MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: March 23, 1995 1:00 p.m. PLACE: King's College Library PRESENT: Linda Aiken DAL/LAW Mark Bartlett TUNS Susan Cameron StFX 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 Elaine Murray AST ==================================================== 1. Agenda Agenda approved with the following observation: Item 4, New Business: Peter Glenister suggested that future completion of the code tables follow the order recommended in the Acquisitions Management Guide. 2. Previous Minutes: Minutes of March 14, 1995 approved with the following query and caution: 3.1 Mapping of Order Types: It was noted that GLIS order types with the primary order type MEMBERSHIP have all been mapped so that they will bear the ADVANCE payment type MEM. The MEM payment type has a payment action value of "0", meaning that it will spend funds when the corresponding order is invoiced and the invoice is paid. Should any GLIS membership orders not involve invoicing, it will be necessary to change the corresponding ADVANCE payment order type to NOX on a per order basis after the migration. It might be advisable to compile a list of the orders requiring this attention prior to the migration. 3. Business Arising 3.1 Questions to Geac Project Manager David reviewed the recent e-mail messages forwarded to the Geac Project Manager, Phil Smith. Message ONE The NOVANET Acquisitions Subcommittee has completed the process of mapping existing GLIS order types to the order and payment types to be used in ADVANCE. GLIS ADVANCE Primary Secondary Order Payment Type Type Type Type __________ ___________ __________________ _______________ Open Back Issue BACK REG Prepaid Back Issue BACK PRE Regular Back Issue BACK REG Replacement Back Issue BACK REG Depository Comp. Prod. COMP DPY Open Comp. Prod. COMPER REG Regular Comp. Prod. COMP REG Subscription Comp. Prod. COMPER REG Checklist Continuation CONT DPY Comes With Continuation CONT WTH Depository Continuation CONT DPY Exchange Continuation CONT EXC Gift Continuation CONT NOX Mail List Continuation CONT NOX Membership Continuation CONT MEM Open Continuation CONT REG Prepaid Continuation CONT PRE Regular Continuation CONT REG Regular Map MAP REG Open Microform MFORMPER REG Prepaid Microform MFORM PRE Regular Microform MFORM REG Replacement Microform MFORM REG Membership Mixed MONOG MEM Regular Mixed MONOG REG Approval Monograph MONOG REG Checklist Monograph MONOG DPY Depository Monograph MONOG DPY Gift Monograph MONOG NOX Open Monograph MONOG REG Prepaid Monograph MONOG PRE Regular Monograph MONOG REG Replacement Monograph MONOG REG Comes With Mono Series MONOS WTH Gift Mono Series MONOS NOX Membership Mono Series MONOS MEM Open Mono Series MONOS REG Prepaid Mono Series MONOS PRE Regular Mono Series MONOS REG Regular Multi-Media OTHER REG Comes with Multi Part LLEAF WTH Open Multi Part LLEAF REG Regular Multi Part MONOG REG Open Multi Title MONOS REG Open Multi Volume MONOS REG Comes With Newspaper NEWS WTH Depository Newspaper NEWS DPY Exchange Newspaper NEWS EXC Gift Newspaper NEWS NOX Mail List Newspaper NEWS NOX Membership Newspaper NEWS MEM Open Newspaper NEWS REG Regular Newspaper NEWS REG Open Other OTHER REG Regular Other OTHER REG Unidentified Other DESID NOX Comes With Periodical PER WTH Depository Periodical PER DPY Exchange Periodical PER EXC Gift Periodical PER NOX Mail List Periodical PER NOX Membership Periodical PER MEM Open Periodical PER REG Prepaid Periodical PER PRE Regular Periodical PER REG Replacement Periodical PER REG Any GLIS order types not covered by the above mapping can be mapped to OTHER REG Additional ADVANCE Order Type Codes required are: NLET MFICHPER MFICH MFILMPER MFILM VIDEOPER VIDEO AUDIOPER AUDIO Novanet has chosen the following codes for PAYMENT TYPE CODE (PAYTP) CODE DESCRIPTION PAYMENT ACTION __________ _______________ __________ 1. DEP DEPOSIT ACCOUNT 1 2. DPY DEPOSITORY 2 3. EXC EXCHANGE 2 4. GIFT GIFT 2 5. MEM MEMBERSHIP 0 6. NOX NO EXPENSE 2 7. PRE PREPAYMENT 3 8. REG REGULAR PAYMENT 0 9. WTH COMES WITH 2 (( we wish any system supplied payment type codes to be removed )) If there is any more information required relating to the above please contact me. Message TWO The following are four (4) items that the NOVANET Acquisitions Subcommittee would like to clarify at this time. Each item represents a functional element that Novanet had previously identified as requiring in the Advance system. Along with the item is a summary of some of the responses we had received from Geac. For the most part we were informed that the functionality we requested would be available in Release 6.0. Could you review these items and inform us if the proposed additions have in fact taken place, and if we can expect to have these items available in Release 6.0. If not, what Release are they planned for, at what expected date. Item 1. The advance order file only supports ordering, receiving and invoicing by copy and not by volume. Novanet needs both. Novanet: Novanet Advisory Committee recommended on June 29, June 29/93 1993 that Geac "provide counts of volumes as well as titles in acquisitions". Also stated that " Geac must address and resolve the ... issue(s) either before a contract is signed or as part of Novanet's contract with them" Geac: Geac is planning to develop this feature for a July 9/93 future major enhancement of the acquisitions module. This feature is scheduled for inclusion in Advance Release 6.0 ( June 1994 ) Novanet: ESSENTIAL Oct. 4/93 We need a guarantee from Geac that it will be available. We need this feature from DAY ONE of implementation of Advance. Geac: Geac plans to include this feature in Advance Oct. 19/93 Release 6.0 (June 1994). Geac: The ability to order on both volume and copy will Feb. 28/94 be incorporated in Release 6.0 Geac: Volume and Copy order tracking (R6.2) [6.2 Dec. 94] Oct. 24/94 Item 2. Can a processing note or a cataloguing note be transferred to Cataloguing from Acquisitions? If not, can a processing slip be printed? Geac: Geac can set up the system so that processing and July 9/93 cataloguing notes will be transferred to Cataloguing from Acquisitions; the processing slip can also be printed. These requests can be accommodated through approximately three (3) days of custom programming. Geac requests information from Novanet regarding what information should be included on the slip, and in which format the Novanet Consortium would like these processing slips to be printed. Novanet: Requires three days of custom programming Oct. 4/93 High priority for Novanet that we have OPTION to print processing slips or to have processing notes display to cataloguing staff. Geac: Geac can set up the system so that processing and Oct. 19/93 cataloguing notes will be transferred to Cataloguing from Acquisitions; the processing slip can also be printed. These requests can be accommodated through approximately three (3) days of custom programming. Geac is now awaiting information from Novanet concerning what information should be included on the slip, and in which format the Novanet Consortium would like these processing slips to be printed. Geac: The ability for the agency to determine if Feb. 28/94 processing/work slips are required for printing will be available with Release 6.0 Geac: Processing/work slips (R6.2) [6.2 Dec. 94] Oct. 24/94 Item 3. Serial check-in must be limited to a given agency's serials; the system currently allows anyone to check-in serials at any agency. Novanet: Novanet Advisory Committee recommended on June 29, June 29/93 1993 that Geac "address to our satisfaction multi- agency deficiencies in serials check-in". Also stated that " Geac must address and resolve the ... issue(s) either before a contract is signed or as part of Novanet's contract with them" Geac: This feature is in development, for availability July 9/93 with Advance release 6.0 (June 1994). Novanet: TOP PRIORITY Oct. 4/93 ABSOLUTELY ESSENTIAL Geac must deliver on this one. Geac: This feature is in development for inclusion with Oct. 19/93 Advance Release 6.0 ( June 1994) Geac: The capability to limit receiving own agencies Feb. 28/94 materials in serials check-in will be available with Release 6.0 Geac: Agency qualifier for serials check-in (R6.2) [6.2 Oct. 24/94 Dec.94] Item 4. Can prediction patterns for a given serial be copied to another? This feature would simplify prediction patterns for the same serials held by different agencies. Novanet: Novanet Advisory Committee recommended on June 29, June 29/93 1993 that Geac "address to our satisfaction multi- agency deficiencies in serials check-in". Also stated that " Geac must address and resolve the ... issue(s) either before a contract is signed or as part of Novanet's contract with them" Geac: Geac can design a program that will enable July 9/93 prediction patterns for a given serial to be copied over to another. This feature can be made available through custom programming, which should take approximately five (5) days. Novanet: As both the question and the answer were unclear, Oct. 4/93 we sent a follow-up GEM to Geac. We are asking for flexibility in copying prediction patterns and also for copy specific prediction patterns and claim cycles. Geac: Geac can design a program that will enable Oct. 19/93 prediction patterns for a given serial to be copied over to another. This feature can be made available through custom programming. Geac: Question: Can prediction patterns be set by each Oct. 12/93 agency for each copy? Answer: Geac has identified that Novanet's requirements for copy specific publication patterns will also address the need to support multiple sets of publication patterns ... Geac can accommodate NOVANET's request, through custom programming in addition to the time already identified for copying publication patterns. The above requirements will take approximately twenty-eight (28) days. Geac: The ability for each agency to specify Feb. 28/94 publication/frequency patterns for copies set will be available in Release 6.0 Geac: Multiple Publication/frequency patterns (R6.5) [6.5 Oct. 24/94 June 95] Message THREE We have several questions relating to the transfer of GLIS acquisitions serial records: - What constitutes a serial for the transfer?? - Does every record in acquisitions for transfer to the serials module require that the serial flag be turned on, whether it was linked or not - The migration should 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. Does the format of the 020 or 022 matter?? ISN /022/####-#### ISN /022/######## * ISN ####-#### * ISN ######## * ( does it recognize an ISSN in the 020 ) Dalhousie/Killam, Saint Mary's, and TUNS have entered BCNs in the SOR field 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 during /after migration?? 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? - Are there separate levels of enumeration for each copy set? If not, whose enumeration is migrated? (( different agencies are using different enumerations )) Can we establish a hierarchy by agencies for the migration to follow?? - Will (and should) a cancelled serial transfer? - How will the Advance Serials Module handle acquisitions serials that are on the am table in BPS? e.g. multi-volume sets with a valid 930 field Does the as table have to be used to define a title as a serial in Advance? Message FOUR It was suggested that we clarify with the Geac project manager Advance's capabilities for automated ordering, claiming, and invoicing ( i.e. BISAC, EDI, and X12 serial invoices ). Can we have a list of Advance sites using these technologies? Do you have a current list of book and subscription vendors capable of interfacing with Advance? BISAC : Baker and Taylor, Midwest Library Services and Blackwell North America Inc. are able to accept fixed BISAC format for the transfer of electronic purchase orders. Any others? EDI: Advance has EDI with Baker & Taylor, any others? X12 Serials Invoices: Novanet needs invoice loaders for: B.H. Blackwell's Periodicals Division Faxon Readmore Canebsco Swets Are these vendors supplying X12 invoices to any current Advance sites? Message FIVE Please confirm what moves from GLIS to Advance. (( we are using the document "GLIS Migration to ADVANCE (GMA) Data Conversion Overview July 10, 1994 Release 2.0" [pages are dated July 10, 1993 ??] What choices, if any, do we have for the data that moves? 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. ************* Which, if any, of the following code tables require definition/redefinition prior to migration : Library Codes - transfers from GLIS ? - matches institution code ? Fund Structure Fiscal Profile - GMA Data Conversion Overview states, Fiscal profile tailored to site based on GLIS setup and answers to questions" -- what questions?? the parameters within the fiscal profile tables?? Fiscal Profile 2 Bill To Codes Ship To Codes 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?? Invoice Default Codes Claim Codes Claim Message Codes Since few of the 'canned messages' in GLIS were ever used we only wish to migrate the useful ones to Advance. The GLIS claim messages we wish to migrate are : MSG2, MSG7, MSG8, MSG10, MSG11, MSG16, MSG17, MSG23, MSG24, MSG25, MSG26, MSG27, MSG28 ********************** GLIS Staff File 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 all these names. Novanet does not wish to transfer any expired names, or any names with a security level of "0". 3.1.1 In reviewing the questions to the Geac Project Manager the following observations were made: - Based on a recent conversation with Scott, the chair doubts that volume tracking will soon be a part of this system. Ways to address this were discussed. It was suggested that we could use one of the library-definable bibliographic fields to carry volume (or 'pieces') information. Editing of the field could be required at time of receipt and customized programs would have to be developed to extract volume statistics. This method might not be workable for 'open orders' with multiple receipts. Living without volume statistics is a real possibility. Every system has it strengths and weaknesses; and every service offered by one is not necessarily going to be available in another. Experience has shown that staff and faculty can and do adapt to new reports and reporting mechanisms. - The system does not appear to restrict check-in to an agencies own copy-set record. Neither does GLIS currently restrict a cataloguing staff member (who has privileges to revise a 930) from revising any agency's 930. This is a matter of acquisitions/serials staff exercising caution when performing check-in duties. - The request to have multiple frequency patterns is also being raised at the ADVANCE Users Group level. Their request springs from the desire to have multiple patterns associated with the one bibliographic record in order to handle multiple formats. [ a discussion of the role of the Users Group in defining Geac's enhancement priorities took place. ] - It would appear that the current 930 summary holding will not become part of the new copy-set record associated with the serial title. The existing summary holding will, however, be included as part of the full bibliographic record for displaying in the OPAC. Presumably any special notes, such as "Shelved Under" notes, will be found here? ** To date we have not had any responses to our e-mail messages. ** 3.2 Customization request to Novanet David reviewed the following memo that he sent to Ron MacDonald, Penny Marshall, and Scott Nickerson requesting that arrangements be made with Geac to provide for unique PO numbers by agency: =================================================================== Date: March 21, 1995 To: Ron MacDonald, Acting Executive Director, Novanet From: David Manning, Chair, Novanet Acquisitions Subcommittee Re: Custom Programming Request for Geac Advance =================================================================== During its evaluations of the various vendor systems, the Novanet Acquisitions Subcommittee identified the following element as a functional requirement of the next system : "Each agency (in the Novanet consortium) requires the ability to provide agency-specific purchase order ranges." This feature is present in the GLIS system due to Novanet's request for custom programming at the time we established our first contract with Geac. Having a unique purchase order is of great assistance in identifying whether a shipment is in fact for the library as opposed to some other destination on campus. This is the case for campuses with only one library but is even more important for distinguishing shipments on a campus with multiple libraries. Requests for such clarification come from other parts of our campuses and are frequent as many small suppliers will ship to the main university address and then it is anyone's guess who ordered the item. Our easily identifiable purchase order number ranges have been quickly learned by our sister departments. Also, as so many of the Novanet sites order their materials from the same vendors, usually on the same style form, it has been a useful double check for the vendor to be able to identify the ordering library by its unique purchase order number. This has eliminated billing problems caused when items from another Novanet site appear on an agency's invoice. We would therefore like to retain this feature. Geac has answered our request by stating that they "can accommodate this request, through five (5) days of custom programming". We feel that the additional expense involved would be justified, and request that the matter be pursued with Geac on our behalf. cc. Penny Marshall, Chair, Novanet Executive Committee Scott Nickerson, Advance Implementation Manager ================================================================= 3.3 Internet Access to ADVANCE Telnet access to the ADVANCE system is now available. The telnet address is: mars.novanet.dal.ca or mars.novanet.ns.ca The login and password were distributed to the subcommittee. Members were encouraged to try using the system but were cautioned that full privileges were in place and changes to code tables/setups should be avoided. 4. New Business 4.1 Fiscal Profile and Fiscal Profile2 The subcommittee turned its attention to setting the parameters within the two fiscal profile tables as found on pages 4-22 through 4-29 of the Geac Acquisitions Management Guide. The following decisions were made: Fields [Fiscal Profile] 1. Tax %age to apply at order time 0.00 2. Acceptable PO percentage variance 50 3. Apply funds as percentage? (1=yes) 1 4. Barcode monograph receipts?(1=yes) 0 5. Default purchase order format code? BOOKPO 6. Are ACQ MARC records edit checked?(1=yes) 1 7. Are ACQ Bib records discarded?(1=yes) 0 8. Workfile prefix for discarded records? BDS 9. Allow system to autogenerate claims?(1=yes) 0 10. Maximum order amount to allow? 500.00 11. Generate one claim for all locations?(1=yes) [empty] 12. Default for 'TRANSFER' to Catalogue?(1=yes) 1 13. Display LIBRARY CODE on index browses?(1=yes) 1 14. Allow negative BUDGET amounts in Funds?(1=yes) 0 15. Encumber vs. funds with insufficient monies? 0 Fields [Fiscal Profile2] 1. Allow multi-LIBRARY year ends?(1=yes) 0 2. Restrict vendor usage to VENDOR LIBRARY?(1=yes) 1 3. Allow inconsistent vendors?(1=yes) 1 4. Default REPORT CODE at time of receipt LCLO 5. Prompt when Exit option is used on changed item? 1 6. Allow LIBRARY mismatch btn order & invoice(1=yes) 0 5. Other Business [ The items on the agenda under 'Other Business' were deferred to the next meeting as we ran out of time.] 6. Next meeting scheduled for Thursday, March 30, 1995 1:00 p.m. at King's College Library. [ It was decided to begin having our meetings in the Novanet Training Room when it is available. ] Adjournment