Fees/Fines (UXPROD-792)

[UXPROD-105] Future Fees/Fines: Update current automated transfer process for fees/fines to bursar or other account that works for all sites Created: 18/Jan/18  Updated: 03/Jan/24  Resolved: 30/Jan/23

Status: Closed
Project: UX Product
Components: Fees/Fines
Affects versions: None
Fix versions: None
Parent: Fees/Fines

Type: New Feature Priority: TBD
Reporter: Cate Boerema (Inactive) Assignee: Unassigned
Resolution: Duplicate Votes: 0
Labels: PMP, Unassigned-from-Holly, feesfines, resourceaccess, round_iv, transfer
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PDF File Fees and Fines Mockups_TRANSFER.pdf     PNG File Transfer Criteria Mockup.png    
Issue links:
Duplicate
duplicates UXPROD-3903 Update automated transfer process to ... In Progress
is duplicated by REP-25 Bursar Feed to Univ Bursar Closed
is duplicated by UXPROD-1127 Fees/Fines Settings for Transfers - C... Closed
is duplicated by UXPROD-394 Create extract file for transferred f... Closed
is duplicated by UXPROD-839 Fees/Fines in-app report: Transferred... Closed
Gantt End to Start
has to be done after FOLIO-1953 SPIKE: propose an approach for schedu... Closed
Relates
relates to UXPROD-1117 Manual transfer of fees/fines to burs... Closed
relates to UXPROD-3967 New permission for allowing FOLIO use... Open
relates to UXPROD-3903 Update automated transfer process to ... In Progress
relates to UXPROD-2862 Cornell Library's go-live requirement... Closed
relates to UXPROD-499 Future Fees/Fines: Collections agency... Draft
relates to UXPROD-1858 Future Fees/Fines: Collections agency... Draft
Potential Workaround: Holly: The workaround is to run a query to identify the fees/fines to be transferred (based on their unique criteria) and to update the database with a transfer 'action' indicating the date, amount, and action taken.
Epic Link: Fees/Fines
Front End Estimate: XL < 15 days
Front End Estimator: Holly Mistlebauer
Front-End Confidence factor: Low
Back End Estimate: Jumbo: > 45 days
Back End Estimator: Holly Mistlebauer
Development Team: Vega
Kiwi Planning Points (DO NOT CHANGE): 16
PO Rank: 86
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R5
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R2
Rank: FLO (MVP Sum 2020): R4
Rank: GBV (MVP Sum 2020): R2
Rank: Grand Valley (Full Sum 2021): R1
Rank: hbz (TBD): R4
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R4
Rank: MO State (MVP June 2020): R2
Rank: TAMU (MVP Jan 2021): R4
Rank: U of AL (MVP Oct 2020): R4

 Description   

IMPORTANT NOTE: The automated transfer feature was implemented by Cornell University to meet their needs for implementation. Bama is making changes via UXPROD-3903 In Progress to make the extract customizable. The original purpose of this UXPROD Feature was to take what was implemented and make it usable by other implemented sites, but we are actually working on that via other Features.

Merged on July 20, 2020

Holly decided to merge all of the automated transfer features to make it clear that they belong together.
The following features were merged with UXPROD-105: Automated Transfer of fees/fines to bursar or other account -

  • UXPROD-1127: Fees/Fines Settings for Transfers - Criteria
  • UXPROD-839: Fees/Fines in-app report: Transferred fees/fines log
  • UXPROD-394: Create extract file for transferred fees/fines
  • UXPROD-1879: Notify Bursar (and other transfer accounts) of refunded fees/fines

Attached PDF Fees and Fines Mockups_TRANSFER.pdf contains mock-ups and in-progress requirements for this feature.

The total estimate for the Vega team to work on this feature is 9 days for the front-end work and 40 days for the back-end work.
The total estimate for a new EPAM team to work on this feature is 14 days for the front-end work and 60 days for the back-end work.

The estimate for this feature includes:

  1. Module to Identify and save the transfer criteria and job information (FE=8; BE=10 days)
  2. Module to process criteria and close transferred fees/fines (FE=0 ; BE=10 days)
  3. Module to create a machine readable extract file of transferred fees/fines (for libraries to turn into the format they need) (FE=0 ; BE=10 days)
  4. Send patron notices for transfers (FE=1 days ; BE=10 days)

This estimate for this features does NOT include:

  • Incorporating the manually transferred fees/fines in the extract (this will be a separate JIRA task)
  • Scheduler for the automated transfer jobs (FOLIO is supposed to have one)
  • Creating a log of transferred fees/fines (the Circulation Log will meet this need)
  • Processing of rejected transfers (this will be handled manually by staff)
  • Notifying the Bursar (and other transfer accounts) of refunded fees/fines, which will be handled manually via the refund report initially (separate UXPROD feature is UXPROD-1879 Open , to be completed after module #3 above)
  • Option to create a patron block when fees/fines are transferred, with the default being to not create a patron block (separate UXPROD feature is UXPROD-2852 Draft )

Issues to address:

  • Scheduler
  • Where should files be stored?
  • Need to be able to see list of files and download them again

See table at https://docs.google.com/spreadsheets/d/1HSxIgb6wfTq67FC5T8FIncQsyTibltDTYmcO5oRDEHQ/edit?usp=sharing to see which institutions do transfers.
For summer 2020 we have UA and Lehigh that do transfers, although both have marked this feature as "can wait - up to 1 year."



 Comments   
Comment by Anya [ 29/Mar/19 ]

Comment from March Meeting: this is the actual transfer to set up "Job"- automated can up to a year, but the ability to transfer and update a file needs to be there at go live

Comment by Tom Wilson [ 27/Aug/19 ]

To the point that Anya's comment becomes reality, we can wait.

Comment by Holly Mistlebauer [ 30/Jan/20 ]

From: Ann Marie Crowley <ama8@cornell.edu>
Sent: Friday, January 24, 2020 2:19 PM
To: Holly L. Mistlebauer <hlm7@cornell.edu>
Subject: Financial Systems integrations - Bursar

Hi Holly – Carsten Schwill mentioned in the meeting today that when they send the information to the Bursar – they also put a block on the patron. The block is suppose to be an incentive to hopefully make them pay. Just wanted to make sure someone associated with Fines & Fees receives this information.

Ann

Comment by Tom Wilson [ 30/Jan/20 ]

Holly, we can wait some time for the "automated" portion of this feature, but we need to be able to transfer fees/fines for go-live. --Tom

Comment by Erin Nettifee [ 21/Sep/20 ]

Hi Holly, the workaround on this doesn't seem like it's been updated in a while since it mentions Q12020. Is there a plan for when this feature might be worked on?

Comment by Debra Howell [ 29/Sep/20 ]

Holly Mistlebauer - The workaround listed above appears to be a comment. Please move the comment in the Workaround field to this Comment section. Also, requesting an update on this feature as it is needed for Go Live (as your comment notes). Thank you.

Comment by Holly Mistlebauer [ 20/Oct/20 ]

Debra Howell, the workaround is described in what does appear to be a comment: "These libraries would need to be able to run a query to identify the fees/fines to be transferred (based on their unique criteria) and to update the database with a "fee/fine action" indicating the date, amount, and action taken." I'll update the workaround field to be more specific. Sorry for the confusion...

Comment by Holly Mistlebauer [ 20/Oct/20 ]

UPDATE: For the libraries that transfer fees/fines this is considered a payment method, making this critical to their operations. This is in fact a "showstopper" for Cornell. Holly will meet with folks at Cornell to determine possible workarounds/thin threads and then see if the options will work for other libraries. (It looks like Duke is the only other library to rank this as an R1.)

Comment by Holly Mistlebauer [ 06/Nov/20 ]

UPDATE: Holly just met with the Cornell folks to discuss the workaround/thin-thread for this. We have decided to try a 'proof of concept' for Option A at https://docs.google.com/document/d/1Xhc7_9wI9vbKPsXxrjtIB6F8sXV7-VQAK0e61yBeTrI/edit?usp=sharing. Sharon B. and Holly M. will work together on this. It this works, the other libraries needing this feature will be able to use what Cornell develops except they will need to create the extract in the format their bursar system requires (see Step 3 of Option A). Holly also shared a mock-up of the long-term solution for the automated batch transfer of fees/fines. Please see the attachment named Transfer Fees_Fines - Automated Process.png.

Comment by Stephanie Buck [ 09/Jan/23 ]

Holly Mistlebauer, if this work is being done via other features, can this be closed as a duplicate?

Comment by Holly Mistlebauer [ 30/Jan/23 ]

Replaced by UXPROD-3903 In Progress .

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