Inventory
(UXPROD-785)
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| Status: | Open |
| Project: | UX Product |
| Components: | None |
| Affects versions: | None |
| Fix versions: | None | Parent: | Inventory |
| Type: | New Feature | Priority: | P3 |
| Reporter: | Cate Boerema (Inactive) | Assignee: | Martina Tumulla |
| Resolution: | Unresolved | Votes: | 0 |
| Labels: | acquisitions, crossrmapps, integration, inventory, metadatamanagement, round_iv | ||
| Remaining Estimate: | Not Specified | ||
| Time Spent: | 15 minutes | ||
| Original estimate: | Not Specified | ||
| Attachments: |
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| Issue links: |
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| Epic Link: | Inventory | ||||||||||||||||||||||||
| Analysis Estimate: | Small < 3 days | ||||||||||||||||||||||||
| Analysis Estimator: | Charlotte Whitt | ||||||||||||||||||||||||
| Front End Estimate: | Small < 3 days | ||||||||||||||||||||||||
| Front End Estimator: | Niels Erik Nielsen | ||||||||||||||||||||||||
| Front-End Confidence factor: | High | ||||||||||||||||||||||||
| Back End Estimate: | Small < 3 days | ||||||||||||||||||||||||
| Back End Estimator: | Niels Erik Nielsen | ||||||||||||||||||||||||
| Kiwi Planning Points (DO NOT CHANGE): | 1 | ||||||||||||||||||||||||
| PO Rank: | 64 | ||||||||||||||||||||||||
| PO Ranking Note: | CW: Very rudimental implementation at this point. This implementation is not good enough for the German libraries, that's why this i bumped up. | ||||||||||||||||||||||||
| Rank: Chalmers (Impl Aut 2019): | R4 | ||||||||||||||||||||||||
| Rank: Chicago (MVP Sum 2020): | R5 | ||||||||||||||||||||||||
| Rank: Cornell (Full Sum 2021): | R5 | ||||||||||||||||||||||||
| Rank: Duke (Full Sum 2021): | R1 | ||||||||||||||||||||||||
| Rank: 5Colleges (Full Jul 2021): | R5 | ||||||||||||||||||||||||
| Rank: FLO (MVP Sum 2020): | R5 | ||||||||||||||||||||||||
| Rank: GBV (MVP Sum 2020): | R2 | ||||||||||||||||||||||||
| Rank: Grand Valley (Full Sum 2021): | R1 | ||||||||||||||||||||||||
| Rank: hbz (TBD): | R1 | ||||||||||||||||||||||||
| Rank: Hungary (MVP End 2020): | R1 | ||||||||||||||||||||||||
| Rank: Lehigh (MVP Summer 2020): | R5 | ||||||||||||||||||||||||
| Rank: Leipzig (Full TBD): | R1 | ||||||||||||||||||||||||
| Rank: Leipzig (ERM Aut 2019): | R5 | ||||||||||||||||||||||||
| Rank: TAMU (MVP Jan 2021): | R5 | ||||||||||||||||||||||||
| Rank: U of AL (MVP Oct 2020): | R4 | ||||||||||||||||||||||||
| Description |
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Goal/Problem: A resource acquired by the library shall be assigned an accession number. The accession number can contain letters, numbers and special characters such as hyphens, e.g. 01A-2019-1234 (01 = location code; A = format; 2019 = year of acquisition; 1234 = current number). As access numbers are assigned during the receiving process, they should also be entered there. An additional change into the inventory app seems cumbersome. Use Case(s): The field should therefore be customizable: Use of a number generator for generating accession numbers or option to enter free text. If the number generator was used to create an accession number there is the need to manually edit the number, since some libraries will add volume countings to the accession number. Out of scope: Related Features:
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| Comments |
| Comment by Charlotte Whitt [ 23/Aug/18 ] | ||||||||||||||
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The data element Accession number is to be implemented by 3Q, 2018 with the implementation of
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| Comment by Charlotte Whitt [ 05/Nov/18 ] | ||||||||||||||
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Khalilah Gambrell Dennis Bridges - maybe we can include this update on Accession numbers - data coming from the Receipt app - when we talk Integration of Orders with Inventory and eHoldings on 11/6/2018? | ||||||||||||||
| Comment by Charlotte Whitt [ 14/Dec/18 ] | ||||||||||||||
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RM-SIG 12/14/2018: Accession number is assigned in the Receipt app, and then data to be pushed to the Item record: | ||||||||||||||
| Comment by Dennis Bridges [ 07/Mar/19 ] | ||||||||||||||
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Charlotte WhittKhalilah Gambrell We were imagining that accession number would actually be auto generated by inventory if enabled. Discussing with the small group revealed that very few people use this number and that it ideally is not manually edited as they need to be unique. Ultimately this number will live on the item record and so rather than duplicate it we are imagining inventory will generate it similarly to how we generate PO numbers. We may even be able to reuse some of that code. However, accession numbers will have a different format/parameters which we have not defined in discussions. | ||||||||||||||
| Comment by Charlotte Whitt [ 12/Mar/19 ] | ||||||||||||||
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Hi Dennis Bridges - I'm a little confused here. If the accession number is generated in Inventory, then this data is to be pushed to the Order app? That said it's no problem for Inventory to implement a number sequencer for generating Accession numbers. Let me check with Felix Hemme about the expected behavior, while Accession numbers is a requirement from e.g. The German libraries. | ||||||||||||||
| Comment by Dennis Bridges [ 12/Mar/19 ] | ||||||||||||||
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Thanks Charlotte Whitt if inventory will generate it then there is no need to push it. We can retrieve it from the record if we need to display it to the user. | ||||||||||||||
| Comment by Felix Hemme [ 13/Mar/19 ] | ||||||||||||||
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Charlotte Whitt I have to check how this is done in some of our network libraries and will respond ASAP. | ||||||||||||||
| Comment by Felix Hemme [ 21/Mar/19 ] | ||||||||||||||
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| Comment by Charlotte Whitt [ 21/Mar/19 ] | ||||||||||||||
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Hi Felix Hemme - Thanks much. That is really great input. Here some follow up notes, and questions: Right now our current solution support use case 1 re. the item record, where staff when assigning the Accession numbers can enter the number directly in the Item record as a string. But I'm a little unsure when in the process staff will assign Accession numbers. It sounds like it's in the Receiving process, and then it would be more naturally to enter the Accession number while working in the Receiving app - or am I getting it wrong. Re. use case 2: I'll write up a jira ticket for creating a Accession number sequencer. Re. use case 3: This is relevant input for the Data Import (Batch loader) domain. | ||||||||||||||
| Comment by Dennis Bridges [ 22/Mar/19 ] | ||||||||||||||
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"But I'm a little unsure when in the process staff will assign Accession numbers. It sounds like it's in the Receiving process, and then it would be more naturally to enter the Accession number while working in the Receiving app - or am I getting it wrong. A discussion was had in ACQ small group whereby it was pointed out that every item needs an accession number and ideally the library doesn't actually input it themselves as the only reason they do now is that a separate system generates it for them and they copy past. Thinking is ideally the record is "born" with one and that way there is less room for user error. Thoughts? | ||||||||||||||
| Comment by Cate Boerema (Inactive) [ 25/Apr/19 ] | ||||||||||||||
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Charlotte Whitt, In progress doesn't seem like the right state for this feature as no one is currently working on it and it's not in scope for this quarter. I am marking it Draft for now. | ||||||||||||||
| Comment by Charlotte Whitt [ 03/May/19 ] | ||||||||||||||
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Hi Felix Hemme when you find time, I'd like to talk with you about how we can wrap up the work on this feature/get it back in Progress.. Accession number is implemented in the item record, and we'd be able to do: Would GBV, HBZ, and Leipzig need also: Case 2 and Case 3 - to fulfill the Go-live requirements? Thanks much. CC: Cate Boerema | ||||||||||||||
| Comment by Felix Hemme [ 03/May/19 ] | ||||||||||||||
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Hi Charlotte Whitt As the University Library of Bremen and the ZBW (as GBVs "early" implementers) want to start with a partial implementation of ERM, we don't need any access numbers. Only if FOLIO is also used for the administration of printed resources, the implementation of case 2 and 3 is necessary. All good so far. I can not speak for Leipzig and the colleagues at hbz, but I will mention Björn Muschall Annika Schröer and Former user Maike Osters Martina Tumulla: Could you please provide an answer for Charlottes question? THANKS! | ||||||||||||||
| Comment by Björn Muschall [ 06/May/19 ] | ||||||||||||||
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Thanks for asking, Felix Hemme. | ||||||||||||||
| Comment by Caroline Schmunck [ 16/May/19 ] | ||||||||||||||
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Hi Charlotte Whitt, as Björn Muschall already mentioned case 2 applies to us. We do need the manual change of the accession number field, since volume countings are added to the accession number. Furthermore, this function is needed if volumes are changed from one branch to another because the location codes, which are reflected in the accession number, are individual: e.g. 01A-2019-1234 (01 = location code; A = format; 2019 = year of acquisition; 1234 = current number). Due to the different location codes we don´t need the accession number in orders. The location of the item is often determined only after receiving it. Should different formats be developed in FOLIO for the libraries? If so, can libraries submit their condition details, or if not, will there be a place to insert their own script? Thank you in advance. | ||||||||||||||
| Comment by Felix Hemme [ 13/Jun/19 ] | ||||||||||||||
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"Should different formats be developed in FOLIO for the libraries? If so, can libraries submit their condition details, or if not, will there be a place to insert their own script?" I would consider it necessary for the number generator requirements to be developed by a small group of experts. In LBS we are able to parameterize the generation of numbers very sophisticated:
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| Comment by Caroline Schmunck [ 26/Jul/19 ] | ||||||||||||||
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Hi Charlotte Whitt and Felix Hemme. number range: this would work for us but we do need hyphens as well start number: we start with "1" instead of "0" end number: this works for us length: this works for us leading fill characters: yes, we do need fill charakters fill characters: this works for us Manual input in the inventory number field is important to us, as we sometimes have to work with specialized signatures or supplement band information. For this we need the characters colon, slash, and commas. We also need the possibility to generate different formats with the corresponding consecutive number. Here are some examples: I do not know if this fits in here or is too early, but the inventory number does not always match the location number. Therefore we always use two fields: one for the automatically generated (possibly extended) inventory number which always persists and another field for the (eventual) location number. cc: Björn Muschall and Annika Schröer | ||||||||||||||
| Comment by Charlotte Whitt [ 06/Oct/20 ] | ||||||||||||||
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Hi Felix Hemme Kirstin Kemner-Heek - when looking at this rather old feature, then I'm wondering if this feature might not be relevant any longer, with the implementation of the GBV workflow, and having all record management happening in CBS. Maybe we can close it, as won't do? | ||||||||||||||
| Comment by Martina.Schildt [ 23/Oct/20 ] | ||||||||||||||
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Hi Charlotte Whitt, GBV will still need this feature, as the accession number is not assigend in CBS. We will need the number generator in Folio when acquiring resources (as part of receiving or as a tool that can be flexibly used in Folio apps), and will then add the number to our holdings and items record in CBS. From there, it will be updated to Folio Inventory. | ||||||||||||||
| Comment by Charlotte Whitt [ 04/Oct/22 ] | ||||||||||||||
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Martina Tumulla - do you remember that we talked about this feature at WOLFcon 2022. Should I assign a development team - was it K-Int working on this? |