2021-06-17 - OA Group meeting

Meeting time: 9 AM (EST) / 2 PM (BST) / 3 PM (CEST)

Meeting URL: https://openlibraryfoundation.zoom.us/j/82643780981?pwd=aUx4YkprcTJNZW5oSHBtcHplS0djdz09

OA Working Group Wiki: https://folio-org.atlassian.net/wiki/display/RM/Open+Access+Group

Google Drive Folder: https://drive.google.com/drive/folders/1HR1JyDkUeRE0kL1eBKcu6uIvcNcnn352?usp=sharing

Slack channel: #open-access-management

Mailing list: folio-rm-oa@ole-lists.openlibraryfoundation.org (Subscribe here selecting 'folio-rm-oa' list)

Housekeeping

• projekt phase until Feb 2022

Agenda Items

• We continue with the discussion of top priorities (homework 1), see https://docs.google.com/document/d/1a3yWoDcG27_4Ejd9LrYB_3PqqcuUufnBh0BwkAHWqtE/edit
  All: Please continue to add to this document if you can think of more
• We start the discussion on key data, types of agreements and volume of transactions
  All: Please fill out the following document in preparation for the meeting: https://docs.google.com/document/d/13EJPcQvmWQH217G9LCbyCSRjU3RpwuMrGQ9ankaeuYg/edit

Minutes

Discussion about priorities for the project

Christina: Data exchange with our repository would be good. When there is a funding request all data is noted in the repository. There are many publications types and one is a funding request. This is what we work most with. Request details are added to the repository. Then copied and pasted into a spreadsheet when it comes to invoicing. Finance management is done in the spreadsheet. Publication details are copied into into the repository after publication. 

• We would like to change this process, maybe have an API or maybe integrate the repository into FOLIO.
• It doesn't matter what order things happen in or where we record the data. Would like to be able to record once and the info added to the repository and the spreadsheet.

Eloisa: We have another reason to integrate FOLIO with a repository. We apply for APC funding to DFG (the German Research Council). If funding is provided there is an obligation/condition to fulfil - long term archive of publications. We do this in our repository.

• Requests come from a helpdesk system.
• Publishers and authors may use this system 

Owen: What do others use to record requests?

• Christina: Sometimes authors request by email. Authors don't inform sometimes and the request comes from the publisher. We get emailed that there is a request in the dashboard (notifications).
• Astrid: We do not track the request we start with the invoice. Several institutions have a form through which authors can submit requests.
• Peter: Finance, invoicing and budgeting are priority 
  
  • We have spreadsheets where invoices are stored
  • Payment information is stored, amounts spent, for which faculty: we put this together with budgets for acquiring publications. Budgets for License and Publication - APCs. 
  • We are combining with our ILS
  • Invoices are not added separately because this would involve double entry. Instead we have a dummy record into which we enter total expenditure - we manually reduce the amount of the budget (e.g. begin with 10k for APCs and manually edit this)
  • Would like invoices to be entered once and to directly affect budgets.
• Astrid (and Peter): APCs are entered into a spreadsheet

Owen: Is anyone else using an ILS to track expenditure?

• Eloisa - we are using LAS:eR 
• Martin - at Leipzig we also use an ILS to add invoices. We input every invoice separately and also record each in a spreadsheet (double entry). The spreadsheet is used to capture early requests - for inputting against the budget. 
• Astrid: in addition to APCs we also track 
  • Membership fees (in an acquisition system)
  • Platform costs
  • We need to be able to see all costs together

Owen: What is meant by "Open Access Agreement Components"?

• Martin: eligibility criteria. Cost types differ from agreement to agreement. Is there an artical cap? Would be better to have a defined set of fields to enter this info into.
• Lisa: yes this is what I meant. We are not able to enter the special components of OA agreements (we are using Agreements and Licenses in FOLIO).
• Christina: We are developing a metadata schema for costs and an API to transfer costs to another system. We hope this API can be used for FOLIO too. 

ACTION: Christina will add details to the Open Access project folder: "Data and examples structures"

Challenges in relationship to other systems (examples are listed in the homework document):

• Martin: We don't use the other systems but have investigated them.
• Vanessa: We are planning on using one of the systems (OABLE) until FOLIO is completed. Expensive about 40 euros for an article. 
• Vanessa: If we use OABLE it would be nice not to also have to enter in FOLIO too.
• Martin: OpenAPC should be added to the list of systems.
• API feasibility - integrating with different repos poses challenges - do they use standards? 
• Owen: Possibilities around the Leipzig "Remote sync" app that Ian is developing.
• Astrid: We will look at these systems too. We would like to integrate our Laser with FOLIO and would prefer not to have to use other products.

Owen: is there any other data which you might want to see in FOLIO, other than what you've provided in the spreadsheets? 

• Eloisa: Contract clauses. We would like to be able to record key information from contracts
• Martin: We agree. It is not easy to find information in contracts. We have not inputted info online, too difficult.
• Owen are these Licenses? Eloisa: no they are the agreements. Agreements can be different types. E.g. membership agreements
• Eloisa: will we also store Book Processing Charges? 
• Owen: in the document "Open Access Management - key data and types of agreements" agreement types (e.g. BPCs) can be captured. Number of transformative agreements, gold etc - should we include other columns?
• Astrid - Membership fees or donations for open access platforms e.g. DOAJ / KU
• Owen: Chicago mentioned this also. 

ACTION (all): Please add any further types to the document e.g. memberships and donations

Other questions/points:

• Vanessa: Would like to support areas highlighted in red in spreadsheet, e.g. capture of waived payments at a late stage: when an invoice is issued to the author and then has to be cancelled. 
• Vanessa: DeepGreen - do we plan to work with them? Owen: we will look at their work.
• Christina: ORCHID is very important to us. We want to integrate it into the OA of FOLIO and elsewhere e.g. catalogue.

CHAT

From Vanessa Gabriel to Everyone:  02:11 PM
German Research Council
I guess
From Astrid Orth to Everyone:  02:12 PM
main funding institution in Germany for scientific projects
From Christina Prell to Everyone:  02:44 PM
Our information for authors about contracts is found here: https://epub.uni-regensburg.de/oa-publizieren.html
From Ian Ibbotson to Everyone:  02:52 PM
Very likely to ask :)

Attendees list