2019-4-8 Resource Access Meeting Notes

Date

Apr 8, 2019

Attendees

@Andrea Loigman
@Anya
@Deb Lamb
@Kai Sprenger
@Katharina Haas
Mary Yokubaitis
@Cate Boerema (Deactivated)
@David Bottorff
@Joanne Leary
@Mark Canney
@Magda Zacharska
@Cheryl Malmborg
@Susan Kimball
@William Weare
@Kimie Kester

Discussion tems

Time	Item	Who	Description	Goals

Time	Item	Who	Description	Goals
5min	Housekeeping	@Andrea Loigman	Notetaker -
10min	Requests in loan action table	@Cate Boerema (Deactivated)	Display of open requests	Loan actions table on Loan details is currently showing a record/row for every request that is created while the loan is open. Is this the desired behavior or should the table only show a row for a request that changes the due date of the loan? Q2 2019 Requests Discussions PPT (with this topic and more): https://docs.google.com/presentation/d/1hNYBxUdy3pGKKpo5BkY7bJFfBEVdEG1idCecY1xVwko/edit?usp=sharing
20min	Clearing hold shelf	@Cate Boerema (Deactivated)	Cancelled and expired requests	- Current design doesn't allow user or system to identify the requests that have expired or been cancelled while on the hold shelf (for hold shelf expiration report) - Discuss options for how to handle this Q2 2019 Requests Discussions PPT (with this topic and more): https://docs.google.com/presentation/d/1hNYBxUdy3pGKKpo5BkY7bJFfBEVdEG1idCecY1xVwko/edit?usp=sharing
30min	Request expiration	@Cate Boerema (Deactivated)	Short term hold shelf expiry periods	- Discuss short term hold shelf expiry periods - are they really needed? Use cases? - Discuss current tech approach to request expiration - Gather statistics needed for performance testing Q2 2019 Requests Discussions PPT (with this topic and more): https://docs.google.com/presentation/d/1hNYBxUdy3pGKKpo5BkY7bJFfBEVdEG1idCecY1xVwko/edit?usp=sharing

Meeting Outcomes

Functional Area	Product Owner	Planned Release (if known)	Decision Reached	Comments

Functional Area	Product Owner	Planned Release (if known)	Decision Reached
e.g. loans, fees/fines	Name	e.g. Q4 2018, Q1 2019	Clearly stated decision
Requests	@Cate Boerema (Deactivated)	Q2	Display of open requests: SIG wants to see all requests on loan details regardless of whether they change due date or not. So, but is filed to fix the duplicate rows for recalls: https://folio-org.atlassian.net/browse/UIU-966
Requests	@Cate Boerema (Deactivated)	TBD	Clearing hold shelf SIG proposes: When an item that is awaiting pickup expires (hold shelf expiration date) or is cancelled, the item status should change to "Pickup expired" This would give staff an easy way to filter requests to those that need to be cleared from the hold shelf Story for the new status: https://folio-org.atlassian.net/browse/UIREQ-254 Hold shelf expiration report UXPROD feature has been updated: https://folio-org.atlassian.net/browse/UXPROD-925
Requests	@Cate Boerema (Deactivated)		Short term hold shelf expiry periods Discuss short term hold shelf expiry periods - are they really needed? Use cases? SIG does want minutes and hours options for hold shelf expiry, as they will be useful for equipment and course reserves. Basically, anything that is only loaned for a short period, should not sit on the hold shelf for a long one. That said, if we need to deprioritize the minutes and hours options and focus on the longer term period first, that would be okay Filed this issue: https://folio-org.atlassian.net/browse/UIREQ-255 which makes sense to address with the OKAPI scheduler which is being researched in https://folio-org.atlassian.net/browse/FOLIO-1953

Request Statistics (for Performance Testing)

Organization	Average Number Open Requests	Average Request Queue Length (number of open requests on a given item)	How Many Newly Expired and Cancelled Requests per Day	How Many Newly Expired and Cancelled Requests per Hour (assuming we keep the short-term expiry periods for reserve items, equipment etc)

Organization	Average Number Open Requests	Average Request Queue Length (number of open requests on a given item)	How Many Newly Expired and Cancelled Requests per Day	How Many Newly Expired and Cancelled Requests per Hour (assuming we keep the short-term expiry periods for reserve items, equipment etc)
University Library Marburg	up to 1033 (2018-03-13)		up to 1302 (2018-04-12)	per hour: about 29
Cornell University	244 requests placed per day (1 year average 4/10/2018 - 4/10/2019); current number of OPEN requests = 1,433	1.04 (current max=13)	Average per day: 13 cancelled; 29 expired; 202 charged	n/a
Duke	Current number of open requests = 1,604
University Library Mainz	820 current number of OPEN Requests (2019-04-09) up to 1200 (average per day)	n/a but: max. 3 on freehand area books / closed stack max. 5 on textbook collection	46 (26 % of all requests)	n/a
University of Chicago	current number of open requests = 1037 177 created daily	average 1+ max 8	max 154 on a single day average 44 per day	n/a
GBV (data from a representative library)	current number of open holds = 2650 + 916 (ready for pick-up) current number of open page requests = 2068	page requests: 1 hold requests: average 3 (max average 10)	cancelled: 2153 per year (hold) expired: 70833 per year (hold/page)	n/a

Notes

requests on loan details screen - do we want to display all requests or only those that impact due date?
- yes we want all of the requests to show up as an action
- also confirming that count of requests on item record takes you to list of all requests on item
clearing the hold shelf - cancelled and expired requests
- original idea for expired was for request status and item status awaiting pickup by filtering
- how do you come up with the complicated query logic for finding expired holds that need to be grabbed? logic is complicated by outstanding open requests
- a new item status of "pickup expired" that is updated when request is expired or cancelled would simplify the discovery of these items
- item status of "pickup expired" and necessary request info (patron name, barcode)
- obviously need to limit by service point
- report needs requestor, item barcode, title, item call number
- assumption is that item state, etc. should be configurable at discovery layer level for display
Hold shelf expiry period can be specified in minutes and hours, is this needed?
- the challenge is that the batch process or other query, how often does it need to happen?
Request Expiration Job
- current implementation is that the system checks every hour, not a batch job (right now)
- probably do need minutes/hours for reserves, equipment, etc.
- need to do performance testing - estimates on average numbers posted as table, please contribute your institutions estimates
- Chicago - 20-25% of requests expire or are cancelled

How many newly expired requests might there be per day