MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: March 9, 1995 1:00 p.m. PLACE: King's College Library PRESENT: Linda Aiken DAL/LAW Mark Bartlett TUNS Paulette Drisdelle King's Gail Fraser DAL/WKK Peter Glenister MSVU Mary MacDonald DAL/WKK Kevin MacNeil StFX Louise Mader DAL/KIL David Manning SMU (chair) Alison McNair DAL/KIL Michele Sullivan MSVU Terri Winchcombe TUNS REGRETS: Ilga Leja NSCAD ================================================================= 1. Agenda Agenda approved as distributed. 2. Previous Minutes: Minutes of February 24, 1995 approved. 3. Business Arising 3.1 Site Training It was noted that subcommittee members would be responsible for booking the Novanet training room should they wish to use it for training, and would coordinate any joint training initiatives amongst themselves. 3.2 Code/Control Tables, Parameters The following code tables were identified as being those requiring definition prior to migration. First Priority Order Type Codes - require mapping from GLIS codes Payment Method Codes - linked to Order Type Codes Second Priority Library Codes - transfers from GLIS - matches institution code Fund Structure Fiscal Profile - this is where many of the acq. module's parameters are set Fiscal Profile 2 Third Priority Bill To Codes Ship To Codes Location Codes Invoice Default Codes Claim Codes Claim Message Codes Final Priority All remaining codes in the order shown on pages 4-2,4-3 of the Acquisitions Management Guide. 3.3 Order Type Definition The following libraries have submitted their GLIS order types : AST, KELLOGG, KILLAM, KING'S, LAW, MSVU, NSCAD, SMU, STFX, TUNS Existing order types have been identified as : Approval Monograph Checklist Continuation Checklist Monograph Comes With Continuation Comes With Mono Series Comes With Newspaper Comes With Periodical Comes With Multi-part Depository Comp. Prod. Depository Continuation Depository Monograph Depository Newspaper Depository Periodical Exchange Continuation Exchange Newspaper Exchange Periodical Gift Continuation Gift Monograph Gift Mono Series Gift Newspaper Gift Periodical Mail List Continuation Mail List Newspaper Mail List Periodical Membership Continuation Membership Mixed Membership Mono Series Membership Newspaper Membership Periodical Open Back Issue Open Comp. Prod. Open Continuation Open Microform Open Monograph Open Mono Series Open Multi-part Open Multi Title Open Multi Volume Open Other Open Newspaper Open Periodical Prepaid Back Issue Prepaid Continuation Prepaid Microform Prepaid Monograph Prepaid Mono Series Prepaid Periodical Regular Back Issue Regular Comp. Prod. Regular Continuation Regular Map Regular Microform Regular Mixed Regular Monograph Regular Multi-part Regular Multi-media Regular Newspaper Regular Other Regular Periodical Replacement Back Issue Replacement Microform Replacement Monograph Replacement Periodical Subscription Comp. Prod. Unidentified Other It will now be the committee's task to map the GLIS codes to new Advance codes. Whereas GLIS provided for a primary (how) order type and a secondary (what) order type, Advance employs a single order type but introduces a corresponding code, the Payment Type code. Thus the one order type MONOGRAPH could be used for monographs received under four different conditions; 1) regular invoice , 2) deposit account, 3) free, and 4) prepaid by associating the corresponding payment type code with the order. It was agreed that the order types would be regrouped by secondary order type, and we would begin the process of assigning new codes at the next meeting. Regrouped the GLIS order types are as follows: Open Back Issue Prepaid Back Issue Regular Back Issue Replacement Back Issue Depository Comp. Prod. Open Comp. Prod. Regular Comp. Prod. Subscription Comp. Prod. Checklist Continuation Comes With Continuation Depository Continuation Exchange Continuation Gift Continuation Mail List Continuation Membership Continuation Open Continuation Prepaid Continuation Regular Continuation Regular Map Open Microform Prepaid Microform Regular Microform Replacement Microform Membership Mixed Regular Mixed Approval Monograph Checklist Monograph Depository Monograph Gift Monograph Open Monograph Prepaid Monograph Regular Monograph Replacement Monograph Comes With Mono Series Gift Mono Series Membership Mono Series Open Mono Series Prepaid Mono Series Regular Multi-Media Comes with Multi Part Open Multi Part Regular Multi Part Open Multi Title Open Multi Volume Comes With Newspaper Depository Newspaper Exchange Newspaper Gift Newspaper Mail List Newspaper Membership Newspaper Open Newspaper Regular Newspaper Open Other Regular Other Unidentified Other Comes with Periodical Depository Periodical Exchange Periodical Gift Periodical Mail List Periodical Membership Periodical Open Periodical Prepaid Periodical Regular Periodical Replacement Periodical We will also have to associate a corresponding Payment Type code for each GLIS order type. (( Both order type and payment type fields are present on each acquisition order record.)) 4. New Business 4.1 Discussion took place concerning when regular Internet access to the test Advance database would be available. Scott is away until the 17th of March and this matter may have to wait until he returns. 4.2 David, assisted by Alison and Peter, gave a brief oral report on the parameterization training. It was emphasized that the intent of this training was to cover the various set-up codes for each of the 6 modules in Advance. 4.3 It was pointed out that since serials check-in resides in the Cataloguing Module it is not necessary to have the title in the Acquisitions Module. This can be useful for gift titles, and for collections, such as government documents and corporate reports, which are usually not ordered through acquisitions departments. 4.4 Staff file use in GLIS In GLIS the staff file is also used to store valid names for use in the requestor, selector, and notify fields on the MSC screen. Advance allows one to enter free text in the requestor field which is retrievable for reports. Any unexpired names (whether faculty or staff) in the staff module will transfer into GLIS as staff names and Advance will create IDs and passwords. Therefore it is not Novanet's intent to transfer these names. Faculty should be set to a security level of "0". Staff should be set to either "3" or "5". We will ask Geac to not transfer the names with the "0" level. 4.5 Claim Messages Claim messages will migrate from GLIS to Advance. Since few of the 'canned messages' were ever used we should only migrate the valid messages and create useful ones in Advance. Subcommittee members are asked to poll their staffs and supply the chair with a list of the claim messages to be transferred. WE ARE BEING CAREFUL WITH THE CODES THAT WE TRANSFER INTO ADVANCE, BECAUSE ONCE WE START USING THE MODULE WE WILL NOT BE ABLE TO DELETE ANY CODES 4.6 Subcommittee members briefly discussed what they would like to see transferred, if we have input. - We would like to retain all our invoices. - We would like to retain the last 12 months of cancelled orders. - We do not wish to transfer any inactive funds. 4.7 Several questions relating to the transfer of serial records were raised and require clarification. - Any record in acquisitions for transfer to the serials module requires that the serial flag be turned on, whether it was linked or not - the migration will consult the SOURCE field on the BIB screen for the BCN number of the record we wish to attach to. This field has been formatted BCN:###### , and bears the MARC tag 504 in the GLIS Acquisitions module. Therefore, our order of priority for matching is 504 (where there is a number in the format BCN:######), 1002, 020 or 022. Dalhousie/Killam, Saint Mary's, and TUNS have entered BCNs and are dependent on this field being consulted. (Libraries who attached to BPS records when loading their serials into the GLIS Acquisitions module will have a 1002 tag in place for matching purposes.) - what happens to the 930 holdings summary in BPS?? we have not used the HLD field in GLIS acquisitions, which reads as the 930 tag in GLIS acquisitions. We want to retain the 930 summary that currently exists in BPS as our summary holding in Advance. - will GLIS check-in records be used to create a holdings record? - we don't want this - do Advance check-in records automatically summarize into the holdings field? 4.8 Location Codes Location Codes exist in GLIS on the Location Screen. They currently match existing codes in CIRC and BPS which are being mapped to new codes. Will the CIRC/BPS mapping resolve any transfer problems that could occur when acquisitions records with these 'old' codes come into the Advance database. Or do we need to do any mapping of our own?? 4.9 Novanet sites that have not as yet placed "Open Orders" on the system were advised to wait for Advance. 5. Next meeting scheduled for Tuesday, March 14, 1995 1:00 p.m. at King's College Library. Subsequent meetings tentatively scheduled for Thursday, March 23; Thursday, March 30; and Thursday, April 13; same time and place. 6. Adjournment