Hello Five Colleges!
If you’re looking for a better understanding of the electronic resource management apps in FOLIO, then look no further! Owen Stephens, a UK developer who acts as product owner for the Agreement and License Apps has developed a glossary for the two apps with explanations what each field is expected to be used for as well as default settings and reference values. Please note, the FOLIO Electronic Resources Management (FERM) Working Group has customized our settings and reference data so the values in the spreadsheets below may not reflect what appears in the 5C tenant settings. Owen has put out several spreadsheets which are linked below:
Agreements App Field Glossary
Agreements App Default Values
Licenses App Field Glossary
Licenses App Default Values
FERM will be working over the next several weeks to stress test our customized values and will submit changes to the hosting team at EBSCO. We expect much of what is currently in the Daisy settings to migrate into Edelweiss. Once we’ve finalized our settings and reference data we will be creating local versions of the above spreadsheets as well as some best practices for working in the FOLIO ERM apps. If you have questions on a field, see something you think might be missing, or just want to learn more – please reach out to your local FERM member or to me (email@example.com) and we can try and get you an answer.
FERM meets twice a month to discuss FOLIO ERM as well as our mutual Full Text Finder (FTF) migrations. If you’d like us to consider something for discussion please send it to your local FERM rep.
As mentioned in previous post the Five College libraries are adjusting our FOLIO implementation timeline based on the pace of software development in the FOLIO community and local considerations. The bottom line is that we will be implementing a suite of features in FOLIO related to the management of e-resources during the summer of 2020. The goal for entire suite of FOLIO apps will be summer of 2021.
For more information you can watch a presentation on the Five College Folio Timeline or if you would to have a copy of the slides from the presentation it is available here.
Please let me or any member of the Folio Implementation Team (FIT) know if you have any questions.
The 5C Record Merge would like to provide a short snapshot of our activities for the year. Our working group began in February 2019 with the goal to draft a recommendations document for June 2019. During this period, we had 3 open houses to talk about the meaning of shared bibliographic records for 5C. Based on these discussions and the working group’s research, we finalized our document that was approved by FIT.
We are now in our second goal of this project, to merge specific bibliographic records in preparation for our migration to FOLIO with the help of Backstage Library Works. In a smaller open house, we revisited with the community the type of bibliographic records to be included in the merge. We used collection codes from Aleph to include only those bibliographic records that are general, or, those that don’t include special notes or languages (archival or rare books), on the fly or brief records (equipment), or those not suited because of how they are processed or managed (bound-withs, batch loaded resources, etc.). We are now doing small sample tests to refine the deduping process with Backstage Library works based on our tests and documenting the results. To help with this process, we will be considering the MARC fields from bibliographic records in our 5C Tag Treatment Document.
Stay tuned for more updates and open houses next year.
5C RMWG: Steve Bischof (UMass/5C), Sharon Domier (UMass), Laura Evans (Amherst), Jennifer Eustis (UMass), Rebecca Henning (Amherst), Colin Van Alstine (Smith)
FOLIO Implementation Consultant, Anya Arnold, was visiting this week with many groups at the Five Colleges. Several decisions were made which will impact our FOLIO use going forward. The first of these is the decision to go forward with implementation in June/July with licenses/agreements for continuing electronic resources including the orders accompanying those new resources. This means that e-journals and e-journal packages, ebook packages, and databases will be implemented this summer using the FOLIO modules of Organizations, Agreements, Licenses, and Orders.
Another decision made jointly by FAWG (FOLIO Acquisitions Working Group) and FERM (FOLIO Electronic Resource Management) is that we will always use the same two-letter institutional codes to denote the individual schools in the Five Colleges. These codes will be in CAPS followed by a space in most FOLIO modules. In the Acquisitions module, the prefix will be the two-letter code (no space) followed by numbers. The codes used will be the same ones we are currently using in FOLIO: AC-Amherst, HC-Hampshire, MH-Mt Holyoke, UM-UMass, SC-Smith. We anticipate that this can be used in apps that will not be brought up this summer and are working with members of the other working groups to make sure this method will be used globally in FOLIO.
Please reach out to a member of FAWG, FERM or FIT (FOLIO Implementation Team) if you have any questions about these recent decisions or other general FOLIO concerns/comments. We would love to hear from you!
You might have read that there is a shift in the FOLIO implementation timeline. In light of this decision, the working group has an amended timeline.
BSLW Testing: Ongoing 2019-2020: Work on BSLW sample sets, deciphering reports, and collection codes
Open House for BSLW Reports: Mid-late February 2020: Provide an open house on deciphering BSLW reports and updates
Deduplication Profile: May 2020: Work on deduplication profile
Open House on Deduplication Profile: June 2020: Share deduplication profile with community
Refine Deduplication profile & retest: August 2020: Based on feedback from open house, make any modifications to profile
Full test with test FOLIO & test EDS: September – December 2020: Complete full test with refined/tested deduplication profile and community input
Please note that all dates are tentative and subject to change. For feedback, you can reach the working group on its Slack channel #5crmwg, via email, phone, or in person.
The FOLIO Implementation Team met with the leads of the Five College Libraries working groups and representatives from FCLC earlier this week. We discussed the current FOLIO software development plan released by the FOLIO Product Council at the end of September and what we perceived as gaps in software functionality. Based on the pace of the software development and the set of features that will be available in early 2020 the Five College FOLIO Implementation Team has decided to focus our efforts on Electronic Resources Management and Acquisitions. The new plan we are developing will propose implementing parts of Electronic Resource Management and Acquisitions in FOLIO during the summer of 2020.
The plan is to continue work on implementing the other modules with the goal of having all modules live by the summer of 2021. The FOLIO community will simultaneously continue to complete and add new features which we think are important for our implementation as a consortium.
We plan on presenting a detailed project plan that reflects these changes later this fall.
The 5C Record Merge Working Group is currently working on a match profile, which we sometimes refer to as a mapping. This match profile will include all the MARC fields in our bibliographic records that are part of the merge and notes on what to do on merge. In short, these notes will be the decisions that we make for each field. For example, for 590 field, do we map this to a 500 note and add a subfield 5 with the code for the owning institution? The merge profile will also add comments on the type of behavior we’d like to see on merge, whether certain fields need to be normalized, what to do with like or exact matches, etc.
One of our first steps towards this match profile is to look at our collection codes. Our decisions are not based solely on location. However, this first entry will help us see what collections and/or locations we have across the 5C and ask questions as to what should be included and excluded. This process is just fine tuning what we recommended in our Recommendations Document.
Alongside this work, the members of the group will be doing small tests with Backstage to tease out more questions and start forming a decision narrative for the merge profile. You can follow our tests from our Sample Tests with Backstage spreadsheet.
The Five College Inventory Working Group is picking up steam. We started back at the beginning of June, with the task to review the MARC to Inventory instance record mappings. Our goal is to decide if the standard FOLIO mapping will work for what we want and need to see in our Inventory instance records.
Members have been reading through MARC mapping suggestions, searching for records in our Five College FOLIO instance and testing if we have what we think staff will need when using Inventory. Stay tuned! We’ll be reaching out to colleagues in each of the colleges to view and test sample Inventory records soon!