MINUTES NOVANET ACQUISITIONS SUBCOMMITTEE DATE: April 6, 1995 1:00 p.m. PLACE: King's College Library PRESENT: Linda Aiken LAW Mark Bartlett TUN Susan Cameron SFX Paulette Drisdelle KNG Gail Fraser WKK Peter Glenister MSV Mary MacDonald WKK Kevin MacNeil SFX Louise Mader KIL David Manning SMU (chair) Alison McNair KIL Michele Sullivan MSV Terri Winchcombe TUN REGRETS: Ilga Leja NCD Elaine Murray AST ==================================================== 1. Agenda approved. 2. Minutes of March 30, 1995 approved with the following amendments: 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 DIVISION 2 3 Y Y 3 DIVISION 3 3 Y Y 4 DIVISION 4 3 Y Y 5 DIVISION 5 3 Y Y 6 DIVISION 6 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 Killam [ It was pointed out that Killam is currently using D. They will be replacing D with KIL. ] The chair will refer these changes to Phil Smith, the Geac Project Manager, to see if they can be accommodated during the migration. 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 Cheque 3 CHQ Cheque 4 DRA Bank Draft 5 MO Money Order 6 NOX No Expense 7 OTH Other 3. Business Arising 3.1 The subcommittee had previously discussed using the GLIS three-digit agency identifier as part of the unique purchase order number structure. This led to the need to identify other valid prefixes for the Novanet agencies, as established in GLIS and principally for the purposes of code building in Advance. The valid prefixes established for Acquisitions/Serials use are: Agency 3-Digit 3-Letter Single Letter Identifier Prefix Prefix Dal/Law 001 LAW L Dal/Killam 002 KIL K Dal/Kellogg 004 WKK W Saint Mary's 005 SMU S Mount St.Vincent 006 MSV M Technical Univ. of N.S. 007 TUN T N.S. College of Art & D. 008 NCD N King's College 010 KNG V Univ. College of C.B. 012 UCB U Atlantic School of Theol. 014 AST A St. Francis Xavier 015 SFX X Victoria General Hospital 016 VGH H -------------------------------------------------------------- Asian Collection 011 C School of Social Work 009 D Pharmacy P It was noted that the vendor prefix "A" has been used by both the Asian Collection and AST. David will send Elaine Boychuk a memo asking that the Asian Collection staff update their vendor codes so that they begin with the prefix "C". 3.2 David pointed out that he has been known to "editorialize" when producing minutes of our meetings. In future he will use { } to enclose those portions that stray slightly in content, and hopefully never in spirit, from the actual deliberations. 4. New Business 4.1 Setup Tables: 4.1.1 Journal Entry Number [AMG pg. 4-51] We wish to begin with 95000001. We want this number reset at the beginning of each calendar year (e.g. 96000001). 4.1.2 Request Number [AMG pg. 4-87] We wish to have this number run consecutive to the last number used in GLIS. Format : 95####### We want this number reset at the beginning of each calendar year. (e.g. 960000001) 4.1.3 Transaction Number [AMG pg. 4-97] We wish to begin with 950000001. We want this number reset at the beginning of each calendar year (e.g. 960000001). 4.1.4 Voucher Number [AMG pg. 4-109] We wish to begin with 95000001. We want this number reset at the beginning of each calendar year (e.g. 96000001). 4.1.5 Invoice Type Codes [AMG pg. 4-47] Code Description of Code Type CMP Completion of Payment 0 CRE Credit Note 1 DEP Statement from Deposit Vendor 4 INV Regular Payment 0 PAR Partial Payment 2 PRO Proforma 3 REN Renewal 0 SCH Special Charge 2 SUP Supplemental Payment 2 4.1.6 Order Type Codes [AMG pg. 4-65] Order Description Receiving Invoicing Invoice Type of Criteria Criteria Line Code Code Type ______________________________________________________________________________ AUDIO Audio 1 0 INV AUDIOPER Audio Subscription 2 1 REN BACK Back Issue 1 0 INV COMP Computer Product 1 0 INV COMPER Computer Product Subscription 2 1 REN CONT Continuation 2 1 REN MAP Map 1 0 INV MFORMPER Microform Subscription 2 1 REN MFORM Microform 1 0 INV MONOG Regular Monograph 1 0 INV MONOS Monographic Series 2 1 PAR OTHER Other 1 0 INV LLEAF Loose Leaf 1 0 PAR NEWS Newspaper 2 1 REN DESID Desiderata 2 2 INV PER Periodical 2 1 REN NLET Newsletter 2 2 REN MFICHPER Microfiche Subscription 2 1 REN MFICH Microfiche 1 0 INV MFILMPER Microfilm Subscription 2 1 REN MFILM Microfilm 1 0 INV VIDEOPER Video Subscription 2 1 REN VIDEO Video 1 0 INV 4.1.7 Order Method Codes [AMG pg. 4-63] Code Description Mode of Print Paper Default PO of Code Transmition Copy (1=yes) Format BISAC BISAC 1 0 - BISACP BISAC with printing 1 1 ? MAIL Mail 0 1 ? X12 X12 2 0 - X12P X12 with printing 2 1 ? 5. Other Business 5.1 Utilities Manual The subcommittee will be making reference to the Advance Utilities Manual when setting staff privileges for Acquisitions/Serials. Privileges can be set for each individual. As well, privileges can be developed for specified groups, allowing for the assigning of group levels to individuals. It was agreed that the subcommittee would develop several default privilege groups for the use of the Novanet agencies. 5.2 David informed the subcommittee that the test migration would contain our data as of March 19, 1995. This date was necessary in order to have conformity between the various GLIS modules. Several subcommittee members expressed regret that this date was used instead of the anticipated March 31, 1995, as various testing elements and scenarios were entered after the 19th of March. 6. Next meeting scheduled for Thursday, April 13, 1995 1:00 p.m. in the Novanet Training Room, Dalhousie Killam Library. Adjournment