2021-09-09 - OA SIG meeting

Meeting time: 8:30 AM (EST) / 1:30 PM (BST) / 2:30 PM (CEST)

Meeting URL: https://openlibraryfoundation.zoom.us/j/82643780981 (Password required)

OA Working Group Wiki: Open Access SIG Home

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 and major community updates

• Outstanding topics, please add any topics that have not yet been discussed, or those that you feel need more discussion to fully understand the issues
  • https://docs.google.com/document/d/1BTlDlHhaAX35PAQDpz0VvdiObOC3-b1zD5fPl4pgSLU/edit
• All: Please add yourself to the SIG member list at Open Access SIG Home. This is optional but gives the larger community a sense of involved institutions and SIG expertise.

Agenda items

• We continue discussion from last time, referring back to Understanding workflows and hierarchies (https://docs.google.com/document/d/1QvWjOMur7wvN9xyGfrWcDUumf04bMy9-LLT-EaZ7wcs/edit#) and any contributions to institutional workflow examples (https://drive.google.com/drive/folders/1n07QhnssHujtaHm0NygBs9yjlqpkoB8J)
  • All: please add any information to this document/folder if not done already.

Minutes

• Further discussion of the workflow diagram from SLUB Dresden
  • OS: Are the decisions/questions in the diagram (yes/no) in serial or in parallel? So, step-by-step or more parallel?
    • EDS: more in parallel
    • group seem to agree
  • OS: In either case the request is closed, not in the same way (approved, denied), but all are closed 
    • Asumption is to know why / in which result the request is closed
  • OS: Re status of the request: ...
• Homework document
  • SUB Göttingen statements
    • Several corresponding authors = split funding? 
      • AO: There can be two corresponding authors from different universities or faculties, where discussion of funding occurs; important for invoicing, split between faculties
    • AO: Again confirmation, that checks are more in parallel and not in serial
    • OS: Limit of costs / ceiling; should the system warn you?
      • Discussion about whether warning limit is just one limit for all requests or needs more complexity based on contract etc. → postponed
  • Leipzig statements
  • OS: Aim is to answer 1. What has not yet been recorded and 2. to what decision the collected information lead
  • Re statuses:
    • VG: it should be possible to reverse a status e.g. from declined to approved
    • What would a "new" status mean?
      • VG: If no one has touched the request; like in a ticket system; the first one who workes on the request is responsible and the status will be in progress
      • OS: In the case of automatic import from e.g. a ticket system, that seems okay, but if you manually create a request, then someone already has worked on the record
    • OS: Value in knowing what is waited for, internal/external progress
  • Short discussion of need for encumbrances and if those should be managed via Orders or without Orders → needs more discussion
  • OS: Institutional hierarchy should be flexible and support complex cases
  • Next step for Owen and Gill to create some mockups for further discussion

Attendees