TPAC MEETING
December 14, 2000

1. TPAC membership

   TPAC discussed new membership for 2001. We expect Cindy Shelton to send an official announcement soon. Sharon Sullivan will take over as TPAC Chair in January. Reynaldo reported that in the future, TPAC would have permanent representation from YRL, SEL, Biomed, and Law.

2. YRL Electronic Resource Worksheet

   Andy Stancliffe presented the worksheet that YRL hopes to begin using for these purchases ASAP. The working group assigned to this task decided that a worksheet format was more useful than a procedural document (the draft document that had been presented to TPAC in June). It was postulated that when the electronic resource database is created and subsequently maintained by Sharon Farb, the workform might no longer be needed. TPAC expressed a concern that there be a consistent way to report information about these purchases to Sharon, as the current procedures for the ordering and acquisition of electronic materials vary from unit to unit. TPAC will direct any further input regarding the workform to Andy.

3. NetLibrary

   Invoicing for NetLibrary materials was discussed. Andy Stancliffe reported that Cindy prefers the initial payment be made on LASQ funds. TPAC proposes creating standing orders for these purchases and initially setting them up using the units’ funds and then overriding to pay on LASQ for the first year invoice. This allows set up of the Classic records so that the payment of the second year invoice can subsequently be made using the units’ funds.

4. Classic Supplier cleanup

   Andy Kohler has provided TPAC with an online list of Classic supplier file errors. Strategies for providing cleanup were discussed. Lola was asked to create separate lists for each unit. All lists will include Classic supplier records created from a migrated 970 field, and will be sorted by IP record number and TC record number. Three lists will be created for each unit: one with any invoice in the file which meets this criteria, one with only closed purchase orders, and one with open/placed purchase orders (anything not closed). New purchase orders using valid suppliers should be created to replace any of these open/placed purchase orders, which are deemed active, that are attached to “bad” suppliers. Any inactive open/placed purchase orders can be deleted. Subsequently, any “bad” suppliers that are no longer attached to any purchase orders can be deleted. TPAC will evaluate these lists and assess the workload involved before setting a realistic deadline for the completion of this project. TPAC will consult with Cindy about the possibility of receiving extra help for the cleanup.

5. Prepays with Currency Conversion

   To avoid discrepancy in the conversion rate from date paid to date input in Classic, all currency conversions for firm order prepays need to be completed before the Classic record is entered. Germaine will draft this addition to the current procedures for firm order prepays.

6. WEB2 for Classic

   A closed purchase order status still does not display on Web2 for Classic. Lola will follow up on this with Darrow. TPAC will examine other purchase order status categories (received, placed, cancelled) to see if the WEB2 display is affected. TPAC considers WEB2 useful, even if further enhancements to the current display are not possible.

7. Training for Selectors

   TPAC discussed the content of this training. Sessions will focus on the use of fund extensions, the interpretation of Classic records, and the use of report class and subject codes. The training will be open to all selectors and any interested reference staff.

8. Report Class/Subject Codes

   TPAC will oversee the writing of documentation for these procedures and run sample reports before presenting availability to CMC and eventually to staff.

9. SRLF Processing

   Sara Layne’s memo to Cindy was briefly discussed, which concerned the editing of holdings records for material being deposited in the SRLF. Meanwhile, Angela and Dawn Henney are continuing to investigate the reported problems with SRLF deposits.

10. Miscellaneous

    Documentation for firm order procedures will be updated to include how Classic deals with multiple copies of a title ordered on the same purchase order and are received by the same vendor, but arrive at different times. Germaine will draft.

    Minutes from the last TPAC meeting were approved, with minor corrections.

    Sharon and Reynaldo will meet next week to discuss the transition of TPAC 2000 to TPAC 2001. Following that meeting, Sharon will announce the next TPAC meeting date.