2023-09-05 1.Survey meeting

Attendees: Marie, Demian, Use, Antje, Nicole, Julia, Brooks

Definitions

What do we mean by "Discovery" - Front end for patrons (regardless of being an OPAC, discovery index, ...)

Thinking in acronyms it's hard to find a the new name for the product class.

• FEP  - Front end for patrons
• FESP  - Front end system for patrons
• UFS - User facing system
• PFES - Patron's Front end system
• SASP - Search and access system for patrons
• PSAS - Patron's search and access system
• OPAS - Online patron's search and access system
• PLL - Public library lobby
• POLL - Public online library lobby
• OPLL - Online patron's library lobby
• DGS - Discover & get system
• LWS - Library's web shop
• ...

(Perhaps we can ask in the survey for suggestions) postponed

Potential Survey Title and Descriptions:

"Survey on Discovery Systems That Can Be Used with FOLIO"  ? 

(add descriptive text to provide clarity to potential survey takers)

Purpose of the survey?

• 1. Find out who stakeholders are.
  Who has discovery related needs that are similar.
• Some needs cross multiple systems, some are specific for some front end systems. Common needs / different needs.
• Gaps between patron-facing/discovery integration functionality and functionality that FOLIO supports (eg. Delivery requests, boundwiths, parent-child instance relationships, etc.)
• Exists in FOLIO-Okapi / Edge-APIs / ...
• Identify people for continued conversations who wants to describe their issues.

2. PC - get patron front end on the agenda / roadmap

• If things needs to be develop in FOLIO. A PO (or a groups of POs) for "discovery"

3. Feedback to the discovery providers, FOLIO community

4. Learn more about gaps/issues

• • Expectation that many needs/interests map directly to the types of systems/system configurations of different institutions.

Format of the survey:

• • series of multiple choice 
    • size of institution, type, 
    • current using of FOLIO/future use?
    • what systems used? (probably a series of questions )
  • follow-up short answer questions to understand issues/pain points and better be able to understand ("would you be willing to talk to us?")
    • could make this part optional?
  • Role of person filling out survey (administrator? product owner? metadata librarian? product owner? IT administrator - it would be interesting to understand also how this role(s) is filled out across institutions since it is not always clear and that influence their answers)

Who should answer?
One at an institution or several people at one institution?
Need to tell what institution they belong to.
If we need to deduplicate for statistical reason we can do that afterwards.

• • Ask for contact and name in case desire to follow-up and ask questions.

Next steps

• Input draft questions here by next week (the survey is short and simple, should not be difficult)
• Guidelines: keep the survey short and clear - no more than 5 to 7 minutes?
• group to start drafting our questions here since most questions are likely known at this point 
• can share out more widely with the channel after for some feedback after we have a draft
• what platform should we use?  Qualtrics - Nicole Trujillo (thank you!)
• who is going to help input questions/administer?

Rough Timeline:

• Develop draft questions/survey in the next 1-2 weeks 
• Share out by.. mid-October ?using FOLIO channels. Move while the energy is high

List of Questions

1. (original: "Have you gone live/will you go live soon?"
   About your FOLIO Background?
   
   1. Usage of FOLIO circulation ..
      • "We are thinking about"
      • "We are using other modules of FOLIO and tend to activate the circulation modules"
      • "We want to start with FOLIO production in the next 6 months (intent to catch institutions invested into a FOLIO production  - wordsmith this 
      • "It's already in production"
      • Other: Please tell us 
   2. Before FOLIO we were/are using:   (was:  "would be good to have a place if an institution has changed discovery systems or is changing their discovery systems")
      • Please name your former Integrated Library System / Library Management System / Bibliographic Management System
      • 'CheckBox' select if the former system had a integrated user-facing system
      • Otherwise: Please name your former user-facing system
      • I don't know
   3. What user-facing system(s) are you using/planning to use in combination with FOLIO for patron empowerment (i.e see items with item status, requesting, renewing, contact information)  Check as many that apply

      • EBSCO Discovery Service (EDS) as only front end

      • Summon

      • WorldCat Discovery

      • Primo central (own Metadata merged in)
      • Primo (own index for own metadata)
        
      • Blacklight
      • VuFind
      • Lukida
      • TouchPoint

      • Aspen

      • Locate

      • Vega

      • Soutron

      • Enterprise

      • None: Our patrons are directly using the FOLIO-UI
      • Other: Please tell us
   4. Have you had reason to change your user-facing system(s) or have you had to change them because of deficits? If so, can you elaborate below
      • short answer blank
   5. Your user-facing system is:
      • Hosted (by ...)
      • Self hosted but maintained by a service provider  (by ...)
      • Self hosted
      • I don't know
      • Other: please explain
   6. Your user-facing system is:
      • Just personalized
      • highly tailored
      • I don't know
      • Please tell us more:
2. About your institution
   
   1. My organization is a:
      • tiny library, one person
      • small library, less than 10 employees
      • mid size library,  less than 100 employees
      • big library,  less than 1000 employees
      • huge library
      • consulting company
      • Big service provider (EBSCO, ExLibris, OCLC, ...)
      • Consortium of libraries
      • Other: Please tell us
   2. If you don't mind Tell us the name of your organization
3. About You
   1. My main job is:
      • Librarian
      • System librarian
      • Group/Team leader
      • Operator    - I don't think I understand what this means. perhaps include example job titles/functions here
      • Developer 
      • Other: Please tell us
4. About You and FOLIO 
   1. Do you know the FOLIO "discovery sub sig" and its Slack channel.
      • No, neither nor
      • I heard about, but I hadn't the time to join
      • Sometimes I have a look on the channel and the wiki pages
      • Yes, but I lost the context
      • Yes I'm as subscriber of the channel, but I can barely join the meetings.
      • I joined most of the meetings
      • Other: Please tell us more
5. What is the most useful feature that your user-facing system provides to support the lending (content delivery? - discovery can also mean access points to special collections or just the records themselves ) process. → Free text
   1. This feature:
      • is part of the original software
      • was added/improved by request
      • is self developed
      • is externally developed
      • Please tell us more
6. What is the most missed feature that your user-facing system lacks to support the lending process. → Free text
   1. Compared with other gaps please rate from 0(all others are more important) to 10(this is more important/needed than any other point)
7. The "discovery sub sig" has discussed a bunch of  issues (pain points). These issues are related to the official official FOLIO interface (API) for user-facing systems. If you think the functionality should be part of the API, help us to rank the following abstractions. Vote from 0 (I don't care) to 5 (I need it now).
   Some of the issues may be covered from your user-facing system by bypassing the API. If you have no clue what's meant, please skip this issue
   
   1.  
   2.  
   3.  
   4. ...
8. (original of '6') What are your 3 main/biggest FOLIO - Discovery related issues (pain points) - (create checklist based on prioritized issue list from Discovery Integration group; also include free text field for more expansive answers) 
9. Would you be willing to talk to us further about your issues (please include email address if so; optional)
   
   To keep the survey as short and easy as possible, I wonder if 10-12 is needed? /Marie

10. How do you rate the importance of your user facing system for your library? (Scale 1-?) → Maybe a good question to begin with or at least in the first part of the survey - agree

    • Why? (Free text)... is this a way to help us understand the survey taker?

11. What do you expect from a user-facing system? x Choices

    • Fresh and intuitive user interface / good web experience
    • Seamless workflows with library resource management system (e.g. real time availability check)
    • Seamless workflows with library user/identity management
    • Seamless workflows with library licenses and agreements systems
    • Comfortable and flexible possibilities for title data search (indexing)
    • High performance
    • Reporting / Statistics / Analytics
    • Seamless workflows with research, teaching, and learning tools
    • ...Ability for our various end users to find and learn about resources (records, articles, books, archival records) they are looking for to meet their needs with minimal friction

12. What do you expect from FOLIO in combination with a user-facing system?

    • Provision of standard interfaces (REST)
    • SSO / Shibboleth (or SSO / Open Athens)  connection to facilitate login to university services across the organization 
    • Different search entries/access points (different identifiers should lead to the information)
    • Return of comprehensive information with only one API-request
      • about availability of the item
      • about patron information
      • about availability of the item in dependence on the patron’s settings (e.g. preferred service desk)
    • ...