ULMS Fulfillment : 2018-05-23 Meeting notes

• CSU+ Overdue and Lost Loan Profile
  • Instructions have been added to the wiki under Workflows.  The Resource Sharing group also posted their version (which is very similar to our version) to the RS wiki.
• Analytics Documents
  • A new section for Analytics documentation was created that includes sections for Best Practices for Analytics Shared Reports and How to Find the CalState Fulfillment Folders.
  • Each document links to the other.  The broken links will be updated and information will be clarified.
  • This will be shown at our Open Meeting next week.

• The Data Visualization Task Force is working on preparing the dashboard.
• A proof of concept will be presented at the CO summer meeting/training.  

• Christine sent the group the appointment dates for the FFC since some committee members were unsure if their term was ending in 2018 or 2019.
• Nominees for new members have been submitted to the Coordinating Committee.  A new chair, vice chair and member will be selected soon.
• The new chair will be tasked with helping the group determine presenters for the Summer CO training.  Christine will help get him/her up to speed.
• If possible, we can use the June Open Forum to introduce the new group.

• Nominees to the Coordinating Committee
• New FFC should be formed soon, including chairs and vice chairs

• Training given by ExLibris:
  • Lost Loan Profile
  • Fulfillment house cleaning:  patron purge, fines/fees purge, etc.
• Training given by FFC
  • Terms of Use
  • Best practices for lost, missing and searching items
• ExLibris needs specific examples of scenarios to cover in the training.  Topics should be as detailed as possible and include real-life scenarios.
• Christine will create a google doc to collect scenarios.  We will announce the document at the next Open Forum and send to the Access Services listserv after the meeting.

• Christine shared the spreadsheet of ideas that were gathered from the FFC and the Access Services Group.
• We discussed and a few more ideas were added.
• Christine will send the spreadsheet to Nikki today and request that the group let us know if more detail is needed on any of the items.

• The next Open Forum is scheduled for May 30th from 10am - 11am.
• Tentative agenda:
  • ELUNA Experiences – FFC members who went to ELUNA will share their experience and all others have been invited/encouraged to share.
  • Summer Training – Introduce topics for summer training and ask for specific scenarios.
  • Review changes to Fulfillment wiki – Analytics section, Overdue and Lost Loan Profile Information
  • Review Mallory's email about the ExLibris' response to issues 

• There have been no suggestions submitted.

What's making you crazy this week? 

What's working particularly well?

• Lost Loan Profile loan statuses selection
  • Including "claimed returned" will change those items to lost, which could be before searching ends.
  • ExLibris recommends caution when selecting loan statuses and recommends selecting none or all except "lost".  The group would add "claimed returned" to the exceptions if necessary.
  • All items can be manually marked lost in the patron record at any time.
• Mallory is reviewing CSU+ data and filing cases as needed.  She will include campus contacts in the case so they are aware.
• As you work with Alma, jot down ideas and/or frustrations to bring up with ExLibris.
• The patron load at Fresno is not working properly after the PeopleSoft split.  Christine reports the number of patrons updated has dropped significantly which is causing due date issues.  She is working with IT and believes it is due to the changes they have made in the script.
  • SJSU has not gone through the split.
  • CSULA has split and is seeing file deletion issues.  They have a workaround and hope the issue will be fixed this week.
  • CSULB went through the split earlier this week and sees no issues.
  • CSUDH has split and will use the new server in June.
  • SFSU has split and is seeing issues not related to the split.
• Course Reserves end of year processing
  • The course end date is pushed to the reading list end date and the item due back date at the time the reading list is created and items added.
    • Updating the course date does not push through again once changed.  Each reading list and item must be updated manually.
    • Removing the item from the reading list before adding items keeps the due back date from being populated.
    • Deactivating the restore job nullifies the due back date since a restore request will not be placed on the item.
    • Cathe is testing the Course Restricted parameter to see how items will show in Primo once the course end date has passed.  She will share her findings with the group.
    • The documentation created by the Reserves taskforce is buried on the wiki.  FCC will work on updating the documentation and add it to our workflows.