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Functional Needs

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This spreadsheet includes needs carried over from the 2018 list of Consortial Reporting Needs page.  Note:  Updated October 2024 with statuses provided by Dennis Bridges.

ReportConsortial ServiceData elements / descriptionParameters for filtering/sortingPriority (critical/major/minor)Who Frequency (scheduling)Granularity (time)Requires real-time dataCommentsRelated Jira ticketsData Source - FOLIOData Source - LDP / MetadbData Source -OpenRSStatus
Title list of all/filled/unfilled requestsResource SharingRequesting library, lending library, pickup location, title/item identifierFilled/unfilled, date rangeCriticalLibraries & Consortium  

On Demand


HourlyYes

RA SIG related

Historical summary also

REP-104

YesPossiblyNot available
Turnaround timeResource SharingRequesting library, lending library, request timestamp, available for loan timestampRequesting library, lending library, outliers to turnaround time benchmarks (parameterized), date rangeMinorLibraries & Consortium On Demand

Second

Nobenchmark report


PossiblyYes



Not available
Loans to other libraries countResource SharingRequesting library, lending library, patron group, request filled timestampRequesting library, lending library, patron group, date rangeMajorLibraries & Consortium On DemandDayNoRA SIG related

REP-104

REP-141



YesPossibly

Not available
Borrows from other libraries countResource SharingRequesting library, lending library, patron group, request filled timestampRequesting library, lending library, patron group, date rangeMajorLibraries & Consortium On DemandDayNoRA SIG related

REP-104

REP-141



YesPossibly

Not available
Borrowing ratio reportResource SharingDerived from loan count and borrow count reportsRequesting library, lending library, patron group, date rangeMajorLibraries & Consortium On DemandDayNoRA SIG related


PossiblyYesNot available
Filled percentageResource SharingDerived from number of filled requests divided by total number of requestsLending library, date rangeMajorLibraries & Consortium On DemandDayNoShows what does not get filled. To include title list of unfilled items


YesPossiblyNot available
Currently overdue items on loan by non-home library patronsResource SharingPatron library, owning library, Item identifier, patron identifier, due datePatron group, patron library, owning libraryCriticalLibraries & Consortium 

Daily & On Demand


YesRA SIG related


YesPossiblyNot available
Loaned items in overdue status during reporting periodResource SharingPatron library, owning library, item identifier, patron identifier, patron group, date rangePatron group, patron library, owning library, date rangeMinorLibraries & Consortium On DemandDayNo

RA SIG related

In-App tab

UXPROD-940



YesPossibly

Not available
Items with status of "Lost/Missing"Resource SharingPatron library, owning library, Item identifier, patron identifier, due datePatron group, patron library, owning libraryMajorLibraries & Consortium On DemandDayNoRA SIG related





Not available
Items in transit for "too long"Resource Sharinglength of time with "in transit" status, item identifier, requesting library, owning librarytime with "in transit status" (parameterized)CriticalLibraries & Consortium Weekly & On DemandSecondYesRA SIG related

UXPROD-927

UXPROD-944

UXPROD-928



YesPossibly

Not available
Retention Commitments (with additional data elements)Coordinated Collections

# of owning libraries, retention commitment indicator, current status, current location (including library)

retention commitment (y/n), # of copies, publication date, call number range, current location (including library)MajorLibraries & Consortium On Demand
Yes

MM SIG and RA SIG related

multiple owners of materials

REP-252

UXPROD-880





Not available
Collection AnalysisCoordinated Collections

Multiple filter parameters, # of owning libraries, retention commitments, call number, shelving location, publication date, etc.)  Using MARC and Instance data

 # of copies, publication date, call number range, etc. MARC and Instance dataMajorLibraries & Consortium On Demand
Yes

MM SIG and RA SIG related

multiple owners of materials





Not available
Max/min thresholdCoordinated Collections

A report of titles currently exceeding (max) or failing to meet (min) determined thresholds for copies held.

Data points - title-level identifier, Item identifier, owning librar(y/ies). Publication date, call number

Publication date, call number rangeMinorLibraries & Consortium On Demand
No

Target number of copies needs to be defined in the consortiumconsortium





Not available
Overlap reportCoordinated CollectionsItem identifier, owning librar(y/ies), collection responsibility (i.e. which library is responsible for collecting in this area?)Publication date, call number rangeMajorLibraries & Consortium On Demand
No

Coordinated collections may need extra fields- data elements







Not available
Count of items retainedCoordinated Collections

Total number of items under retention commitments.

Data points - retaining library, retention commitment, item count, % of total retentions by individual library.

Retaining library, retention commitment, publication date, call number rangeMinorLibraries & Consortium On Demand
No

Acquisitions SIG and RA SIG related





Not available
Usage of retained itemsCoordinated CollectionsItem identifier, retention commitment, total circulations, ILL/resource sharing usage (if distinct from circ counts)Owning library, Borrowing Library, Circulation date, Publication date, call number range, retention commitment,MinorLibrariesMonthly & On Demand
No




Not available
Items owned by other libraries currently housed at home library (for floating collections)Coordinated CollectionsPeriodically, libraries who participate in floating collections (i.e. collections that remain at the library where the item was returned, regardless of owner) will want a report to identify items they do not own but are currently shelved at their library.Owning library, Current locationMinor (Low)
Monthly & On Demand
YesLow priority until floating collections functionality is in FOLIO



Not available
Overlap report

Buying Club

Coordinated Collections

Analysis of overlap between current print holdings and/or also compare current (or potential) e-resource packages.  Analysis and comparison between consortium institutions.

Data points - item id, overlap (y/n), license terms, material type, coverage dates

Title, Package Name, Material type, Location, Owning Library. Call Number, Publication date, ISBN/ISSNMajorLibraries & Consortium On Demand
NoAlso for Local collections
ERM Comparisons app  + Need inventory for print to complete development of this report

Not available
License terms analysisBuying ClubNumber of licenses with a particular license term, item identifierPackage name, Package Name, Title listsMajorLibraries & Consortium On Demand
NoFilter also at the library level
Licenses app

Available
Costs for consortially licensed packagesBuying ClubLibrary, package name, vendor, cost, content license source (consortium), fund source, fund allocationLibrary, package name, fund, vendorMajorLibraries & Consortium On DemandYear (fiscal)NoFilterable by library with the ability to aggregate at the consortial level and view each libraries' percentage and actual expenditures of total consortial expenditure.



Available
Usage for consortially-licensed packagesBuying ClubCounter-compliant statistics, filterable by library with the ability to aggregate at the consortial level and view each libraries' percentage of total consortial use.Library, Package, TitlesMajorLibraries & Consortium Monthly & On Demand
No
UXPROD-586eUsage app 

Available
Cost per use reportBuying ClubCounter-compliant statistics filterable by library with the ability to aggregate at the consortial level,  Library, package name, vendor, cost, content license source (consortium)Library, Package, TitlesMajorLibraries & ConsortiumMonthly & On Demand
No

eUsage app 

Available
Read/Publish AgreementBuying ClubAgreement, article (corresponding author,  DOI, publication year), institution (on the library level: faculty, institute, department),  publication type, journal, country of publication, request year, funding acknowledgement, costs (list price, deposit price, actual price, breakdown by funds, author contribution)

Libraries & ConsortiumMonthly & On Demand
No

Open Access App.,

Not available
Configuration parameters reportInfrastructureA report of each libraries configuration parameters for use in configuring other libraries in the consortium.Library

Critical/major

dependent on tennancy

Libraries & ConsortiumOn Demand
YesUse report results to import settings into new library
Central tenant 

Not available
3rd party integration statusInfrastructure

Monitoring of external systems integrated with FOLIO.

Data points - last successful connection (timestamp), system (name/id), timestamp of integration failure.

DateCriticalLibraries & Consortium On Demand
Yes

Check of system integration success might be scheduled (i.e. daily, hourly, etc.)

**Might break into two reports - one operational, one analytical**





Not available
Staff account status reportInfrastructureAccount username/id, current status (blocked/expired/active), roles/permissions, home library, creation timestamp, last update timestampAccount username/id, current status, roles/permissions, creation timestamp, last update timestampMajorLibraries & Consortium On DemandDayYes

Used for account cleanup

May be privacy concerns


Users App

Not available
Patron status reportResource SharingPatron identifier, current status (blocked/expired), library (i.e. which library is blocking patron), patron "home" library, date/time of block, expiration date, block reason, patron groupCurrent status, library (both the blocking library and home library), block reason, patron group, date/timeMajorLibraries & Consortium On DemandDayYes

RA SIG related

May be privacy concerns




YesNot available
Fines/feesResource SharingPatron identifier, credit/debit, $ amount, item identifier, current status, fine/fee type, patron library, owning library, patron group, date/time, item due datePatron identifier, patron library, owning library, patron group, date/timeMinorLibraries & ConsortiumOn DemandMinuteYes

RA SIG related

May be privacy concerns


Users App

Not available
Work activity reportShared proceduresTask/activity assigned, Task/activity performed, task/activity type, date performed (start/end), staff user/team, library, record/item identifierLibrary, staff user/team, task/activity type, date/timeMinorLibraries & Consortium On DemandMinuteYes

Tracking of staff activity needs to be optional for data privacy regulations (especially for GDPR).

Could also be used as a "performance report" - i.e. does one workflow work better than another.


Need development of ability to track Task/Activity assigned





Not available
Cataloguing statisticsShared procedures

Record/item identifier, added/modified/deleted. Loading, overlays, and profile used for the activity (i.e. maintenance activity), manual/app, owning library, staff user/team, timestamp

number of new catalogue records and corrections of existing catalogue records per library

Owning library, maintenance activity, staff user/team, timestampMinorLibraries & Consortium On DemandDayNo




Not available