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 July 7th 2021

Convener: Martina S.

Notetaker: Martina T.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting: July 14th
  
• 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
• The Electronic Resources Management Group becomes a high-level SIG reporting directly to the Product Council.
  
  • Martina Schildt and Martina Tumulla, as members of the Product Council, can serve as liaisons to the PC and attend SIG convener meetings
  • Martina and Martina will also continue to serve on the App Interaction SIG (of which Martina S. is convener)
  • The proposal was approved provisionally by the PC and will be revisited in September when the new PC has had a chance to form.

Agenda items:

1. Development progress - ERM sprint 117 / ERM sprint 118
   
2. Last updated date for Agreements and Licenses (Please read and add your responses to this document - Homework)
   
3. Update Open Access

Homework

Last updated date for Agreements and Licenses (Please read and add your responses to this document - Homework)

Minutes

• Development progress - ERM sprint 117 / ERM sprint 118
  

• Started ERM sprint 118 this week

• ERM sprint 117 and 118 our focus has been on user experience and user interface

• Kiwi release - proposed and accepted by the PC to focus on quality of software already released rather than on new features

• Kiwi - more about small incremental improvements to UX, small feature development and work on local KB
• 117 – minor bugs and stories- increased Keyboard shortcuts support and adding to dashboard as well/ Preparation for Juniper bugfest 

• 118 – accessibility and UX improvements - Small improvements e.g. for ERM-1694 Add list of linked agreements to Amendments view

• Developing for a number of sprints - Changes to organizations relationships

  • On FOLIO snapshot – in the new agreement view – section Organizations – Add Organization

  • different options – link works like before, but now a note at the organizations level (could be a general note)

  • Can add multiple roles for the same organization and a note per role

  • Set as primary organization – each Agreement and each License can have one primary organization (it is optional)

  • You can define your own organization roles in Settings > Agreements > Pick list values > SubscriptionAgreementOrg.Role

  • Define a set for Agreements and a separate set for Licenses

  • Sara: Can we have more than one content provider?

  • No limit on that – 2 organizations as content provider if that is the case

  • Set as primary organization – is just one

  • If you are live with FOLIO – if you go to Juniper – relationships will be migrated to the new structure

  • At the moment in Agreements (Licenses) display in the header "Vendor" (Licensor)

  • if there is the vendor this will be the primary organization automatically marked - you may need to changes this afterwards – but it would stay like this in the display of the header

  • In the Agreement’s display 1 organization with 2 roles with notes next to the role and at the top the general note

  • Was quite complicated and complex to get this in place

• Last updated date for Agreements and Licenses (Please read and add your responses to this document - Homework)
  

  • First Question: What should count as an update to the Agreement? In the database some of these things are separately managed

  • If I edit the Agreement line should that also reflect as an update to the Agreement in terms of the last updated date?

  • Feedback from homework: Yes by Kristin, Emma, Martina S.

  • Where would you draw the lines for what counts for the agreement as an update?

  • Martina S.: update to the POL should not appear as update, but update on Agreement line as a part of the agreement

  • homework comment by Felix: How far does this go in terms if there is an update to the order line which is linked to the agreement line which is linked to the agreement?

  • This is hard to achieve

  • Felix: reason for my comment in the homework – we have discussed maybe to remove from agreement line edit option form the agreement edit – separate edit option for the agreement line – if the edit option is remove, than it makes sense to have 2 separate last updated dates

  • Sara: Felix brought up the comparison PO and POL – discussion in Metadata management about Instance and item edit - Agreement line updated very often - log being huge – correcting typos - splitting the 2 makes sense in a way 

  • Kristin: example Agreement with 6 journals and then a journal leave – I would like to see the last updated date on the Agreement

  • Sara: Add Agreement line / delete agreement line – then it could be a trigger and could be reflected at agreement level – changes a note or edit that would remain at the agreement line

  • because of the way it works change of content in the agreement will happen on the active to date expiring, set date in the future – things can change without you editing (couple of ways where it could happen)

  • if I go to the edit screen – update the record and save&close - straight forward and could be done quite easily

  • Update for agreement line – also record this as last updated

  • If the content to this is different now to what it was before – whole other layer of complexity

  • Sara: agreement – hlm has removed things – link line in my agreement – how would this be reflected?

  • even more complicated / another layer of complexity

  • Last updated: what is it you use that for? – sorting by last updated date and filter

  • Martina S.: would like to see all the records updated e.g. yesterday – example vacation and would like to see what has changed – or what was updated yesterday – sort or filter or see it on the dashboard – in a specific period / could be a filter last updated or a separate column in the result list and be able to sort this

  • Sara: would like to see changes after I did change it - Both in edit mode – I saved and then my colleague saved and deleted my entry. Last updated date may help

  • proposed way forward:

    • if we would implement last updated date for agreement – made that update when you go into the agreement edit screen – this is useful

    • Agreement line update also update the agreement last updated date - that would be a plus

    • Consider separately – content changes – another level of detail

  • update of the note from the note app - only the note app knows about updates

  • Licenses is much simpler – same questions about Licenses and Amendments

  • Homework feedback: in favor of yes – update to amendment should be recorded

  • Use cases listed by Martina S. are very similar

  • Dashboard: You can find licenses that are being updated in the last day

  • We don’t currently display it in the licenses app, but Ethan is working on adding a display of that data

  • the reason/source why it changed is not important
  • won’t include updated by (sensitive data)
• Update Open Access

  • New Open Access SIG looking at open access management - Owen is Product Owner

  • Wiki page: https://folio-org.atlassian.net/wiki/display/OA/Open+Access+SIG+Home

  • Comments on how Agreements and or Licenses might include information on open access publications and particularly the read and publish agreements

  • Started to collect some information about this - homework and collecting feedback

  • If you are interested in what information is record regarding open access, please follow along with the work open access group

  • Aspects will be discussed here at this group as well

  • Even if you cannot attend the meeting please feel free to contribute: Open Access management - key data and types of agreements and volume of transactions 

  • Eric in chat: So you're not reinventing the wheel, you have looked at the OA Switchboard and Oable?
  • Looking at other services, but like to have a way in FOLIO with integrations
    

Chat

Virginia Martin an alle:  02:07 PM
I love all of the UI updates in Iris which we are about to have installed here!

Felix Hemme (ZBW) an alle:  02:30 PM
good point -- also one level below the AGR line in the PCI accessible_until.

Felix Hemme (ZBW) an alle:  02:37 PM
By the way: Editing a contact in the Organizations app will not update the date in the org record.

Owen Stephens an alle:  02:53 PM
Open Access SIG Home

Hartnett, Eric J an alle:  02:57 PM
So you're not reinventing the wheel, you have looked at the OA Switchboard and Oable?

Owen Stephens an alle:  02:59 PM

Open Access management - key data and types of agreements and volume of transactions 

Attendees list