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 below

https://folio-org.atlassian.net/wiki/display/COMMUNITY/FOLIO+Meetings+with+Zoom

ERM Sub SIG 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

Agenda May 26th 2021

Convener: Martina S.

Notetaker: Martina T.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting: June 9th, June 2nd will be cancelled due to WOLFCon
• all questions and topics for the ERM implementers meeting can be posted on this confluence page: https://folio-org.atlassian.net/wiki/display/RM/ERM+implementers 
• Open discuss posts:

• right now no new posts regarding erm 

Agenda items:

1. Development progress - ERM sprint 115
2. Dashboard questions (see below)
3. Default Organisation role (see below)
4. Open Access Management
5. External systems/services integration with Agreements and Licenses (see below)

Dashboard questions

We have a short amount of time remaining before the first dashboard release (Juniper). We have prioritised three outstanding features in the order below. While we have already started to look at the first in this list, we would still like to check that this priority order is appropriate:

1. Support for text search in widget configuration (equivalent to the current search box in the Agreements or Licenses search and sort screens)
2. Support for linking from the widget to the same list of results in the application. So for example if you have a widget that displays a list of “agreements expiring in 30 days”, being able to jump from that to exactly the same search results in the application
3. Support for a search for “licenses without any terms set”

Please be ready to give feedback on the priority order in the meeting, or via the #erm-team channel on Slack if you prefer.

Default organisation role

With the work to enable multiple roles to be assigned to a single organisation in Agreements and Licenses, we originally intended to remove all pre-populated organisation roles from Folio as the list of organisation roles would be entirely down to the tenant configuration. However, we have realised that currently we have to create at least one role to ensure that the pick list is present and editable in Folio Settings. We need to decide which organisation role would be the most appropriate (i.e. useful to the most implementers) as a starting default value (although it will be possible to add as many additional roles as you wish). We will need one default Agreements and one for Licenses.

Please be ready to give feedback on the most appropriate default organisation roles in the meeting, or via the #erm-team channel on Slack if you prefer.

External systems/services integration with Agreements and Licenses

We are currently working on an application to support importing data about Agreements and Licenses from an external system. This work is specifically to support integration with LAS:eR, as system used by some German libraries to manage consortia licenses/agreements. We are interested in hearing about any other systems or services that the Folio community would be interested in seeing supported. 

Please be ready to give feedback on any systems or services we might want to consider as possible data sources for Agreements/Licenses in the meeting, or via the #erm-team channel on Slack if you prefer.

Minutes

1. Development progress - ERM sprint 115

   • Last full sprint before Juniper release

   • Dashboard initial release on track - still some uncertainty of what will be included, but meeting a number of use cases and basic functionality

   • Organization - single organization with multiple roles on Agreement and License (uncertain because of unexpected unavailability of team member

   • Changes to display supplementary term accordion - adding in counts for properties in Licenses and Agreements - little usability improvement

2. Dashboard questions
   

   • 3 feature which we discussed

   • Improving support for test search (equivalent search box in Agreements or Licenses) - aim developing all the basics and then this is the first we would tackle - any other thoughts on priority? 

   • Kristin: problem of prevision on searching is folio wide same issue with PO number search, the larger your collection is the more this will be problematic

   • The way the search works in Agreements and licenses is not the same as in other apps – there is no definition of search has to work this way in FOLIO

   • At the moment in Agreements there is the search box, example “UM “ avoids results e.g. premium 

   • In Agreements and Licenses there is a match search and filters – search text string searching across a number of fields e.g. name, alternative name, descriptions

   • In Dashboard we are using filters, what we will do to integrate option for text search

   • ERM-1696 Add support for match + terms in simple search widget type - Extra option in widgets – to choose which fields 

   • Sara: questions about searching in Agreements - it would be great to have a dropdown – search the title

   • definition is included in the option for dashboard search

   • Possible to include it in Agreements and Licenses as well and have started the discussion with Gill about design (maybe for Kiwi)

   • Sara: Issue of how we test in FOLIO across - data is limited - searching and overwhelming search result, as we go into production, because more data available

   • Felix (chat): @Sara We could try to create a test data set for agreements and license records. Maybe Owen or one of the devs could make it persistent in the Bugfest systems.

   • bugfest data is persistent right now since goldenrod, partly to tackle the issue Sara raised - any feedback from tester is welcome if we need more data  

   • Current Iris bugfest will be migrated to the new juniper bugfest

3. Default Organisation role
   

   • We change of organization roles functionality - aim is each tenant to configure their own Organization roles

   • Population of picklist currently works: We have to populate one for Agreements and one for Licenses in setting so that the functionality is shown

   • Short term better to get the functionality out – instead of waiting for the long term solution

   • New installs default organization roles, should not affect the installations right now

   • never assign a role by default to an organization

   • Sara: Why not a role “set me up?”

   • Jack: in the top of the agreement in the summary will this go away?

   • Yes, Organization “set as primary organization” if selected then this will be used in the top right 

   • One primary organization per Agreement, but you don’t have to select one.
   • Jack: By setting it up I would like to delete it?

   • Claudia: You can change value, label and completely delete this entry

   • Poll would be good for selecting one default, otherwise neutral entry – need to vote in Slack after this meeting

4. Open Access Management
   • Slides from Björn, who was not available for this meeting: Open Access Business in FOLIO presented at last week's PC Meeting
   • Björn will present at this weeks RM Meeting on Friday May 28th

   • funded by European Regional Development Fund (EFRD)

   • managed by Leipzig University Library (Convener: Björn)
   • developed by Knowledge Integration (K-Int) PO: Owen, dev lead: Ian, UX Lead: Gill
   • new RM working group
   • Scope: Management of Gold and Transformative Open Access agreements, and the related recording, verification and funding of OA publications.
   • Scope: Gold OA (paid for), Hybrid/Transformative OA (transition of costs from read/subscription to OA publishing), Diamond/Platinum OA - financial support for non-profit platforms
   • Out of scope: Green OA
   • Business Models: Article Processing Charges (APC), Annual charge/membership, Read & Publish, Waiver/Voucher/Tokens for OA, etc.
   • Key functions:
     • Recording OA Agreement Components
     • Recording of Funding Agency
     • Recording of Funder’s Policy (compliance rules)
     • Recording of Academic Output (articles, book chapters, books)

     • Manual verification/approval

     • Recording of publication data
     • Finance / Invoicing / Budgeting
     •  Recording Communication
     • Dashboard/Alerts
   • Challenge to get y good meeting slot for this new group

   • k-int / owen worked on a similar project in UK some years ago

   • Peter: separate app or build into? 
   • Separate App
   • Interaction with other Apps burning questions - some obvious ones, some not so obvious
5. External systems/services integration with Agreements and Licenses
   

   • Please reach out to Owen for your feedback

Chat

Von Jack Mulvaney an alle:  02:13 PM
Yes

Von Felix Hemme (ZBW) an alle:  02:23 PM
@Sara We could try to create a test data set for agreements and license records. Maybe Owen or one of the devs could make it persistent in the Bugfest systems.

Von Hartnett, Eric J an alle:  02:29 PM
I like that "Unassigned"

Von Felix Hemme (ZBW) an alle:  02:31 PM
If we had to have at least one role per app my choice would be: Agreements: content provider, Licenses: licensor

Von Jack Mulvaney an alle:  02:32 PM
Ah yes, I forgot about that change

Von Jack Mulvaney an alle:  02:33 PM
Ah yes, I forgot about that change
For Agreements I would say vendor, Licenses I would say Licensor

Von Martina Karlsson an alle:  02:34 PM
I agree with Felix, content provider in agreements and licensor in licenses.

Von Jack Mulvaney an alle:  02:36 PM
In that case - as long as it doesn't get recreated I don't really have an opinion either way. If I can get rid of the "out of the box values" and never think of them again any term is fine for me.

Von Felix Hemme (ZBW) an alle:  02:37 PM
+1 Jack

Von Lars-Håkan Herbertsson an alle:  02:50 PM
we don't manage costs at all in Folio, sorry

Von Jack Mulvaney an alle:  02:53 PM
I manage some paid, and some not-so-paid OA content as agreements in FOLIO. They could be tools or content or memberships for authors. The ones which are paid out of the acq. budget will have orders but some are paid out of operational funds that we don't have control over in tech services. It's not a specific aspect of my job but I do have to take care of the downstream content portions for the people who do specifically focus on it.

Von Jessica Harris (she/her) an alle:  02:55 PM
We're starting to buy into some transformative agreements at Chicago. One that we're currently considering works on a token system, as Sara just mentioned. Being able to track how many faculty have taken advantage of these programs (how many tokens spent, for instance) would be helpful.

Von Peter McCracken an alle:  02:57 PM
this could be valuable as a way of clearly structuring — for outside parties — how a department might make payments to the library, to cover the library’s cost, but with lower cost overall to the institution

Von Jack Mulvaney an alle:  02:58 PM
Thank you!

Von Peter McCracken an alle:  02:58 PM
this is what i’d like to see with ACM Open, where I imagine that the Comp Sci department could gather and pay a portion of the cost, and be able to show how it costs the library more (but not as much after the Comp Sci contribution) and costs the institution less, overall

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