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 Sep 15th 2021

Convener: Martina T.

Notetaker: Martina S.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting:  Sep 22nd
  
  • looking for volunteers to describe how Agreements vs. Agreement Lines are used to handle different use cases

  • looking for volunteers for a FOLIO Forum: in a panel presentation on how FOLIO libraries are managing ERM & acquisitions, specifically:

    • walking through the acquisition of a new e-resource start to finish (ordering, invoicing, activation, and agreement tracking)
    • walking through a renewal from an orders/invoices/agreement perspective
    • maintaining changes in title lists year over year
• all questions and topics for the ERM implementers meeting can be posted on this confluence page: https://folio-org.atlassian.net/wiki/x/SABS
• Open discuss posts: right now no new posts regarding erm

Agenda items:

1. Development progress - ERM Sprint 122 / ERM Sprint 123
   
2. Searching by Agreement Line information
   1. Please answer the questions in this homework document "Search by Agreement line information"

Minutes

Development progress

• focus on testing and small improvements and some bugs
• not much new functionality
• work on some possible changes on how bringing in data from external sources into internal KB - ERM-1798
  • currently matching on key IDs
  • secondarily title match
  • when aware of only one ID we can fail to match (electronic ID vs. print ID)
  • not sure about the right fix at the moment
  • thinking about title match string in first place and then use ID secondarily 
• duplicate agreements: possibility to duplicate both suppl. properties and documents
  • question by Jack in chat: Was the bug with duplicating Supp. Docs ever resolved or is this two birds one stone?
  • Owen: yes, this was solved in Honeysuckle
  • Felix in chat: Yes, it is in the H-release notes: Q3 2020 (Honeysuckle) Release Notes
    "When upgrading from Goldenrod consider running the Supplementary Document cleanup job on initialising the module in the tenant. This is to fix an issue that could lead to a single supplementary document being linked to multiple agreements. The cleanup job will detect this situation and duplicate the document so each agreement is linked to it's own copy of the document"
    
• export option in Local KB error and info logs as JSON
  • not yet tested, QA at the moment, but will be available soon 
  • so far only available in the app

Searching by Agreement Line information

Please answer the questions in this homework document "Search by Agreement line information"

• not all resources are linked to HLM; when troubleshooting being able to search for a specific title/AGL is needed
• there are sometimes many titles as AGLs in one Agreement; needing to scroll through is very cumbersome; title search (= AGL search) would help here
• having to check in external source is an extra step which makes it cumbersome as well
• reasons for searching AGLs: troubleshooting, renewals
  • when troubleshooting users have a title, but may not know under which Agreement this is managed
• what information do users want to get out of the AGL search
  • list of agreements that include AGLs which include search criteria
  • users would want to have the different index; no need to display the concrete AGL in the result list
  • navigation path would be useful; "pinpoint the spot"
• request to add hyperlink from AGL screen to parent agreement
  • Owen: that should be no problem
• variety of options of how to implemet the AGL search
  • add filters to existing ones but keep the results list as is - displaying the agreements
  • separate agreement line search and separate filters
    • Sara in chat: I would love the AGL search to be its own things
  • possible display the agreements and related AGLS in results list
    • Felix in chat: That is the direction Inventory is evaluating as well.
• which information do users want to see:
  • Jack in chat: I would say the title and the identifiers
    
  • Jack in chat: I mentioned identifier just because the title stored in the EKB sometime isn't always the most up to date version - and with foreign language titles EBSCO usually names the thing "French Title = English Title" which makes it hard to search
    
  • Felix in chat: Id and title; In cases where I want to find a known item (package/e-resource) then I search by ID
    
  • Abby in chat: searching by ID can also be helpful for disambiguating similar titles
    
  • Peter in chat: NISO is starting a project to create a resource or database identifier - it will be a while before its in use, but it would be good to be ready to accept those identifiers when/if they are created
  • as far as POL information is concerned the question is raised what the POL displays: agreement or agreement line?
    • it should display the agreement line, but currently links to the agreement, which should be the AGL Martina Schildt will take that back to ACQ SIG/Dennis
  • anything about the resource is not in the AGL; a link is stored to the AGL
  • some AGLS may not have a resource, just a description; but the majority will have a resource
    
  • search by POL does mean POL number; for everything else useres would go to orders

Chat

Von Jack Mulvaney an alle:  02:07 PM
Was the bug with duplicating Supp. Docs ever resolved or is this two birds one stone?

Von Felix Hemme (ZBW) an alle:  02:09 PM
Yes, it is in the H-release notes: Q3 2020 (Honeysuckle) Release Notes
"When upgrading from Goldenrod consider running the Supplementary Document cleanup job on initialising the module in the tenant. This is to fix an issue that could lead to a single supplementary document being linked to multiple agreements. The cleanup job will detect this situation and duplicate the document so each agreement is linked to it's own copy of the document"

That was a huge issue for us as well.

Von Felix Hemme (ZBW) an alle:  02:36 PM
When you jump to the AGR Line screen then it is easy to go to the AGR.
The other way around is complicated
+1 Sara

Von Sara Colglazier (MHC/5C) an alle:  02:40 PM
I would love the AGL search to be its own things

Von Felix Hemme (ZBW) an alle:  02:41 PM
That is the direction Inventory is evaluating as well.

Von Jack Mulvaney an alle:  02:44 PM
I would say the title and the identifiers

Von Jack Mulvaney an alle:  02:51 PM
I now have to step away!

Von Felix Hemme (ZBW) an alle:  02:52 PM
Id and title

In cases where I want to find a known item (package/e-resource) then I search by ID

Von Abby Wickes (she/her/hers) an alle:  02:54 PM
searching by ID can also be helpful for disambiguating similar titles

Von Jack Mulvaney an alle:  02:54 PM
I mentioned identifier just because the title stored in the EKB sometime isn't always the most up to date version - and with foreign language titles EBSCO usually names the thing "French Title = English Title" which makes it hard to search

Von Peter McCracken an alle:  02:55 PM
NISO is starting a project to create a resource or database identifier - it will be a while before its in use, but it would be good to be ready to accept those identifiers when/if they are created

Attendees list