Fees/Fines (UXPROD-792)

[UXPROD-2015] Hebis (Poppy): Implement Reminder Fees for German Libraries. Minimal requirements Created: 27/Aug/19  Updated: 08/Feb/24  Resolved: 06/Oct/23

Status: Closed
Project: UX Product
Components: Fees/Fines
Affects versions: None
Fix versions: Poppy (R2 2023)
Parent: Fees/Fines

Type: New Feature Priority: P2
Reporter: Holly Mistlebauer Assignee: Florian Ruckelshausen
Resolution: Done Votes: 0
Labels: Current-ff-work, feesfines, hebis, needs-testrail, resourceaccess, split
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: JPEG File 3-reminder-fees-update.jpg     PDF File Automated Reminder Fee.pdf     Microsoft Word Leizig_Overdue_Fines_Example.xlsx     PNG File Mockups.png     JPEG File Reminder Notice and Fee from FOLIO Glossary of Terms.JPG     PDF File hebis_Gap_H-RA-3_ReminderFees_20221221.pdf     Microsoft Word hebis_Reminder fees - minimal Requirements_20230213.docx    
Issue links:
Blocks
blocks UXPROD-3461 Hebis: Patron notices for reminder fe... Closed
blocks UXPROD-4464 Patron notices for reminder fees for ... Draft
Defines
is defined by CIRC-1527 Hebis: Create process to bill "Remind... Closed
is defined by CIRC-1528 Hebis: Setup job to run for billing o... Closed
is defined by CIRC-1599 Hebis: BE: Add new reminder fee field... Closed
is defined by CIRCSTORE-414 Hebis: BE: Store two new reminder fee... Closed
is defined by CIRCSTORE-452 Add notice triggering event 'Due dat... Closed
is defined by MODFEE-335 Hebis: German Reminder fees. Investig... Closed
is defined by MODFEE-339 Hebis: German Reminder fees. Investig... Closed
is defined by MODFEE-345 Hebis: BE | Add "Reminder fee" sub-se... Closed
is defined by MODFEE-358 Hebis: Add "Reminder fee" as hidden a... Closed
is defined by MODFEE-365 Change enums for notice method/format Closed
is defined by UICIRC-931 Hebis: Add "Reminder fee" sub-section... Closed
is defined by UICIRC-932 Hebis: Add "Reminder fee" sub-section... Closed
is defined by UICIRC-933 Hebis: Add "Reminder fee" sub-section... Closed
is defined by UICIRC-973 UI aligned with BE. Change enums for ... Closed
is defined by UICIRC-982 Settings > Circulation > Overdue fine... Closed
is defined by UICIRC-983 Settings > Circulation > Overdue fine... Closed
is defined by CIRC-1768 Hebis: Spike. Investigate reuse of th... Closed
Gantt End to Start
has to be done before UXPROD-4003 2nd iteration. Implement Reminder Fee... Open
has to be done before UXPROD-4159 Hebis: Implement Reminder Fees for Ge... Closed
has to be done before UXPROD-3896 Future Fees/Fines: Allow sites to ind... Draft
has to be done before UXPROD-4181 Hebis. Loans prepare a file to print ... In Review
Relates
relates to UXPROD-109 Charge automated overdue fines Closed
relates to UXPROD-96 Fee/fine Policies for Overdue Items Closed
Release: Poppy (R2 2023)
Epic Link: Fees/Fines
Front End Estimate: Jumbo: > 45 days
Front End Estimator: Holly Mistlebauer
Back End Estimate: Jumbo: > 45 days
Back End Estimator: Holly Mistlebauer
Development Team: Odin
Kiwi Planning Points (DO NOT CHANGE): 80
PO Rank: 0
Rank: Chicago (MVP Sum 2020): R5
Rank: Cornell (Full Sum 2021): R5
Rank: Duke (Full Sum 2021): R5
Rank: 5Colleges (Full Jul 2021): R5
Rank: GBV (MVP Sum 2020): R1
Rank: Grand Valley (Full Sum 2021): R2
Rank: hbz (TBD): R2
Rank: Lehigh (MVP Summer 2020): R5
Rank: Leipzig (Full TBD): R1
Rank: MO State (MVP June 2020): R2
Rank: TAMU (MVP Jan 2021): R5
Rank: U of AL (MVP Oct 2020): R5

 Description   

UPDATE:
Reduced scope for the German reminder fees (2/13/2023): hebis_Reminder fees - minimal Requirements_20230213.docx
See RA SIG presentation at https://docs.google.com/presentation/d/1xH9O5ytkd21eApuJTSiVmCrLotXekMQL3Nzk5BjpmvA/edit?usp=sharing for details (was updated after December 16, 2021, February 3, 2022 and April 25, 2022 meetings).

OVERVIEW: This is related to overdue fines, but is not the same thing. Overdue fines are calculated when an overdue item is returned to the library. The patron is billed at that point. The amount owed is often a huge shock to the patron. Reminder fees are billed to the patron immediately when the item becomes overdue. The patron is notified of what they already owe even if they return the item right now. If they wait longer to return the item, they are notified that they now owe more in reminder fees. Some libraries charge both reminder fees and overdue fines.

DETAILS: The German libraries charge reminder fees after an item becomes overdue with a scheduled process that creates a reminder notice. The process usually runs at night on a regular schedule (e.g. at 12:00:01). A notice is sent to the patron indicating that they now owe a certain amount (1 Euro, 3 Euros). Often there is a 7-day or 13-day grace period before the next reminder fee is charged, giving the patron time to return the item. The second reminder fee is usually twice as much as the first reminder fee. Again there will be a grace period. Often the third reminder fee will be the last, but there may be a 4th or 5th. Usually after the 2nd or 3rd reminder the library will use block the patron from borrowing/renewing/requesting until the item is renewed. The final reminder usually must be sent via snail mail. Some of the requirements are regulated by state law and some are preferences that must be added to Settings.

EXAMPLES: See the spreadsheet at https://docs.google.com/spreadsheets/d/14z4drYUGeRvYxB5BhJ6HU6kKAbHVMQqN6BLjtwIx8T0/edit#gid=1907843891&range=A1 for examples. The tabs named Example 2, 5, 6, 7 and 8 have German examples. Attached file Mockups.png provides a summary of all libraries in one place. Attached file Automated Reminder Fee.pdf includes an actual example of a reminder notice.

EXCEPTION: It appears that Leipzig does not do "reminder fees" but charges overdue fines immediately. See attached file Leizig_Overdue_Fines_Example.xlsx for the details. We may need to create a separate UXPROD feature for this.

WHEN NEEDED: German libraries need this feature in order to implement Circulation.



 Comments   
Comment by Uschi Klute [ 28/Aug/19 ]

Several GBV libraries send the 1st reminder (with fee) a few days after due date, e.g. 1 week. So the patrons have a grace period of one week. Other libraries send the 1st reminder the day after due date, but without any costs. The following reminders create a reminder fee.

Comment by Uschi Klute [ 28/Aug/19 ]

In the State of Lower Saxony we have
1. reminder = 2 € - 2-4 days after due date
2. reminder = 5 € - 2 weeks after the 1st reminder
3. reminder = 10 € - 2 weeks after the 2nd reminder
The amounts will be summed up, so if a book is checked in after the patron has receiced the 2nd reminder he/she has to pay 7 €.
The time between the reminder notices differs in some libraries.

In the University Library of Rostock they have
1. reminder = 0 € - 1 week after due date
2. reminder = 2 € - 1 week after 1st reminder
3. reminder = 3 € - 1 week after 2nd reminder
4. reminder = 4 € - 1 week after 3rd reminder
The amounts will be summed up, again.

Comment by Brooks Travis [ 15/Sep/20 ]

Holly Mistlebauer It would be nice to have this ability for recalled items at our library. I believe there is another ticket here somewhere about having the ability to include "what-if" fines in overdue notices, or similar functionality, but if we could, instead, do recall fines as "reminder" fines, that would probably work fo us. This plus the ability to specify separate aged-to-lost for recalled items and we'd be set.

Comment by Björn Muschall [ 29/Apr/21 ]

In Leipzig we charge daily reminder fees for max. 1 month, after that the user will be blocked automatically, as max. fees are reached. I agree with Uschi Klute that reminder fees must be able to be staggered. For a staggering of the overdue fines there is UXPROD-2950 Closed . Since we only charge reminder fees, UXPROD-2950 Closed is obsolete for us.

Comment by Björn Muschall [ 13/Dec/21 ]

During a discussion in a German group it came out that in most libraries this fees can also be configured based on any combination of Patron group, Loan type and Matrial type. For e.g. Patron Group X different fees are entered and calculated than for Y, or for the loan of a laptop higher fees than for a book. In Leipzig we can configure a default (ANY Patron group, ANY Loan type and ANY Matrial type) per day and exceptions to this default. Maybe we can take that up in the discussion on 16 Dec.

Comment by Holly Mistlebauer [ 13/Dec/21 ]

Björn Muschall: Hi Bjorn. We will use the Overdue Fine Policy, which the library associates with any combination of Patron group, Loan type and Material type in the Circulation Rules. That part will be easy. Thanks...

Comment by Holly Mistlebauer [ 14/Dec/21 ]

REQUIREMENTS

  1. Reminder Fees will be added to the Overdue Fine Policy (if possible).
  2. The Overdue Fine Policy will be associated with whatever combination of Patron Group, Material Type and Loan Type a site desires.
  3. The Reminder Fee is not the same thing as an Overdue Fine and must have its own Fee/Fine Type. (Note: Overdue Fine is billed after item returned whereas Reminder Fee is after item is overdue but before it is returned.)
  4. Sites may have as many reminders as they desire. For each reminder we need to know the following:
    • Number of days/weeks after overdue/last reminder fee
    • Amount of Reminder Fee to bill for this reminder
    • How to notify patrons (e.g. preference, email, mail)
    • Should the patron be blocked when the reminder fee is sent? If so, from what (e.g. Borrowing, Requesting, Renewing)? (Note: Blocking the patron by the number of overdue items they have or the total fee/fine balance is already handled by Automated Patron Blocks. They are set by Patron Group.)
  5. When the reminder date is met, the patron will have a fee/fine record created for the "Reminder fee" and will receive a notification. Each subsequent reminder will be billed with a separate fee/fine record.
  6. Need a setting that an item cannot be renewed if a Reminder Fee is owed.
  7. Need a setting that an item cannot be checked-in until the Reminder Fee is paid.
Comment by julie.bickle [ 20/Dec/21 ]

I need to know exactly how reminder fees will be implemented, to scope precisely how the related patron notices can be implemented.

Comment by Holly Mistlebauer [ 20/Dec/21 ]

julie.bickle: Hi! The Reminder Fee will work the same as the Lost Item Fee. When the Fee/Fine Record is created for the Reminder Fee, that is the trigger for creating a notice just like it is for Lost Item Fee.

Comment by Holly Mistlebauer [ 15/Dec/22 ]

Update: Holly will be meeting with the German Reminder Fee team sometime after January 9 to transition this feature to the new product owners. Also, the German Reminder Fee team is meeting on January 14 to discuss adding two new settings, as shown in attachment 3-reminder-fees-update.jpg.

Comment by Charlotte Whitt [ 02/Jan/23 ]

Hi Holly Mistlebauer - the Hebis team will work together with Index Data on the development, therefore I'll ask you to invite both Jakub Skoczen and me to the planned meeting sometime after January 9, as the respective Lead developer and lead PO for the development team doing the actual work on behalf of Hebis. Thanks a lot

Comment by Charlotte Whitt [ 10/Jan/23 ]

Status: Spreadsheet from Holly Mistlebauer, when presenting the hand over work: https://docs.google.com/spreadsheets/d/1jKG6futrBoVfy3T0KJRrSIUTsDYB3gcCWHZ3yRdrMAs/edit#gid=1163187683

Comment by Holly Mistlebauer [ 17/Jan/23 ]

Answers to questions from meeting on January 10...

  1. The original user story for manual patron blocks is UIU-674 Closed , which should provide good info on how manual patron blocks work.
  2. Erika Miranda from UNAM was the original dev. Unfortunately, she was in the first UNAM team which was replaced quite some time ago. The last person on the Vega team work on manual patron blocks is Stanislau Snapok. If you have questions, I recommend that you ask Stephanie Buck (the Vega team Lead PO) for a contact.
  3. I have changed the dev team for all related user stories to Thor.
Comment by Björn Muschall [ 18/Jan/23 ]

I wasn't present at the meeting on January 10 but read the comment above. If it is of interest, the patron block template was adressed with UXPROD-2269 Closed by Leipzig dev team (if there are any questions regarding the template).

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