Inventory (UXPROD-785)

[UXPROD-144] Assign Accession numbers to holdings and item records - when items are acquired Created: 18/Jan/18  Updated: 31/Oct/22

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: Microsoft Word Accession numbers and FOLIO.docx     PNG File ItemData_full_0810.png     PNG File Skärmavbild 2018-12-14 kl. 14.37.42.png     PNG File Skärmavbild 2018-12-14 kl. 14.39.18.png     PNG File Skärmavbild 2019-03-21 kl. 14.44.13.png    
Issue links:
Blocks
is blocked by UXPROD-1770 Create Accession numbers generator Draft
Relates
relates to FOLIO-1273 Define and describe the architecture ... Open
relates to UIIN-239 Item Record. Accordion Administrative... Closed
relates to FOLIO-1756 Define and describe the architecture ... Closed
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   

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):
Case 1: Accession numbers are available as physical "stickers" on a roll. There are hundreds of self-adhesive access numbers on each roll, including barcodes and numbers written out in full. These are glued into the book during inventorization. The number is then entered into the system.
Case 2: Other libraries use the integrated number generator to generate a unique accession number.
Case 3: No separate accession number is used, but an unique itemId from an external source/catalogue is used as the accession number.
Case 4: An existing accession number is entered manually; this is already possible.

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:
Case 3: No separate accession number is used, but an unique itemId from an external source/catalogue is used as the accession number.

Related Features: UXPROD-1770 Draft



 Comments   
Comment by Charlotte Whitt [ 23/Aug/18 ]

The data element Accession number is to be implemented by 3Q, 2018 with the implementation of UIIN-239 Closed .

Comment by Charlotte Whitt [ 05/Nov/18 ]

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 ]

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 ]

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 ]

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 ]

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 ]

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 ]
  • Case 1: Accession numbers are available as physical "stickers" on a roll. There are hundreds of self-adhesive access numbers on each roll, including barcodes and numbers written out in full. These are glued into the book during inventorization. The number is then entered into the system.
  • Case 2: Other libraries use the integrated number generator to generate a unique accession number.
  • Case 3: No separate accession number is used, but the unique itemId from the union catalogue is used as the accession number.
    The field should therefore be customizable: Use of a number sequencer for generating accession numbers or option to enter free text. Regardless of our current workflows, I think we don't necessarily need the accession number in orders. In my opinion, it is sufficient to keep the number in the inventory at item and/or holdings level. The order app could then reference this field and display its contents.
Comment by Charlotte Whitt [ 21/Mar/19 ]

Hi Felix Hemme - Thanks much. That is really great input.

Here some follow up notes, and questions:
We don't have the Accession number element in the holdings record. That we'd need to implement then. Would the accession number be inherited from the holdings record to the item record ?
Or would you only assign Accession numbers to the holdings record, if no associated item records are created?
Other possibilities?

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.
CC: Dennis Bridges

Re. use case 2: I'll write up a jira ticket for creating a Accession number sequencer.
CC: Niels Erik Nielsen

Re. use case 3: This is relevant input for the Data Import (Batch loader) domain.
CC: Ann-Marie Breaux

Comment by Dennis Bridges [ 22/Mar/19 ]

Charlotte WhittFelix Hemme

"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.
CC: Dennis Bridges"

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 ]

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 ]

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:
*Case 1: * Accession numbers are available as physical "stickers" on a roll. There are hundreds of self-adhesive access numbers on each roll, including barcodes and numbers written out in full. These are glued into the book during inventorization. The number is then entered into the system.

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 ]

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 ]

Thanks for asking, Felix Hemme.
Charlotte Whitt, for ERM go-live Leipzig do not need any access numbers.
For fully go-live (tbd) we definitely need case 2, auto-generated unique accession numbers. Caroline Schmunck will provide in-depth requirements.

Comment by Caroline Schmunck [ 16/May/19 ]

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 ]

"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:

Settings Description
number range Fixed part of the number to be generated, e.g. "2005/". The fixed text of max. 20 positions can contain numbers, upper and lower case letters as well as spaces and dots.
After the slash, the consecutive number is generated.
start number Number with which generation is to begin (0 to 1,000,000,000). The system increments and displays the value of the "Start number" field up to the maximum value specified for "End number".
end number Highest number to be generated (0 to 1,000,000,000).
If a number sequence has reached the specified maximum value, the system issues an error message the next time you try to increase it. You can adjust the table by increasing the end number (the number of filling characters for "Length" must also be adjusted accordingly!) or by creating a new signature circle.
length Length of the number, based to the defined end number, e.g. end number = 9999, length = 4. Lengths from 1 to 9 are possible.
Leading fill characters Shall leading fill characters be used to specify the full length of the generated number? (for example, 0001 instead of 1). The decision on filling with leading characters can affect the sorting of entries, for example, in an access book sorted by accession numbers.
fill characters Specifies which fill character is to be used, e.g. "0" for "0001".
Comment by Caroline Schmunck [ 26/Jul/19 ]

Hi Charlotte Whitt and Felix Hemme.
Thanks for your work on table of settings and discriptions.
We have checked to what extent the suggested parameters apply to us and need to make some additions.

number range: this would work for us but we do need hyphens as well
we also need to extent the generated number since e.g. volume countings are need to be added; we think in total the field should provide at least 30 positions

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
in our case it depends on the format if we use 4 or 5 zeros; the fill characters are important to create inventory lists (sorting)

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:
01A-2019-00001
01B-2019-00001
02C-2019-0001

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 ]

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 ]

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.
cc Felix Hemme Kirstin Kemner-Heek

Comment by Charlotte Whitt [ 04/Oct/22 ]

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?

Generated at Fri Feb 09 00:06:07 UTC 2024 using Jira 1001.0.0-SNAPSHOT#100246-sha1:7a5c50119eb0633d306e14180817ddef5e80c75d.