration of notification requirements
Discussion on the types of notifications needed for different workflows.
Clarification on how notifications will be triggered based on user actions and system events.
Consideration of user preferences for notification delivery methods (e.g., email, in-app alerts).
Consideration of RFID label handling for in-house items
📚 Glossary of Terms (39:37 - 49:50)
Review and addition of terms to the glossary
Discussion of differentiation between open and closed stacks
Consideration of terms like 'requester' and 'soft check-in/out'
Discussion of hold shelf terminology
Discussion focused on defining terms related to the hold shelf, including the differentiation between various types of hold shelves such as "pickup hold shelf" and "in-house hold shelf."
Participants suggested adding terms like "special hold shelf" to clarify the specific context of items held for reading room use.
The need for clear terminology was emphasized to ensure consistent communication among staff and developers regarding workflows and item statuses.
🔄 Workflow Considerations and Next Steps (49:51 - 01:00:48)
Discussion of in-house circulation and its implications
Consideration of capturing statistics for items not checked out
Planning for future meetings to discuss pick slip functionality
Acknowledgment of the need to further define workflows for unbarcoded items
Decisions:
Create a basic workflow based on all submitted workflows (39:37)
Create a subfolder for linking to features and tokens related to pick slips (28:26)
Provide specifics on new tokens being added to printing slips templates (28:00)
Further discuss and define pick slip functionality in a future meeting (54:11)
Tease out workflows where items are not getting checked out (56:44)
Action Items:
Tom
Amelia
Group