NOVANET ACQUISITIONS SUBCOMMITTEE DATE: April 20, 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 Kevin MacNeil SFX Mary MacDonald WKK David Manning SMU (chair) Alison McNair KIL Elaine Murray AST Michele Sullivan MSV REGRETS: Ilga Leja NCD Louise Mader KIL Terri Winchcombe TUN ==================================================== 1. Agenda approved. 2. Minutes of April 6, 1995 approved with the following amendment: 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 ? NOPRIN No printing 0 0 - X12 X12 2 0 - X12P X12 with printing 2 1 ? The subcommittee discussed this code table again and decided to retain the NOPRIN code. Testing will be required to determine the functionality of this code, but it was thought that it would be useful for gift vendors where items were received and added to the system but no purchase order was required to be generated. Minutes of April 13, 1995 approved. 3. Business Arising { Any business arising issues that could be gleaned from the minutes are being deferred until we complete the Setup Tables. } It was noted that no response has been received from the Geac project manager regarding the several items we forwarded to his attention in March. 4. New Business [ The purpose of this meeting was to continue our review of the Setup Tables in the Acquisitions Management Guide. ] 4.1 Setup Tables: 4.1.1 CANCEL CODES [AMG pg. 4-7] Code Description Cancelled by Reason for Cancellation CVNP Vendor cancelled - not published 0 0 CVNYP Vendor cancelled - not yet published 0 1 CVNLP Vendor cancelled - no longer published 0 2 CVIS Vendor cancelled - inadequate supply 0 3 CVNA Vendor cancelled - not available 0 4 CVOP Vendor cancelled - out of print 0 6 CLNYP Library cancelled - not yet published 1 1 CLIS Library cancelled - inadequate supply 1 3 CLNA Library cancelled - not available 1 4 CLNW Library cancelled - not wanted 1 5 CLOP Library cancelled - out of print 1 6 CSNW Selector cancelled - not wanted 2 5 4.1.2 REPORT CODES [AMG pg. 4-84] Code Description of Code Type PO Status Cancel Action Code RVBO Vendor report - back order 1 3 - RVCP Vendor report - please confirm price 1 0 - RVSP Vendor report - suspended publication 1 4 - RVCP Vendor report - ceased publication 1 1 - RVOF Vendor report - nyp - order on file 1 0 - RVOE Vendor report - obtain elsewhere 1 0 - RVNP Vendor cancelled - not published 1 2 CVNP RVYP Vendor cancelled - not yet published 1 2 CVNYP RVLP Vendor cancelled - no longer published 1 2 CVNLP RVIS Vendor cancelled - inadequate supply 1 2 CVIS RVNA Vendor cancelled - not available 1 2 CVNA RVOP Vendor cancelled - out of print 1 2 CVOP RLYP Library cancelled - not yet published 0 2 CLNYP RLIS Library cancelled - inadequate supply 0 2 CLIS RLNA Library cancelled - not available 0 2 CLNA RLNW Library cancelled - not wanted 0 2 CLNW RLOP Library cancelled - out of print 0 2 CLOP RSNW Selector cancelled - not wanted 0 2 CSNW [ We will require testing of these report codes in the live module in order to determine what the links are between the report codes and the cancel codes. ] 4.1.3 CLAIM CODES [AMG pg. 4-10] Code Description of Code Cl.1 Cl.2 Cl.3 Cl.4 Cancel 06MO Rush Claim Cycle 60 30 30 30 30 14MO Standard Claim Cycle 180 90 60 60 30 25MO Slow Claim Cycle 180 180 180 180 30 [ Phil Smith, Geac Project Manager, will need to be advised that we wish to use the Standard Claim Cycle as the default when our GLIS vendor records transfer into ADVANCE. ] 4.1.4 CURRENCY CODES [AMG pg. 4-19] We will have to wait and see if our currency codes migrate from GLIS. { Supposedly the Exchange Records created in GLIS will migrate.} Once migrated, these codes would not be changeable as they would be linked to pre-existing records. What will be in the ISO field after migration?? 4.1.5 ISO CURRENCY CODES [AMG pg. 4-49] [ Acquisitions will be installed with 22 ISO Currency Codes ] 4.1.6 ORDER CONDITION CODES [AMG pg. 4-60] [ We cannot add or delete Order Condition Codes. ] 4.1.7 PRIORITY CODES [AMG pg. 4-80] Code Description of Code PRI. SEL. ORD. SHI. REC. PRO. INV. DEL. RUSH Rush 2 1 1 1 1 1 1 1 RUSHO Rush order only 2 1 1 1 1 0 1 1 RUSHP Rush process 2 0 0 1 1 1 1 1 STAN Standard 5 0 0 0 0 0 0 0 URGT Urgent 1 1 1 1 1 1 1 1 4.1.8 SELECTOR CODES [AMG pg. 4-90] We will have to wait and see what transfers from GLIS into this table. { The Data Conversion Overview document indicates a link between this table in ADVANCE and the GLIS Staff Records. This may only be that the staff member entered in the selector field of request records in GLIS will be somehow recorded in the selector field in ADVANCE.} Discussion took place regarding Novanet's possible use of these codes. The code is only 3 characters long. This will prevent us from developing meaningful abbreviations to represent our selectors and also from using an agency prefix so that we can use such a code in a multi-agency environment. Further exploration regarding this issue will be necessary, with the involvement of Collections personnel from the various libraries. 4.1.9 SUBJECT CODES [AMG pg. 4-95] ADVANCE allows for the entering of a Subject Code when creating a bibliographic entry. These codes can be used to organize reports. Acquisitions reports are normally arranged according to budget code (which usually corresponds to subject areas). Should we decide to use this field, the Acquisitions Subcommittee will seek input from Collections personnel at the Novanet libraries. 5. Other Business No further business was discussed. 6. Next Meeting/Adjournment An all-day meeting has been scheduled for Thursday, May 4, 1995 from 10:00 until 4:00, at the King's College Library. Adjournment