Present: Carmen Blankinship, Pat Schafer, Howard Raskin, Joanne Leary, Susan Currie, Lydia Pettis

Bursar/Bill Testing
Everyone should complete their checking of bills from the printout distributed earlier this week and notify Lydia of any anomalies or mistakes. Next week, Lydia and Pete will run the Voyager Bursar program to see how that program updates this set of test records. When that is done,we will all need to check to see if the records were properly closed.

Test Plan for April
The next data extract for the April test is scheduled for March 27th (extract will include bib, authorities, vendor and item record. This gives our committee a week to do more testing in Voyager circulation. We should create more circulation transactions, bills,overdue and recalls so that we can also test reports and notices. Since the April test will also include an extract and load of circulation data (charges, item statuses, holds, recalls, fines, bills,etc.), we need to develop a test plan to track records from NOTIS to Voyager. In this round of testing, we could not test migration of data, only functionality. Specifically, we'll need to check records in Voyager for the following:

Charge
Hold
Recall
Overdue fine (regular loan)
Overdue fine (short term)
Overdue fine (reserve)
Replacement bill (lost book cost and lost book fine)
Overdue Recall fine
Item status: Missing, etc. (see chart on IMT website)
Circ review flags
Unlinked item records
Course reserve
item record notes

Lydia suggested that we look at the date for the circulation data extract and make copies of notifications for holds,recalls,etc. as well as item condition reports and a few "has" lists. Lydia checked to see when we need to gather records for testing and sent the following message,

" On Monday morning, March 27, each unit should photocopy selected notices to be used to review how circulation scenarios translate during the migration. There will be a period of time between getting the notices and using them, so folks should file them carefully."

We may need to run the bill statements at a different time in order to get the reports before the migration. Susan will talk with Lydia again so that instructions can be distributed at the Tuesday, March 21st Circulation/Reserve Workflow Implementation Task Force meeting.

Reports
Lydia's agenda included an overview of reporter client setup, workflow, batch jobs, and a chance to review some reports & notices printed from our recent test activity. She distributed the set of notices (sent to patrons) and operation reports that she obtained from Reporter. Since there was a variety of notices, Susan volunteered to send a set of each to committee members. Carmen received some e-mail notices so a set of these will be copied and sent to all committee members as well. Lydia clarified that fine/fee notices are for NEW charges whereas statements are for all open charges a patron has. Lydia asked us to review the text of the notices sent to patrons so that when we meet again at the end of March, we can talk revision recommendations. She also asked us to make sure the printed notice reflects the on-line record for that transaction.

We also got a set of reports that are printed only in the Global Print queue: mostly all for reserve. Since these are not broken down by unit, do we need them printed often or at all? Where the Global Print Queue is another issue for discussion.

We have a question about the circulation transaction statistical report. It lists all operators under each happening location. This question has been sent to our project manager.

There is circulation activity in the system that we could request through reporter. Lydia distributed a handout which outlines how to get reports and reviewed with us the setup to get the reports. One outstanding issue is who is going to run reports in the units. To what extent do we want Reporter clients installed on staff machines? Since we will be upgrading to Voyager 2000 in August, limiting the number for June and July is desirable. It will be best if we limit the number for workflow analysis also. Lydia recommended that units have 2 machines in each circulation unit that has the Reporter client installed. This will provide one main unit and one backup.

Lydia emphasized that being able to use Windows Explorer is important for reports. She also reviewed the set up for e-mail notifications. The committee agreed that for right now, if any e-mailing of notifications takes place, it should be among just committee members. We also need to discuss what we want to e-mail patrons from day one--overdues, recalls and holds only or bills also?

The next Access Services Voyager Implementation Committee meeting will be Wednesday March 22 from 3:00 - 5:00 in 101E Olin.
The agenda will include a discussion of policy issues such as system administration. We need to make a list of what portions of SysAdmin we will normally use and also make general recommendations about security and SysAdmin structure. We also need to discuss routing, global printing, reporter distribution, course reserve templates.

Everyone was reminded that there will be a Voyager Circulation/Reserve Workflow Implementation Task Force meeting on Tuesday, March 21st. This is the CUL wide group. The agenda for that meeting will include getting examples for the April test of circulation data loads and other updates.