2018-02-09 Meeting notes

Peter McCracken

Kirstin Kemner-Heek, All

Some Questions to help guide discussion:

• General questions about the ERM proposal
• Is the functionality in the Feature Backlog represented in the proposal, particularly those "below the line," represented?
• What items from the Parking Lot will be covered by this proposal? Do we have new items we want to add, if we are not sure whether they will be covered?
• Do you have concerns about functionality that you feel is not currently in the ERM proposal or about how covered functionality is presented?
• Is there more information regarding the core team and its make-up or timeline for getting started?
• What kind of role should the RM SIG take in this development? Should we appointment a new subgroup? Members?
• How will the work of the ERM fit into the work being done by Stacks and Frontside?

Kirstin Kemner-Heek provided intro on German interest in an ERM tool. "YARM" refers to "Yet Another Resource Manager".

In the last week, she has spoken with many in Germany about FOLIO, and there has been a change in recognition: lots of awareness of FOLIO now. Idea is to bring this interest together to help make FOLIO work for German universities.

Kirstin proposed getting together with German ERM experts to get them up to date on FOLIO and how they can work in FOLIO. Probably then organize a workshop to bring together folks to define what to be done next, and ensure that all are working on the items that have been defined in the SIG and aim to not duplicate other work that has already been done or planned.

She is nearly finished with contract with K-Int; they have a product owner (Owen Wilson) and UX/UI designer (Jill Osgood-Thorpe(?), with initial support from Filip to ensure development continues); funds are in place. Ready to start, just seeking feedback on this.

Kristen Wilson reported on GoKB status. GoKB is Global Open Knowledgebase, started in conjunction with KUALI/OLE; built as knowledgebase for OLE. Two Mellon grants provided support for this, through NC State. Served as proof-of-concept for creating a knowledgebase, identified challenges in creating such a knowledgebase. NC State felt they needed to locate a new institution to carry it forward; GVB and HBZ, two networks of German libraries, offered to take it forward. In the last year, they have had change-over in leadership, from NC State to GBV/HBZ. They have been reviewing and updating tools and German data. They recently got a grant to overhaul the UI design for GoKB, and hope to find additional resources to implement changes that come from that process.

Kirstin Kemner-Heek is working to ensure that GoKB will be a good and effective tool for using with ERM work they are working on.

Feb 20, kickoff for ERM discussion - UI contractors want to sit with four libraries, separately, Kiel where Felix Hammel is located, Rostock, and Research Center - Ulich, plus ZDB. They will meet in Feb to form the concept with the UI company. Information will go back to GoKB steering ctte, and will then determine next steps.

Virginia Martin asked about determining scope and process for development schedule. Kirstin Kemner-Heek said next step would be to determine what work needs to be done, and what existing documents need to be updated. Kirstin sees a sub-SIG works on ERM work, and then brings work and information back to RM SIG. Kirstin would like to be working in European time zones because of the short timeline right now, and would like to be moving forward as quickly as possible. She wants to see that we have something to show, and share, soon.

Kristen Wilson said that sounds good; just wants to be sure that there is connection with other subgroups and with RM SIG to ensure the groups are aware of what's happening in those groups. Ann-Marie Breaux (Deactivated) asked that new ERM subSIG have a FOLIO page to store docs as we move forward. Ann-Marie and Kirstin discussed the amount of time that one should expect to contribute to a subSIG. Kristin expressed concerns about how electronic resources are being represented in the system, and it's something that has been raised and addressed recently.

Ann-Marie Breaux (Deactivated) raised concern about needing development around ordering an electronic resource - what does that mean re bibliographic data, and need (or not) for an inventory record, and connection with the order itself. There's also a question about where the responsibility falls - eHoldings? ERM subSIG? Acquisitions? RM SIG? Somewhere else?

Next steps: If there are no more concerns, then Kirstin would like to try and get group together in Göttingen before Easter (April 1), if possible. Most important to see when people like Filip, K-Int, Owen, etc., are free. Seeking maybe 22-23 March, if possible, or else around 11 April, if not. Martina Tumulla said she'd start the wiki page and keep track of what has happened from there. The group is preparing to identify and name a convener for the subgroup; for the time being, Kirstin is filling that role.

Kristin Martin asked about updates from acquisition subgroup. Dennis Bridges had some questions to raise within the group. Some of this has been going on in Discuss, but there are a few things that he felt could benefit from the broader discussion within the SIG.

• With respect to adjustments in invoicing, like tax, or shipping, when they are prorated across multiple invoice lines, is it most likely that this is done based on the cost of each line, or on the quantity of each line, or equally across all lines? Any passionate opinion on this topic? Kristen Wilson and Virginia Martin both thought it should be proportional, though this isn't an area where they have specific experience. Ann Crowley said in chat "At Cornell we prorate based on value not quantity".
• Discounts? Are they kept track of as an adjustment?
• Regarding taxes, Ann-Marie Breaux (Deactivated) noted it's important to consider that print vs electronic resources are taxed at v different rates. But probably vendors should be covering this initially. But it's something worth keeping in mind.
• Work has been done on status, with regard to order - payment and receipt statuses, plus workflow statuses. Dennis Bridges read the list of statuses, he asks for feedback on these. Discussion on statuses and encumbrances/rollover issues ensued, then shifted to extensive discussion of tags and how they might be used.
• Madrid tag breakout session notes:  https://docs.google.com/document/d/1wQSF2oBQ_yiGZCRIZ4pxss65ldSz9WwGYv78vXWW5A4/edit?usp=sharing