2022-05-05 E-Resources Meeting Minutes

Owned by Aura Hill
Last updated: Sept 30, 2022 by Lauren Rupert
4 min read

Attendees

  • Leigh Cunningham (Chair), St. Lawrence College

  • Carol McNabb, Georgian College

  • Chris Woodley, Conestoga College

  • Cindy Rigg, Niagara College

  • Nicole Morgan, OCLS

  • Joanne Qin, St. Clair College

  • Laura Holton, Fanshawe College

  • Lindsay Bontje, Humber College

  • Mary Anne Reinhard, Algonquin

  • Aura Hill, PMO

  • Liana Giovando, PMO

  • Lauren Rupert, PMO (Guest)

Regrets

  • Sarah Gillard, George Brown

  • Cheryl Wardell, Fleming College

Action Items

@Liana Giovando to ask Ex Libris to train on building the MARC records in cases where it’s required.
UPDATE: For colleges with independent resources that are not in CZ, still looking at different ways to create/generate those records.
@Mary Anne Reinhard (Unlicensed)@Nicole Morgan will test ERM Workflow process.
@Chris Woodley to post question in Basecamp: when using downloaded list of collections, why does sometimes something looks not activated but it actually has been activated?
@Chris Woodley will update the Testing Collection Entitlement/Verification Confluence page to cover not “activated/activated” issue and add the tip about searching the asterisk to see everything in the IZ.

Discussion Items

Welcome new member, Cindy Rigg from Niagara College!

Cindy is welcomed by the subcommittee as it’s newest member. Niagara College is joining the consortium with a later implementation date in spring 2023.

Subcommittee Chair Update (items from ISC)

  • https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CIS/pages/311656449 was approved by the ISC last Thursday.

  • SAD Subcommittee’s https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/362643457/Briefing+Note+NN+-+SIS+Integration+Decisions+for+Improved+Analytics was approved today.

  • TCPR Subcommittee is preparing a final recommendation for brand name/logo. It will approved by ISC and then rolled out. New training content is coming soon from Training Working Group.

  • Met/Cat Subcommittee is working on revising minimum standards, starting with streaming video format.

  • The Leganto Demo is tomorrow at 11am. It is Ex Libris' course reserves product; the presentation is by Seneca. The presentation will be recorded and posted on Confluence.

  • Regarding EDS plug-in discussion on e-resources listserv, there will be a short informational memo regarding this going out soon.

  • As colleges have indicated a need for more named users in Alma, a communication to college liaisons requesting their ideal number of named users will be sent out from PMO to get an idea of the total users needed.

  • Lauren Rupert is joining to support Aura and Liana with PMO tasks like minutes, training, etc.

Review Consortial ERM Workflow (Nicole’s email from April 26th at 3:45pm)

 

Nicole walks through workflow of CLSP Consortial ERM Model document.

If the college is not doing purchase order or invoices in Alma, that is fine. Also, if keeping acquisitions data outside of Alma, the college does not need to create funds.

OCLS will push the vendor and license records out to the IZ. The records should show automatically in the IZ, but the process still needs to be tested. Also, it is important to note in the workflow that colleges do not activate the acquisition, OCLS does the activation.

The full amount of invoices from deposit account may need to be broken up against individual database purchases to avoid duplication.

ACTION ITEM: Mary Anne and Nicole will test ERM Workflow process.

Next steps, Nicole will incorporate feedback, do test with vendors and then circulate to colleges. The goal is to finalize this process before Alma configuration freeze (June 28).

Complete Part 4 of Testing Guide

Once OCLS has e-resources ready for testing by the college in mid-May in terms of proxy access and linking parameters, then the following subpages will be published. There may still be larger issues that still need to be addressed but OCLS is trying to resolve them as well.

Review draft Testing Collection Entitlement/Verification Page

  • Provides guidance on how to check for list of collections the college is entitled to and what to do if issues are discovered. The subcommittee provided feedback and Chris will update the instructions. There may be an issue with databases with portfolios.

  • Carol recommends to go through list, make sure items that say activated are tested to ensure they are activated properly. If it’s not activated and should be, then check if it’s really not activated.

ACTION ITEMS:

  • Chris to post question in Basecamp: when using downloaded list of collections, why does sometimes something looks not activated but it actually has been activated?

  • Chris will update the Confluence page to cover not “activated/activated” issue and add the tip about searching the asterisk to see everything in the IZ.

Review draft Testing Links in Primo VE Page

  • The subcommittee is fine with this page and it is ready to launch when needed.

Select “Channel” for communicating e-Resource collection-level issues (what do do when you do find an issue)

Nicole asked the subcommittee members how they would like to report issues to OCLS. The channel could just be email, but it could be something else, such as a shared doc in Basecamp. It should be something easy for the colleges to use. There could be an interim solution, but eventually there will need to be a long-term solution. It would be useful to have something that is viewable by all colleges to see similar/known issues.

Any other Business? (AoB) - None