Tuesday 29th April 2014, 11am – 3.30pm; Torrington Room (Room 104) in Senate House, Russell Square, London. NOTES

Item Actions

1Apologies:- Andy Parrett, Bertha Low, Helen BinghamPresent: Phil Leahy(PL), Melinda Singh (MS), Moira Godbert-Laird (MGL), Jane Wroe (JW), Helen Williams (HWi), Sarah Greening (SG), Sarah Massey (SM), Helen Wharam (HWh), Ann Roberts (AR), Linda Mace-Michalik (LMM)

2

Chair – MGL Note taker - LMM Timetable of future meetings.

Update - Time table updated, 29/4/14.It was agreed to cancel the 02/09/2014 teleconference and keep the 28/10/2014 physical meeting.

Update - LMM contacted Linda Ferguson who deleted the September event off the LKSL calendar (we can add but not edit).

MGL to inform CDDG of date change.Update – see appendix 2 for MGL task updates.

MGL to call a teleconference in around the release date of OpenAthens modifications, tba.

MS to book a room and refreshments in London for Oct 28th.

LMM

MGL

MS

3

Link Resolver Richard Osborne previously sent an email about how some

publishers get their collections in to OCLC. NICE are setting up shared collections from Higher Education

resources (per Finch report). We can now join Top Desk and can let OCLC know that NICE no longer need to moderate applicants.

MGL to arrange a separate link resolver leads teleconference. MGL to notify link resolver leads/NARAG when Finch collections are

available to be selected on the OCLC Worldcat database. ALL can now join Top Desk if they wish.

MGL

MGL

ALL

4

Notes of last meeting (4 February 2014)

The attached, updated notes were accepted, with the correction of addenda to agenda in point 2.

ACTIONS arising Item 5 - Partitioning release enquiries across NICE & Eduserv was

difficult – lesson for next enhancement release. Item 5 – re: OpenAthens administrator guide from 2011. The

revision/rewrite to be done by HWi/NVHG is postponed till the administrator module has settled down.

Item 8 - Once MGL has added MS to the OCLC link resolver circulation list, MS will send an email about OCLC link resolver stats to the list.Update – done.

SM to attend a meeting on the 28th May 2014 between NICE and OCLC, bringing her librarian/expert searcher perspective. The meeting is looking at the potential of the Discovery Service.

ALL

MGLMS

SM5 Terms of Reference

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All ToR bullet points are accepted as still correct except for the following - Change name SHALL to LKSL. Change NHS Evidence to NICE Evidence. Change ATHENS to OpenAthens. Change SIMTG to IMT&G. Change chair source to ‘chair will be one of National or Regional

Administrators.’ AIMS update changed to OpenAthens update. Remove HEI pilot scheme. Leave HE member on. AIMS contract account manager in attendance we reserve the right

to ask them to leave for specific discussions. Remove references to SCIE. MGL to edit ToR.

MGL reported that she and Helen Bingham spoke in the week as to MGL’s position with respect to her holding offices in NARAG. MGL accepts that whilst she does represent NICE at the meeting, she is also the National organisations OpenAthens administrator. In that context she believes it is appropriate for her to serve as Chair. Only when she represents NICE specifically does she cease to represent an administrator’s point of view and then another committee member can temporarily chair the meeting.

MGL

6 OpenAthens Administration Jane Wroe raised Alan Fricker’s observation that recycled

usernames are being connecting to previous owners search histories. NICE IMG have been mapping user names rather than UIDs. The symptoms are identical to a ScienceDirect error but are not due to the same mechanism. NICE IMT is looking into this. Given the number of accounts this could be difficult to rectify. There have only been 3 recorded instances in the last 3 years. But this is a data protection issue. Update - another Science Direct ‘identity lift’ occurred in the North East region by a member in Cornwall, May 2014.MGL to query this contravention of data protection with IMG NICE.

Recent decision to remove immediate notification option for new accounts from admin interface – lack of detail in daily/weekly summary reports – done??

Transferring users to the correct organisations/regions (LMM/MGL). It is difficult to identify which regional administrator is relevant when the applicant only provides a geographical address. MGL to circulate her list of geographical location vs regions and NARAG members to add their regional locations. MGL will include an email to NARAG requesting information as to where to put “other eligible” and “CCGs” in their regions.

Clarification of processes - what requires administrator input and what happens automatically  (daily/weekly tasks) per SM? Update - SM circulated and edited the attached daily tasks guide for local administrators.

SM & PL went through her list of status enquiries. Per PL - moving

an account to another organization does not change the eligibility of that account. SM forwarded the attached ‘status enquiries’ file including notes as discussed in the meeting.

MGL

MGLALL

SM/ALL

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Notification of new accounts – done MGL to find where the email comes from after activation of account

for ineligible applicants. SM will send a copy of such an email to MGL.

Concerns were raised that NARAG was not consulted by NICE about the registration page changes. The increase in administrator work load arises from the problems of the interaction between the NICE registration and the rest of the OpenAthens system. MGL agreed that there had been an immense work load for NARAG because of NICE login enhancements and NARAG not being able to to test it before go live. In the future NICE will consult with NARAG.

Lack of consultation with NICE and Eduserv on OpenAthens enhancements and removal of facilities had also caused problems. MGL had thought we were thoroughly consulted but had not found evidence of consultation. MGL said that in future feedback will be part of any modification process.

NARAG members were having to defend NICE and Eduserv changes to local administrators at go live and subsequently. It has been difficult to decide whether to contact NICE or Eduserv with respect to some issues. Having discussed the need for a generic email, or an agreed subject header for trouble reporting with NICE for OpenAthens queries to differentiate them from general NHS Evidence queries, it was agreed that such enquiries from NARAG should have NARAG at the start of the subject header.

Currently contactus on NICE responds poorly to enquiries, with long delays and no acknowledgment of a request having been raised.MGL is setting up an internal protocol within NICE for prioritizing and handling queries and will report back about the internal system to NARAG?

HWh raised issue that a NICE issue was taken up by Eduserv and their help desk staff asked her to enter the problem on both NICE and Eduserv help systems. PL requested information about the support call. HWh to email info to PL and copy in MGL as NICE for PL to investigate.Update – PL awaits information.

SM

SM/MGL

ALL

MGL

HWh/PL

7 AIMS implementation Eduserv bugs update - PL will circulate this across NARAG.

Update – PL, see appendix 1 for a list of positive-live bugs raised by NHS England. All the bugs raised during the development of the new OpenAthens MD service have now been closed, and the delivery of the service has been signed off by NICE.

NICE bugs update - MGL to ask NICE IMTG to add extra notes to the previously circulated spreadsheet to the closed ‘invalid bugs’. MGL will then re-circulate the NICE bug spreadsheet for comment.

Enhancements update – PL has received our enhancement spreadsheet and confirms that they will work on the high-high requirements for enhancements in May and July 2014. Boolean enhancement and differentiate new joiners from renewals will not be in July.Update – PL, see appendix 1.PL to circulate the action list.

LMM to report her tab error (dropping from NHSNER to subadmin via another tab) via a webex with PL.

PL looking at enhancing notification emails preference to yes/no/null emails to be sent. Help page on OpenAthens to automatically open in a new tab. Update – Added to general enhancements list, but out of scope for July release.

Ways of processing an expired eligible account and what happens in

MGL/PL

MGL

PL

LMM

PL

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various scenarios was discussed. Clarification of the process and what the system does when a

reader renews has been requested of PL.Update – Renewals take place on the NICE-hosted OpenAthens Hub.

HWi to send information to MGL for Trust emails that are entered on admin but not allowing auto self-registration to those orgs. MGL to ensure that N3 addresses have been added nationally to ensure auto-registration.

PLMGL

HWi/MGL

8

Eligibility issues (SM updated this list after the meeting)

HW to report back to SM about a couple of queries. Non governmental/NHS social care providers were discussed.

Clarification is needed both with respect to which contracting agencies bestow eligibility (ie NHS and Public Health Services?) and whether contracted work bestows eligibility on all or only care giving staff.

MGL to look at eligibility list on the administrators’ notes. LMM asked SM to make a clear note of tribunal applicants on the

EB. It depends on who the expert is representing – the Trust or a private solicitor.

When the 2011 administrators’ notes are next edited there will be more examples of eligibility examples in the document Helen Wi and NGL.

ALL

HWh/i??

MGL

SM

HWi

9 ATHENS statistics discussion

OpenAthens usage statistics are generally only used for annual reports and purchase reviews. People don’t use for them for regionally purchased resources, eg TEWV downloads statistics from publishers per journal.PL explained that currently the OpenAthens statistics were a mixture of the old embedded article hits and the new Shibboleth transfer request counts. These two reported completely different transactions. Eduserv reviewed how and what they counted and are now reviewing as how to collate and report statistics. The group agreed to a three-month moratorium on all OpenAthens usage statistics (including the federated statistics reports sent out by email) until the 15 July release so Eduserv can resolve all ambiguities.

PL will report back as to what the headings mean in the statistical summary, especially NELH & NHS Evidence Journals and databases. PL is looking at replacing the URL headers with meaningful resource names (This is due to missing information on the publisher side forcing the default use of the URL as the resource title.) Update – Raised as an issue OPP–203 in the bug list (appendix 1).

HWi will submit the updated pdfs once we have done all the surveys to CCDG reporting with NARAG’s comments and holding action.

NARAG members to communicate with their local admins not to rely on their stats. OA stats still under review.

ALL to fill in the surveys and circulate to their locals if not yet done. Update - PL emailed NARAG (07/05/2014) to cascade withdrawal of

HWi

PL

HWi

ALL

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some statistics functions from the administrator module and a time table of enhancement releases.

Update – LMM received a request for a historical breakdown of regional OpenAthens membership. PL explained this was not easy to do and rarely requested.

PL

10

AOB Antiphising and security including login links out of the emails. It

was agreed this is a potential issue but no action was decided upon except to note the potential threat.

HEI moving accounts from OpenAthens – It is believed that we cannot move OpenAthens accounts to HEI orgs because of the extra prefixes they add when the universities create the accounts is bulk for their students. A volunteer to test whether such an account can be moved?Update – PL has tested and found this is possible. However this is a bug and not recommended. We need to decide how to handle this.

The download of member’s records is capped at an insufficient level of 10k on OpenAthens. MS needs a cap of 60k and Jane Wroe needs 20k. PL to look into this.Update – raised as issue OPP-568 in bug list (appendix 1)

SM/LMM raised the problem of there not being a single page/download which shows all of an OpenAthens organisation’s 3 identifiers i.e. their [org name/id/number] eg [nhsnedt05/4058652/Tees Esk and Wear Valleys].PL to look at this.

Updated docs – per SM email, 2/5/14, distributed in this document

ALL

PL

PL

11 Date of the next meeting:28th October 2014; London, TBA ALL

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Appendix 1, ex PL, 04/06/2014List of enhancements due for release in July and post-live bug list (PL actions in item 7).

Issue no. Enhancement 3 Add ‘Organisation’ as a default field in the accounts list 18 When moving an account, the type ahead filter narrows down the possibilities fine until

you include an apostrophe.

Recreate: * Select account and then the move action * From destination box start typing king ** See short list * Keep typing king's (as in King's College...) ** See list disappear when you get to the '

27 KSS - Option to save default view for results list. TVWX - Set search results preferences and they stick for your account. Specific columns always on. No of results to display.

28 DEFAULTS SETTINGS: ALL REGIONS REQUESETED - Both Activated AND Non-activated options selected as default for Advanced Search (currently only Activated). change default advanced search to all accounts not just live accounts, change default advanced search to including activated and non-activated accounts, change default advanced search to me and my sub administrators, EMYH - In advanced search, it would be useful as well as "Any administrator" to be able to select a specific administrator/group of administrators and/or specific organisation/group of organisations

31 Username  to be restored to old format: nhs - initial - surname - 3 digits34 SAVE SEARCHES: TV/WX - Ability to create and save favourite searches. EoE - one

enhancement I would love is a saved search for surnames which selects All accounts, Activated and Non-activated, belonging to me and my sub-administrators.

39 NOTIFICATIONS: NW - The notifications of staff who have created an account is less detailed now and doesn’t include individual details about the account that has been created like it used to. We used the notifications to add a particular permission set to a resource only available to Drs. We now have to log in every day to check no Drs have joined – this is much less efficient. Please can you query this and find out if the previous more detailed notification can be reinstated.  LONDON - Reliable and improved  Eduserv notifications containing additional information, such as usernames, type of modifications

60 Don't know if anyone else has noticed this, but it is now possible for people to register for OpenAthens under the county administrator account (in our case nhscaw), which never used to happen. People are presumably just seeing NHS Coventry and Warwickshire and choosing this as their organisation. I have just moved three personal Athens accounts out of nhscaw to the correct Trusts.

61 Just found out something I wasn’t aware of before but it may affect some others. I had some expired accounts under my county admin account that I was holding for possible reuse. This included West Mids. Ambulance Service (Staffordshire). In spite of it being an expired administrator account it has shown up on a search & ambulance workers have already registered for it, rather than our single ambulance service account for the West Midlands. If you have any expired administrator accounts you may want to check that users aren’t going to find them in a search. Also it appears that there is a limit to how many organisations are listed in a user search so some organisations may not be visible. This will be more of an issue as we were advised to make sure that aliases were locally identifiable so will use terms like Stafford- e.g. St George’s Hospital, Stafford,  & so there will be a lot of entries under Stafford. (Not a very good example as we are a fairly small town) but we already couldn’t see at least one local Staffordshire account because of this (when a user stopped at Stafford… in their search)

64 When viewing a list of accounts you can't resize the fields in order to see all the contents. Logged with support but they said not an error but to request enhancement

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Issue no. Enhancement 77 account and eligibility expiry date on same tab84 Could it be highlighted in some way when an account is ineligible as you have to go to

the second screen and possibly scroll down a bit before you see it.  Perhaps the status could show on the first password page in red.

89 As administrators for all 78 organisations in the SW, to check when accounts are eligible there is a need to go into individual accounts. A back button is needed as otherwise the search has to be run each time. Although there is currently a right click, open in new tab work around this is not acceptable for the long term as the list of accounts does not auto update when changes are made to an individual account.

Issue number Bug summaryOPP-167 ATHENS resource name unclear OPP-178 Including an apostrophe in a name on the move accounts dialog breaks the filterOPP-203 Statistics Summary displays a mixture of EntityIDs, DSP IDs and Resource titlesOPP-213 Copying from Word includes hypertext - causes problems sending mail and

activatingOPP-357 Changes made in OAMD interface are not appearing in the audit logsOPP-417 Bulk upload Status field help needs to be more explicitOPP-436 Inelegant timeout handling OPP-567 As an OpenAthens administrator, I would prefer the 'log a query' tab to open in a

new tab or windowOPP-568 As an OpenAthens administrator, I would like to be able to download more than

10,000 user account recordsOPP-722 Admin account download file doesn't contain organisation nameOPP-756 -No group- exists as Job Role OPP-785 Select > All disables Move & Approve/Reject functionsOPP-797 Reject Eligibility and not emailing user not removing user from Join Requests list

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Appendix 2,ex MGL, 04/06/2014Updated task list.

Here is an update on MGL’s actions from the NARAG meeting.

I have emailed Linda Ferguson and Richard Osborn re date change cancelling 2.9.14 and keeping 28.10.14

Meeting for release date –The next release will take place on the 15th July. Development will be complete by 20th June. This release will be rolled out to all users not just the NHS and therefore covers a wider range of enhancement than those identified by NARAG. Please let me know by emailing me at moira.laird@nice.org.uk if you are available for UATing from the 15th June. Ingrid will managing this process on NICEs behalf. We will arrange a teleconference once I have received and reviewed the project plan and enhancement details from Eduserv.

I have just emailed Link Resolver leads to arrange a teleconference for end of June Link resolver leads have been notified of pilot project collection launch MS has been added to Link resolver group ToR – does anyone have these in word so I can amend please? I have queried the data protection with NICE, this is still in discussion Attached is the list of geographical areas – could you all add to your areas and send back to me

please – thank you

I have had a meeting internally regarding the updating of the issues logged/maintenance page – IMT are mocking up some new pages which will contain weekly updates and more detail. Will share what I can once I receive them

I have requested an updated NICE ticketed list with additional comments and will circulate this once I receive it

N3 – you have seen my previous email – I’m on it Eligibility list notes – still to do

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