Acquisitions/Serials User Group: Fall 2005

1. Welcome by convener -Julie Blake (SCS)
   
   
2. Recorder - Victoria Peters, MSU Mankato
   
   
3. Approval of Spring Minutes - April 26, 2005
   • VP moved to accept minutes as distributed, BS seconded.
   • Motion passed unanimously
     
     
4. Serials Chair needed - Leah Anderson (TRC), Acq/Serials co-chair, is no longer working in Serials. This would be to finish out her one year term (2006)
   • Chair convenes meeting, sets agenda and attends User Council.
   • User Council meets 6 times per year.
   • After considerable delay, V. Peters reluctantly offered to serve. Her offer was questioned by S. Hoffbeck. VP reassured that she served in serials capacity. Other questions arose about VP serving as MnLink chair already. Decided to defer decision and solicit nominee from those who did NOT attend this user group session. Submit nominations to Julie Blake.
     
     
5. PALS Report Q & A - Dee Nolan
   PALS report on Web site includes following topics
   1. Books in Print download
   2. EDI testing with Baker and Taylor, Midwest Library Service, and Blackwell's Book Services
   3. 13 Digit ISBN
   4. Workflow for New Titles List
      
      
   Questions answered by L. Richter, C. Kolbinger and D. Domek
   • ISBN13 dual searching due in Aleph v.18
   • Ebsco EDI renewal invoices create many error reports and this reduces the time savings feature if we must manually correct these line by line. What can be done to improve quality?
     
     
6. NAAUG Enhancements & Voting - Dee Nolan (PALS)
   • Ex Libris and NAAUG reached agreement to accept all enhancement requests on ballot for v. 19. Point totals were 129 which exceeded the allocation of 120 by only 9 points. NAAUG agreed to "borrow" 9 points from v.20 enhancement review process (leaving 111 points to vote on in 2006).
     
     
7. Requests for future NAAUG Enhancements
   • Duplicate checking upon entering orders is high priority
   • Delete files out of task manager where reports pile up and it is hard to find the one you want. Some discussion of the remote server lists which cannot be deleted and local files on your PC which can be deleted.
   • L. Richter reminded that enhancements not accepted on the ballot for this version will be reviewed in the v.20 process.
   • Claim letters should be created in list format per vendor so that multiple orders can be claimed on single letter.
   • Notify recommender function should be developed to allow email notification to be send upon arrival without using "create hold" process through circulation.
   • Reports should print with the name of the person who submitted it.
   • Budget summary report should include option to open in matrix format, but without expanding the hierarchy (subordinate funds repeating under parent fund and also listed separately).
   • Allow defaults to be set on all order form note types (library, vendor, quantity and price notes)
   • Allow default to be set for object code on the invoice line item
   • Ask Dee Nolan to check these requests against v.17 functionality and have her report back to the group
     
     
8. Brainstorming ideas of breakout sessions for next User Group meeting
   • Best practices
   • Student worker manuals
   • Designing budget codes to make sense
   • Statistics: what we need, what to keep, how to do it
   • Removing paper issues - how are other libraries doing this in light of ejournal and aggregator packages?
   • Access database for direct renewals
   • Using a Blog for subgroup communication
   • Using a Wiki to display and update Aleph workflow options and procedures for all libraries to share.
   • Send suggestions to chairs before User Council in Feb 2006
     
     
9. Strategies that libraries use for tracking electronic resource package titles and their renewals (idea sharing)
   • Some libraries use MS Outlook tasks to remind for renewals
   • Minitex packages have 18 month renewals which complicates the process with partial year components for mid-renewal upgrades.
     
     
10. Other/Adjourn
    

1. Welcome by convener -Julie Blake (SCS)
   
   
2. Recorder -
   
   
3. Approval of Spring Minutes - April 26, 2005
   
   
4. Serials Chair needed - Leah Anderson (TRC), Acq/Serials co-chair, is no longer working in Serials. This would be to finish out her one year term (2006)
   
   
5. PALS Report Q & A - Dee Nolan
   
   
6. NAAUG Enhancements & Voting - Dee Nolan (PALS)
   
   
7. Requests for future NAAUG Enhancements
   • Duplicate checking upon entering orders
   • Delete things out of task manager (those reports pile up and it is hard to find the one you want)
   • Others?
     
     
8. Brainstorming ideas of breakout sessions for next User Group meeting
   
   
9. Strategies libraries use for tracking electronic resource package title and their renewals (idea sharing)
   
   
10. Other/Adjourn
    
    

6. Enhancements & Voting
   • The final NAAUG Enhancements for 2005-2006 Version 19 have been posted.
   • There are a total of 15 proposed enhancements: three each for Acquisition/Serials, Cataloging/Authorities, Circulation/Reserves, OPAC, and Systems/Administration.
   • You will notice that Ex Libris has assigned development weights to each proposed enhancement. Ex Libris has agreed to do 120 development weights for Version 19, due out in January of 2007. Each of the two server sites for MnLINK is allowed 100 votes for a total of 200 votes.
   • The MnPALS User Groups will submit their recommendations to the chairs of the MnLINK subsystem user groups.
   • The MnLINK User Groups will meet on October 31 to discuss the enhancements. They will submit recommendations to the ILS Operations Committee and the Policy Advisory Council. The ILS Operations Committee and the Policy Advisory Council will meet the beginning of November to decide where to place our 200 votes.
   • The 200 votes can be distributed to many of the enhancements or only a few. Those votes must be submitted to the NAAUG chairs by November 15. The votes are then tallied and submitted to Ex Libris for Version 19.
   • There are two enhancements under Cataloging that may be of interest to Acquisitions/Serials as well. One is the Item Client being able to filter and sort the items list by several different filters. The other is being able to do a batch delete of items.
     
     
   Action: Each individual subsystem group should review their 3 enhancements and discuss them. It is also a good idea to be aware of the enhancement requests from other subsystems as that enhancement may also be beneficial in your area. After discussion, a motion or recommendation from your subsystem group should be made and forwarded to the MnLINK meetings on October 31.
   
   
8. Future Breakout Sessions
   • This agenda item came from User Council.
   • The User Council would like to see the MnPALS User Groups as an opportunity to discuss software issues as well as other issues related to functional areas.
   • These breakout sessions could be planned for just a particular subsystem meeting or if it is something other people would be interested in it could be scheduled as a separate breakout session.
   • By discussing it now, people would have time to plan for the next user group meeting in April.
     
     
   Action: The group should discuss possible ideas for breakout sessions either for everyone or just that particular subsystem. Volunteers to do these breakout sessions would also be needed. It may be necessary to form a task group to work on this.