MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: March 30, 1995 1:00 p.m. PLACE: King's College Library PRESENT: Linda Aiken DAL/LAW Mark Bartlett TUNS Susan Cameron SFX Paulette Drisdelle King's Gail Fraser DAL/WKK Peter Glenister MSVU Kevin MacNeil SFX David Manning SMU (chair) Alison McNair DAL/KIL Michele Sullivan MSVU Terri Winchcombe TUNS REGRETS: Ilga Leja NSCAD Mary MacDonald DAL/WKK Louise Mader DAL/KIL Elaine Murray AST ==================================================== 1. Agenda approved. 2. Minutes of March 23, 1995 approved. 3. Business Arising There were no issues arising from previous meetings/minutes that needed to be addressed at this meeting. 4. New Business During recent meetings, the New Business portion of the agenda has been set aside for evaluation and completion of the Setup Tables for ADVANCE. Subcommittee members wondered if it would be advisable to forward these decisions to the Geac Project Manager so he could be better advised of our desired setup for the ADVANCE system. Scott's advice and counsel would be sought in this matter. 4.1 Setup Tables The following setup tables were covered this week: 4.1.1 Bill To Codes [Acq.Manag.Guide pg.4-4] It was the general opinion of the subcommittee that the Novanet agencies would not use a Bill To address. [ a Bill To code can be entered as a default in Field 3 of the Library Code setup table; however, if the field is left empty, the system will not use billing information. see AMG pg. 4-56 ] We will have to wait for the test migration to determine whether our GLIS Ship To address also mapped to the Bill To setup table. 4.1.2 Ship To Codes [Acq.Manag.Guide pg.4-92] The GLIS Ship To addresses (and their matching GLIS codes) should migrate to this table. Novanet sites not currently using GLIS should define their Ship To address(es) now for quick inputting once we go live with ADVANCE. 4.1.3 Library Codes [Acq.Manag.Guide pg.4-54] The GLIS agency codes should become the ADVANCE Library Codes. A default Ship To code for each Library Code will have to be added to this table after migration. 4.1.4 Fund Structure [Acq.Manag.Guide pg.4-35] The existing GLIS fund has 14 characters. ADVANCE allows for 18 characters. Novanet would like to add 2 characters to the GLIS equivalent of Division 1, and 2 characters to Division 6 to bring our existing funds up to the 18 character limit. Therefore we want six divisions of three characters each. FUND FORMAT : ###-###-###-###-###-### DIVISION DESCRIPTION LENGTH PAGE TOTAL 1 AGENCY 3 Y Y 2 BUDGET 3 Y Y 3 FACULTY 3 Y Y 4 FUND 3 Y Y 5 FORMAT 3 Y Y 6 SUBFORMAT 3 Y Y Instead of the current single letter agency designation, the subcommittee is recommending use of a three letter designation for agency, e.g. KIL for K, AST for A. The chair will refer these changes to Phil Smith, the Geac Project Manager, to see if they can be accommodated during the migration. It was pointed out that the existing descriptions are meaningful to some agencies and useless to others. [ We could adopt a more generic description such as: AGENCY, DIVISION 2, DIVISION 3, DIVISION 4, DIVISION 5, DIVISION 6 This would allow each site to interpret its budget reports based on the actual codes entered in the divisions without being mislead by an inappropriate description. ] 4.1.5 Location Codes [Acq.Manag.Guide pg.4-57] The Location Code in GLIS acquisitions was the GLIS Book Location Code e.g. GEN.,REF=. When an acquisition record transferred into the catalogue both the agency and book location would display, e.g. SMU /GEN. -- On Order The Location Code in ADVANCE likewise defines the ordering location. However, as well as the ADVANCE Institution Code; the Sublocation Code, Collection Code, and Call # Prefix can also be displayed (or not). Location Codes in the acquisitions module can also have default values for Fund and Ship To Code. The subcommittee is uncertain what values will transfer to this table during the migration from GLIS, and consequently what values will appear in the catalogue for all those outstanding acquisitions orders. ADVANCE will not have a location GEN> for instance. Will the mapping done by BPS and CIRC take care of this, or should the Acquisitions Subcommittee have done mapping of its own? This question was asked of the Geac Project Manager on March 21st and we are still waiting for a reply. The subcommittee is considering posting this question to the Advanc-L list. We may have to set this table up from scratch after the migration. The subcommittee suggests using meaningful codes such as LAWGEN, SMUREF. Sites should be thinking about how they want to display ordering locations in ADVANCE since more choices are available than were available in GLIS. 4.1.6 Payment Method Codes [Acq.Manag.Guide pg.4-68] The subcommittee agreed on the following Payment Method Codes: Code Description 1 CASH Cash 2 CERT Certified Check 3 CHK Check 4 DRA Bank Draft 5 MO Money Order 6 NOX No Expense 7 OTH Other 4.1.7 Invoice Default Codes [Acq.Manag.Guide pg.4-43] Each Novanet agency can define the invoice defaults that will apply to their agency's invoices. This is the table where these defaults are declared. Each agency can define these values after the migration. { The setup tables will eventually only be accessible by Novanet staff. During the implementation period we may meet as a committee in the Training Room and enter the values for our respective agencies. Therefore, agencies should be making decisions regarding the tables that are agency specific so that they are prepared to enter their data when the time comes. } 4.1.8 Fund Period Codes [Acq.Manag.Guide pg.4-30] The subcommittee decided that since we are sharing a common year end, we would use the default fund period, DFLT, instead of each agency defining when snap shots of the funds would be taken. It was further decided to only take 12 snap shots each year; that is, one per month. The start and end dates in this table would coincide with the first and last date of the fiscal year. 4.1.9 Year End Processing Codes [Acq.Manag.Guide pg.4-112] As we are sharing a common year end, we will be using DFLT as the Year End Processing Code. Our Field Options for this fiscal year would read: : DFLT --------------------------------------------------- 1. Description : DEFAULT YEAR END 2. Current fiscal year : 1996 3. Prior fiscal year : 1995 4. Carry forward unspent balance in funds?(1=yes): 0 5. Date that year end processing will be run? : 31 MAR 1996 6. Year end date : 31 MAR 1996 Scott, of course, may amend #5 depending on the day that he decides to run the year end. 4.1.10 Purchase Order Number [Acq.Manag.Guide pg.4-83] ADVANCE allows us to declare the Next Purchase Order #. Should agency-specific purchase order number ranges not be in place by the time we go live we wish to start with the number 9500000001. Should the agency-specific ranges be in place, we wish to retain this feature if possible or at least have the existing condition where the sequence starts anew for each agency at the beginning of a calendar year. Also, we wish to retain the current PO structure, namely: year / three-digit numerical identifier / five-digit number 95 005 00312 We are aware that once out of GLIS the three- digit numerical identifier will have no further meaning, but our vendors are now used to seeing it. As well, many vendors and publishers are setup to only accept PO numbers that are numerical. 5. Other Business 5.1 Year-end date The date for year-end is Monday, April 3. The last cheque run is scheduled for March 30. Automatic completion, which should have run on March 27, was moved to March 31. 5.2 Serials check-in during freeze The committee reviewed the recent question from UCCB as to "how to manage serials check-in during the freeze". A few sites had previously responded to their query. The general consensus was that serials would continue to be checked-in on GLIS (as we will have the GLIS module operating throughout the freeze). The GLIS routing slips would be retained. The issues would be processed and shelved as they were received. Once the ADVANCE system was available, the GLIS routing slips would be used to record the serial receipts in ADVANCE. [ THIS MATTER IS AN ISSUE ONLY FOR THOSE LIBRARIES WHO HAVE ALREADY INSTITUTED ONLINE SERIALS CHECK-IN ] 5.3 BCNs for NXT records The issue of transferability of NXT records to ADVANCE was raised. While we are told that the connectivity between these records in GLIS will still exist in ADVANCE, we can probably make the following assumptions: 1) the connectivity that will transfer will probably relate more to acquisitions functions as opposed to serials check-in functions e.g. the NXT records will link to one PO in acquisitions, but these NXT records will not necessarily link to the proper bibliographic record in the main database to allow for serials check-in 2) assume the transfer of NXT records if they are attached to HED records which have not been cancelled and which are active orders (i.e. they have been authorized as orders) 3) since this is a greyer-than-grey area, there is no harm in recording the proper BCN for each NXT record in the SOR field for that NXT record (not in the HED record's SOR field). Again, this applies to active NXT records in that they are attached to active HED records. Scott will be asked to seek clarification of this issue with the project manager. 5.4 Review Dates for DAL/KIL Serials Dalhousie Killam Serials currently has serial orders in place with varying review dates. They would like any of their open serial orders with a review date year of 1993 to be changed to 1996, and any with a year of 1994 to likewise be changed to 1996. While this can be done manually in the online, they are wondering if this change can be made by Novanet staff either while we are in GLIS or as we migrate to ADVANCE. Alison and David will raise this issue with Scott. 5.5 Inter-Subcommittee Communication The matter of effective communication between the Novanet Subcommittees has been recently raised at various Novanet meetings. This subcommittee reflected on this issue as well. All agreed that posting minutes and related subcommittee documents on the AIC-List was an effective method of advising the Novanet community of the Subcommittee's activity. Identifying specific issues, during our deliberations, that require the involvement of the other subcommittees is another method of achieving better communication. Accordingly, the Acquisitions Subcommittee has identified the following item as requiring the input of the ACQ, OPAC, and BPS Subcommittees: " HOW DETAILED A SUMMARY HOLDING, AT THE COPY SET LEVEL, WILL WE WANT TO DISPLAY IN THE PUBLIC CATALOGUE? " 6. Next meeting scheduled for Thursday, April 6, 1995 1:00 p.m. at King's College Library. A meeting in the Novanet Training Room, Dalhousie Killam Library, has been scheduled for Thursday, April 13, 1995 at 1:00 p.m. Adjournment