2024-08-08 Agenda and meeting notes

Owned by Charlotte Whitt
Last updated: Sep 06, 2024 by Thomas Trutt
4 min read

Attendees:

@Nina Morgenstern @Andreas Mace @Uschi Klute @Jana Freytag @Stephanie Buck @Anne Ekblad @Thomas Trutt @Kajsa Bäckius @Cornelia Awenius @lisa perchermeier @Niels Erik Nielsen @David Bottorff @Amelia Sutton @Anja Kakau @Charlotte Whitt

Discussion Items:

  • Administrative topics

  • Review homework from last time: Workflow as requested by each of the institutions participating in this working group

    • What are some common workflows

    • Are there any parts of these workflows that are “Out of Scope”

  • Review Glossary of terms

Meeting notes:

📊 Review of Workflows (00:06 - 10:44)

  • Discussion of current workflows for reading room requests

    • Discussion focused on identifying overlaps in existing workflows for reading room requests and the potential integration of these workflows into the current system.

    • Participants emphasized the importance of understanding circulation rules and how they could be applied to reading room requests to streamline processes.

    • Concerns were raised about tracking items that are requested but not checked out, ensuring that libraries capture accurate circulation statistics for in-house use.

  • Overlap in workflows among institutions

  • Functionality in Folio that can support some workflows

    • Existing functionality in Folio can accommodate various workflows through its circulation rules, which allow restrictions based on material type, patron group, and location.

    • The integration of barcode generation and slip printing features in Folio can streamline the checkout process and improve user experience.

    • Folio's ability to leverage location-based services and account management can facilitate workflows for both in-house use and external patrons.

  • Question about handling unbarcoded items

  • Manual workaround for all items at some institutions

  • Discussion of different pick slips for different service points

🔍 Detailed Workflow Analysis (10:44 - 20:18)

  • Review of preconditions for requests fitting into circulation rules

    • Preconditions for requests can be defined by circulation rules that restrict access based on material type, patron group, and location.

    • Understanding these preconditions is essential for ensuring that requests align with library policies and operational workflows.

    • The integration of circulation rules into the request process can streamline workflows and enhance user experience by clearly defining what items can be requested and under what conditions.

  • Discussion of how items show on patron accounts

    • Items on patron accounts display due dates and availability status.

    • Patrons can see if items are checked out or available in the reading room.

    • The system may need to differentiate between items that are checked out and those that are in the reading room.

  • Self-check issues with Sip2 protocol

    • Inability to enforce specific circulation rules, leading to potential misuse of self-checkout systems.

    • Lack of integration with existing library management systems, causing discrepancies in item status and availability.

    • Challenges in programming self-check machines to recognize and handle various material types and patron groups effectively.

  • Overview of what's out with patrons and on reading room shelves

    • Current circulation rules in the system allow for tracking items checked out to patrons and those available in reading rooms, ensuring clarity on item status.

    • Patrons can view due dates and availability of items in their accounts, which helps them manage their requests and understand when items will be accessible.

    • There is a need for enhanced reporting or notifications regarding items on hold shelves and their expiration dates to improve user experience and library management.

  • Exploration of existing Folio functionality to accommodate workflows

📝 Workflow Requirements (20:18 - 29:58)

  • Review of University of Chicago's workflow

  • Discussion of due dates vs. hold shelf expiration dates

  • Handling of outside university patrons

  • Consideration of leveraging ECS for restricted materials

🛠️ Configuration and Requirements (29:59 - 39:35)

  • Discussion of service point configuration

    • Discussion focused on how service points can be configured to enhance workflow efficiency.

    • Considerations included the ability to restrict access based on material type, patron group, and location.

    • The need for clear definitions and functionalities related to service points was emphasized to ensure consistent communication among team members and developers.

  • Review of checkout and check-in processes

    • Reviewing the checkout and check-in processes can help identify areas for improvement in workflow efficiency.

    • It is essential to ensure that the processes align with current circulation rules and policies to avoid confusion among staff and patrons.

    • Consideration of user experience, such as the visibility of item status and the handling of special cases like in-house use, is crucial for effective library management.

  • Exploration of notification requirements

    • Discussion on the types of notifications needed for different workflows.

    • Clarification on how notifications will be triggered based on user actions and system events.

    • Consideration of user preferences for notification delivery methods (e.g., email, in-app alerts).

  • Consideration of RFID label handling for in-house items

📚 Glossary of Terms (39:37 - 49:50)

  • Review and addition of terms to the glossary

  • Discussion of differentiation between open and closed stacks

  • Consideration of terms like 'requester' and 'soft check-in/out'

  • Discussion of hold shelf terminology

    • Discussion focused on defining terms related to the hold shelf, including the differentiation between various types of hold shelves such as "pickup hold shelf" and "in-house hold shelf."

    • Participants suggested adding terms like "special hold shelf" to clarify the specific context of items held for reading room use.

    • The need for clear terminology was emphasized to ensure consistent communication among staff and developers regarding workflows and item statuses.

🔄 Workflow Considerations and Next Steps (49:51 - 01:00:48)

  • Discussion of in-house circulation and its implications

  • Consideration of capturing statistics for items not checked out

  • Planning for future meetings to discuss pick slip functionality

  • Acknowledgment of the need to further define workflows for unbarcoded items

Decisions:

 

Action Items:

Tom

  • Create a basic workflow based on all submitted workflows (39:37)

  • Create a subfolder for linking to features and tokens related to pick slips (28:26)

Amelia

  • Provide specifics on new tokens being added to printing slips templates (28:00)

Group

  • Further discuss and define pick slip functionality in a future meeting (54:11)

  • Tease out workflows where items are not getting checked out (56:44)