2023-05-03 - ERM meeting

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

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

Meeting URLhttps://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 May 3rd 2023

Convener: Martina S.

Notetaker: Martina T.


Housekeeping

Agenda items

  1. Development progress - ERM sprint 164
  2. Implementers topics relating to Licenses (ERM implementers)
    1. Make amendments searchable (Beverly Geckle)
    2. Ability to apply amendments or terms at a resource level (Beverly Geckle)
    3. Ability to open a PDF document in a separate browser window, rather than downloading it (Irina Trapido)
  3. Continue on feedback for implementers topic:  Finding details of titles that are part of an agreement

Minutes

  • Development progress - ERM sprint 164
    • Grails software framework update

    • two more sprints before feature freeze for poppy
    • work done for Orchid to improve the performance of searching of items in the kb in Agreements.

    • For performance improvements the plugin for e.g. eComparison, eUsage will be worked on as well.

  • Implementers topics relating to Licenses (ERM implementers)
  •  Looking for volunteers to share their experience with the License App for a future ERM meeting. If you would like to volunteer please contact the conveners.
    • Make amendments searchable
      • What are the search criteria?  What are the use cases?

      • Is it about a second tab in the search & filter pane? Tabs Licenses and Amendment or one search bringing back both?

      • Beverly: thinking about same box/same search - Name in Amendment – Amendment are for specific things – main purpose to upload the documents, master license with amendments, name could be the resource, buying e.g. an archive – each addendum has its own contract number – consider an amendment and not a supplementary document

      • Right now you can search the name of the master license, but not the name of the amendments

      • Jessica (chat): I agree. The description field would be a useful thing to search for too.
      • Jessica: yes, description field of amendment  / Name structure = vendor amendment date – in the description is a list of resources, which are covered by the amendment 

      • Owen: we decided to call them amendments - part of functions they can amend the term on the license – we calculate the terms outcome - the amendment does overwrite the first one e.g. the license – there are limitations

      • Martina S.: In trainings the librarians express the wish for using the term filter builder for amendments as well

      • Jessica: agree and make clear when an amendment differs from the license regarding the terms  

      • In Agreement: if License Amendment Status current then outcome values both from the controlling master license and the current amendment – list of Licenses and business terms – additive and when contradict the amendment applies – in licenses it should indicate when it contradicts or add terms

      • Julie (chat): Only slightly related to search: Would it be possible to "select all" licenses in the results list so we don't have to click each one to export to .csv?

      • We have discussed this a long time ago - never had a good way of select all – select unlimited licenses could have a performance impact

      • How many licenses do you have in total? → Julie: 707

      • Performance check needed for increments of 100

      • Felix (chat):  Often times librarians want to export all licenses, or at least all that match a search criteria / It would be nice if the export could include the license term lables rather than the names. / Will that Option to Export all work on multiple pagination sites?
      • Duke example – 100 per page – 7 pages in Duke example – need to check performance - default maximum in the list

      • Felix: it would not be good to combine 8 export files manually after export

      • Beverly (chat): How are the Orders and Invoices Apps different? I can export over 1000.

      • Export works differently

      • In Orders a modal with two separate options is displayed – all fields and select fields

      • Inventory: deals with performance issue – data export modul in the background – export in Marc

    • Ability to apply amendments or terms at a resource level
      • Cannot offer it at the moment
      • License applies at the level of the agreement 

      • Specific resources with specific terms applied to them

      • Both scenarios are valid

      • Does it happen – agreement – individual resource have different terms applied?

      • Beverly: more using agreement as an umbrella – a lot of agreement lines / Need to connect more than one controlling license and then split the agreement example: backfiles 
      • Multiple agreements to model it – way it’s designed - Idea to have a single license with multi amendments
      • Separate agreements and would like to group agreements e.g. by supplier  

      • Find way to group agreements – umbrella concept to group agreements

      • Kind of ways of doing it: Organizations or tags or link agreements together in an umbrella fashion

      • Phil: University expanding it range of campuses worldwide – licenses terms issues – license for UK based and extra licenses with different terms abroad (different regions with own licenses) - separate Agreements

      • Are there commonalities?

      • Phil: Main difference number of students – scale is different – other terms likely the same  

      • Sara (chat): That example from Phil sounds like we need additional Related agreements terms ??

      • Good to collecting examples

      • Sara: using related agreements way to often – “related to” – managing e-resources need to group by platform – end up with chunks in different agreements, because of the way e.g. with platform changes

    • Ability to open a PDF document in a separate browser window, rather than downloading it → postponed
  • Continue on feedback for implementers topic:  Finding details of titles that are part of an agreement → postponed

Chat

Jessica Harris (she/her) 14:13
I agree. The description field would be a useful thing to search for too.
Julie Brannon (she/her) 14:23
Only slightly related to search: Would it be possible to "select all" licenses in the results list so we don't have to click each one to export to .csv?
Jessica Harris (she/her) 14:25
That would be great!
Chicago has about 400 licenses
Julie Brannon (she/her) 14:29
707
Sara Colglazier (MHC/5C) 14:29
:-)
Felix Hemme 14:30
Often times librarians want to export all licenses, or at least all that match a search criteria.
Phil Adams 14:30
67 at De Montfort University so far. Adding since jan. 2023.
Felix Hemme 14:30
Will that Option to Export all work on multiple pagination sites?
Jessica Harris (she/her) 14:30
Our ILL staff in particular would be thrilled if we could export license terms
Felix Hemme 14:31
It would be nice if the export could include the license term lables rather than the names.
Beverly Geckle 14:35
How are the Orders and Invoices Apps different? I can export over 1000.
Sara Colglazier (MHC/5C) 14:35
That is also what I was going to bring up
Orders is really nice! I just used it
Felix Hemme 14:44
This has not yet occurred in the model of how we build our agreements.
Sara Colglazier (MHC/5C) 14:46
And could be via different entities, like the publisher directly one time, and then another time via a consortia like NERL or such, etc
Julie Brannon (she/her) 14:53
I need to drop off now - thanks for this discussion focused on Licenses :)
Sara Colglazier (MHC/5C) 14:53
That example from Phil sounds like we need additional Related agreements terms ??
Phil Adams 14:57
Got to go I am afraid. Thanks all.
Owen Stephens 14:57
Thanks for that input Phil
Beverly Geckle 15:02
Thanks!

Attendees list

Present

Name

Home Organization


Aaron Neslin

UMass


Abigail Wickes

Duke University Libraries


Alaina Deane

Duke


Alice Daugherty

University of Alabama


Alissa HafeleStanford University

Amelia Sutton

UMass

x

Andrea Meindl

UB Regensburg


Ann-Marie Breaux

EBSCO


Annika Schröer

UB Leipzig

xAnnika Zierhut

Anu Moorthy

Duke


Anya Arnold

EBSCO


Beate Aretz


x

Benjamin Ahlborn

SuUB Bremen

xBernd OberknappUB Freiburg / ReDI
xBeverly GeckleMTSU

Birgit Neumann
xCarol Sterenberg

Carole Godfrey

EBSCO

x

Catherine Tuohy

Emmanuel College 


Charlotte Whitt

Index Data


Claudia Malzer

ULB Darmstadt, Developer


Dorothe KuglerUB Mainz
x

Dwayne Swigert

Missouri State University


Emma Raub 

Cornell


Eric Hartnett

Texas A&M University

x

Felix Hemme

ZBW Kiel


Gang ZhouShanghai Library
x

Gill Osguthorpe

UX/UI Designer - K-Int


Gisela Weinerth

SUB Hamburg


Heather MacFarlane

Heather Thoele

Texas A&M University


Ian Ibbotson

Developer Lead - K-Int


Jag Goraya

K-Int


Janet Ewing

Five Colleges / Mount Holyoke College Library


Jenna Lantermann

Five Colleges / Smith College 


Jenna Strawbridge

Duke

x

Jessica Harris

Chicago


Jir Shin Boey

Missouri State University


Joe Sikowitz

Fenway Library Organization


Johanna RaddingFive Colleges / Amherst College
x

Julie Brannon

Duke


Kathleen Berry

UMass Amherst


Kathleen Norton

Five Colleges / Mount Holyoke College Library


Katrin Brüggemann

UB Leipzig


Khalilah Gambrell

EBSCO


Kirstin Kemner-Heek  

VZG, Göttingen


Kristin Martin

Chicago


Kyle Banerjee

EBSCO

Lars-Hakan Herbertsson

Chalmers


Laurenz KernStabi Berlin
xLeonie BodinusUB Erlangen-Nürnberg

Lindsey Lowry

University of Alabama


Lisa Schneeberger

Lola EstelleEBSCO

Luca Lanzillo

Sapienza Library System - Sapienza University of Rome


Lucas ModerUB Regensburg

Mara Egherman

EBSCO


Maria Taylor

Marie Widigson

Chalmers


Mariyam Thorhira

Johns Hopkins University Libraries


Marjorie Snyder



Mark Arnold

Missouri State University


Martin Scholz
x

Martina Karlsson

Chalmers

x

Martina Schildt

VZG, Göttingen

x

Martina Tumulla

hbz, Cologne


Mary O’Brien



Matthieu Bordet

DMCultura, Ravenna, Italy


Mohammad AlhamadMissouri State University

Molly Driscoll

EBSCO


Nancy Finn


x

Nancy Pelis

Five Colleges / Mount Holyoke College Library


Nicole Trujillo
xNina StellmannVZG, Göttingen

Norma Flores

Texas A&M University
x

Owen Stephens

Product Owner -  Owen Stephens Consulting


Paul Trumble

Amherst

x

Peter Böhm

HeBIS, Frankfurt


Peter McCracken

Cornell

xPhil AdamsDe Montfort University

Ray Murray

Robert Heaton

Robert ScheierCollege of the Holy Cross

Rüdiger Stratmann

IAI SPK Berlin


Sabine Howahl

ULB Darmstadt


Sabrina Bayer

UB Regensburg

x

Sara Colglazier

Five Colleges / Mount Holyoke College Library


Sarah Dennis

Texas A&M University


Sarah Morgenstern-Einenkel

UB Leipzig


Scott Stangroom

UMass


Siobhan McManamon

Five Colleges / Smith College


Sobha Duvvuri

EBSCO


Stephani KaceliCairn University

Tephanie Larrison

Stew MacLehose

University of New England


Susanne Schuster

BSZ Konstanz


Tara Barnett
x

Tatjana Clemens

UB Frankfurt


Tracy Patton

Missouri State University


Valerie Cervantes

Xiaoyan (Yan) Song

NCSU


Zorian SasykEBSCO