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

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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

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting:  17 May 2023
  
• All questions and topics for the ERM implementers meeting can be posted on this confluence page: https://folio-org.atlassian.net/wiki/x/SABS
• PC meeting April 20
• PC meeting April 27

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