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 SIG Folio Wiki: https://folio-org.atlassian.net/wiki/display/ERMSIG/

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 Jan 12th 2022

Convener: Martina S.

Notetaker: Martina T.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting:  Jan 19
  
• 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
• PC minutes Dec 16th
• The FOLIO Documentation Working Group is seeking a volunteer to write documentation for the Local KB Admin app and the ERM Comparisons app

Agenda items

1. Development progress -  ERM Sprint 131
   
2. New functionality in Kiwi Release

Minutes

• Felix volunteered for documentation of the Local KB Admin app and the ERM Comparisons app
  
• Development progress -  ERM Sprint 131
  

  • ERM sprint 131 started on Monday

  • Bug fixes scheduled to be fixed

  • Work in progress relating to where files are store in FOLIO when uploaded to Agreements and Licenses

  • Work in progress on way we process data coming in from external KB

  • Approaching feature freeze for Lotus end of Month

• New functionality in Kiwi Release - Presentation ERM Kiwi and Lotus
  

  • Slide 2: Organization enhancements

    • Previously adding one organization at a time, if the same organization have more than one role – adding this organization twice → now multiple roles can be added for one organization 

    • Previously only the label could be changed for the roles defined in your tenant –> now the roles can be changed and a customized list of roles can be created (pick list: SubscriptionAgreementOrg.Role)

    • Adding organization notes at organization and role level - exiting notes will be migrated to role level

    • Previously the primary organization displayed in the upper right was tied to a specific role  à now the primary organization can be chosen (“set as primary organization”) (“not set” will be displayed if not chosen) - both in Agreements and Licenses

    • Felix (chat): Sorry if I missed it: Will this also include that we can have more than 1 vendor linked to an agreement? → yes

    • Automatic daily tidying of organizations in the filter dropdown: Previously even if organizations were removed from agreements, they were found in the dropdown list → now a daily tidy up – next day list is updated

    • Using the internal KB – the list will also have organizations not linked to an Agreement, but linked to e-resources, those will be displayed in the list and no agreement will be found (will not be cleared from dropdown)

  • Slide 3: Agreements/Licenses Metadata

    • Created and last updated dates - no user’s related information included due to data protection and privacy

  • Slide 4: Documents & Supplementary properties enhancements

    • Previously one permission for upload and download documents – now separate permission for upload and not download – permission is valid for all documents

    • Now option for duplicating supplementary documents and/or properties or none

    • Supplementary properties now sorted by label not name

  • Slide 5: Local KB / External KB / GOKb integration enhancements

    • support for independent title ingest

    • Working with GOKb Team and implemented changes to the rules governing which GOKb packages are synchronized to FOLIO

    • Error and info log export options are implemented (appropriate software e.g. open refine to have a more intuitive layout of the export)

    • stricter enforcement of ISSN / ISBN identifiers 

    • KBART import – completely invalid result was partial success message → now result message is failure

    • Benjamin (chat): Stricter enforcement of ISSNs: Will there be any effect on existing dkb data?

    • Answer: All the existing data should be migrated to the new rules – no effect on existing data

  • Slide 6: Entitlement log

    • First basic implementation of the entitlement log showing which titles are removed and added (internal KB only)

    • Not yet fully documented – better off to wait for Lotus for using it
    • Felix: the entitlement log only includes basic information / use case: Some license term changes that applies to an agreement and to all the records that a linked to the agreement / will the newer version which will come with Lotus cover those?
    • Answer: At the moment Lotus will have more information covered, but it would not cover this use cases 

  • Slide 7: Lotus: Upcoming changes

    • Close to feature freeze for Lotus

    • Minor improvements to Dashboard user interface

    • new organization management in place in Agreements and Licenses - support filters for those in dashboard widgets – e.g. display all agreements from an organization or role  
    • option to hide the usage data accordion in Agreements for tenants 

    • improving the Agreement / Agreement line export - ensuring all ISSNs/ISBNs are included (internal KB only)

    • Entitlement Log re-implementation including automatic daily updates

    • Improvements to GOKb synchronization logs for clarity

    • better information on status of external KB synchronization and options to reset synchronization status in the case of problems - seen situation where synchronization got stuck and record says still work going on, but it stopped 
    • New option for storing uploaded documents in external file storage - separating it out on a tenant by tenant basis - is a tenant level setting
    • consistent sorting of Agreement Lines in Agreement view - sorting is in place, only one issue left 

    • User interface improvements and bug fixes across ERM apps

    • Lots of work on software testing 
  • Sara: problem with agreements with too many agreement lines – editing is hard to do - indication of timeframe? 
  • ideas for a short term solution - Agenda topic for next meetings

  • Molly (chat): is this addressed by https://folio-org.atlassian.net/browse/ERM-1915? → No this one is about order lines on a single agreement

  • Sara: optimistic locking?
  • Agenda topic for next meetings

Chat

Von Martina Schildt an alle 02:02 PM
Agenda: https://folio-org.atlassian.net/wiki/display/ERMSIG//2022-01-12+-+ERM+meeting
Von Julie Brannon (she/her) an alle 02:04 PM
Thank you, Felix!
Von Emma Raub an alle 02:04 PM
THANK YOU!!
Von Felix Hemme (ZBW) an alle 02:05 PM
I'll put anything in this folder; https://drive.google.com/drive/folders/1tGbJuQmHZGJaEpN9TE-aVOh4LlF5yfCs
Von Felix Hemme (ZBW) an alle 02:17 PM
Sorry if I missed it: Will this also include that we can have more than 1 vendor linked to an agreement?
Thanks. This will help solve one of our recent use cases
Von Jack Mulvaney an alle 02:21 PM
Really excited for this functionality!!
Von Martina Schildt an alle 02:24 PM
Kiwi release notes: https://folio-org.atlassian.net/wiki/display/REL/Kiwi+%28R3+2021%29+Release+Notes
Von Benjamin Ahlborn an alle 02:34 PM
Stricter enforcement of ISSNs: Will there be any effect on existing dkb data?
Von Julie Brannon (she/her) an alle 02:42 PM
Thank you for this overview, Owen - this was a great way to kick off the new year!
Von Molly Driscoll an alle 02:54 PM
is this addressed by https://folio-org.atlassian.net/browse/ERM-1915?
OK, thanks!
Von Jack Mulvaney an alle 02:59 PM
We have so many that it doesn't come up I think
I'm the one doing the most editing anyways compared to my colleagues
Von Jessica Harris an alle 02:59 PM
I could see that potentially being an issue with us, but we haven't implemented agreements yet
Von Julie Brannon (she/her) an alle 03:00 PM
Ditto to what Jessica just said for Duke

Attendees list