Present: Joanne Leary, Marie Powers, Alex Solla, Rice Majors, Jonathan Driscoll, Tony Joachim, Lee Ringland, Donna Smith, Paul Soper, Theresa Whitaker, Howard Raskin, Kornelia Tancheva, Nancy Moore, Carmen Blankinship, Sharon Parsons, Susan Currie, Susan Argetsinger

Testing update:
The Implementation committee has been testing the Voyager system using a minimal configuration. Our tests have been mainly on the basics of the system: charge, discharge, recalls, holds, etc. One specific test has been for the Voyager Bursar interface. There is a significant change in the Voyager Bursar interface. Unlike NOTIS, where we send student overdue fines nightly to the bursar and replacement bills 50 days after the date due, we will have to send all bills to the Bursar at the same time. The committee recommended a 10-day interval for students to pay fines and bills at the circulation desk before bills are sent to the Bursar. All agreed this might produce faster returns of books that have been billed for replacement.

We also talked about patron ability to place recalls and renewals from the online catalog, which is a long awaited service by the public. Since patrons will be able to recall through the opac, they will set the point of pickup for requested materials. This is a major change in workflow that will need to be taken into consideration and will be covered in the training. Also, if books from several libraries are renewed at once by patrons from the opac and then incur fines, the service unit discharging the books is where the fine will be assigned. We will need to talk with Budget and Accounting for how to ensure that fine money gets transferred to the owning unit. This is an enhancement request that we will give to Endeavor. We need to actually see how the system handles fine situations before determining the enhancement request so Carmen agreed to coordinate a small group ( Joanne, Bethany and Marie) to set up some test records in NOTIS for migration to Voyager in the next data migration. They will discharge the books to see what happens with the bill.

Closed Bill report
Each unit received the report for their unit for closed bills that fall within the dates of Jan 1-August 15, 1999. We will run another purge in May before the active item file is extracted for data migration. The patron accounting files are the most complex in NOTIS-some bill information shows up on the report even though we may have closed bills.

Second Data Migration:
Everyone was asked to collect examples of circulation data for the next data migration. These sample records will be tested in the upcoming second test of data migration of Cornell records.

Sample records should include but are not limited to:

Charge record
Hold (both circ record and notice)
Recall (both circ record and notice
Item status: Missing, claims returned, NRTN, etc. (see chart on IMT website)
Circulation review flags
Unlinked item records
Course reserve
Item record notes
Action dates
>From the Patron Accounting file (Bill records)
Overdue fine (regular loan)
Overdue fine (short term)
Overdue fine (reserve)
Replacement bill (lost book cost and lost book fine)
Overdue Recall fine
Patron"Has" list

Also, everyone should be sure to have active circulation records for multi-volume materials so that we can check to see how the status migrates. (Set an item condition, check a volume out).

June 2000 Draft Workflow Chart
The draft workflow chart for June 2000 was distributed. This was also sent to Library Systems for comments and input. Everyone should review this for adapting to day to day work at each library. A question was raised about patron records and cards for the summer. We have to check materials out manually on cards to patrons who are new to Cornell between June 6 and June 26.
Library cards will have as much information as possible so that circulation desk staff can easily tell if the card is one that is NOT in NOTIS.

We will ask Library Systems if we can generate one of the printed reserve reports we used to get so that we can check for old reserve records that were never cleared-for cleanup prior to migration. Susan will also check with Diane Hillmann on the temp location record report that was run. This will be needed for cleanup of records prior to the real data migration. The Data Migration Committee had a lengthy discussion with our project manager on March 2nd regarding temporary location and item loan code migration. We need to ask Endeavor if course reserve statements migrate. There is an Endeavor program to extract course information from the Univ. Registrar system to use in Endeavor. This will provide a drop down menu of courses for linking to reserve lists.

We also need to find out when the last patron accounting purge will take place. Everyone agreed that for this semester, it might be a good idea if we send bills to the Bursar on day 37 after the material was due. This is 10 days after the bill is generated and fits with the scenario in Voyager for sending bills to the Bursar. Everyone was encouraged to talk with unit heads about doing this.

With the next data migration taking place, this task force will not meet again until sometime in April (date to be announced later). Carmen Blankinship announced that there would be no Access Services Program Committee meeting in March.