Managing Claims, Claim Responses, and Status Reports for Materials (UXPROD-1142)

[UXPROD-1845] Claiming unreceived or unreceivable items workflow Created: 02/Jul/19  Updated: 08/Feb/24

Status: Analysis Complete
Project: UX Product
Components: None
Affects versions: None
Fix versions: Quesnelia (R1 2024)
Parent: Managing Claims, Claim Responses, and Status Reports for Materials

Type: New Feature Priority: P3
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Unresolved Votes: 0
Labels: LC-priority2, acquisitions, loc, post-v1, receiving, round_iv
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
is defined by MODORDERS-1027 Add logic to update POL receipt statu... Open
is defined by MODORDERS-1011 Adjust processing of scheduled claimi... In Progress
is defined by MODAUD-174 Consume piece change events and imple... Closed
is defined by MODAUD-180 Modify SQL query for /status-change-h... Closed
is defined by MODORDERS-945 Add is claiming active and claiming i... Closed
is defined by MODORDERS-947 PoC: Create persistence for claiming ... Closed
is defined by MODORDERS-948 Add new receiving statuses for piece ... Closed
is defined by MODORDERS-953 Add is claiming active and claiming i... Closed
is defined by MODORDERS-954 Add claiming delay interval in 'Piece... Closed
is defined by MODORDERS-974 Add validation for claimingActive, cl... Closed
is defined by MODORDERS-978 Implement karate scenarios for Claimi... Closed
is defined by MODORDERS-985 Add internal note and external note i... Closed
is defined by MODORDERS-989 Implement batch endpoint to move mult... Closed
is defined by MODORDSTOR-354 Implement business rules to update pi... Closed
is defined by MODORDSTOR-356 Initial setup of claiming batch job Closed
is defined by MODORDSTOR-357 Implement the capability to send the ... Closed
is defined by MODORDSTOR-362 Inherit claimingActive, claimingInter... Closed
is defined by UIOR-396 Populate claiming interval in POL fro... Closed
is defined by UIOR-397 Add claiming checkbox to POL details Closed
is defined by UIOR-1192 Add validation for claimingActive, cl... Closed
is defined by UIREC-288 Display and edit claiming active and ... Closed
is defined by UIREC-291 Display claim actions for Piece Closed
is defined by UIREC-292 Set claiming workflow statuses for si... Closed
is defined by UIREC-296 Align the display of fields in full s... Closed
is defined by UIREC-302 Add unreceivable accordion to receivi... Closed
is defined by UIREC-303 Delay claim for piece record Closed
is defined by UIREC-304 Send claim for piece record Closed
is defined by UIREC-305 View Piece status change log Closed
is defined by UIREC-306 Add filter options for new piece stat... Closed
is defined by UIREC-307 Expect "Unreceivable" pieces on the f... Closed
is defined by UIREC-308 Add validation for "claimingInterval"... Closed
is defined by UIREC-312 Add support of new Interval column to... Closed
Relates
relates to UXPROD-4134 Manage claiming letter template for u... Open
relates to UXPROD-4186 Generate claim information to share w... Open
relates to UXPROD-4168 Build custom templates for printing a... Draft
relates to UXPROD-194 Checkin Maintenance (managing pieces ... In Refinement
Release: Quesnelia (R1 2024)
Epic Link: Managing Claims, Claim Responses, and Status Reports for Materials
Analysis Estimator: Dennis Bridges
Front End Estimate: XL < 15 days
Front-End Confidence factor: 60%
Back End Estimate: XXL < 30 days
Back End Estimator: Serhii_Nosko
Back-End Confidence factor: 70%
Development Team: Thunderjet
Kiwi Planning Points (DO NOT CHANGE): 51
PO Rank: 90
Rank: Chalmers (Impl Aut 2019): R4
Rank: Chicago (MVP Sum 2020): R4
Rank: Cornell (Full Sum 2021): R2
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R2
Rank: FLO (MVP Sum 2020): R2
Rank: GBV (MVP Sum 2020): R1
Rank: hbz (TBD): R4
Rank: Lehigh (MVP Summer 2020): R4
Rank: Leipzig (Full TBD): R2
Rank: Mainz (Full TBD): R1
Rank: MI State-Lib of MI (Sum 2021): R2
Rank: MO State (MVP June 2020): R2
Rank: TAMU (MVP Jan 2021): R4
Rank: U of AL (MVP Oct 2020): R4

 Description   

Overview:

Claims are filed via multiple communication methods (Eg. EDIFACT, e-mail or printed). This is different depending on if this is an ongoing order (maybe based on prediction or patterns) or one-time order (based on order date and expected delivery period from vendor). The feature is focus on allowing the workflow of claiming to be tracked by the FOLIO system.

Approach:

Claiming will be driven by the piece record to accommodate both serials and monograph workflows. 



 Comments   
Comment by Julie Brannon [ 17/Jul/19 ]

A possible way to split this feature might be to break out 1) how FOLIO will help the user identify items that are missing and need to be claimed (such as through the use of prediction patterns for print serials and 2) ability to communicate that claim to the vendor.

Duke will rank this JIRA as "can wait - up to one year" since the ability to communicate the claim isn't as critical as being able to identify that something was expected and didn't arrive (a feature is needed at go-live).

Comment by Martina.Schildt [ 24/Sep/19 ]

In GBV we need a way to define claiming periods, either in the POL (and/or receiving section) or in the organization record (ideally both is possible). It would be good if the claiming frequency which is specified in the organization record is included as standard in every purchase order placed with this vendor - unless an individual claiming frequency is defined for this exact purchase order.

To decide on POL level whether claiming is desired or not, there could be a "claiming checkbox" in the order screen, which can be checked/unchecked.

The "receipt date" in the order determines the date of the first claim/reminder.
The claiming periods, notices and data for the last and next claims should be displayed. After sending one reminder the date for a new claim is calculated by the system.
The claiming frequency can be adjusted on POL level if necessary.

We need to be able to filter and select POLs for which claims should be issued. If no communication of claims (like generating claiming letters) will be possible in the beginning, the list of to be claimed POLs should be exportable.

In general we would need an online alert for items that are to be claimed. Claims should not be sent to the vendor automatically, but we need a possibility to check possible reasons why the item did not arrive yet (i.e. not yet published). After checking there should be 2 options:
1. Dismiss the claim and log the count of the claim (1st, 2nd ...), date and the fact that it was not sent but dismissed
2. or send (online/printed) and log the count of the claim, date and the fact that it was sent

Comment by Kay Granskog [ 09/Mar/21 ]

Michigan State-LM agrees with the earlier comment that a first step would be the ability to simply identify and collect titles for one-time orders that are unfilled and were placed before x date.  This could be a set amount of time i.e. 3 months prior or allow the user to insert a "less than" [specific date].

Comment by Ann-Marie Breaux (Inactive) [ 14/Dec/21 ]

Dennis Bridges Adding a comment to capture request from 14 Dec 2021 Acq SIG: also a need to communicate cancellation for existing orders to vendors, either via e-mail or perhaps EDIFACT (for some vendors). Maybe consider as part of this feature, or else create a separate feature for communicating cancellations to vendors?

cc: Martina.Schildt

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