Meeting Time:    8 am EST / 2 pm CET / 1 pm UK

Call in Number: https://zoom.us/j/995679876 

Meeting URL:  https://zoom.us/j/995679876  -  Password needed - please see link here: https://folio-org.atlassian.net/wiki/display/COMMUNITY/FOLIO+Meetings+with+Zoom

ERM Group Folio Wiki: https://folio-org.atlassian.net/wiki/display/RM/ERM+Sub+Group 

Google Folder: https://drive.google.com/drive/folders/17X3tr6siZH8iS07kGcjAqUNl01zVrJmB

Terms and definitions: https://docs.google.com/document/d/1vue-mbcULpZivWu69a7nAZEdC-H2yXPQqSblbL_0J6U

Slack Channel: # erm-team

Housekeeping

• Convener: Martina S.
• Notetaker: Martina T.
• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting: May 19th - next week's meeting will be cancelled
  
  • all questions and topics for the ERM implementers meeting can be posted on the ERM Implementers page
• Open discuss posts: -

Agenda items

1. Development progress update - ERM sprint 113
2. Implementer's demo: ERM apps in use by State and University Library Bremen (Benjamin)

Minutes

• RM SIG meeting Friday May 7th  - eUsage App Update
• Development progress update - ERM sprint 113

  • Progress to the dashboard, but not yet available on environments (you can see the dashboard icon)

  • New member of ERM dev team started this week 
• Implementer's demo: ERM apps in use by State and University Library Bremen (Benjamin)
  
  • Data Flow: Local library system + homegrown Discovery +

    GBV / SWB Union Catalog – every item has to go first into the union catalog and then via update mechanism into the local library system – one-way street – the update mechanism works

  • Two types of materials: eBooks and eJournals
  • For eBooks distinguish between very large package and smaller packages and pick and choose

  • Very large packages cannot be managed by agreements and cannot be managed in any system e.g. more than 200 000 titles –no way to manage those on a title by title basis

  • Marc records for those titles are in union catalog – if update, the records are updated

  • “Pick and choose” and manageable packages  

  • Union catalog – starts in union catalog / data will be exported to discovery for end users and will updated into inventory

  • No connection between inventory und agreements

  • Dream: Inventory check box for single eBook item - copy of this item in agreements and then attach it to agreement

  • Owen (chat): There is only an indirect link between Agreements and Inventory which is via Purchase Order Lines

  • Is it possible to link from Purchase Order Lines to Agreements? → From the agreement side to an existing PO line

  • Other way not possible and I need KB entry to have the agreement functionality

  • Separate import for eBooks via local KB Admin - preparing own KBART data via scripts

  • Not exporting eBooks from agreement to discovery - export via union catalog

  • Owen (chat): You can have an Agreement line without the KB entry in Honeysuckle and beyond

  • Journals: specific to our library - own KBART files - pick and choose from various KB like EZB (Elektronische Zeitschriftenbibliothek) or KB+ or data from publisher

  • Not using GOKb right now, GOKb is a great idea, but in praxis there are two reasons for us right now
    in GOKb creating packages acting as the data manager with global responsibility - do not have the time
    Once using local KB Admin and using GOKb at the same time – in our experience e.g. Importing package with 300, ending up with 295 and 5 has been clashed with existing entries

  • Local KB Admin: Import on title basis and have a mistake you will probably never get the mistake out of the system e.g. wrong ID

  • Owen has written two Jira story - aware of some of the issues
    Title import: first time we came across a title - treated as authority - later uploads which contradicts, then maybe problems 
    One story about fixing URLs: incorrect URL is uploaded in the first place and can get a correction then
    One story correcting wrong ID or ID which have not allocated the right way
    Might not solve all problems, maybe situation where data so tangle that changing one ID more difficult - stories tackle the main issues

  • idea delete a whole package - first title undone and resolve it offline and import again

  • Owen: at the moment prevent that by being overly protective - first import as authority but stops it being corrected
    To come up with a better mechanism - undoing a load is not always straight forward, because this single load can effect existing entries in KB

  • Imported and build agreements and attached licenses, we do an export – dump of everything in the database connected to agreements, it is machine readable
    Use this to populate the discovery - contains ID not bib records in agreement - enrich the data on the way and pull table of content data from CrossRef (work in progress)

  • Work in progress: All the journal in place at the end of the year, 2022 in full productivity and make full use of possibilities

  • EBooks use case: Example from ProQuest - pick and choose and 3 access models building 3 agreements for, 1-user agreement, 3-user agreement, Unlimited agreement

    • Right now 6000 Titles by pick and choose and would like to record the access start date
    • First attempt to create an Agreement as package - Access start was in Json data imported as well, but you cannot link a PO to a package
    • Choose to import title per title - for every book an agreement line and could attach a POL
    • Single title import - active from date will not be imported to the AGL
    • 6000 titles in FOLIO Agreements – Individual actions
    • Put titles into the basket to create an Agreement line and added the active from date

    • Owen (chat): Do each of those have their own POL?

    • yes, because it is pick and choose – 1 POL per title it is a "1 to 1 connection"

    • Use case: upgrade form 1-user to 3-user

    • Manual edits to take care of the date information
    • Agreement 1-users – choose the title and put it in the basket + in edit mode add the "active to date"

    • Agreement 3-users – add an agreement line and select the title from basket + add the "active from date"

    • Sara: do you move the agreement line from one to the other agreement?

    • No, I terminated the agreement line by setting the end date – title will disappear from list of active titles – and added an agreement line at the 3-user agreement

    • Sara: you are using the internal KB - Can we do it the same way using eholdings?

    • Owen: yes, Benjamin is doing it on agreement line level not title level, but you cannot see the current, future, dropped display – right now all the agreement lines are showing with the start and end dates, but don’t have filters

    • Cost information and information on when and why did I buy it will be in orders, orders and Invoices are very important for ERM – order information is an additional proof of ownership

  • Licenses: Using a Template/Generic including three of the terms provided by the presets - Electronic ILL, term about coding ILL for the union catalog, term about data mining  

  • Using webdrive to store documents (more flexible) – not storing the documents in FOLIO 

  • Generic open access license – attach to all open access journal package, separate the open access journals from packages – and do a separate package and attach the open access license

  • Only terms and condition are in licenses, everything to do with entitlements should be in agreements

  • Data management - KBART files in Excel – special template with headers

Chat

Von Owen Stephens an alle:  02:15 PM
There is only an indirect link between Agreements and Inventory which is via Purchase Order Lines
That’s no longer the case
You can have an Agreement line without the KB entry in Honeysuckle and beyond
Von Owen Stephens an alle:  02:22 PM
It would be good to see examples of these issues so we can understand the underlying cause. Most likely reason is that the two sources disagree about the identifiers for the titles
Von Owen Stephens an alle:  02:36 PM
Do each of those have their own POL?
We could talk about helping automate the process I think
Or at least give some guidance on how you can update the agreements and agreement lines semi-automatically rather than having to go through adding each title in turn
Von scolglaz@mtholyoke.edu an alle:  02:42 PM
may I ask a Q?
Von Owen Stephens an alle:  02:43 PM
I can see it would be nice to have an action which encapsulated this type of “close one AL, open another” operation
Von Owen Stephens an alle:  02:50 PM
The other difference in terms of the functionality between the internal KB and eHoldings is that if Benjamin clicks the title in the Agreement Line then the display is going to be different - but in both cases (internal KB and eHoldings) I believe you’d be able to see that the title had been part of one agreement and was now part of another agreement
There are lots of aspects to this - but I think I can see how you could logically stitch that together based on the Title, the Supplier and the dates on the AL and dates on the usage
Von Bob Scheier (Holy Cross) an alle:  02:53 PM
When will this recording be up. I missed the beginning. Very good to see this demo.
Von Martina Schildt (VZG) an alle:  02:54 PM
It should be there in approx. 24 hours.
Von Bob Scheier (Holy Cross) an alle:  02:54 PM
TY
Von Martina Schildt (VZG) an alle:  02:55 PM
You're welcome! This is the link to the folder where you should be able to find it: https://drive.google.com/drive/folders/17-AAS8JPMF77MIeRdDCqkIeD0ZO-WWP0
Von Owen Stephens an alle:  03:00 PM
Really great to see this demo
Von Hartnett, Eric J an alle:  03:00 PM
Thank you
Von Jenna L. (she/her) an alle:  03:00 PM
thank you, very interesting!
Von Kirstin Kemner-Heek an alle:  03:00 PM
TY!
Von Bob Scheier (Holy Cross) an alle:  03:00 PM
Thanks!!
Von Owen Stephens an alle:  03:00 PM
Will be re-watching!
Von Anu Moorthy an alle:  03:00 PM
Thank you!
Von scolglaz@mtholyoke.edu an alle:  03:00 PM
Super! Please come back!
Von Sabrina Bayer an alle:  03:00 PM
Thanks!
Von Peter McCracken an alle:  03:00 PM
Thanks

Attendees list