2023-02-09 - OA SIG meeting

Meeting time: Monthly meetings, every second Thursday of the month, EST/EDT: 8:30 AM

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

• Please add questions and topics to the OA Implementers' topics page. Topics or questions posted in slack will be added here as well.

Agenda items

• Dashboard use cases from Christina -> OA Dashboard Use Cases

• Foreign currency on charges from Christina

  • "It's great to have the exchange rate function BUT this value (whether it comes from the current exchange rate button or is indicated manually) probably won't be the same as on the actual payment date. So we wondered if it would be possible to add another field for the costs really paid. We usually see the amount on the bank statement and would like to record that in FOLIO as well..."

Minutes

• We discussed the two Dashboard use cases "show all open requests where we are waiting for a reply for at least a week" and "show all open requests where there isn't any cost data yet"

  • OS says these are good examples for Dashboard use cases and it would be possible to create them for OA; these are based on search and filter which is straight forward

  • OS demo of Dashboard definitions in ERM context

  • however, implementing Dashboard for OA needs additional funding; Owen to ask for a cost estimate

  • if your institution has some funding available for this please contact Owen

• We discussed foreign currency on charges

  • CP miss a field where the final bank amount (on day of bank transfer) can be recorded since this amount can be different from the converted EUR amount based on invoice amount (other exchange rates)

  • we discussed that actually the invoice app should handle this problem but does not at the moment; it is not possible to change the invoice EUR amount once its status payed

  • also a discussion in some German libraries and possibly a topic for German Acq-group

  • CP: The Question is: later when there will be an interface to export the data, will I be able to export both original amount and the amount that was actually paid? Is there any Chance I can do that? Where do I see those fields? Like I said this is very important for reporting to DFG

  • OS: Idea: Update Charge information in OA is at any stage possible; this would be more accuate for OpenAPC etc. report as well 

  • OS: The more I think about it the more I think the best possible way to do this right now would be to:
    1. Add the charge OA with the expected amount 2. Add the invoice in the invoice app when it arrives and link it to the OA charge 3. Once final payment amount is known update the charge in OA 4. Report using LDP to show both charges

• AO: could I save a report "items that I have reported to OpenAPC"? Or would I have to remember, which articles went into year 2022 report? i.e. do reports have kind of a "memory"?

  • OS: You can see in which Payment period a charge in included; but no, there is no tracking of what has been generated on a report since the system does not know what you have done with it

• Provide OA cost information via OAI is possibly part of a next project phase in Leipzig; but also depends on OpenCost project which aims at defining a data schema and infrastructure for this

• CP: OpenCost data schema is published TODAY! for public review https://github.com/opencost-de/opencost; commenting on the data schema is possible until 31 March

From the chat

Attendees